When you export from Quickbooks note that you have an “Advanced” tab. There are three items which are not checked automatically which can help you in Excel. They are as follows:

• Send Header to screen in Excel – The header does not automatically show on the screen. It is hidden unless you print. This option will show it in the document.
• Auto Outline (Allows collapsing / Expanding) – With this option, the data will be automatically subtotaled in Excel. You can expand and collapse as you see fit based on the subtotals. (Example: if you have four cash accounts, but want to see one, you can collapse the tree for the cash account. But, if you want to see all F/A accounts, you can leave that tree as it is).

NOTE: If you collapse the accounts and want to copy and paste ONLY what you see without bringing all the data with it – you can. You can copy, click the cell you want to paste into or start the range with and click the clipboard. This will paste only what you see without bringing the data along with it. If you just copy and paste using Control C and Control V, you will bring all the data hidden in the subtotals along with what you actually are seeing on the screen. This also works for any rows or cells which are hidden. You will only bring over what you see, not what is in the hidden ranges.  Can’t see the clipboard? The shortcut to get to it is Control C and C again. This should show your clipboard. You have to click directly on the clipboard for this to work.

• Auto Filtering (Allows Custom Data Filters): With this option, you will have filters across all columns and be able to select only what you want. For instance, if you have transactions from four cash accounts and only want to show two, you will have all four as an option on the filters. Just unclick “all” and select what you want. Then, you will only show transactions from the two accounts you want.

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• Tag: excel, quickbooks, shortcuts, tips, tricks