Home Archives for Video lessons for Excel
December 9, 2010 2 Comments

How to Work with Dates in Excel

The majority of the questions that I receive from viewers center on how to use and format DATES & TIMES in Excel. So, I have decided to create a series of lessons to show you how to work with dates and times in Excel.  This is part one in a continuing series of free Excel Video Training Lessons.

50 Best Tips for Excel 2007

Excel Tips

Learn How to Work with Dates

  • Use a Keyboard Shortcut to enter the current date in a cell – to “time stamp” the date.
  • Use the TODAY() Function to enter a “dynamic” date function in a cell – so that your date always reflects the current date.
  • Distinguish between how Excel “stores” a date – as a serial number – and how Excel formats a date – how you choose to format a date.
  • Tell if a date was entered correctly – as a number – or incorrectly – as “text” by seeing how it is aligned in the cell (right or left).
  • See why a fraction could be recognized as a date – and how to correct this “got’cha” step!
  • How to create a series of dates in your spreadsheet.

In my experience, the majority of “Excel problems” are based around incorrect date and time entries. So, whether you are new to Excel or a veteran who gets frustrated with Time and Date calculations, this lesson is for you.

If nothing else, you will pick up some great Keyboard Shortcuts in this lesson!

Follow this link to watch this video in High Definition, Full Screen Mode on my YouTube Channel – DannyRocksExcels

Learn how to “Master Excel in Minutes – Not Months!”

How to Work with Dates in Excel [ 8:55 ] Play Now | Play in Popup | Download (796)
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December 7, 2010 2 Comments

Use the SUMPRODUCT Function to Total Lists Using Multiple Criteria

In Excel 2007 and Excel 2010 you can use the new SUMIFS Function to total a list using multiple criteria. This is a great new feature!

But … what if you are using Excel 2003 or earlier? Or, if you collaborate with colleagues and clients who use older versions of Excel – how can you use multiple criteria to select the records that you want to Sum? You can use the SUMPRODUCT Function as I demonstrate in this video lesson.

The 50 Best Tips

The 50 Best Tips Series

Key Concepts

  • Create – and use – Named Cell References for Ranges / Arrays in your formulas
  • Use the Function Arguments Dialog Box – Use the keyboard shortcut Ctrl + A to bring this up
  • Use the F3 Keyboard Shortcut to bring up the Named Ranges List
  • In this lesson, use () to enclose each Array Argument
  • In this lesson, use * to substitute for the , to separate each Array in the formula (Edit this in the Formula Bar)

There are usually several ways to solve any problem in Excel. This is a good procedure to learn – regardless of the version of Excel that you use.

Click here to view the 1st part of this series on how to use the SUMPRODUCT Function in Excel.

You can view this Excel Video in Hig Definition, Full Screen Mode on my YouTube Channel – DannyRocksExcels by clicking here.

I cover the SUMIF and SUMIFS Functions in greater detail on my DVD, “The 50 Best Tips for Excel 2007.” Click here to start shopping using my secure shopping cart.

Learn how to “Master Excel in Minutes – Not Months!”

Using the SUMPRODUCT Function to Total a List Using Multiple Criteria [ 7:47 ] Play Now | Play in Popup | Download (1121)
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December 6, 2010 2 Comments

How to Use the SUMPRODUCT Function in Excel

In my experience, most Excel users are unfamiliar with the SUMPRODUCT Function. So let me give you two reasons to watch this short (5 minutes, 22 seconds) video lesson to learn how – any why – to use SUMPRODUCT:

  1. The SUMPRODUCT Function will speed up your calculations in Excel – get results with one step. With SUMPRODUCT() you can avoid several intermediary calculations.
  2. With SUMPRODUCT, you may be able to trim the size of your Excel worksheet. You may not need as many columns (fields) as you think to get the result that you need!

In this lesson, I show you how to calculate the Total Value of the Inventory (for a fictional company) with one formula!

50 Best Tips for Excel 2007

Excel Tips

Key Points Coverered

While the SUM Function “Adds Up” the values in the Arguments, the PRODUCT Function “Multiplies” the values in its Arguments.

  • Using “Arrays” in SUMPRODUCTS. In Excel 2007, you can use up to 255 Arrays! The key point is that all Arrays must be the same size and shape. For example, if the 1st arry in the Arguments is 15 rows in one vertical column, then all of the subsequent Arrays must be 15 rows in one vertical column.
  • I find that Creating – and Using – Names Cell Ranges for the Arrays will speed up writing the SUMPRODUCT formula.

I have decided to present the SUMPRODUCT Function in two lessons – so click on the sequel to see other uses for this function!

Click here to watch the 2nd video lesson on how to use the SUMPRODUCT Function in Excel.

You can watch this Excel Training Video Lesson in High Definition, Full Screen Mode on my YouTube Channel – DannyRocksExcels

You can learn how to “Master Excel in Minutes – Not Months!”

How to Use the SUMPRODUCT Function in Excel [ 5:21 ] Play Now | Play in Popup | Download (954)
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December 2, 2010 2 Comments

How to Speed Up Data Entry on Forms By Using Named Cell Ranges

You can speed up data entry on an Excel form by creating – and using – named cell ranges. This also improves data accuracy, because the data entry clerk only has to hit the “Enter” key after each imput; the curosor automatically moves to the next cell in the named range that you applied to your form!

There is one “got’cha” step in this process. As you will see in this video, it is important to observe the position of the “Active Cell” in your selection!

The 50 Best Tips

The 50 Best Tips Series

Key Points Covered

  • Hold down the “Ctrl” key as you click on the cells in your non-contiguous range.
  • Use labels and cell shading to identify the cells that require data input.
  • When selecting your non-contiguous cells, choose the cell that you want to be the “Active Cell” last.
  • You can enter a formula or value into all of the cells in a range with “Ctrl+Enter.”

Try this out  on a form that you use at work. Remember to create a “name” for your data input cells. “Named cell ranges” are saved when you create a copy of your workbook – so this technique can be easily duplicated by saving the file with a new name.

Click here to watch this video in High Definition, Full Screen Mode on my YouTube Channel – DannyRocksExcels

Learn how to “Master Excel in Minutes – Not Months!”

How to speed up data entry on forms with named cell ranges [ 4:58 ] Play Now | Play in Popup | Download (882)
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November 30, 2010 9 Comments

How to Name a Large Range of Non-Contiguous Cells in Excel

A client asked for my help on this problem. How to create a Named Range in Excel for Non-Contiguous Cells. The problem is that Excel puts a 255 character limit on the “Refers to” portion of a Named Range. I struggled with this until I found the answer in one of my favorite resource books, “This isn’t s Excel, it’s Magic!” written by Microsoft MVP (Most Valued Professional) Bob Umlas.

Solve the Problem

  1. Select the non-contiguous cells that you want to name.
  2. Open up the Visual Basic Environment (Alt + F11 is a Keyboard Shortcut).
  3. In the VBE, open up the “Immediate Pane” – Ctrl + G is the Keyboard Shortcut.
  4. Finally, type Selection.Name = “MyLabels” in the Immediate Pane and press Enter. (Substitute the name you want for “MyLabels”).

When you return to Excel, you will see that you can use the Drop-down list in the Name Box or in the Excel 2007 Name Manager to select this range.

 Amazing! Thanks Bob!

Additional  tips

  • Keyboard Shortcut F5 to open up the “Go To” Dialog Box. Select “Special” and choose “Constants – Text” to select the non-contiguous Labels that you want to name.
  • Right-click the worksheet tab and select “View Code” top open up the VBE (Visual Basic Environment) window.

I invite you to watch and subscribe to my Video Podcast on iTunes – follow this link to “Danny Rocks Tips and Timesavers”

Click here to watch this video in High Definition, Full Screen Mode on my YouTube Channel – Danny Rocks Excels

Learn How to “Master Excel in Minutes – Not Months!”

How to Name a Large Range of Non-contiguous Cells in Excel [ 4:49 ] Play Now | Play in Popup | Download (788)
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November 29, 2010 1 Comment

My Most Viewed and Downloaded Videos for Excel and PowerPoint

My iTunes Podcast

Danny on iTunes

I began to post my videos as podcasts at the iTunes store this past summer. Since then, my video lessons for Excel and PowerPoint have been viewed and downloaded many times. I am thirlled. And, I thank you for your support and encouragement.

Here are the links – on my website – to the most popular video episodes. I have organized them by category in the order of their popularity. You can click on any link to view or download that video from my website. Or, you can go to my video Podcast by clicking on this link – “Danny Rocks Tips and Timesavers” Podcast on iTunes.

Merging and Consolidating Excel Worksheets

 PowerPoint Presentations

Data Visualizations

What-If Analysis in Excel

Importing Data From Other Programs

Pivot Tables

Excel Tables

Social Media

Formula Errors

Please add your comments below – or on my iTunes Channel. I welcome your feedback.

You can learn how to “Master Excel in Minutes – Not Months!”

Sincerely,

Danny Rocks

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Filed Under: Consolidate Excel Data, Excel Data Tables and Lists, Excel Functions, Excel Training, Goal Seek in Excel, Import Data into Excel, Integrating MS Office Programs, Most Viewed Excel Videos, MS Excel Training, New in Excel 2007, Pivot Tables, Podcast Tips & Timesavers, Powerpoint Techniques, Presentations, Public Speaking, What-if Analysis Tagged: , , , , , , , , , , , ,
November 28, 2010 Leave a Comment

How to Annotate Excel Worksheets with Comments and Images

Do you use “post-it” sticky notes to remind you how to do something? Do you ever lose your reminder notes? I know that I do! So that is why I like to annotate my Excel Worksheets with Comments – this way I have the notes properly located (in the worksheet) when I need them (to remember how to write a particular formula, etc.) the most!

In this lesson, I also show you how to add “pictures” inside your comments. This is a great tip for adding in a picture for a catalog or order form.

A question that I am frequently asked: “How do I print out my comments?” Watch this video to find out how to do this – there are a couple of “got’cha” steps involved.

Logo for The 50 Best Tips

The 50 Best Tips

Here are three ways to enter a new comment that is attached to a single cell:

  • Use the Keyboard Shortcut Shift + F2
  • Right-Mouse Click and choose “Insert Comment”
  • On the Review Tab of the Ribbon (Excel 2007) select the “Insert New Comment” command.

You can edit your comments, re size the shape of your comments, hide your comments (only a “red triangle” shows in the cell until you hover near the cell), show your comments (individually or collectively), delete, clear and paste your comments. I cover each of these techniques in this video lesson. And more!

Watch this video in High Definition, Full Screen Mode on my YouTube Channel – DannyRocksExcels

Learn how to “Master Excel in Minutes – Not Months!”

How to Annotate Excel Worksheets with Comments and Images [ 8:20 ] Play Now | Play in Popup | Download (627)
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November 25, 2010 3 Comments

How to Trigger a Unique List of Values Based Upon Another Drop-Down List in Excel

You can use the INDIRECT() Function in Excel to create a drop-down list of unique values that is“triggered” by the label that you select in another drop-down list. In the scenario that I use in this lesson:

  1. Create your 1st Drop-down list using Data Validation in Excel – Allow “List.” Here the named range is “Departments.”
  2. Create a 2nd Drop-down list using Data Validation. This time the “list” uses the INDIRECT Function to reference the selected label from the 1st drop-down list.

Key Concept

 The labels in my 1st drop-down list serve as “named range” references. That is why the INDIRECT Function is able to pull up the correct list of “Job Titles” in the 2nd Drop-down list. For example, a reference to the text label “Sales” in the 1st drop-down list brings up a list of the values (Job Titles) from the “Named Range” (Sales) in the 2nd Drop-down list.

If you need to learn about – or review – Data Validation in Excel, follow this link to my free Excel video lesson on this topic.

Create Named Ranges in Excel

I have found that creating and using “Named Cell Range” references makes lookup functions and formulas so much easier in Excel. Watch this video to see how I use a variety of methods to Create Named Ranges in Excel. One tip is to use the Keyboard Shortcut “Ctrl + Shift + F3” – after you first select the Label and the Values for your Named Range.

In this lesson, I also demonstrate how to visually “flag” all of the cells that do not meet the criteria for your Data Validation. I find that most people are unaware that you can do this! I think that you will find many uses for this auditing tool as you work in Excel.

Additional Resources

Follow this link to watch this video on YouTube in High Definition, Full Screen Mode.

Here is the link to view the 2nd video in this series about the INDIRECT Function in Excel.

Learn how to “Master Excel in Minutes – Not Months!” – visit my new, secure shopping site – http://shop.thecompanyrocks.com

How to Trigger a Unique List of Values Based on Your 1st Drop-Down List [ 6:23 ] Play Now | Play in Popup | Download (1046)
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Filed Under: Data Validation, Excel Training, Lookup Functions in Excel, Names for Cells and Ranges, Podcast Tips & Timesavers Tagged: , , , , , , , , ,
November 23, 2010 4 Comments

How to Use the Undocumented DATEDIF Function in Excel

Want to get in on a secret? The DATEDIF() Function is a well-kept secret in Excel. You will not find it in the list of Excel Functions. And, you will not find any documented Help for it from Microsoft! Amazing, because it is a great function to use. Be sure to bookmark this video, because this may be the only help that you get for the DATEDIF Function!

DATEDIF() has three required arguments: Start_Date, End_Date, Date Code.

Six Date Codes

  1. “Y” – Gives you the difference in “years” between the starting and ending dates.
  2. “M” – Gives you the difference in “months” between the starting and ending dates.
  3. “D” – Gives you the difference in “days” between the starting and ending dates.
  4. “YM” – Ignores the years and days to give you the difference in “months” between the starting and ending Months.
  5. “YD” – Ignores the years to give you the difference in “days” between the starting and ending Days and Months.
  6. “MD” – Ignores both the years and the months to give you the difference in “days” between the “day” of the Start_date and the “day” of the End_date.

You can add “clarifications” to the results by using the “&” (Ampersand) and a “text label.”

I use DATEDIF frequently – for example to find out a person’s exact age or to document the number of years an employee has been worked for you.

Follow this link to visit my Archive of  Video Lessons for Time and Date Functions in Excel

Click here to watch this Excel Video Lesson in High Definition, Full Screen Mode on YouTube.

Learn how to “Master Excel in Minutes – Not Months!”

How to Use the Undocumented DATEDIF Function in Excel [ 7:43 ] Play Now | Play in Popup | Download (839)
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November 22, 2010 1 Comment

How to Efficiently Select Data in MS Office Programs

Before you can copy data in Excel, you must first select the cells with the data you wish to “copy and paste.” Before you can apply formatting in MS Word, you must first select the word, the sentence, the pararagraph, or the document that you wish to format. So let me demonstrate my tips for efficiently selecting data in any MS Office Program.

Selecting Data in Excel

  • To select data that is contiguous (adjacent cells) in Excel, hold down the SHIFT key and use the directional arrow keys to “draw” your selection.
  • To select data that is non-contiguous (non-adjacent cells), make your 1st selection and then hold down the CTRL key as you make additional selections.
  • You can use CTRL + SHIFT + Directional Arrow to quickly select all of the cells that contain data in a contiguous direction.
  • Use the keyboard shortcut CTRL + A to select all of the cells with data in a Data Set.
  • Watch this video for additional Excel tips for selecting data.

Selecting Data in Word

  • Double-click a word to select it.
  • Hold down the CTRL Key as you click to select the entire sentence.
  • Triple-click to select the entire paragraph,
  • Use the keyboard combination CTRL+ SHIFT + Directional Arrow to select entire words moving in that direction.
  • Use the F8 key to enter “Selectiion Mode.” As you continue to press the F* key, you will cycle to select a Word, a Sentence, a paragraph, the complete document.

I guarantee that you will save time and become more efficient when you use these tips to quickly select data in any MS Office Program.

Follow this link to watch this video in High Definition Full Screen Mode on YouTube.

Learn how to “Master Excel in Minutes – Not Months!”

How to Effieciently Select Data in MS Office Programs [ 7:36 ] Play Now | Play in Popup | Download (660)
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