Systems2win

Training & Education

Excel Training: Tips for working with Systems2win Excel Tools

Note: These are some brief tips that are particularly helpful for getting the most from your Systems2win Excel templates. These tips are intended to supplement (rather than replace) the excellent on-line help that comes with Microsoft Excel.

Color conventions: Instructions for Excel 97-2003 are in green. Instructions for Excel 2007 follow in orange (only if different).

	Working with Worksheets & Templates
	Deleting, Hiding, Inserting, Copying, & Moving
	Editing
	Calculations
	Printing
	Continuous Improvement

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Working with Worksheets and Templates

Overview of training that comes with every Systems2win Excel template

Refer to how to use a Systems2win SampleHelp page.

To avoid overwriting your master templates by mistake

Follow the Portal Setup Instructions to set up your PC to be able to open your Systems2win templates from the File > New menu right within Word and Excel. (It only takes 2 minutes.)

To overwrite a master template (on purpose)

Whenever you overwrite a master template with your personalized version - make an entry in your Customization Log (to make upgrades easy)

User-defined help textboxes

All Sample Help pages have green-bordered help textboxes,
which you can personalize for your own user-defined help.

Whenever you overwrite a master template, remember to
make an entry in your Customization Log to make upgrades easy.

To copy a worksheet

Right-click the worksheet tab
(at the bottom of the worksheet that you want to copy)
and select Move or Copy…

Check the Create a copy checkbox.
Choose where you want to create your new worksheet.

Tip for v4 or lower: If you get the S2winFormula dialog box (pictured below), click Yes.

To rename a worksheet

Right-click the worksheet tab (at the bottom of the worksheet). Select Rename.

Workbook and Worksheet naming conventions: You can use the User Training Section or a green-border User Help Textbox to explain your company's unique naming conventions - to give your user's guidance for where to store their working documents, and what to name the workbooks and worksheets that they create from a Systems2win template.

If the rename menu item is greyed out - use our FixRename utility.

View Zoom (to make anything easier to read)

View > Zoom

Excel 2007 bug: Shapes sometimes appear zoomed to 100% when rest of page has different zoom.
Solution: View > Zoom > 100%.
Then View > Zoom > to the percent that you want.
The shapes will now be sized correctly. (See full list of Excel 2007 bugs)

To Protect a worksheet

Tools > Protection > Protect Sheet
Excel 2007: Review tab > Protect Sheet

You can then optionally check boxes for what you want (and do not want) to protect,
and you can optionally protect the worksheet with a password. (Or just protect it without a password.)

Tip: Most Systems2win Excel templates are delivered unprotected. Those sections of Excel templates that are locked are intended to remain locked (in order to protect you from accidentally messing up formulas). If you believe you have a need to edit a locked section of an Excel template, please contact us.

Deleting, Hiding, Inserting, Copying, & Moving

10-minute training video (turn on sound)

To select entire rows or columns (not just a few cells)

Hover your mouse over the gray edge of the worksheet (where the row numbers or column letters are) until your mouse turns into a small black arrow.
Then hold down left mouse button and drag to select multiple rows or columns.

You will know you did it right when the entire range of rows or columns turns blue.

To delete entire rows or columns

Select the rows or columns, then Edit > Delete
Excel 2007: Home tab > Delete cells (Ctrl+-)

Caution: It is usually better to hide rows and columns, rather than deleting them. You can always unhide them if you need them later.

Caution: Edit > Delete (Home tab > Delete cells) should only be used to delete entire rows or columns, (not individual cells), and is very different from Edit > Clear > Contents (Home tab> Clear > Clear Contents) or the keyboard Delete key, which are used for deleting the contents within cells (while leaving the empty cells).

To delete just the contents of a cell

Use the keyboard Delete key
(The keyboard Delete key is the shortcut for Edit > Clear > Contents or Excel 2007 Home tab> Clear > Clear Contents)

Caution: The Delete key won't delete cell formats, but will delete any unprotected formulas (so be careful not to accidentally delete formulas).

Caution: The Delete key is very different from Edit > Delete, which should only be used to delete an entire row or column.

How to avoid accidentally deleting your custom formulas

1) Keep your formulas separate from your data - by either using your Custom Formula Safe Zone (in the lower right quadrant of every Systems2win template worksheet), or by storing your custom formulas on a separate worksheet.

2) Highlight unlocked cells containing formulas

Hide rows or columns

Select the columns or rows to hide, then right-click within your blue selected area, and select Hide.

Or you can use Format > Column or Row > Hide
Or in Office 2007, you can use the keyboard shortcuts found in Home tab > Format Cells > Hide & Unhide

Tip: It is usually better to hide rows and columns, rather than deleting them. You can always unhide them if you need them later.

Tip: As an alternative to hiding rows and columns, you might experiment with resizing a column or row size to be 0.1 (Format > Column > Width). This will effectively hide a row or column while still including its data within a chart.

Unhide rows or columns

Select the columns or rows surrounding the hidden ones, then right-click within your blue selected area, and select Unhide.

Or you can use Format > Column or Row > Unhide
Or in Office 2007, you can use the keyboard shortcuts found in Home tab > Format Cells > Hide & Unhide

Tip: Many (most) Systems2win templates come with pre-formatted hidden rows and columns (because it is a lot easier to unhide rows or columns that already contain formatting and formulas). Look for "jumps" in row numbers or column letters - and then unhide.

AutoFilter (to filter your data in useful ways)

AutoFilter allows you to filter for only rows of data meeting your specified criteria.

Use your mouse to select the header cells containing the titles for the columns in your list. (Select only the header cells; not the entire table)
Then select Data > Filter > AutoFilter. (Excel 2007: Data tab > Filter)
Drop-down arrows will appear on each column header.
Use any drop-down menu to filter your data.

Tip: AutoFilter requires a "list". Any Systems2win template that suggests to use AutoFilter has already been defined as a list. When creating your own lists, refer to Excel's on-line help for tips on how to define a list. (Which will quickly increase your appreciation for just how much time & confusion gets saved by using your Systems2win templates.)

Tip: If you need even more sophisticated filtering,
experiment with Data > Filter > Advanced Filter. (Data tab> Advanced Filter)

To Insert rows or columns

Important Tip: Rather than using Insert > Rows or Columns, (Excel 2007: Home tab > Insert > Insert Sheet Rows or Columns),
it is almost always better to copy similar pre-formatted blank rows or columns - thereby duplicating ALL formatting and formulas.

To copy entire rows or columns - use Insert Copied Cells or Shift Down and Copy
(This is probably the single most important Excel skill you will learn)

Tip: Practice these skills on a copy of a Template worksheet. Most SampleHelp pages don't allow rows or columns to be copied.

Option 1) Insert Copied Cells 10-minute training video (turn on sound)

Select ENTIRE rows or columns (not just a few cells).
Ctrl+C (or your favorite way of copying)
Select the cell in column A of the row just below (or in row 1 just to the left of) where you want to copy
Insert > Copied cells
Excel 2007: Home tab > Insert > Insert Copied Cells (Ctrl+Shift+=)

Option 2) Shift Down and Copy

Select ENTIRE rows or columns (not just a few cells).
Then in the workspace (not the gray edge of the worksheet where the row numbers and columns letters are), hover your mouse over the edge of your blue highlighted rows or columns until your mouse turns into
a four-sided cross-arrows
(on a locked worksheet, the cursor will be a white arrow)
Right-click and drag.
When you release your right mouse button, select Shift Down and Copy or Shift Right and Copy.

To move entire rows or columns - use Shift Down and Move

Same as Shift Down and Copy - but in the final step, select Shift Down and Move.

To copy cells (less than an entire row or column)

Option 1) Simple Copy (Ctrl+C), then Paste (Ctrl+V)

If the source and destination color schemes, styles, formulas, data validation, cell comments, conditional formatting, and other hidden elements are all identical...
then simple copy Ctrl+C and paste Ctrl+V will work just fine.

Option 2) Paste Special

Because hidden formulas and formatting are often not identical... you will often want to use the options in the Paste Options icon (that appears right after you paste anything in Excel 2002 or higher)
and/or Edit > Paste Special Excel 2007: Home tab > Paste > Paste Special Tip: Version 5.1 and higher uses a color scheme that is different from earlier versions.

Option 3) Copy & Drop

Highlight the cell(s) you want to copy.
Hover your mouse over the edge of the blue highlighted area until your cursor turns into a four-sided-cross arrows
(or a white arrow on a protected sheet).
Hold down the keyboard Ctrl key as you hold down your left mouse button and drag.
When you release the left mouse button, your highlighted cells will be copied.

Tip: If you don't hold down the Ctrl key, then your highlighted cells will be moved (rather than copied).
For reasons explained below, we don't recommend using "drag n drop" to move cells, because it can mess up your formulas.

To move cells (less than an entire row or column)

If you use "cut & paste", your formulas and/or cell formats might get messed up. Unless you are certain that the cell you are moving is not referenced in any formula, we suggest using the following method - which is always safer:

Copy (Ctrl+C)
Either Paste (Ctrl+V)
or Edit > Paste Special (Home tab > Paste > Paste Special)
Then go back to delete the unwanted data - using the keyboard Delete key

To paste into PowerPoint

Experiment with the different options in Edit > Paste Special. (Home tab > Paste > Paste Special)

Tip: > Paste Special > Picture (enhanced metafile) will paste a non-editable snapshot of your selected Excel data - which will look exactly as it does in Excel, (which isn't always true when you use regular "paste")

To save a screen shot as an image file

Use Print Screen.

Editing in Excel

Free application viewers

Free application viewers allow you to view, but not edit.

Undo

Keyboard shortcut: Ctrl+Z
Edit > Undo

To enter a "paragraph" within a cell

Alt+Enter.

Tab indentation within a cell

Ctrl+Alt+Tab

Or use the Increase Indent and Decrease Indent buttons on the Formatting toolbar.

Styles

Format > Style
Excel 2007: Home tab > right-click a Style

Tip: Systems2win templates make extensive use of Styles. As a rule, you don't want to just change the background color to match surrounding cells. You want to change the Style to match surrounding cells.

Borders

Format > Cells > Border
Or Formatting toolbar > Borders
Excel 2007: Home tab > Font section > Borders

Tip: If you are having trouble keeping your borders consistent as you insert or move columns or rows,
refer to tips to insert and move columns and rows.

To Merge cells

Format > Cells > Alignment > Merge Cells
Excel 2007: Home tab > Merge & Center > Merge Cells

Caution: You cannot change part of a merged cell - so it is not uncommon to need to unmerge, then re-merge cells if you need to insert, move, or delete rows or columns that intersect a merged cell.

Before merging horizontal cells, always first consider using Format > Cells > Alignment tab > Horizontal > Center Across Selection
Excel 2007: Home tab > Merge & Center > Merge & Center

To insert a hyperlink

Every Systems2win Excel template comes with Link Icons that are perfectly sized and formatted to make highly visual hyperlinks easy.

Version 5 and higher, select Systems2win menu > Insert Link Icon.

Then Ctrl+K or right-click > Hyperlink to bring up the Insert Hyperlink dialog window,
where you can:

Link to any web page
Browse to link to any file (such as another Excel file)
Link to any "Place in This Document" - by typing the cell number,
or by selecting a named cell reference
(which you can create using a bookmark Ctrl+G)
Tip: Use the "A" Link Icon when linking to a place in this document.
("A" stands for "anchor" - which is what a bookmark is called in HTML)

Follow all tips to avoid broken links

In older versions, the entire palette of Link Icons is on every worksheet. Simply copy & paste a link icon shape.

Then Ctrl+K or right-click > Hyperlink to bring up the Insert Hyperlink dialog window.

Tip: Use the Screen Tip button to add a Screen Tip message that appears when a mouse rolls over the icon.

HUGE TIP: Turn off the annoying "sea of blue underline text" that Excel auto-generates whenever you enter a URL in a cell. And use our guidelines for how to create far more professional looking URL's.

AND... learn how to make active hyperlinks in your PDF's!!!

If you don't follow our advice...
and still let Microsoft generate those annoying seas of blue underline text, then here are a couple tips...

	When you delete the contents of a cell that contained a hyperlink - the cell format will sometimes still have the blue underline hyperlink format. To restore the default cell format - copy and paste a similar cell.
	To select a cell containing a hyperlink, (without following the link), either: a) Hold down your left mouse button for a couple seconds when selecting the cell, or... b) Select a nearby cell, and then use your arrow keys to select the cell containing the link

How to reset picture size

Many shapes (including Link shapes) are set to move and size with cells.

One big advantage is that these shapes are hidden when you hide a row or column, and reappear when the row or column is again unhidden.

Prior to version 5.1, it was easy for a shape's size to become distorted. To resize a picture shape that has become distorted, right-click > Format Picture > Size tab, then ensure that the checkboxes for "Lock Aspect Ratio" and "Relative To Original Picture Size" are unchecked before you click the Reset button.

Tips to avoid broken links

Follow these same tips when you insert a hyperlink or link cells with the value from another cell.

If linking to another document that will always be in the same folder with this workbook -
(or a sub-folder that will always retain its position relative to folders containing other related documents)...
Just browse and select the workbook (or the target cell or worksheet within the workbook).
If linking to a document that will NOT always be in the same folder as this workbook -
(or a sub-folder that will NOT always retain its position relative to folders containing other related documents)...
Specify the full pathname (e.g. starting with http:// or c:\)
If linking to a cell or worksheet within the same workbook, use the Bookmark button in the Insert Hyperlink window.

The easiest way to avoid broken links is to use method 1 -
keep all related documents in the same folder (or a sub-folder that will always retain its position relative to folders containing other related documents).
If you keep all related documents in the same folder, you can even move the entire folder, and all links will still work.

If you need to change the name of a workbook or worksheet or named cell that has links to it...

	If all linked workbooks are open when the names are changed, then the hyperlinks will be updated automatically.
	Don't use File > Save As - because all incoming links will be changed to link to the new file, rather than the original. (Not what you usually want.)

To avoid the need to change workbook or worksheet names...

The Help page of every Systems2win Excel template has a User-Defined Training section, which can be used to define your workbook and worksheet naming conventions for that template.

Cell Comments

Right-click the cell, then select Insert > Comment.

Tip: When you resize or move columns, cell comments can change size - thereby hiding some or all of the comment text.
If this happens, right-click the cell and select Edit Comment. Then pull the corners of the text box to resize it.
Or better yet, experiment with using Data Validation rather than Comments.

Also see: How to print Cell Comments at the bottom of the page.

Sort

Highlight all cells in your list, and then complete the information asked within Data > Sort.

Tip: Unlike AutoFilter, you need to highlight ALL of the cells in your list (including header titles), not just the header titles.
Be sure to include ALL columns in your list.

Tip: It is a good idea to back up your file before sorting, and Undo (Control+Z) can be very useful.

Some Systems2win templates might have disabled the Sort feature (because sorting might not normally make sense with that type of data).

Keyboard Shortcuts

Help > Microsoft Office Help > Accessibility in Excel > Keyboard Shortcuts

Excel 2007: F1 > Accessibility > Excel shortcut and Function keys

Freeze Panes (to always have column or row labels visible as you scroll)

Position your cursor where you want the panes to be frozen, then select Window > Freeze Panes.
Excel 2007: View > Freeze Panes

Excel drawings

Tips for working with Microsoft Office drawings

Language translation

Tips for language translation

Calculations

Highlight cells containing formulas (to avoid accidentally overwriting formulas)

Option 1) Highlight unlocked cells containing formulas - using Highlight Formulas macro
Right-click any blank cell. Select Highlight > Cells containing unlocked formulas.
(This requires version 5.1 or higher)

Option 2) Use styles to change the background color of cells containing formulas

Tip: When you Unhighlight Cells, cells will revert to the default color defined by the style.
So rather than simply overwriting the background color of a cell, you should use styles.

Option 3) Highlight cells containing formulas - using S2winFormula

You can add S2winFormula to any additional cells by following the instructions for conditional formatting, and entering the following formula: =S2winFormula

Cells containing a formula will be highlighted with the background color of your choice.

Tip: Any cell with with both:
a) The S2winFormula conditional formatting, and
b) Hidden protection (Format > Cells > Protection tab > Hidden, or Home tab > Format Cells > Format Cells > Protection tab > Hidden)
will be conditionally formatted as if it contained a formula

Tip for Systems2win version 6 or higher users of the German version of Office: Follow these exact same instructions - but use HasFormula instead of S2winFormula.

If you accidentally delete a formula

You can often repair it by simply copying a similar cell.

Conditional Formatting

Select cells to which you want to apply the conditional formatting.
Format > Conditional Formatting
Excel 2007: Home tab > Conditional Formatting
If your condition is a formula, select Formula Is from the drop-down list
Excel 2007: Highlight Cells Rules > More Rules > Use a formula to determine which cells to format
Enter conditions
Click the Format button and choose the type of formatting you want for cells that meet the conditions

How to link to a cell to auto-update with the value from another cell

Type the equal sign (=) into the cell that you want to auto-update
Then simply click on the cell that you want to auto-update the value from

To link a range of cells
Follow the above instructions to create a link in the first cell.
Then edit the formula to remove the $ symbols. (To understand what the $ symbol does, refer to Excel's on-line help for "citations".)
Then copy the formula (with $ symbols removed) to the other cells in the range.

To link to a cell in another workbook, just click in the cell in that open workbook.
Important: Tips to avoid broken links

To link to a named cell
Insert > Name > Paste
Excel 2007: Formulas > Name Manager > Use In Formula

How to define cell Names (aka cell references)

On an unlocked worksheet...

Insert > Name > Define
Excel 2007: Formulas > Define Name

By default, names are "global" - available to be used on every worksheet within the workbook.
To make a name "local" to only one sheet - precede the Name with the name of the worksheet and an exclamation.
Example: Template!MyName

Caution: Be careful not to delete or change any cell Names defined by Systems2win!
Technical support for trouble-shooting custom formulas and/or accidentally-deleted Systems2win named variables is available at our regular hourly rate. Always keep a backup before you start writing your own custom formulas and Names.

How to use a "thin gold line" to keep your ranges intact

Has this ever happened to you? You insert or copy or move a new row to the bottom or top of a range of similar data cells, and then notice (or worse - don't notice) that the new row is not included within your totals or sub-totals? (Ouch...)

A simple way to avoid this is to use a "thin gold line" above and below your range of cells, and then set your totals to include the gold lines within the range. Then whenever you insert, copy, or move new rows anywhere between the gold lines, you can be confident that the new rows will be included within the range.

Tip: Often there will be a thin gold line only at the bottom of a range - because you can include the (gold) header row as the top end of your range - accomplishing the same result.

Version 5.1 or higher: You can automatically reset the width of thin gold lines, by selecting Systems2win menu > Reset Thin Gold Lines

Data validation

Experiment with using Data > Validation.

In addition to its more traditional uses...
Data Validation can be used to to create pop-up help messages that appear when someone clicks on a cell.
How? On the Settings tab > Allow any value. On the Input Message tab > enter your help message.

Manual vs. Automatic Calculation

All Systems2win templates should be set to calculate automatically.

Tools > Options > Calculation tab > Automatic

Tip: Automatic vs. manual calculation can get changed inadvertently because the first workbook that you open in Excel can change the calculation setting for all workbooks opened subsequently.

Recalculate

F9 calculates the formulas in all open workbooks.

Shift+F9 calculates only the formulas in the active worksheet. Other worksheets in the same workbook won't be recalculated.

Ctrl+Alt+F9 calculates all formulas in all open workbooks, regardless of whether they have changed since last time or not.

Ctrl+Shift+Alt+F9 rechecks dependent formulas, and then calculates all formulas in all open workbooks, regardless of whether they have changed since last time or not.

On-line help for all calculation functions available in Excel

Help > Microsoft Excel Help > Contents tab > Function Reference
Excel 2007: F1 > Function Reference

Scenarios Use Scenarios to store and quickly display different sets of data - to see how they affect the rest of your data. Tip: Scenarios are among the most useful things you can do with Excel. It takes less than 5 minutes to learn, and just might change your life... We suggest that you don't just read this - but actually follow along in Excel Tools > Scenarios Excel 2007: Data tab > What-If Analysis > Scenario Manager If you have already defined Scenarios, just click Show to show the values for that scenario. (If you then want to restore the previous numbers, you can use Ctrl+Z to Undo)
To create your first Scenario, click the Add button, then... enter your Scenario name. Click the icon in the right of the Changing cells textbox, and then hold down the Ctrl key while clicking the cells that you want to change in your scenario. When you click OK...
you can then enter values in the Scenario Values window. (Try doing THAT in Visio...) Tip: Scenarios became available in all Systems2win templates as of April 2007. Yet another reason to keep your upgrades current.

Printing

Print

File > Print (Ctrl+P)

How to change the Print Area to include only selected rows and columns within your Print Area

Highlight the cells that you want to include in your Print Area
File > Print Area > Set Print Area
Excel 2007: Page Layout tab > Print Area > Set Print Area
Then Print (Ctrl+P)

Also experiment with: (and notice what changes in Print Preview)

	If you are viewing in View > Page Break Preview mode, then you can simply drag the thick blue borders to establish your print area.
	Window > Freeze Panes
	Hide columns or rows
	Resize column width to be 0.1 (Format > Column > Width, or Home tab > Format Cells > Column Width) or row height to be 1 (Format > Row > Height, or Home tab > Format Cells > Row Height)

Tip: Help page instructions can be printed with the click of a button in version 5 and higher. Yet another reason to keep your upgrades current.

How to change Print Settings

(Print on a single page or multiple pages, etc.)

File > Page Setup
Excel 2007: Page Layout tab > click the tiny little arrow in the corner of the Page Setup section

How to change paper size (e.g. letter, legal, A series international sizes, CAD sizes...)

File > Page Setup
Excel 2007: Page Layout tab > Size

Print Portrait or Landscape

File > Page Setup
Excel 2007: Page Layout tab > Orientation

To save a document in PDF format - File > Print > select your PDF writer software.

Important: Any document created using a Systems2win template that is distributed outside of your licensed users must be in a non-editable format, such as a printed paper, or a PDF file.

Tip: If your company has not already provided you with PDF writing software, refer to Systems2win help: How to download and use free PDF writing software.

To save a screen shot as an image file - Print Screen

Press the Print Screen key on your keyboard, (or Alt+Print Screen for just the active window). (Your screen shot is now copied to the clipboard.)
Then paste the screen shot into any application, [e.g. Word, PowerPoint, or any image editing software such as Photoshop, or the free Paint that comes with Windows (Start > All Programs > Accessories > Paint)].

Tip: Print Screen can be used to print or copy & paste things can't be selected. For example:

	Use Print Screen to print instructions from Sample Help pages
	Use Print Screen to copy & paste pictures of protected images or charts

Tip: You might also want to experiment with Shift+Edit > Copy Picture.
(Hold down the Shift key while selecting the Edit menu)
Excel 2007: We haven't yet found a way to do this in Office 2007. If you know, please let us know!

To print cell comments at the bottom of the page

File > Page Setup > Sheet tab > Comments > At end of sheet
Excel 2007: Page Layout tab > click the tiny little arrow in the corner of the Page Setup section > Sheet tab > Comments > At end of sheet.

Printing & viewing tips for Excel drawings

Tips for printing & viewing drawings

I am using a Macintosh - is anything different?

If using a Macintosh - holding the Control button while clicking the mouse is usually the same as right-clicking the mouse in Windows.

The Macintosh version of Excel is similar to Excel 2000 for Windows. See summary of known issues.

Continuous Improvement

Known issues and bugs

Summary of known issues for Excel 2007, 2003, 2002 XP, 2000, 98, 97, 95, and Macintosh

Upgrade to the latest version

Systems2win is continually improving your tools for continuous improvement. Benefit from the time-saving enhancements to the newest versions, the new templates that weren't released when you originally purchased, and another year of free technical support.

	What's new?
	Upgrade

And remember, you get free or discounted maintenance when you refer a new client.

If someone outside of your licensed company or division expresses a desire to have an editable version of one of your templates, you can honor your license agreement , not risk your job, and earn a referral incentive when they purchase their own inexpensive license and put your company name in the "How did you hear about us?" field on the order form.

I have a question that's not answered here

Try these other resources:

	Sample and Help page for each template
	Tips for Microsoft Office Drawings
	Systems2win Portal training
	Contact Systems2win (to get answers to your questions, or to share your ideas for how to make a template better)

Training & Demos home page

All rights reserved. No portion of this website may be reproduced or distributed outside of licensed users without written permission.
See License Agreement to learn about cash rewards for reporting unauthorized piracy of Systems2win templates or training.

Tips for printing web pages (like this one)
Option 1) Print in landscape. Internet Explorer - File > Page Setup > Landscape.
Option 2) Print the web page as a PDF file, (which can then be easily printed). Training: How to download and use free PDF writing software
Important: Any document created using a Systems2win template that is distributed outside of your licensed usersmust be in a non-editable format, such as printed paper or a PDF

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