Everyone and their colleague knows the importance of Excel keyboard shortcuts. While it may be a good idea to know a 97 different shortcuts for everything in Excel, the fact is, you don’t use them all the time. So, it all boils down to memorizing the few shortcuts that you use all the time.
In this post, I am sharing 10 such shortcuts that I can’t live without, especially, when I am analyzing data, making charts and formatting my workbooks.
1. CTRL+1 – Format
Oh CTRL+1, if I get an ear, every-time I press you, I would be a millionear by now.
I use this all the time, to format cells, charts, text boxes – you name it.
2. CTRL+SHIFT+L – Turn on/ off filters
Most of the time, I use filters to do ad-hoc analysis of my data. So, Once I set a couple of filters, If I want to revert back to full data, I find clearing each filter a pain. So I just turn-off and turn-on the filters, by pressing CTRL+SHIFT+L twice.
3. CTRL+Arrow keys – Navigate around the workbook
When it comes to dealing with data, navigate, you must. So I rely on CTRL+arrow key combinations all the time. Also, I use CTRL+SHIFT+arrow keys to select a group of cells
4. ALT+ES – Paste Special > Values
Copying and Pasting is another must if you deal with data. Often, I have to get data from other workbooks or clean the formatting of existing tables. So I use ALT+ES (press E then leave the key and press S) to paste special. Works like a charm! [more: 16 more paste special tricks]
5. F4 – Change cell reference style while editing formulas
Excel runs a pretty tight mafia when it comes to cell references. You must pay it a couple of $s if you want to change the reference style from relative (A2) to absolute ($A$2). But whos got the time to carefully navigate between A and 2 and then type SHIFT+4? So I use F4 key and Excel changes the referencing style for me. [More: Relative vs. Absolute Cell References in Excel]
6. F2 – Edit a cell
As simple as that.
7. F3 – Show Names
For simple workbooks I do not use names. But if I am making a dashboard or Excel model, I define several names and use them all the time. This is where F3 comes in handy. Just press F3, no matter where you are (formula editing, conditional formatting, data validation etc.) and you get a list of all the defined names. Pick one and press ok to add it to the formula etc. you are typing.
8. CTRL+K – Add Hyperlink
Hyperlinks make your work book accessible & pretty. So I use them all the time, especially, if I have more than a couple of sheets. Select a cell or shape and press CTRL+K to launch hyperlink box. Type the destination URL or location and you are done.
9. CTRL+T – Insert Table
Ever since I learned how to use Tables feature, I have never looked back. Nowadays, anytime I need to use a bunch of data, I convert that to a table and then use. Tables are flexible, they can grow & shrink, they allow you to write readable formulas (structural references) and they are lovely. Just select any cell in a range of related data, and press CTRL+T to make it table.
10. CTRL+S – Save
There is no point making something elaborate in Excel if you forgot to save. So I press CTRL+S every now and then. You never know when aliens strike!
What are the keyboard shorts you cannot live without?
Now your turn. Go ahead and share the list of shortcuts you use everyday. And if you do not use keyboard shortcuts at all, its about time you started. You can save a lot of time and effort. Time you can use to do other fun things like leaving comments on our website 🙂
Go ahead and share.
Learn more keyboard shortcuts:
I love keyboard shortcuts & productivity tricks. So, naturally, we have a lot of articles on the same. Go thru the below stuff to one up your Excel mojo, seriously!
- Excel Keyboard Shortcuts – a comprehensive list
- Do you know these Excel Productivity Secrets?
- Save time & be awesome by double clicking in Excel
- Learn how to master Excel Ribbon [FREE PDF Guide]
- More productivity tips & keyboard shortcuts
23 Responses to “Displaying Text Values in Pivot Tables without VBA”
Its possible to display up to 4 text values.
Have a look at the screen shot of an example that I had posted way back at the EHA and figure out how its done !
http://tinypic.com/r/muzywk/6
With Excel 2010 you can use Conditional Formatting to apply custom number formats which can display text. (In older versions you can only modify text color and cell background color, but not number formats.) Using CF allows for an even larger number of different display values.
[...] Display text values in Pivot Tables without VBA [...]
Hey,
Thanks, this helps. But how do you do it for multiple values where there is a huge amount of non repeating text?
@Soumya
The only way to do more than 4 values is to make the Pivot Table manually with formulas, of course then it isn't a Pivot table
You can of course do it with VBA
You may want to have a look at this description of how to do it here: http://www.clearlyandsimply.com/clearly_and_simply/2011/06/emulate-excel-pivot-tables-with-texts-in-the-value-area-using-vba.html
@Soumya
The only way to do more than 4 values is to make the Pivot Table manually with formulas, of course then it isn’t a Pivot table
You can of course do it with VBA
You may want to have a look at this description of how to do it here: http://www.clearlyandsimply.com/clearly_and_simply/2011/06/emulate-excel-pivot-tables-with-texts-in-the-value-area-using-vba.html
[...] Pivot Tables take tables of data and allow the user to summarise and consolidate the data at the same time. This is a great and very fast method of analysis but is restricted to handling mathematical functions on the value field resulting in numerical summaries. – read more [...]
[…] Read more here: Displaying Text Values in Pivot Tables without VBA […]
There is a very good way actually for handling text inside values area.
First you create a special column on the very left side and call it ID, and put unique ID (numbers only), and then create a pivot table with:
Row Labels and Column labels as you like, and in the Values labels use the unique ID number.
Move the unique ID number (copy paste) somewhere to the right and use vlookup to load the data you need using the ID as reference.
It is a bit longer way but for me it works perfectly to combine values as you like in any moment.
hope helps.
Regards,
Jon
Thank you! I finally understand pivot tables thanks to your clear, concise explanations and examples.
Good Day. This is exactly what i have been looking for. However when i try it on my pivot table or even when i try to recreate this exercise using the sample worksheet, i get this error:
"Microsoft Excel cannot use the number format you typed. Try using one of the built-in number formats."
Same thing here, Excel quite did not like the format in my PowerPivot. Any clues as to what may be going on? Thanks.
I have the same thing happening on my end. I'm running a normal pivot table on a .xlsm file.
@Danzi
What format did you use?
can you post the file ?
pls. help in table there is name, pan. amount. i have to make pivot table for example
NAME PAN AMOUNT
MR.X AAAAC1254T 500.00
MR.Y AAABR1258C
MR.A CFVDE2458T
MR.Z AAVCR12548C
MR.X AAAAC1254T
MR.Z AADCD245T
pls. help in table there is name, pan. amount. i have to make pivot table for example
NAME PAN AMOUNT
MR.X AAAAC1254T 500.00
MR.Y AAABR1258C 1000
MR.A CFVDE2458T 2000
MR.Z AAVCR12548C 5451
MR.X AAAAC1254T 45564
MR.Z AADCD245T 4500
how to get pivot tabe so i get PAN no. against Name.
I found an easy way to get text values in pivot table.
I create an other worksheet in wich each cell has a formula that copy the pivot table. The trick is that the formula does a lookup for the numbers in the pivot table.
The formula looks like that:
=IF(ISNUMBER(table!A1);VLOOKUP(table!A1;Code!$A$1:$B$65;2);IF(ISBLANK(table!A1);" ";table!A1))
Code is a worksheet where there is a liste of text /numbers correspondance.
As a bonus The new sheet is easier to format
Additional trick:
In my case, i encoded differents codeid with a power(2, codeId-1) so that summing then is equivalent to concatenate them.
1-A
2-B
4-C
8-D
yields :
5 - AC
14 - BCD
Hi
I want to ask if pivot can display dates in pivot field. As in a column i have customers and in row different items i want to know there last purchase date. anyone help in this??
Hello Guys, Need your help
I am doing some analysis of the cycle time of the product i.e how much time a product takes from manufacturing to the central warehouse.
I have batch numbers for the product and against them i have to pull out the diff. dates
Like the base date is from where the manufacturing start. So i have the batch number,against it's manuf. date. Now i have to pull out the date when it was quality released.
I have the quality released data but the data have duplicates, like i will have two dates or may be three for the same batch. So my main objective is to pull out the date which is latest among them.
BATCH NO. DATE of Mfg. DATE of Quality release
A1 12/4/2014 (HERE I HAVE TO PULL value)
Next Sheet
BATCH NO. DATE of Quality Release
A1 14/5/2014
a2 23/5/2016
A1 12/5/2014
A1 13/6/2014
From this sheet i have to pull up the latest date format of date here is dd/mm/yyy
TIA
[…] needed to present text instead of counts in a pivot table value column. Here is an excellent resource for Excel manipulation, in addition to an overview of pivot […]
This is great thank you.
Wow!!! Excellent!! It helped me a lot.
I am developing training tracking sheet for 200 employees with training completed date. Each employee will be attending 25 courses. How to indicate actual dates in pivot table value field.