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Tag Archives: Excel

Displaying your data in Excel – pivot tables

We can use pivot tables to display the number of times a value appears in a column or row in an Excel spreadsheet.

Why would I use a pivot table to display data?

I keep a record of my reading, including author, publisher, date, fiction or non-fiction, source, if there are any special features like mental health, immigrant experiences etc. I used to tot up some of this information manually using my book blog but this year it’s been in Excel so I can copy other book bloggers and share more detailed information.

I wanted to be able to display numbers of times I read books by x publisher etc. so taught myself this pivot tables / pivot charts procedure.

Setting up a pivot table to display my data counts

Say I want to count the number of times I’ve read books published in particular years in my spreadsheet of books read. I want a graph with the years along the bottom and number of books from each year up the side.

First I select the source data to use, by highlighting the Date column.

Then I go to the Insert tab and select PivotTable then PivotChart:

This brings up a dialogue box. I check the range is in there and then tick the Existing Worksheet option, because I want to display this on my worksheet.

I select the first cell of the destination range to tell it where to paste (I’ve not filled that in yet here), and click OK .

The PivotChart Fields pane appears on the right-hand side of the worksheet. Date (or whatever field you selected) should be showing at the top. Click the tick box next to Date and drag Date down to the Axis section and then the Values section.

The empty Values section populates with Count of Date: this is correct. Once I’ve dragged them down …

As if by magic, a chart appears with my data!

I can move this around and resize it using the arrows that come up as you hover over the box containing the chart.


In this article I’ve shown you how to use pivot tables and pivot charts to make your data display in an easily readable form in Excel.

This works for Excel 2010 and above for PC.

Find other Excel tips in the Excel category!

If you found this article useful, please let me know in a comment!

 
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Posted by on September 25, 2019 in Excel

 

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How do I search in a whole workbook in Excel?

How do I search for a word or phrase across multiple sheets in a workbook in Excel 2007, 2010, 2013 and 2016?

Why would I want to search a whole workbook?

We think of Excel as being used primarily for numbers (although you might want to search for those, too), but I often encounter spreadsheets full of text. For example, when I’m localising text from US to UK English, or editing text that’s been translated, and it’s been output from a translation tool such as Trados, it often comes to me in an Excel spreadsheet.

Just like when I’m editing a Word or PDF file, I often want to either look for all instances of a word I want to change or check that I haven’t missed anything. And if that word might be in any one of many sheets in a workbook, I will want to search all of those sheets.

How do I perform a search in all the sheets of a workbook?

In this example, I want to find all the instances of the word “authorized” in all the many sheets in an Excel workbook.

First of all, press Control and F at the same time to bring up the Find and Replace dialogue box:

Using this search without changing anything will just search in the sheet I’m currently in.

Click on Options:

This brings up a load of options, including some other exciting ones we’re not looking at here, but which might be useful as well:

Click on the drop-down arrow to the right of Within: Sheet and change it to Workbook:

Now when you click “Find Next”, it will find the cell where that text is throughout the whole workbook.


In this article, we’ve learned how to search a whole workbook in Excel 2007, 2010, 2013 and 2016.

If you’ve found this article helpful, please do post a comment below, and if you think others would find it useful, please share it using the sharing buttons below the article. Thank you!

Other useful posts on Excel on this blog:

How to view two workbooks side by side in Excel 2007 and 2010

How to view two pages of a workbook at the same time

How do I print the column headings on every sheet in Excel?

How to print the column and row numbers/ letters and gridlines

How to change rows into columns and columns into rows in Excel

Freezing rows and columns in Excel – and freezing both at the same time

How to flip a column in Excel – turn it upside down but keep the exact same order!

 
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Posted by on June 20, 2018 in Excel, Short cuts

 

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How do I count the number of times a word appears in my document?

I was asked this question during the week, so here’s how to count how many times a particular word appears in a document (or spreadsheet or anything).

The easiest way to count the number of instances of a word is to use the Find function.

Access Find using Control-F (press the control key and F at the same time).

Type in the word you want to search for.

Word will find and highlight all instances of the word and highlight them for you – and will tell you how many times it appears!

Count instances of a word

Note: this search for transcription will find that word buried in other words, too – so TRANSCRIPTIONs and TRANSCRIPTIONist.

To find just the single word transcription, you need to use Advanced Find.

Click on the down arrow next to the search box and then choose Advanced Find:

2 Count instances of a word

Click the More button (which appears where Less is showing here) and then tick the box marked Find Whole Words Only:

3 Count instances of a word

Now Word will count and highlight just the instances of this exact word.

This article has taught you how to count how many times a particular word appears in your document. You can use this method in Excel and PowerPoint, etc. too.

If you’ve found it useful, please click like and share it. Thank you!

Other useful posts on this blog

How to search for anything using Control-F

How to count the words in your Word document

How to count the words in your PowerPoint presentation

Find and Replace

Advanced Find and Replace

 
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Posted by on August 3, 2016 in Excel, PowerPoint, Word, Writing

 

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How do I change a column into a row or a row into a column in Excel 2007, 2010 and 2013?

In this article, I’m going to explain how to change a column into a row or change a row into a column in Excel 2007, 2010 and 2013 (I think this works in 2016 too but have not yet tested it).

Why would I want to swap a column for a row?

You might start off creating a header row then decide it should be a column, or create a spreadsheet then want to rotate it 90 degrees. Or, worse, someone might decide that for you and expect you know how to do it!

How to change a column into a row or rotate a block of cells

Here’s our original block of cells:

Swap excel rows for columns

We want to turn this around so that everything runs along the top rather than down the side. Here’s how to do it:

First, copy all the cells you want to move:

Highlight the cells, right-click with the mouse, and select Copy:

copying cells in excel

Now, and this is important, find a free, empty cell to paste into. Don’t worry about it being in the middle of the spreadsheet, we will tidy that later.

Right-click with your mouse in an empty cell and then choose Paste Special and Transpose (a hint will appear when you hover over the button, but it’s the one on the bottom right)

How do I swap columns and rows in Excel

Behind all those dialogue boxes, Excel will show you what this is going to look like.

Click on Transpose and your cells will appear, starting from the empty cell you clicked on:

swapped columns and rows

Your original cells are still there – so highlight their columns, right-click with the mouse and choose Delete:

Flipped cells in Excel

And here’s your spreadsheet, the opposite way around from how you started!

5 finished

In this article, we’ve learned how to change rows into columns and change columns into rows in Excel 2007, 2010, 2013 and probably 2016.

If you’ve found this article helpful, please do post a comment below, and if you think others would find it useful, please share it using the sharing buttons below the article. Thank you!

Other useful posts on Excel on this blog:

How to view two workbooks side by side in Excel 2007 and 2010

How to view two pages of a workbook at the same time

How do I print the column headings on every sheet in Excel?

How to print the column and row numbers/ letters and gridlines

Freezing rows and columns in Excel – and freezing both at the same time

How to flip a column in Excel – turn it upside down but keep the exact same order!

 
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Posted by on June 8, 2016 in Excel, Short cuts

 

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How do I flip a column in Excel 2007, 2010 and 2013?

In this article, I’m going to explain how to flip a column in Excel 2007, 2010 or 2013 (using screen shots from Excel 2013). Flip a column is what I searched for – you might have asked how to reverse a column or put a column in reverse order.

Note: I was a bit surprised by the solution to this one, but I’ve asked the experts and it is the only way to do this. If you have a better and simpler way (that doesn’t involve macros or coding) please pop a comment on this article or contact me!

Why would I want to put a column in reverse order?

I’m doing my accounts at the moment. I have a spreadsheet of my bank transactions which runs from the newest at the top to the oldest at the bottom. My list of invoices runs from the oldest at the top to the newest at the bottom. If I want to compare them, I want them to both be the same way around, but I need the bank transactions to be in exactly the same order, just the other way around.

Will using Data > Sort flip my column?

The usual way to change the order of columns in Excel is to use the Data > Sort function. However, if you sort by transaction date, it won’t necessarily sort it into the same order the other way around.

For example, we have a set of bank transactions which I’ve named in alphabetical order down the client column to make it easier to see what happens next:

1 spreadsheet

If I highlight all of the columns, go to the Data tab and choose to sort by date, older to newer, I get this result, which is NOT in exact reverse order:

1a spreadsheet sorted by date

So, what’s the solution? I was a bit surprised when I searched and searched for the answer, but it is the only way to do it …

So, how do I flip my columns so they’re in exact reverse order?

To do this, we need to create an extra column to sort by, and then reverse sort by that rather than date or any other column.

First, create a new column called sort and fill it with numbers from 1 to whatever your total number of rows is:

2 sort column

Expert tip: rather than typing these numbers manually, if you have a lot of rows, and to avoid errors, you can create a quick formula to insert the numbers automatically. Type 1 in the first row then the formula you can see below in the next row, where you get the F2 by clicking on the cell containing the 1:

2a sort column

Then, copy the cell with the formula (right-click, copy), highlight the rest of that column down to the last row and right-click, paste. This will give you the same effect. Note, though, when you sort by this column, the numbers will turn into rows of #####, BUT the sort will still work OK.

Once you have your additional Sort column, you are ready to reverse your columns.

Highlight all of the data and, in the Data Tab, choose Sort:

4 sort data

In the Sort Dialog Box, choose to sort by the Sort column, and from Largest to Smallest (i.e. the reverse order to its current order):

5 sort data

Press OK and hooray – your spreadsheet is sorted into exact reverse order. Just delete the now-redundant Sort column (highlight, right-click, delete):

7 delete sort column

and here’s your bank transactions in reverse order – you have flipped the column!

6 data sorted

This article has explained the (slightly surprising) way to flip the columns in an excel 2007, 2010 or 2013 spreadsheet, not using data sort, but another message. If you need to reverse the order of your columns exactly, then this is the way to do it.

If you’ve found this article helpful or if you have a better solution, please do post a comment below, and if you think others would find it useful, please share it using the sharing buttons below the article. Thank you!

Other useful posts on Excel on this blog:

How to view two workbooks side by side in Excel 2007 and 2010

How to view two pages of a workbook at the same time

How do I print the column headings on every sheet in Excel?

How to print the column and row numbers/ letters and gridlines

Freezing rows and columns in Excel – and freezing both at the same time

 
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Posted by on May 25, 2016 in Excel, Short cuts

 

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How do I print the gridlines in my spreadsheet in Excel 2007, 2010 and 2013?

When you’re printing an Excel spreadsheet, how do you make the gridlines print, too?

This article tells you how to print the gridlines automatically, working in the Page Layout Tab, in Excel 2007, 2010 and 2013 (screen shots are taken from Excel 2010).

With your spreadsheet open, go to the Page Layout tab and look to the right to find the Sheet Options area:

print headings

In this area, you can tick Print to make the gridlines appear when you print out the spreadsheet.

There are two things to note here:

  1.  You can also untick the View boxes so you can’t see the gridlines at all. I’m not sure why you might want to do this, but there it is.
  2. If you have used the borders option already to draw borders around some cells, if you print without ticking Print Gridlines, the borders you have added will print anyway; if you tick Print Gridlines, all of the gridlines and borders will print.

Adding customised borders to cells

A quick reminder on adding borders:

Click on the cell(s) you want to add borders to. Click on the Borders drop-down in the Home Tab, Font area:

apply borders excel

then choose where you want your borders to go:

border options excel

More sheet options

You will see that there’s a little arrow in the bottom right corner of the Sheet Options area:

sheet options

Click on this arrow and the Page Setup dialogue box opens – here you can change a few more options, too, or set your headings to print if you want to, as well as going into the other tabs to change the orientation or margins, etc.:

sheet options print gridlines

And that’s it – now you can print the row numbers and heading letters in Excel 2007, 2010 or 2013!

If this has been helpful, please comment below or share the article using the buttons. Thank you!

Related posts on this blog

How do I print the row numbers and column letters in my Excel spreadsheet?

How do I print the Excel header row on every page of my spreadsheet printout?

How do I print the Word header row on every page of my table printout?

 
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Posted by on March 23, 2016 in Excel

 

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How do I print row numbers and heading letters in Excel 2007, 2010 and 2013?

When you’re printing an Excel spreadsheet, how do you make the row numbers and heading letters print, too?

This article tells you how to do this, working in the Page Layout Tab, in Excel 2007, 2010 and 2013 (screen shots are taken from Excel 2010).

In your spreadsheet, go to the Page Layout tab and look to the right to find the Sheet Options area:

print headings

In this area, you can tick Print to make the headings (or, indeed, the gridlines) appear when you print out the spreadsheet. Note that if you want to, you can also untick the View boxes so you can’t see the headings. I’m not entirely sure why you wouldn’t want to see those, but the option is there.

You will see that there’s a little arrow in the bottom right corner of the Sheet Options area:

sheet options

Click on this arrow and the Page Setup dialogue box opens – here you can change a few more options, too, or set your headings to print if you want to, as well as going into the other tabs to change the orientation or margins, etc.:

sheet options print headings

And that’s it – now you can print the row numbers and heading letters in Excel 2007, 2010 or 2013!

If this has been helpful, please comment below or share the article using the buttons. Thank you!

Related posts on this blog

How do I print the Excel header row on every page of my spreadsheet printout?

How do I print the Word header row on every page of my table printout?

 
6 Comments

Posted by on March 17, 2016 in Excel

 

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