{"id":784,"date":"2020-05-22T20:54:29","date_gmt":"2020-05-22T20:54:29","guid":{"rendered":"https:\/\/blogarchive.utc.edu\/center-professional-education\/?p=784"},"modified":"2020-06-26T21:20:17","modified_gmt":"2020-06-26T21:20:17","slug":"quick-excel-tips-tricks-part-3","status":"publish","type":"post","link":"https:\/\/blogarchive.utc.edu\/center-professional-education\/2020\/05\/22\/quick-excel-tips-tricks-part-3\/","title":{"rendered":"Quick Excel Tips &amp; Tricks: Part 3"},"content":{"rendered":"<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-786 aligncenter\" src=\"https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/05\/header-6.jpg\" alt=\"female working at her laptop\" width=\"1280\" height=\"450\" srcset=\"https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/05\/header-6.jpg 1280w, https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/05\/header-6-300x105.jpg 300w, https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/05\/header-6-1024x360.jpg 1024w, https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/05\/header-6-768x270.jpg 768w, https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/05\/header-6-580x204.jpg 580w, https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/05\/header-6-610x214.jpg 610w, https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/05\/header-6-250x88.jpg 250w, https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/05\/header-6-600x211.jpg 600w\" sizes=\"auto, (max-width: 1280px) 100vw, 1280px\" \/><\/p>\n<p>In the last installment of \u201cQuick Excel Tips &amp; Tricks,\u201d Stephanie taught the webinar participants \u201cHow to be an Excel Secret Agent.\u201d From protecting worksheets to hiding information in spreadsheets, Stephanie gave the scoop on how to finesse your way around an Excel workbook.<\/p>\n<p><strong>Note: Remember there are several ways to do the tricks Stephanie mentions, but she shares the way(s) that she finds to be easiest. Also, remember that when you insert anything, Excel will insert it above (for rows) and to the left (for columns!)<\/strong><\/p>\n<hr \/>\n<h2><span style=\"text-decoration: underline\"><strong>SESSION 3 TABLE OF CONTENTS<\/strong><\/span><\/h2>\n<h3><span style=\"text-decoration: underline\"><strong>HIDING EXCEL INFORMATION<\/strong><\/span><\/h3>\n<ul>\n<li><a href=\"#hidingcolumns\">Hiding Columns<\/a><\/li>\n<li><a href=\"#unhidingcolumns\">Unhiding Columns<\/a><\/li>\n<li><a href=\"#hidingsheets\">Hiding Sheets<\/a><\/li>\n<li><a href=\"#lockingworksheets\">Locking Excel Worksheets<\/a><\/li>\n<li><a href=\"#unlockingworksheets\">Unlocking Excel Worksheets<\/a><\/li>\n<\/ul>\n<h3><span style=\"text-decoration: underline\"><strong>CREATING PIVOTTABLES<\/strong><\/span><\/h3>\n<ul>\n<li><a href=\"#insertingpivottables\">Inserting PivotTables<\/a><\/li>\n<li><a href=\"#selectingptfields\">Selecting Fields for Your PivotTable<\/a><\/li>\n<li><a href=\"#addingptfilters\">Adding Filters to Your PivotTable<\/a><\/li>\n<\/ul>\n<h3><span style=\"text-decoration: underline\"><strong>CREATING PIVOTCHARTS<\/strong><\/span><\/h3>\n<ul>\n<li><a href=\"#insertingpivotcharts\">Inserting PivotCharts<\/a><\/li>\n<li><a href=\"#selectingpcfields\">Selecting Fields for Your PivotChart<\/a><\/li>\n<li><a href=\"#addingpcfilters\">Adding Filters to Your PivotChart<\/a><\/li>\n<\/ul>\n<hr \/>\n<h3><span style=\"text-decoration: underline\"><strong>HIDING EXCEL INFORMATION <\/strong><\/span><\/h3>\n<p>Sometimes you have information in your spreadsheet that you need to calculate something, but you don\u2019t need anyone else to see. Excel makes it easy to hide aspects of your data!<\/p>\n<ul>\n<li>\n<h4 id=\"hidingcolumns\"><strong><span style=\"text-decoration: underline\">HIDING COLUMNS<\/span>: (5:51)<\/strong><\/h4>\n<\/li>\n<\/ul>\n<ol>\n<li>Highlight the column you would like to hide.<\/li>\n<li>Right-click.<\/li>\n<li>Select Hide. Your columns should go away.<\/li>\n<\/ol>\n<p>The same process applies to rows.<\/p>\n<p>&nbsp;<\/p>\n<ul>\n<li>\n<h4 id=\"unhidingcolumns\"><strong><span style=\"text-decoration: underline\">UNHIDING COLUMNS<\/span>\u00a0(6:25)<\/strong><\/h4>\n<\/li>\n<\/ul>\n<p><strong>Note: Anyone can unhide or hide columns if they notice that, for example, your columns skip from G to J.<\/strong><\/p>\n<ol>\n<li>Double-click on the double line between the column letters. The double line should change and now have two arrows on each side of it.<\/li>\n<li>Double-click to show a column that is hidden. Every time you double-click, a new column will appear.<\/li>\n<\/ol>\n<p><strong>Or<\/strong><\/p>\n<ol>\n<li>Highlight the two columns that have hidden information between them.<\/li>\n<li>Right-click.<\/li>\n<li>Select Unhide. Your columns should reappear.<\/li>\n<\/ol>\n<p>The same process applies to rows.<\/p>\n<p>&nbsp;<\/p>\n<ul>\n<li>\n<h4 id=\"hidingsheets\"><strong><span style=\"text-decoration: underline\">HIDING SHEETS<\/span>\u00a0(8:20)<\/strong><\/h4>\n<\/li>\n<\/ul>\n<ol>\n<li>Right-click on the sheet you would like to hide.<\/li>\n<li>Select Hide.<\/li>\n<\/ol>\n<p>Figuring out if a sheet is hidden is not as intuitive as figuring out if a column or row is hidden. However, someone could right-click on a worksheet that is visible, choose Unhide, and your hidden sheets are listed there. If you need to unhide a sheet, choose the sheet from the list and click ok.<\/p>\n<p>&nbsp;<\/p>\n<ul>\n<li>\n<h4 id=\"lockingworksheets\"><strong><span style=\"text-decoration: underline\">LOCKING EXCEL WORKSHEETS<\/span> (9:40)<\/strong><\/h4>\n<\/li>\n<\/ul>\n<p><strong>Note: Stephanie suggests saving a spreadsheet you lock in a separate document as \u201cthe locked file,\u201d or something along those lines, so you have another version that is unlocked\u2026just in case you were unable to get back into your locked version!<\/strong><\/p>\n<p>To protect your worksheets (so that no can alter the data):<\/p>\n<ol>\n<li>Click on the Review tab (located between the Data and View tabs at the top of your workbook).<\/li>\n<li>Select Protect Sheet.<\/li>\n<li>A pop-up menu will appear. More than likely, the top two boxes under \u201cAllow all users of this worksheet to\u201d will already be checked. (These are the Select locked cells and Select unlocked cells boxes). You will want to uncheck these two boxes because you don\u2019t want the user to be able to select anything.<\/li>\n<li>Make sure the top box, \u201cProtect worksheet and contents of locked cells,\u201d under \u201cProtect Sheet,\u201d is checked.<\/li>\n<li>Enter in a password in the \u201cPassword to unprotect sheet\u201d section.<\/li>\n<li>Click ok. A box will appear asking you to reenter the password to proceed. There will also be a note of caution alerting you that if you lose or forget the password, it cannot be recovered. Stephanie advises that you write down the password (or keep it somewhere easily accessible).<\/li>\n<li>Reenter your password.<\/li>\n<li>Click ok.<\/li>\n<\/ol>\n<p><strong>Note: Only the singular sheet will be protected, not the entire workbook.<\/strong><\/p>\n<p><strong>When you are in the Protect Sheet menu, be aware that there are certain things you can check and allow users to still do, if you wish to do so. For example, you could allow the user to format rows but do nothing else.<\/strong><\/p>\n<p>&nbsp;<\/p>\n<ul>\n<li>\n<h4 id=\"unlockingworksheets\"><strong><span style=\"text-decoration: underline\">UNLOCKING EXCEL WORKSHEETS<\/span> (12:08)<\/strong><\/h4>\n<\/li>\n<\/ul>\n<p>Let\u2019s say you have protected your worksheet and sent it out, but now you need to go in and make further changes to your data. To unlock your protected worksheet:<\/p>\n<ol>\n<li>Click on the Review tab (located between the Data and View tabs at the top of your workbook).<\/li>\n<li>Select Unprotect Sheet.<\/li>\n<li>Enter the password.<\/li>\n<li>Click ok.<\/li>\n<\/ol>\n<hr \/>\n<h3><span style=\"text-decoration: underline\"><strong>CREATING PIVOTTABLES<\/strong><\/span><\/h3>\n<p>A PivotTable allows you to change your view. You can manipulate your data easily without having to go in and make separate tables each time the data is manipulated. PivotTables are great for when you are looking at data you want to compare in some way.<\/p>\n<ul>\n<li>\n<h4 id=\"insertingpivottables\"><strong><span style=\"text-decoration: underline\">INSERTING PIVOTTABLES<\/span> (14:26)<\/strong><\/h4>\n<\/li>\n<\/ul>\n<ol>\n<li>Make sure that you are in your data to be able to insert a PivotTable.<\/li>\n<li>Click on the Insert tab (located between the Home and Page Layout tabs at the top of your workbook).<\/li>\n<li>Select PivotTable (located in the Tables section on the left side of your Insert tab).<\/li>\n<li>A menu will appear that says Create PivotTable. You will be able to select the data you want to work with, either internally or through an external data source. You can also choose if you want your PivotTable to be in a new worksheet or next to your current one, along with whether you want to analyze multiple tables. Select your options and click ok.<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<ul>\n<li>\n<h4 id=\"selectingptfields\"><strong><span style=\"text-decoration: underline\">SELECTING FIELDS FOR YOUR PIVOTTABLE<\/span> (15:25)<\/strong><\/h4>\n<\/li>\n<\/ul>\n<p>When you put in a PivotTable, the PivotTable box will appear on the left of your spreadsheet, indicating that a PivotTable will be built for you. On the right side, a menu with PivotTable fields will appear that shows you which fields you can put into your table. To select your fields:<\/p>\n<ol>\n<li>Use the Search bar to quickly maneuver through fields if you have a lot of them. Otherwise, you can use your scroll bar underneath the Search bar.<\/li>\n<li>Below your scroll bar, there are boxes that allow you to show what you are going to put into your columns, rows, if there is data you want to add up using values, etc. Click and drag options from your scroll menu into the boxes you wish to place the data in. As you click and drag, the PivotTable will begin building itself out.<\/li>\n<li>If you click out of your data, the PivotTable Fields menu will disappear; click back in your data to have the menu reappear and manipulate your data again.<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<ul>\n<li>\n<h4 id=\"addingptfilters\"><strong><span style=\"text-decoration: underline\">ADDING FILTERS TO YOUR PIVOTTABLE<\/span> (17:32)<\/strong><\/h4>\n<\/li>\n<\/ul>\n<p>To apply a filter to your data:<\/p>\n<ol>\n<li>Make sure you are in your data and that the PivotTable Fields Menu has appeared.<\/li>\n<li>Click and drag what you would like to filter to the Filters box in the PivotTable Fields Menu.<\/li>\n<li>At the top of your PivotTable, a row will appear with the name of what you are filtering (for example, if you were filtering by item, Item) in the A column, and a drop-down menu with an arrow will appear in the B column. Click on the down arrow and select what would like to further filter (for example, pens). You do have the option to select multiple items. Click ok.<\/li>\n<li>Your filtered table will appear in your worksheet.<\/li>\n<\/ol>\n<p><strong>Note: If you change a value in your original worksheet, the value in the PivotTable will also change; just make sure you click on your PivotTable and select \u201cRefresh\u201d when you go to look for the updated value.<\/strong><\/p>\n<p><strong>If you double-click a cell on your PivotTable, Excel will pull the information and create a new sheet with that information.<\/strong><\/p>\n<p><strong>You can also hover over your cells to see the value, as well as which row and column the value is coming from.<\/strong><\/p>\n<hr \/>\n<h3><strong>CREATING PIVOTCHARTS<\/strong><\/h3>\n<p>A PivotChart also allows you to manipulate and view data differently, but instead of putting it into a table, Excel puts the data into a chart!<\/p>\n<ul>\n<li>\n<h4 id=\"insertingpivotcharts\"><span style=\"color: #000000\"><strong><span style=\"text-decoration: underline\">INSERTING PIVOTCHARTS<\/span> (25:12)<\/strong><\/span><\/h4>\n<\/li>\n<\/ul>\n<ol>\n<li>Make sure that you are in your data to be able to insert a PivotChart.<\/li>\n<li>Click on the Insert tab (located between the Home and Page Layout tabs at the top of your workbook).<\/li>\n<li>Select PivotChart (located in the Charts section in the middle of your Insert tab).<\/li>\n<li>Choose the PivotChart option to only select a PivotChart. (You also have the option to Select PivotChart &amp; PivotTable and insert both simultaneously).<\/li>\n<li>A pop-up menu will appear that says Create PivotChart. You will be able to select the data you want to work with, either internally or through using an external data source. You can also choose if you want your PivotChart to be in a new worksheet or next to your current one, along with whether you want to analyze multiple tables. Select your options and click ok.<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<ul>\n<li>\n<h4 id=\"selectingpcfields\"><strong><span style=\"text-decoration: underline\">SELECTING FIELDS FOR YOUR PIVOTCHART<\/span> (25:36)<\/strong><\/h4>\n<\/li>\n<\/ul>\n<p>When you put in a PivotChart, the PivotTable box will appear on the left of your spreadsheet. Even though it says PivotTable, it is indicating that a PivotChart will be built for you. On the right side, a menu with PivotChart fields will appear, which shows you what fields you can put in your table. To select your fields:<\/p>\n<ol>\n<li>Use the Search bar to quickly maneuver through fields if you have a lot of them. Otherwise, you can use your scroll bar underneath the Search bar.<\/li>\n<li>Below your scroll bar, there are boxes that allow you to manage what you are going to put into your legend, axis, if there is data you want to add up using values, etc. All you have to do is click and drag options from your scroll menu into the boxes you wish to place the data in. As you click and drag, the PivotChart will begin building itself out.<\/li>\n<li>If you click out of your data, the PivotChart Fields menu will disappear; click back in your data to have the menu reappear and manipulate your data again.<\/li>\n<\/ol>\n<p><strong>Note: You can take data from your main spreadsheet or from the information built into a PivotTable you previously built.<\/strong><\/p>\n<p>&nbsp;<\/p>\n<ul>\n<li>\n<h4 id=\"addingpcfilters\"><strong><span style=\"text-decoration: underline\">ADDING FILTERS TO YOUR PIVOTCHART<\/span> (26:02)<\/strong><\/h4>\n<\/li>\n<\/ul>\n<p>To apply a filter to your data:<\/p>\n<ol>\n<li>Make sure you are in your data and that the PivotChart Fields Menu has appeared.<\/li>\n<li>Click and drag what you would like to filter into the Filters box in the PivotChart Fields Menu.<\/li>\n<li>At the top of your PivotChart, a tiny drop-down menu will appear with the name of what you are filtering (for example, if you were filtering by region, Region) at the top of your chart. Click on the down arrow and select what would like to further filter (for example, Central). You do have the option to select multiple items. Click ok.<\/li>\n<li>Your filtered chart will appear in your worksheet.<\/li>\n<\/ol>\n<p>Learn more about PivotCharts, PivotTables, and numerous other Excel features by taking one of Stephanie&#8217;s <a href=\"https:\/\/www.utc.edu\/center-professional-education\/professional\/computer-training\/index.php\">courses.<\/a><\/p>\n<hr \/>\n<h4>ABOUT THE AUTHOR:<\/h4>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-1013 alignleft\" src=\"https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/06\/bio.png\" alt=\"Marah Whitaker headshot\" width=\"180\" height=\"180\" srcset=\"https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/06\/bio.png 180w, https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/06\/bio-150x150.png 150w\" sizes=\"auto, (max-width: 180px) 100vw, 180px\" \/><\/p>\n<p><span data-contrast=\"auto\">Hi! My name is Marah Whitaker (think Laura with an M). I am the Marketing Assistant for UTC Center for Professional Education. During the workday, I spend time writing blog posts, creating content for social media,\u00a0<\/span><span data-contrast=\"auto\">developing<\/span><span data-contrast=\"auto\">\u00a0email campaigns, and building relationships with our customer base.<\/span><span data-contrast=\"auto\">\u00a0<\/span><span data-contrast=\"auto\">During my free time, you can find me getting lost in a good book, having spontaneous dance parties, playing piano, and going to Buffalo Wild Wings on Wing Night.<\/span><span data-contrast=\"auto\">\u00a0Professionally and personally, I\u00a0<\/span><span data-contrast=\"auto\">aspire<\/span><span data-contrast=\"auto\">\u00a0to live by the Mr.\u00a0<\/span><span data-contrast=\"auto\">Feeny<\/span><span data-contrast=\"auto\">\u00a0quote, \u201cDream. Believe. Try. Do Good.\u201d I strive to use my passions to\u00a0<\/span><span data-contrast=\"auto\">serve<\/span><span data-contrast=\"auto\">\u00a0others and contribute positively to the world around me.<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\" data-wac-het=\"1\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Connect with m<\/span><span data-contrast=\"auto\">e<\/span><span data-contrast=\"auto\">\u00a0on\u00a0<\/span><a href=\"https:\/\/www.linkedin.com\/in\/marahwhitaker\"><span data-contrast=\"none\">LinkedIn.<\/span><\/a><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\" data-wac-het=\"1\">\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In the last installment of \u201cQuick Excel Tips &amp; Tricks,\u201d Stephanie taught the webinar participants \u201cHow to be an Excel Secret Agent.\u201d From protecting worksheets to hiding information in spreadsheets, Stephanie gave the scoop on how to finesse your way around an Excel workbook. Note: Remember there are several ways to do the tricks Stephanie&hellip; <\/p>\n<p class=\"more-link-wrap\"><span><a class=\"more-link button text\" href=\"https:\/\/blogarchive.utc.edu\/center-professional-education\/2020\/05\/22\/quick-excel-tips-tricks-part-3\/\"><span>Continue Reading <\/span><\/a><\/span><\/p>\n","protected":false},"author":1540,"featured_media":785,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[83661,83651,83655],"tags":[],"class_list":{"0":"post-784","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-computer-training","8":"category-productivity","9":"category-workstation","10":"entry"},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.5 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Quick Excel Tips &amp; Tricks: Part 3 - UTC Center for Professional Education Archive: Jul 2007 - Oct 2025<\/title>\n<meta name=\"robots\" content=\"noindex, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Quick Excel Tips &amp; Tricks: Part 3 - UTC Center for Professional Education Archive: Jul 2007 - Oct 2025\" \/>\n<meta property=\"og:description\" content=\"In the last installment of \u201cQuick Excel Tips &amp; Tricks,\u201d Stephanie taught the webinar participants \u201cHow to be an Excel Secret Agent.\u201d From protecting worksheets to hiding information in spreadsheets, Stephanie gave the scoop on how to finesse your way around an Excel workbook. Note: Remember there are several ways to do the tricks Stephanie&hellip; Continue Reading\" \/>\n<meta property=\"og:url\" content=\"https:\/\/blogarchive.utc.edu\/center-professional-education\/2020\/05\/22\/quick-excel-tips-tricks-part-3\/\" \/>\n<meta property=\"og:site_name\" content=\"UTC Center for Professional Education Archive: Jul 2007 - Oct 2025\" \/>\n<meta property=\"article:published_time\" content=\"2020-05-22T20:54:29+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2020-06-26T21:20:17+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/blogarchive.utc.edu\/center-professional-education\/files\/2020\/05\/feat-6.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"600\" \/>\n\t<meta property=\"og:image:height\" content=\"600\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Marah Whitaker\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Marah Whitaker\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"9 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/blogarchive.utc.edu\/center-professional-education\/2020\/05\/22\/quick-excel-tips-tricks-part-3\/\",\"url\":\"https:\/\/blogarchive.utc.edu\/center-professional-education\/2020\/05\/22\/quick-excel-tips-tricks-part-3\/\",\"name\":\"Quick Excel Tips &amp; 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