Cell Alignment isn’t just for the obsessive excel user, since it can singlehandedly make or break the overall presentation of a report. I’ve sat in on year end evaluation meetings before, trust me.
In this video, I will show you how to align cells consistently every time with a few simple excel shortcuts.
Nothing will drive a person crazier than when cells do not line up.
I kid you not. I had a client once whose entire purpose for hiring me was to line up the cells in a report.
And it might seem trivial, but in fact, this can make or break the professionalism of a report. And today I’m going to show you how to do it.
Whether you’re aware of it or not, you are already aligning cells left, right, center, all the time, but you’re probably using the mouse. And today I’m going to show you how to use the keyboard to cut that time down significantly.
It really comes down to a very straightforward series of steps. The whole beginning is to hit ALT + H for Home and A for Align, and then it’s going to be a letter that corresponds to the action itself, so L for Left, C for Center, R for Right. I mean it doesn’t get more straightforward than this. T for Top, M for Middle, B for Bottom. Just go straight with that, and you’ll be on a very good footing.
The whole point is to get to this top ribbon piece with the PC, and then you’re golden. There’s really not too much to remember. It’s all baked into it. If you’re on the Mac, on the other hand, the two that are built in are COMMAND + L for the Left and COMMAND + E for Center. And because C was already taken, you have to use E and think of it as Equidistant from both sides.
Unfortunately, on the Mac, you cannot customize the keyboard shortcuts for the rest of these, for the right, top, middle or bottom, so you’re going to have to use the ribbon on the Mac to actually do it the other way. But otherwise, you’re going to save a considerable amount of time by using these keyboard shortcuts to align your cells.
Let’s illustrate these shortcuts with a few specific exercises. So you’ll have the align left. Again, just make this left section here match the exact format on the right and use the keyboard shortcut to make it happen.
So once you’re here, ALT + H + A + L for the Align Left. And you’ll go through and you’ll actually practice it several times until you get it down cold. We have it for the left, for the center, for the right, top, middle and bottom. And of course, a nice little challenge to get it to match up exactly.
Don’t forget to visit excelshir.com where you can download these exercises, along with other free resources such as keyboard shortcut cheat sheets for both PC and Mac.
Thanks for watching. See you next time. And if there’s just one thing you do today, share the Excel love. It will make you feel all warm and fuzzy on the inside.
Don’t you hate it when you’re typing out a list of numbers and some appear with a decimal, some with no decimal, some with a comma, some with a currency symbol, and all you wanted is to get them all to look the same?
This video is for you because I’m going to teach you exactly how to format your numbers quickly, efficiently, and correctly.
In contrast, this video shows you how to get the most common formats really quickly, for those back-of-the-napkin type calculations that you just need more quickly.
So here is a list of all of the quick formatting shortcuts. The trick to all of this is CTRL + SHIFT + Something, and that something is going to be on that entire, basically, half of that row on the keyboard on the top, starting with that Grave symbol, which you may not have used ever before, all the way through 1 through 6.
So if you do CTRL + SHIFT and one of those, you’ll get the format that corresponds to it. So CTRL + SHIFT + ` (Grave) will get you general. G, grave, general. Get it? It’s all related. Okay.
Exclamation point is because you’re going to do the number, right? Think of it as like the decimal point that appears when you do it. The @ is like, “What time is the party at?” So I want to see the time. That’s how that’s working.
The hashtag here, the little date thing, I always think of, you know, being stranded on a deserted island and counting down the days with little tick marks. So that makes me think of the day format.
Currency is straightforward because it’s a dollar sign. Percentage is a percentage. This one is a little caret, or caret, depending on how you want to pronounce it, and it’s going to be raising the scientific roof because basically it’s scientific notation. So the numbers are too big or too small, actually, and you need to show it in a scientific format.
That’s essentially it, and it’s the same exact shortcut for the Mac. It’s still CTRL + SHIFT, and then that other additional number or the Grave symbol on the left of the 1.
Pull up a chair because there’s a bunch of shortcuts to work through here, right? We’ve got the general. So you want to make the entire left section over here match the format on the right. And all you have to do is turn these cells into the correct format, CTRL + SHIFT + ` (Grave), and it will go ahead and match it to that spot.
Go through each of these using the shortcut that we talked about. There might be some subliminal messaging here, which is not so subliminal anymore because I talked about it, but you get the idea. Go through each of these, and then go through the challenge one where every single one of these should match in a very precise way. And really just practice as much as you need to until you get it memorized.
Don’t forget to visit excelshir.com where you can download these exercises, along with other free resources such as keyboard shortcut cheat sheets for both PC and Mac.
Thanks for watching. See you next time. And tonight, before putting your kids to sleep, instead of reading them a bedtime story, share the Excel love. Trust me. Knocks them right out.
Some people are extremely particular about the way their spreadsheets look. Clearly, I’m one of them, and in this video, I’m going to teach you how to be very precise and comprehensive with your formatting, which is great for presenting to your boss, investors, or that guy across the hall you’re trying to impress.
Sure, you can use the “Home” tab on the ribbon for many of the most common formatting options, but if you really want to start to get things to the next level and be really precise and comprehensive with all your formatting options, the one place to go is Format Cells, and the way to get there is with CTRL + 1 on the PC or COMMAND + 1 on the Mac.
This is one of those shortcuts that will open up an entire world of different options for you. So, we’re going to explore in-depth, but really, the only main shortcut is the Format Cells for CTRL + 1. The way to remember this is, the one formatting shortcut to control them all, all right? Think of The Lord of the Rings when you think about this.
So once you have this window here, CTRL + 1, there’s a lot of different tabs up top, and you want to be able to navigate quickly between the different sections. The way to navigate is to go CTRL + PGDN to move to the tab on the right, CTRL + PGUP to go to the tab on the left. If you hit TAB, you’re going to move to the next section or area on this popup. TAB again, TAB again. If you want to go in the reverse direction, you’ll do SHIFT + TAB. And again, this is true for any popup that comes up on your screen on your computer, which is really cool.
Another way to navigate is to go ahead and hit the Spacebar when you’re on a check mark. You can check it by hitting SPACE, and you can uncheck it by hitting SPACE again. Alternatively, you can also do things like hit ENTER to hit the OK button or basically make it save and take effect, or hit ESC to cancel out and essentially close the window without saving your changes.
You can also do things like use the ALT and then the letter to actually activate that specific area. So, ALT + W, in this case, will get me to Wrap Text. ALT + W again will undo it. If I want to move to this box here, ALT + H. You can do a lot of these types of things, just pay attention. This is for the PC. The ALT key is a nice accelerator option.
The memory tricks for this are to control your pages or they won’t pay their tab. Think of pages as little rambunctious, obnoxious kids. They’re running around in the restaurant and not paying their bill, so control your pages, or they won’t pay their tab. That’s how you remember that piece. If you want space for dessert, nope. Check, please. The space, dessert, you know, check, it’s all related. In my mind, it was. Hopefully, that helps you.
Fortunately, on the Mac, it is actually very much the same kind of thing with very little, minute differences. It’s the same concept. CTRL + FN + DOWN, which is the same as PGDN. So again, it’s pretty much the same thing as we’ve done on the PC.
There are three main tabs on this window that are important, so that we’re going to cover. There’s the “Number,” “Alignment,” and “Border,” and let’s go through each one.
On the “Number” tab, you have a lot of different types of data, different categories for what the data could actually be. So, you’ll start by selecting that on the side, and then you get a whole host of options. Again, explore each of these on your own time, and really get a flavor of it, but things like General, Number, Currency, Accounting, these are all very, very important, and if you get really fancy, you can do all sorts of custom stuff, but most people don’t ever have to do that. So, don’t sweat it.
Let’s go to the “Alignment” tab and see that there’s a lot you can do here. You can orient your text. You can do things like “Wrap Text” or “Shrink to Fit.” You can even do some merging across, we’ll talk about that a little bit later. And so, that’s a great way to take full advantage of how your text, or your numbers, or whatever your data is, is aligned exactly the way you want to.
Finally, there’s the “Border” tab here, which is kind of incredible because it lets you choose, first, your style, what kind of paintbrush are you going to use, essentially. Well, I want this solid line or this thicker line, this thicker brush, for example. You can then choose the color. Most people keep it Automatic, but you can actually choose a different color here, and then, you use this area here as a canvas, and you will paint the borders onto this.
You can use these things on the side to actually be very specific and targeted about it, or you can do it with the mouse on that section itself, which is another approach. You can do None to erase it all quickly, you can do Outline, whole lot of things you can do, again, explore this, get a feel for it. But first, choose your style if it’s not the one that you want, then your color, and then you can go ahead and apply those changes to this canvas here.
Very important note is to select the cells first before you do any of these things. So, for example, I’m going to hit Cancel, I want to choose these cells over here, and then I’m going to hit CTRL + 1 and I’m going to apply a change, for example, a border.
Let’s make it crazy and do a little sideways border, which looks terrible, and then it applies it all the way to it. But the point is, if you just start doing borders all over the place without selecting first, it won’t get you the result that you want.
You better believe it. I’ve got exercises to practice all of these shortcuts and really remember them cold, so let’s go into each one. You’re going to match the format, make this left section look exactly like the right.
Hints, probably do the thing that it talks about at the bottom, right? It’s pretty cool. Select the cells you want, like the Number here, hit CTRL + 1 and go to the “Number” tab, and let’s see. Let’s move this to the side. Well, in fact, I want the number to appear like so, with only one decimal point and a thousand separator, and with the negative to be with red and a parentheses. So, it’s very, very precise and very comprehensive.
So, go through all of those steps to do things like changing the number format, go through the Alignment tab, make it look exactly the same way, and also do things like the border. It gets very specific. One little note for the alignment, do not merge these cells. It says so right here in the hint. It’s much better to, instead, CTRL + 1, if you want to basically get a hint, Alignment, and Horizontal, it is “Center Across Selection.” What that does is it actually keeps your data only on the left side, but it does the nice thing of putting it as if it’s centered across all of them, versus merging, which can lead to a whole bunch of problems later on, which are just annoying and stupid. So, don’t do that.
Don’t forget to visit excelshir.com where you can download these exercises, along with other free resources such as keyboard shortcut cheat sheets for both PC and Mac.
Thanks for watching, and I’ll see you next time. And I think it was Gandhi who said it best when he said, “Don’t forget to share the Excel love.” Wise words.
One major advantage that Excel has over paper & pen is that you can literally shift EVERYTHING over and make space for more information without disturbing your existing work. You can also clean things up by removing unused information (no more erasing feverishly!).
In this video, I will teach you how to insert and delete cells, rows, and columns quickly and correctly.
Ever hand in a report to your boss, only to have her respond with, “Where’s the March data?”
Don’t worry, there’s a super quick fix to this and it involves inserting cells, rows or columns, which is the topic of this video.
This is one of the most powerful shortcuts in Excel because it lets you go back and add new information to an existing project, while keeping the cell references and everything else intact.
On the flip side, when you’re deleting, make sure to do so with caution because you can only undo up to a certain point. And once your information is lost, it’s pretty much gone forever and no amount of kicking or screaming is going to bring it back.
Fortunately, the actual shortcut here is very, very straightforward. To add or insert cells, you’re going to hit CTRL + + (plus). To delete, you’re going to do CTRL + - (minus). That’s really it, and this is one of those rare times where our Mac and PC shortcuts are identical.
The only nuance to this is you’re going to select first, before you actually use this shortcut. So, let me show you what I mean. If you want to take an entire row, you’re going to select the row and then insert with CTRL + + (plus) to get that row inserted. If you want to choose an entire column, you’ll do it this way and then do it afterwards.
If you want to do an entire cell, you’ll get this pop-up window saying, “Do you want to shift the cells right or down?” You’ll never really need to use these two because you can just select the entire row or column first. That saves you some trouble. But again, think about how you want to shift stuff over to the right or down. Sometimes it varies, based on what you’re trying to do.
Here are some exercises that I’ve created specifically to reinforce these shortcuts, and practice as many times as you want. So, to insert all the cells here, you’re going to end up getting the side on the left to match exactly with the side on the right. And the way to do this, in this example, is to insert the cell, so CTRL + + (plus).
Again, notice I’ve selected the cell first. Shift it to the right because I want this number to move over to the right, and hit “Okay.” And I do the same type of thing over, make sure I’m shifting around until it matches exactly.
You’re going to go through insert the cells, you’re going to do delete all the cells. You’re going to insert the rows, delete the rows, insert columns, delete columns. Lots to do, but it’s all under the same umbrella of inserting cells with CTRL + + (plus) and deleting cells with CTRL + - (minus).
Don’t forget to visit excelshir.com where you can download these exercises, along with other free resources such as keyboard shortcut cheat sheets for both PC and Mac.
Thanks for watching. See you next time. And in the words of William Shakespeare, “To err is human, but sharing the Excel love, now, that’s divine.” He’s so right.
I don’t know if you know this, but Excel can actually hold a lot of different types of information, sometimes all within a single cell.
And I’m not just talking about numbers or text. There are things like comments and hyperlinks and other data that’s actually there behind the scenes that may not be visible.
So, what happens when you want to clear away some of it, but not all of it? Well, today I’m going to teach you the shortcut on how to clear cell contents.
Instead of being sloppy about deleting information, there’s actually a way to be very precise and efficient about what specific information you want to get rid of, especially when your spreadsheets start getting more complex.
So, here are a number of different ways to clear contents. The first one is Delete. If you actually hit the DEL key, it will remove all of the contents without touching anything else. I’m going to bring that back with a little undo action.
The other ones are all based on the ALT key as the starting point. So, ALT + H for Home, E for the Clear, and then we have a whole bunch of options.
And the memory tricks for all of these is going to be, “Hey, everyone, clear all,” or, “Hey, everyone, clear formats,” “Hey, everyone, clear messages.” All right? The messages part is referring to the comments. Or, “Hey, everyone, remove hyperlinks.”
So it’s all related to that first letter, but you have to get to it with the ALT + H + E something. So, for a clear all, ALT + H + E + A and it will remove not just that content itself, but all the data along with it. Same idea for formats, for comments, for hyperlinks. We’re going to go through each one.
A couple things to note, the DEL key itself is what you want to use when you have multiple cells selected to clear the contents. Instead of the Backspace, which will only give you this annoying first cell removed, but then the blinking cursor, not what you want. So, people usually make that mistake. Don’t make that mistake, just hit the DEL key instead of the Backspace.
For the Mac, there is the other way of doing this, which is to use the fn + Delete on the keyboard. And for the rest of these, these are all customized, so go ahead and go to the description of this video, click on the link for how to customize your Mac keyboard shortcuts, and go through all those steps to do it in detail.
Something that I cannot stress enough is the importance of selecting the cells first, and then making the change, right? “Select, then effect.” So, don’t just start deleting things, select the cell or cells that you want, and then use the shortcut to have it take effect.
Here are a few exercises I created specifically designed to help you practice and reinforce all the different shortcuts. So, go ahead and make the left section here match exactly as it appears on the right using the keyboard shortcuts that we talked about.
So, in this one, we’re going to use the DEL key, we’re going to have…go ahead and select all of it and clear it out and continue to go through until it’s all matching the same way.
And notice that each one uses its own, go through each of these, and at the end, there is a challenge to use a combination of all the different ways to make it look exactly the same.
Don’t forget to visit excelshir.com where you can download these exercises, along with other free resources such as keyboard shortcut cheat sheets for both PC and Mac.
Thanks for watching, see you next time. And remember, dream big, live your truth, and share the Excel love. I do.
