Excel is a strong tool that is frequently used in many different industries, including marketing, research, and data analysis. Although many people are familiar with Excel’s basic functions, there are many more options available that can greatly improve data management and productivity. These are some important Excel tricks you need to know:
1) Use of Keyboard Shortcuts
Learn how to use keyboard shortcuts to save lots of time. Here are a few useful ones:
- Ctrl + C: Copy
- Ctrl + V: Paste.
- Ctrl + Z: Undo an action.
- Ctrl + F: Open the find function.
- Ctrl + Arrow Keys: Navigate to the edge of a data region.
- Ctrl + Shift + L: Toggle filters on and off.
2) Quick Data Entry with AutoFill
It’s possible to rapidly fill cells with sequential or repeating data, such dates, numbers, and custom lists, by using the powerful AutoFill tool.
- To use AutoFill: After choosing the cell with the starting value, drag the fill handle over the cells you wish to fill.
3) Conditional Formatting
Data visualization and analysis become easier by the ability to apply conditional formatting to cells that satisfy certain requirements.
- How to apply: Click the “Home” tab, then select the range of cells and click “Conditional Formatting.” Create rules based on cell values, text, and formulas that operate to create rules.
4) Using VLOOKUP and HLOOKUP
It takes VLOOKUP and HLOOKUP to search and get data from a table.
- VLOOKUP: Stands for “Vertical Lookup.” It looks for a value in the first column of the table and then retrieves it from another column in the same row.
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
- HLOOKUP: Similar to VLOOKUP, however, it examines a table’s first row horizontally.
=HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])
5) Data Validation
You are able to control the kinds of data or values that users submit into a cell by using data validation.
- How to use: Choose the cell or cells that require validation, select the “Data” tab, and then select “Data Validation.” You can specify criteria like a list of objects, decimal figures, or whole numbers.
6) Using PivotTables for Data Analysis
PivotTables are an effective tool for analyzing and summarizing big data sets.
- Creating a PivotTable: After choosing your data range, select “PivotTable” under the “Insert” option. To modify your table, drag fields to the Rows, Columns, Values, and Filters sections after selecting where you want the PivotTable report to appear.
7) Combining Data with CONCATENATE and TEXTJOIN
You are able to merge text from different cells into a single one using these features.
- CONCATENATE: Combines 30 text pieces into a single text item.
=CONCATENATE(text1, [text2], …)
- TEXTJOIN: Combines text from several ranges and/or strings together with the delimiter of your choice.
=TEXTJOIN(delimiter, ignore_empty, text1, [text2], …)
8) Flash Fill for Automatic Data Entry
Flash Fill automatically fills your data when it finds a pattern. When structuring data, such as dividing complete names into first and last names, this is really helpful.
- How to use: Enter your data, and Excel will present the remaining information if it sees a pattern. To accept the proposal, hit Enter.
9) Using INDEX and MATCH for Dynamic Lookups
For more versatile lookups than VLOOKUP or HLOOKUP, combine INDEX with MATCH.
- INDEX: Provides the value of a table or range element according to its row and column numbers.
=INDEX(array, row_num, [column_num])
- MATCH: Provides the relative location of the item found after searching for a given item within a range.
=MATCH(lookup_value, lookup_array, [match_type])
- Combining them:
=INDEX(column_to_return_value, MATCH(lookup_value, column_to_search_in, 0))
10) Protecting Worksheets and Workbooks
Workbooks and worksheets are password-protected to keep others from altering your data.
- Protect a Worksheet: Select “Protect Sheet” under the “Review” option, then enter your password and appropriate permissions.
- Protect a Workbook: To avoid changes to the workbook’s structure, select the “Protect Workbook” option under the “Review” page and provide a password.
11) Creating Drop-Down Lists
Drop-down menus are helpful in making sure users choose from pre-arranged selections.
- How to create: Choose the cell or cells that you want the list in, then select “Data Validation” under “Allow,” then click “List.” Type in the items in your list, separating them with commas, or use a range.
12) Using Advanced Filter Options
You obtain data that satisfies particular criteria using Excel’s powerful filter features.
How to use: Choose the “Data” tab and click “Advanced” in the “Sort & Filter” group to set your criterion range.
Excel provides a strong foundation for analysis, data visualization, and automation. It is more than just a tool for creating spreadsheets. Gain more productivity and realize Excel’s full potential by learning these crucial tips. Using these tricks in your workflow will improve the productivity and enjoyment of using Excel, regardless of your level of experience.
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