We have a macbook at home (we have a name for it too, we call it Shimla, the most romantic place for us). Like all latest macbooks, this one too came with a trail version of iWork. Even though I have used iWork before, this time I wanted to compare iWork numbers with Excel. In this post, I want to highlight 7 really cool features for iWork and how Microsoft excel can benefit from implementing the same.
1. iWork comes with sexy templates
When you try to make a new Numbers document, iWork asks you to select from some of the templates. The templates are really practical and very cool. For eg. they have a template for creating a check-list, product comparison worksheet, household budget. These are really easy to use and work to the point.
With excel 2007, MS introduced several new templates and gave us an option to import templates from web. But still, users resort to quite a few workarounds when it comes to building a neat looking worksheet. We all could benefit if something like this is available in Excel.
2. Simple but effective Paste Options
When you copy some values in to clipboard and try to paste them, iWork gives you an option to “paste values” and “paste and match styles”. 2 most commonly used paste options.
In excel, this is usually hidden in paste special menu (in 2007, paste values is available as a menu choice as well). Excel veterans know the ALT+ESV shortcut by heart. It would be cool to have these options highlighted in the menus and given easy to remember shortcuts.
3. Making Checkboxes, Sliders, Steppers ad List boxes is very easy
In iWork Numbers, to get a checkbox in a cell, all you need to do is format the cell as “checkbox”. You can also format a cell as slider, stepper or “pop-up menu” (usually known as combo box).
This is very easy compared to all the form control based stuff we are used to Excel. If MS implements this idea, we dont need to resort to sneaky tricks to get a bunch of checkboxes in excel or use wingdings font.
4. Quick summary of data
Whenever you select a bunch of numbers, iWork Numbers displays 5 quick statistics about the data, in the status area of the numbers application. (Unlike excel, iWork numbers has status bar in the left side).
Excel also shows the quick summary in the status bar, but usually the sum of values. (In excel 2007, you can configure the stats you want to see, thus mimicking this behavior. But it would surely help if these 5 stats are “always on” by default.
5. Cleaner Menu / toolbar area
While MS is going towards ribbon based interfaces for all their applications, iWork keeps the UI relatively simple and uncluttered. The toolbar area, shown below contains the vital buttons to make a filter, format a cell, create a chart, insert a function, table and change views. Everything else is buried one level deep.
This could be a more effective way to expose a complex application’s functionality. MS should consider these UI options as well.
6. Inspector Dialog for all the formatting options
Excel has a ton of dialogs to format cells, charts, drawings, printer settings, tables and more. In iWork, there is one dialog for all of these, called as inspector window. Using this you can setup printer options, page layout, table design, cell formatting, chart formatting, font, text, paragraph settings, drawing shape formats and other inserted object (such as movies) formats. Based on the selected item, the inspector window shows the corresponding tab where you can adjust the formatting.
This could be a great way to reduce the popup fatigue in Excel. In Excel 2007, MS introduced new popups that further complicated the way even a simple chart axis formatting. We all could benefit if MS implements simpler dialog boxes modeled after the inspector.
7. Switch rows and columns in charts intuitively
In iWork Numbers, to switch rows and columns in a chart, all you had to do is select the chart and then click on the little button that appears next to data range of the chart.
In excel you can do this using “select data” options of the chart. But doing this without leaving the worksheet is much more intuitive and cooler.
Have you tried iWork Numbers?
Apple is famous for its design sense and beautiful products. iWork is no exception. It is a visual treat to work with iWork.
What is your opinion about it?
30 Responses to “18 Tips to Make you an Excel Formatting Pro”
For my 2 cents worth:
Less is more !
Keep styles simple and in line with the corporate requirements of your employer/client
The table formatting is really useful, but I have found two sticky points:
1. Cannot move or copy a sheet with a table in it.
2. Cannot 'table format' multiple sheets at once.
May be ways around these issues, but these are what keep me from using the table format more than I already do.
Remove gridlines in sheet
Use dotted lines as internal borders in tables
And just keep it simple - it's the substance that matters and there's already way too much eye candy out there
I write a lot of financial reports conveying complex data in a userfriendly manner. I don't use colour (as it costs 7p/sheet verses B/W at 1p/sheet). The trick is to generate a table that someone will skim over for "the story" and then can refer back to understand it. very muck like Ulrik said, keep it simple.
Some simple guidelines that I use:
(a) align headings based on data (if data is text that means left, if data is numbers that means right)
(b) do not align central numbers (unless all similar) i.e. how hard is it to read a column of numbers that contains €1.25 and €125
(c) use borders to group columns and rows, don't format every line/column but allow the data to draw your eyes along it. "White lines" are as useful as borders
(d) thin borders are better than fat borders - the fatter they are, the more they draw the eye... so use them to draw attention to key numbers (like a total) only.
(e) use units to make numbers easier to read. Generally people cannot skim numbers with more than 3 d.p or 5 significant figures. so report in millions/thousands (or the other way as in ml)
(f) avoid making text too small or too big. too small (less than 10) and people can't read it. too big (>14) and people struggle to skim over it (their eyes have to move too much)
......I don’t use colour (as it costs 7p/sheet verses B/W at 1p/sheet).....
Not necessarily..
Don't compromise on how good a sheet can be made to look on monitor. To print black and white, simply configure in page setup to print in black and white.
Like This post !!
I m always using ALT + EST, not verymuch confirtable with cell style. will try to use color schemes (new feature)
Regards
!$T!
Hi Stephen,
Do you have some non-proprietary samples you may share on drop box or Windows Live SkyDrive?
Thanks
w
Great post!
Which key ist EST from the shortcut "ALT+EST".
I am using a german keyboard layout and have never heard something about an EST key.
Thanks
Carsten
Hi Carsten...
If you are using English version of Excel, then press ALT+E then leave the alt key, E key and then press S, then press T
For German version of Excel, the keys would be different. I am not sure what they are.
it was nice MS come up with all the color schemes. However, corporate culture (or your boss) sometimes dominate or predetermine what style a spreadsheet should look like. So I hardly get a chance to use #1 to #3 shown above.
Most of the times, it is someone else who wants a certain report or analysis gets to decide how s/he wants it to look like. I see myself more like a line chef or engineer. Others get to be the architect and I'm just a builder transforming a design into a real home. I don't get much say in it unless they are asking me to build a multistoried building on a single tooth pick as foundation.
Hi Chandoo,
thank you for your reply. Now I understand. It's something like searching for the ANY Key, because some program is displaying "Press any key to continue..."
But to find the german version of this shortcut:
ALT+E calls the Edit-menue? And for what are the S and T. Just tell me the english names of the menueitems, please.
I think then I will find it.
Carsten
@Carsten
Alt+EST is
(E)dit;
paste (S)pecial;
forma(T)s
Excellent post guys!
@Carsten,
Try to know how to find the shortcuts in the excel menu bar itself.
You click Alt + any of the underline character in the menu bar, then excel will take you to that particular menu field.
Now you can find different options in the dropdown menu. And each option has the name. Each name has underline in any of the characeter. That underline character is nothing but the shortcut key to execute that option.
Like this you can find in excel all the options and their shortcut keys.
Coming to the above example..
Once you click alt + E, it will take you to the "EDIT" drop down menu. Under Edit there are so many options like cuT, Copy, Paste, paste Special, fIll.... etc., I think you can find underline under 't' in cut..'p' in paste..'s' in paste Special. You need to click the underlined character for the required options...Here the 'S' underlines for Paste Special option...
Once you click 'S' it will open paste special options box...again you will find the same underlines in each of the names...here you can find different opetions like All, Formulas, Values, formaTs...etc. 'v' is nothing but Values option. Once you click V in the key board..it will execute paste special values option.
As Summary Alt + (E)dit + paste (S)pecial + (V)alues
Now you can find the shortcuts your own. all the best.
Regards,
Saran
lostinexcel.blogspot.com
You can also customize the quick access toolbar.. Once you find the icon you regularly use, right click and then select Add to quick access toolbar and once you are done, when you press Alt key it will be highlighted 1,2,3,4 etc depending upon the sequence of the icon..
Ctrl-ES is sooooo 2003.
Ctrl+Alt+V all the way baby!!!
You can DOUBLE-CLICK Format painter button to copy the formatting multiple times. Once you are done, press ESC key.
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Jinesh,
This is a great tip that I use multiple times daily. People are always in awe when they see this one!
Jesse
Hi,
How to apply the custom styles for cells from the sql table, by using c# program.
Thanks & Regards,
Satheesh
[…] You can use the Page Layout section in Excel to apply colour themes to your reports. Chandoo.org has some useful Excel tips. […]
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Hi i want to print a page which have bottom line to print on each page end how to do that pls explain
Thanks Sir
Thanks alot
Very useful thanks
thank you too much
your tips are awesome.
How to show a table with around 20-25 columns in the dashboard in the first page itself? I mean, within the dashboard area.
Is there anyway we can add a horizontal scroll bar for the table?
@Kiran
You never add tables directly to a dashboard
You add cells that reference a table
By reference I mean it gives you the ability via Formula or VBA to scroll up/down, Left/right or re-order the data
Think of it as a window into the table
This is discussed regularly in Chandoo's dashboard samples
Have a look at the 2 links in Item 1: http://chandoo.org/wp/welcome/
I'd then suggest asking a specific question in the Chandoo.org Forums and attach a sample file for a specific answer.
love it!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
I have a table of value for a month, with no data for few dates.
I created a chart basing on above data.
In the chart I find calendar dates, even though few dates with no data are not available in the table.
How to remove the dates in the chart for those without data?