A List of Top 100 Excel Tips and Tricks You need to Learn this Year to Increase your Productivity in No Time
To do this, you simply need to add 1 in the first cell of the column and then create a formula to add 1 to the above cell’s value.
As you are using a table, whenever you create a new entry in the table, Excel will automatically drop down the formula, you’ll get the serial number.
…here are some other methods to do this .
The only problem with this function is it’s volatile and whenever you recalculate something it updates its value and if you don’t want to do this, the best way is to convert it into value.
Otherwise, you can use below VBA code or these methods to insert a timestamp in a cell.
It adds both of the buttons to the QAT for “Ascending” and “Descending”.
And all you need to do is select the range of cells where you have data and then click on the border of the selection.
By holding it move to the place where you need to put it.
Some of my favorite things are numeric count, the maximum value and minimum value.
It will open the clipboard on the left side of the window and you can paste values from there.
Puneet2018-11-27T11:30:27+00:00
+ Special Bonus: To save more time you need to learn some of the most useful keyboard shortcuts as well and you can download this PDF guide from here for this.
If you are just starting out with Excel then these tips can save you a lot of time and can help you get better quickly in everyday tasks.
1. Add Serial Numbers
If you work with large data then it’s better to add a serial number column to it.
For me, the best way to do this is to apply the table to the data and add 1 in the above serial number, just like below.
For me, the best way to do this is to apply the table to the data and add 1 in the above serial number, just like below.
To do this, you simply need to add 1 in the first cell of the column and then create a formula to add 1 to the above cell’s value.
As you are using a table, whenever you create a new entry in the table, Excel will automatically drop down the formula, you’ll get the serial number.
…here are some other methods to do this .
2. Insert Current Date and Time
The best way to insert current date and time is to use NOW function which takes date and time from the system and returns when you insert it in a cell.
The only problem with this function is it’s volatile and whenever you recalculate something it updates its value and if you don’t want to do this, the best way is to convert it into value.
Otherwise, you can use below VBA code or these methods to insert a timestamp in a cell.
Sub timeStamp()
Dim ts As Date
With Selection
.Value = Now
.NumberFormat = "m/d/yyyy h:mm:ss AM/PM"
End With
End Sub
3. Select Non-Adjacent Cell
Normally we all do it this way, hold the control key and the select cells one by one.
But, I have found that there is a far better way for this.
All you have do is, select the first cell and then press SHIFT + F8, this gives you add or remove selection mode in which you can select cells by just selecting them.
But, I have found that there is a far better way for this.
All you have do is, select the first cell and then press SHIFT + F8, this gives you add or remove selection mode in which you can select cells by just selecting them.
4. Sort Data Quickly
If you deal with the data which needs to sort frequently then it’s better to add a button to the quick access toolbar (if it's not there already).
All you need to do is click on the down arrow on the quick access toolbar and then select “Sort Ascending” and “Sort Descending”.
All you need to do is click on the down arrow on the quick access toolbar and then select “Sort Ascending” and “Sort Descending”.
It adds both of the buttons to the QAT for “Ascending” and “Descending”.
Check this out ➜ The Basic Guide to Microsoft Excel
5. Move Data with Drag and Drop
Just think this way, you have a small data table and you want to move it from one section of your worksheet from another.
I’m sure you think about copy-paste but you can also use drag-drop for this.
I’m sure you think about copy-paste but you can also use drag-drop for this.
And all you need to do is select the range of cells where you have data and then click on the border of the selection.
By holding it move to the place where you need to put it.
6. Status Bar
The status bar is always there but we hardly use it to the full.
If you right click on it you can see there hell lot of things which you can check using status bar.
If you right click on it you can see there hell lot of things which you can check using status bar.
Some of my favorite things are numeric count, the maximum value and minimum value.
7. Open Clipboard
There is a problem with normal copy-paste that you can only use a single value at a time.
But here is the kicker:
When you copy a value it goes to the clipboard and if you open the clipboard you paste all the values which you have copied in past.
To open a clipboard click on the go to Home Tab ➜ Editing and then click on the down arrow.
But here is the kicker:
When you copy a value it goes to the clipboard and if you open the clipboard you paste all the values which you have copied in past.
To open a clipboard click on the go to Home Tab ➜ Editing and then click on the down arrow.
It will open the clipboard on the left side of the window and you can paste values from there.
8. Insert Bullet Points
The easiest way to insert bullet point in Excel is by using custom formatting and here are the steps for this:
- Press Ctrl + 1 and you will get the "Format Cell" dialog box.
- Under the number tab, select custom.
- In type input bar, enter the following formatting.
● General;● General;● General;● General
- Click OK.
Now, whenever you insert a value in the cell Excel will add a bullet before that.
9. Create a Copy of Worksheet
To create a copy of a worksheet in the same workbook drag and drop in the best way.
All you have to do is select the worksheet tab and press and hold CTRL and drag and drop after the last tab.
10. Undo-Redo Button
Just like sort buttons you can also add undo and redo buttons to the QAT.
The best part about that buttons is you can use them to undo to a particular activity without pressing the shortcut key again and again.
(B) Formatting Tips
Formatting is one the most time-consuming thing when it comes to data and reporting and here we have some of the time saver formatting tips for you which you can use in your daily work.
11. AUTO Format Option
If you deal with financial data then auto format can be one of your best tools.
It simply applies to format to small as well as large data especially when data is in tabular form.
It simply applies to format to small as well as large data especially when data is in tabular form.
- First of all, you need to add it to the quick access toolbar (here are the steps).
- After that, whenever you need to apply to format, just select the data where you want to add it and click on the AUTO FORMAT button from quick access toolbar.
- It will show you a window to select the formatting type and after selecting that click OK.
The auto format is a combination of six different formatting and you have the option to disable any of them while applying it.
12. Format Painter
The simple idea with the format painter is to copy and paste formatting from one section to another.
Let’s say you have specific formatting (Font, Cell Color, Bold, Border, etc.) in the range A1: A5 you can copy that formatting to range C1: C5 with a click.
Let’s say you have specific formatting (Font, Cell Color, Bold, Border, etc.) in the range A1: A5 you can copy that formatting to range C1: C5 with a click.
- First of all, select the range A1: A5.
- After that, go to the Home Tab ➜ Clipboard and then click on “Format Painter”.
- Now select the cell C1 and it will automatically apply the formatting on C1: C5.
The format painter is fast and makes it easy to apply to format from one section to another.
Even you can also apply formatting multiple times, click here to read more about it.
Even you can also apply formatting multiple times, click here to read more about it.
13. Add a Cell Message
Let’s say you need to add a specific message to a cell, like “Don’t delete the value ”, “enter your name” or something like that.
In this case, you can add a cell message for that particular cell.
When the user will select that cell it will show the message you have specified.
Here are the steps to do this:
In this case, you can add a cell message for that particular cell.
When the user will select that cell it will show the message you have specified.
Here are the steps to do this:
- First of all, select the cell for which you want to add a message.
- After that, go to the Data Tab ➜ Data Tools ➜ Data Validation ➜ Data Validation.
- In the data validation window, go to the Input Message tab.
- Enter title, message and make sure to tick mark “Show input message when the cell is selected”.
- In the end, click OK.
Once the message is showed you can drag and drop it to change its position.
14. Apply Strikethrough
Unlike Word, in Excel, there is no option on the ribbon to apply strikethrough.
But I have figured out that there are 5 ways to do it and easiest from all of them is a keyboard shortcut.
All you need to do it select the cell where you want to apply the strikethrough and use the below keyboard shortcut.
But I have figured out that there are 5 ways to do it and easiest from all of them is a keyboard shortcut.
All you need to do it select the cell where you want to apply the strikethrough and use the below keyboard shortcut.
Control + 5
…and if you are using MAC then here the shortcut.
⌘ + ⇧ + X
Quick Note: You can use the same shortcuts keys if you need to do this for partial text in a cell.
15. Bar-Code Font
It’s one of those secret tips which most of the Excel users are unaware.
To create a bar-code in Excel all you need to do it install this bar-code font from ID-AUTOMATIC.
To create a bar-code in Excel all you need to do it install this bar-code font from ID-AUTOMATIC.
Once you install this font, you will have to type the number in a cell for which you want to create a bar-code and then apply the font style.
learn more about this tip from here.
learn more about this tip from here.
16. Show a Date as a Month/Year
Alright, let’s say you have a date in a cell and you want that date to show for a month or a year, and for this, you can apply custom formatting.
- First of all, select the cell with a date and open formatting options (use Ctrl + 1).
- Select the “Custom” option and add “MMM” or “MMMMMM” for the month or “YYYY” for the year format.
- In the end, click OK.
Custom formatting just changes the formatting of the cell from date to year/month but the value remains the same.
17. Highlight Blank Cells
When you work with large data sheets it’s hard to identify the blank cells from it. So the best way is to highlight them by applying a cell color.
Here are the steps to do this.
Here are the steps to do this.
- First of all, select all the data from the worksheet using the shortcut key Ctrl + A.
- After that, go to Home Tab ➜ Editing ➜ Find & Select ➜ Go To Special.
- From Go To Special dialog box, select Blank and click OK.
- At this point, you have all the blank cell selected and now apply a cell color using font settings.
That’s it…
...you can also use conditional formatting for this as well.
...you can also use conditional formatting for this as well.
18. Add Font Color with Custom Formatting
In Excel, we can apply custom formatting and in custom formatting, there is an option to use font colors (limited but useful).
For example, if you want to use Green color for positive numbers and red color for negative numbers then you need to use the custom format.
For example, if you want to use Green color for positive numbers and red color for negative numbers then you need to use the custom format.
[Green]#,###;[Red]-#,###;0;
To apply this all you need to do is:
- First of all, select the cells where you want to apply this format.
- After that open format option using keyboard shortcut Ctrl + 1 and go to “Custom” category and the custom format in the input dialog box.
- In the end, click OK.
19. Create a Custom Font/Color Theme
We all have some favorite fonts and colors which we use in Excel.
Let’s say you received a file from your colleague and now you want to change the font and colors for the worksheet from that file.
The point is, you need to do this one by one for each worksheet which takes time.
But, if you create a custom theme with your favorite colors and font then you can change the style of the worksheet with a single click.
For this, all you have to do is apply your favorite designs to the tables, colors to the shapes and charts, font style and then save it as a custom theme.
Here’s how to do it.
Let’s say you received a file from your colleague and now you want to change the font and colors for the worksheet from that file.
The point is, you need to do this one by one for each worksheet which takes time.
But, if you create a custom theme with your favorite colors and font then you can change the style of the worksheet with a single click.
For this, all you have to do is apply your favorite designs to the tables, colors to the shapes and charts, font style and then save it as a custom theme.
Here’s how to do it.
- Once you are done with your formatting, go to Page layout ➜ Tab Themes ➜ Themes ➜ Save Current Theme.
- It opens a “Save As” dialog box, name your theme and save it.
- And now, every time you need just one click to change any worksheet style to your custom style.
20. Clear Formatting
This is a simple keyboard shortcut which you can use to clear formatting from a cell or range of cells.
Alt + H + E + F
Or, otherwise, you can also use clear formatting option from Home Tab.
Home Tab ➜ Editing ➜ Clear Clear ➜ Formats.
Alt + H + E + F
Or, otherwise, you can also use clear formatting option from Home Tab.
Home Tab ➜ Editing ➜ Clear Clear ➜ Formats.
(C) Formula Tips
Formulas and functions are the core power of Microsoft Excel.
In short, they can make you great and here we have some formula tips which can make you smart.
In short, they can make you great and here we have some formula tips which can make you smart.
21. Convert a Text Case to Sentence Case
In Excel, we have three different functions (LOWER, UPPER, and PROPER) to convert a text into different cases.
But there is no option to convert a text into sentences case.
But there is no option to convert a text into sentences case.
Here is the formula which you can use:
=UPPER(LEFT(A1,1))&LOWER(RIGHT(A1,LEN(A1)-1))
This formula converts the first letter of a sentence into capital and rest of all in small...
...learn how this formula works.
...learn how this formula works.
22. Generate Random Numbers
In Excel, there are two specific functions which you can use to generate random numbers.
First is RAND which generates random numbers between 0 and 1.
First is RAND which generates random numbers between 0 and 1.
And second is RANDBETWEEN which generates the random numbers within the range of two specific numbers.
ALERT: These both functions are volatile so whenever you re-calculate your worksheet or hit enter they update their values so make sure to use them with a caution.
You can also use RANDBETWEEN to generate random letters as well.
You can also use RANDBETWEEN to generate random letters as well.
23. Count Words
In Excel, there is no specific function to count words.
You can count characters with LEN but not words. But, you can use the following formula which can help you to count words from a cell.
You can count characters with LEN but not words. But, you can use the following formula which can help you to count words from a cell.
=LEN(A1)-LEN(SUBSTITUTE(A1,” “,””))+1
This formula counts the number of spaces from a cell and adds 1 into it after that which equals the total number of words in a cell.
24. Calculate Person’s Age
The best way to calculate a person’s age is by using the DATEDIF function.
This mysterious function is specifically made to get the difference between two dates.
This mysterious function is specifically made to get the difference between two dates.
And the formula will be:
=”Your age is “& DATEDIF(Date-of-Birth,Today(),”y”) &” Year(s), “& DATEDIF(Date-of-Birth,TODAY(),”ym”)& ” MONTH(s) & “& DATEDIF(Date-of-Birth,TODAY(),”md”)& ” Day(s).”
Make sure to replace “Date-of-Birth” with your actual date of birth.
25. Calculate Ratio
I have figured out that there are 4 different ways to calculate ratio in Excel but using a simple divide method is the easiest one.
All you need to do is divide the larger number into the smaller one concatenate it with a colon and one and here’s the formula you need to use:
All you need to do is divide the larger number into the smaller one concatenate it with a colon and one and here’s the formula you need to use:
=Larger-Number/Smaller-Number&”:”&”1″
This formula divides the larger number with the smaller so that you can take the smaller number as a base (1).
26. Calculate N Root of Number
To calculate square root , cube root or any root of a number the best way is to use exponent formula.
In exponent formula, you can specify the Nth number for which you want to calculate the root.
In exponent formula, you can specify the Nth number for which you want to calculate the root.
=number^(1/n)
For example, if you want to calculate a square root of 625 then the formula will be:
=625^(1/2)
27. Total Days in Month
To get a total number of days in a month dynamically you can use following formula:
=DAY(EOMONTH(TODAY(),0))
This always gives you the total number of days using the present date as a base.
28. Get Month’s last Date
To simply get the last date of a month you can use the following dynamic formula.
=DATE(YEAR(TODAY()),MONTH(TODAY())+1,0)
29. VLOOKUP to Left
As we all know there is no way to look up to left for a value using VLOOKUP. But if you switch to INDEX MATCH you can look up in any direction.
30. SUMPRODUCT IF
You can use below formula to create a conditional SUMPRODUCT and product values using a condition.
=SUMPRODUCT(–(C7:C19=C2),E7:E19,F7:F19)
(D) Charting Tips
To make you better at charting, here some of my favorite tips and I’m pretty sure that these charting tips will help you to create charts in a smart way.
31. Smooth Line in Line Chart
If you love to use line chart then you are awesome but it would be more awesome if you use a smooth line in the chart.
This will give a smart look to your chart.
This will give a smart look to your chart.
Here are the steps:
- Select data line in your chart and right click on it.
- Select “Format Data Series”.
- Go to Fill & Line ➜ Line ➜ Tick mark “Smoothed Line”.
32. Copy and Paste Chart Formatting
This charting tip is a game changer, I’m telling you. Let’s say you have to create 10 charts with the same formatting.
What will you do? Format each chart one by one?
No, all you have to do just copy and paste formatting from one chart to another.
Here are the steps to follow:
What will you do? Format each chart one by one?
No, all you have to do just copy and paste formatting from one chart to another.
Here are the steps to follow:
- Select your chart which you have formatted & copy it.
- Now, select the chart where you want to paste that formatting.
- Go to Home Tab ➜ Paste ➜ Paste Special ➜ Formats.
- Click OK.
33. Hide Axis Labels
This charting tip is simple but still quite useful.
If you don’t want to show axis label values in your chart you can delete them. But the better way is to hide them instead of deleting.
Here are the steps:
If you don’t want to show axis label values in your chart you can delete them. But the better way is to hide them instead of deleting.
Here are the steps:
- Select Horizontal/Vertical axis in the chart.
- Go to “Format Axis” Labels.
- In label position, select “None”.
And again if you want to show it then just select “Next to axis”.
34. Change Display Units in a Chart
If you are dealing with the large number in your chart, you can change the units for your axis values.
Here are the steps:
- Select chart axis your chart and open format “Format Axis” options.
- In axis options, go to “Display Units” where you can select unit for your axis values.
35. Round Corner Chart
I often use Excel charts with rounded corners and if you like to use round corners in your chart here are the simple steps.
- Select your chart and open formatting options.
- Go to Fill and Line ➜ Borders.
- In borders sections, tick mark rounded corners.
36. Hide Empty Gap in Chart
Let’s say if you have a chart with monthly sales in which Jun has no amount and cell is empty.
You can use the following options for that empty cell.
You can use the following options for that empty cell.
- Show gap for the empty cell.
- Use zero.
- Connect data points with the line.
Here are the steps to use these options.
- Right, click on your chart & select “Select Data”.
- In select data window, click on “Hidden and Empty Cell”.
- Select your desired option from “Show Empty Cell as”..
Make sure to use “Connect data points with the line” (recommended).
37. Insert Picture in Excel Chart
Yes, you can insert a picture in a chart. It has a limited use but it’s pretty cool to use an image in your chart.
Here I’m using a bar chart to add an image and the steps are:
- Select the data bar in your chart.
- Go to Fill & Line and in “Fill” option, select picture and texture fill.
- In “Insert Picture From” click on a file to select an image.
- Select “Stack” after that.
38. Save a Chart Template
This is also a time saver tip.
Let’s say if you have a favorite chart formatting which you want to apply every time you create a new chart.
You can create a chart template to use it anytime in the future and...
…steps are as follow.
Let’s say if you have a favorite chart formatting which you want to apply every time you create a new chart.
You can create a chart template to use it anytime in the future and...
…steps are as follow.
- Once you have done with your favorite formatting, right click on it & select “Save As Template”..
- Using save as dialog box, save it in the template folder.
- To insert a new with your favorite template, select it from templates in insert chart dialog.
39. Change Default Chart Type
Again, an insane time saver charting tip.
We can use a shortcut key to insert a chart but the problem is, it will only insert the default chart and in Excel, our default chart type is “Column Chart”.
So if your favorite chart is line chart, then the shortcuts is useless for you. But let’s conquer this problem.
All you have to do is change your default chart and here are the steps for this:
We can use a shortcut key to insert a chart but the problem is, it will only insert the default chart and in Excel, our default chart type is “Column Chart”.
So if your favorite chart is line chart, then the shortcuts is useless for you. But let’s conquer this problem.
All you have to do is change your default chart and here are the steps for this:
- Go to Insert Tab ➜ Charts.
- Click on the arrow at the bottom right corner.
- Then in your insert chart window, go to “All Charts” and then select chart category.
- Right, click on the chart style which you want to make your default Select “Set As Default Chart”.
- Click OK.
40. Show Data for Hidden Cells
When you hide a cell from the data range of your chart, it will also hide from the chart as well.
And if you want not to hide data values from your chart even a cell is hidden, just follow these steps.
- Select your chart and right click on it.
- Go to ➜ Select Data ➜ Hidden and empty cells.
- From the pop-up window, tick mark “Show data in hidden rows and columns”.
Now your chart will remain same even if any cell from your data range is hidden.
(E). Printing Tips
In my clarity, one of the most time-consuming thing in Excel is printing reports. So many times we need to adjust custom margins, scaling, or adding header and footers.
Here is the list of some awesome printing tips which you can use will printing your reports (These tips were originally published on ExcelDemy).
Here is the list of some awesome printing tips which you can use will printing your reports (These tips were originally published on ExcelDemy).
41. Print Titles
Let’s say you headings in your table and you want to print those headings on every page you print.
In this case, you can fix “Print Titles” to print those headings on each page..
Here’s how to do this:
In this case, you can fix “Print Titles” to print those headings on each page..
Here’s how to do this:
- Go to “Page Layout Tab” ➜ Page Set Up ➜ Click on Print Titles.
- Now in the page setup window go to sheet tab and specify following things.
- Print Area: Select the entire data which you want to print.
- Rows to repeat at the top: Heading row(s) which you want to repeat on every page.
- Columns to repeat at the left: Column(s) which you want to repeat at the left side of every page (if any).
- In the end, click OK.
Now the row and column you have selected will repeat for each page.
42. Page Order
Specifying page order is quite useful when you want to print large data. All you need to do:
- Go to File Tab ➜ Print ➜ Print Setup ➜ Sheets Tab.
- Now here, you have two options:
- The First Option: To print your pages using a vertical order.
- The Second Option: To print your pages using a horizontal order.
43. Printing Comments
If you use comments in your reports then you can print them while printing reports.
Using this option, at the end of the all printed pages, you’ll get a list of all the comments.
Using this option, at the end of the all printed pages, you’ll get a list of all the comments.
Here are the steps:
- Go to File Tab ➜ Print ➜ Print Setup ➜ Sheets Tab.
- In print section, select “At the end of the sheet” using comment drop down.
- Click OK.
44. Scale to Fit
Sometimes we struggle to print entire data on a single page.
In this situation, you can use the “Scale to Fit” option to adjust the entire data into a single page.
In this situation, you can use the “Scale to Fit” option to adjust the entire data into a single page.
- Go to File Tab ➜ Print ➜ Print Setup ➜ Page Tab.
- Next, you need to adjust two options:
- First, adjust using a % of normal size.
- Second, specify the number of pages in which you want to adjust your entire data using width and length.
- Click OK.
Now you can take a print out on a single page.
45. Custom Header-Footer
Instead of using page numbers in header and footer, you can also use custom header and footer.
Here’s how to do this:
Here’s how to do this:
- Go to File Tab ➜ Print ➜ Print Setup ➜ Header/Footer.
- Click on custom header or footer button.
- Here you can select alignment of the header/footer.
- And following options can be used:
- Page Number
- Page Number with total pages.
- Date
- Time
- File Path
- File Name
- Sheet Name
- Image
- In the end, click OK.
The best use of this option is for adding copyright text (Just a thought).
46. Center on Page
Let’s say you have fewer data to print on a page.
In this case, you can align them with the center of the page while printing.
Follow these steps:
In this case, you can align them with the center of the page while printing.
Follow these steps:
- Go to File Tab ➜ Print ➜ Print Setup ➜ Margins.
- In “Center on Page” you have two options to select.
- Horizontally: Aligns data to the center of the page.
- Vertically: Aligns data to the middle of the page.
- Click OK.
This option is quite useful when you need to print some specific formats on a page. It makes it rightly aligned on a page.
47. Select Print Area
Let’s say you have some specific data in a range and you want to print only that range.
Now, the simple way is to select that range and use the option “print selection”.
Right?
But, what if you have to print that range frequently.
Well in this case, you can specify the printing area and can print it without selecting the range every time.
Now, the simple way is to select that range and use the option “print selection”.
Right?
But, what if you have to print that range frequently.
Well in this case, you can specify the printing area and can print it without selecting the range every time.
- Select the range of the cells which you want to set as a print area.
- Go to Layout Tab ➜ Page Set Up ➜ Print Area ➜ Set Print Area.
- Once you do that, that range will get highlighted with a gray border.
And if you want to remove that printing area, just go back to the option and select “Clear Print Area”. You can also select more than one printing area.
All you have to do is just select both of the ranges and set them as a print area.
Important Note: If you have more one print area in your worksheet excel will print them on different pages.
All you have to do is just select both of the ranges and set them as a print area.
Important Note: If you have more one print area in your worksheet excel will print them on different pages.
48. Custom Margin
You know what I mean.
- Go to File Tab ➜ Print.
- Once you click on print, you’ll get an instant print preview.
- Now, from the bottom right side of the window, click on”Show Margins” button.
It will show all the margins applied and you can change them by just drag and drop.
49. Change Cell Error Values
The thing is, you can replace all the error values while printing with another specific value.
Well, you have only three other values to use as a replacement.
Well, you have only three other values to use as a replacement.
Here are the steps:
- Go to File Tab ➜ Print ➜ Print Setup ➜ Sheet.
- Select replacement value from “Cell error as” drop down.
- You have three options to use as a replacement.
- Blank
- Double minus sign.
- “#N/A” error for all the errors.
- After selecting the replacement value, click OK.
I believe using “Double minus sign” is the best way to present errors in a report while printing it on a page.
50. Start Page Number with a Custom Number
If you want to start page number from a custom number (5).
You can specify that number and rest of the pages will follow that sequence.
You can specify that number and rest of the pages will follow that sequence.
- Go to File Tab ➜ Print ➜ Print Setup ➜ Page.
- In the input box “First page Number”, enter the number from you want to start you page numbers.
- Click OK.
Important Note: This option will only work if you have applied header/footer in your worksheet.
(F). Advanced Tips
There are some options in Microsoft Excel which are meant to perform a specific function and can help you to get better at Excel in no time and here I have listed some of those tips and tricks which you can use in your daily work.
51. Tracking Important Cells with Watch Window
Sometimes we need to track some important cells in a workbook and for this, the best way is to use the watch window.
In the watch window, you add those important cells and then get some specific information about them in one place (without actually navigating to each cell).
Here are the steps to use it:
In the watch window, you add those important cells and then get some specific information about them in one place (without actually navigating to each cell).
Here are the steps to use it:
- First of all, go to Formula Tab ➜ Formula Auditing ➜ Watch Window.
- Now in “Watch Window” dialog box, click on “Add Watch”.
- After that select the cell or range of cells which you want to add and click OK.
Once you hit OK you’ll some specific information about the cell(s) in the watch window learn more about it from here.
52. Extract data with Flash Fill
Flash fill is one of my favorite options to use in Excel.
It’s like a copycat, perform the task which you have performed.
…let me give you an example.
It’s like a copycat, perform the task which you have performed.
…let me give you an example.
You have dates in the range A1: A10 and now, you want to get the month from the dates in the B column.
All you need to do is to type the month of the first date in the cell B1 and then come down to cell B2 and press the shortcut key CTRL + E.
Once you do this it will extract the month from the rest of the dates, just like below.
All you need to do is to type the month of the first date in the cell B1 and then come down to cell B2 and press the shortcut key CTRL + E.
Once you do this it will extract the month from the rest of the dates, just like below.
53. Combine Multiple Worksheet into One
I’m sure somewhere in the past you have received a file from your colleague where you have 12 different worksheets for 12 months data.
In this case, the best solution is to combine all of those worksheets using the “Consolidate” option and here are the steps for this.
In this case, the best solution is to combine all of those worksheets using the “Consolidate” option and here are the steps for this.
- First of all, add a new worksheet and then go to Data Tab ➜ Data Tools ➜ Consolidate.
- Now in the “Consolidate” window, click on the upper arrow to add the range from the first worksheet and then click on the “Add” button.
- Next, you need to add references from all the worksheets using the above step.
- In the end, click OK.
54. Password Protect a Workbook
Adding a password to a workbook is quite simple, here are the steps.
- While saving a file when you open a “Save As ” dialog box go to Tools General Options.
- Add a password to for “Password to Open” and click OK.
- Re-enter the password and click OK again.
- In the end, save the file.
Now, whenever you re-open this file it will ask you to enter the password to open it.
55. Capture a Live Image of a Range
In Excel, using a live image of a table can help you resize it according to space and to create a live image there are two different ways which you can use.
One is camera tools and the second is the paste special option.
…here the steps to use camera tool and for paste special use the below steps.
One is camera tools and the second is the paste special option.
…here the steps to use camera tool and for paste special use the below steps.
- Select the rage you want to paste as an image and copy it.
- Go to the cell and right click, where you want to paste it.
- Go to Paste Special ➜ Other Paste ➜ Options Linked Picture.
Make sure to read this guide about camera tool to learn more about linked images.
56. In-Build Data Entry Form
A few of the Excel users know that there is a default data entry form is there which we can use.
And the best part is there is no need to write a single line of code for this.
And the best part is there is no need to write a single line of code for this.
Here’s how to use it:
- First of all, make sure you have a table with headings where you want to enter the data.
- After that select any of the cell from that table and use the shortcut key Alt + D + O + O to open the user form.
57. Create a Custom Tab in the Excel Ribbon
We all some favorite option or some options which we use frequently. To access all those options in one place you create tab and add them to it.
Follow these steps:
- First of all, go to File Tab ➜ Options ➜ Customize Ribbon.
- Now click on “New Tab” (this will add a new tab).
- After that right click on it and name it and then name the group.
- Finally, we need to add options to the tab and for this go to “Choose Commands From” and add them to the tab one by one.
- In the end, click OK.
Now you are a new tab in the Excel ribbon with all the favorite options.
58. Goal Seek
In simple words, Goal Seek is a problem-solving tool.
It helps you find the input value by proving the value you want in the result.
It helps you find the input value by proving the value you want in the result.
59. Text to Speech
This is an option where you can make Excel speak the text you have entered into a cell or a range of cells.
click here read full about this option...
click here read full about this option...
60. Quickly Create a Named Range
To create a named the range the easiest method is to select the range create it using the “Create from Selection” option.
Here are the steps to do this:
Here are the steps to do this:
- Select the column/row for which you want to create a named range.
- Right click and click on “Define name…”.
- Select the option to add the name for the named range and click OK.
That's it.
(G). Data Cleansing Tips
If you work with messy data then these simple tips can help you to clean your data in no time and the best part about these tips is, they are quick to learn.
61. TRIM Function
TRIM function is one of the most powerful functions. If can simple help you to remove extra spaces from a text string.
Here’s trim’s syntax.
Here’s trim’s syntax.
TRIM(text)
All you need to do is refer to the cell from where you want to remove leading and trailing spaces and it will return the text without those extra spaces.
Note: TRIM only remove leading and trailing spaces from a text if you have extra space with a text then you can use these methods.
62. Remove Duplicates
One of the most common thing which we face while working with large data is “Duplicate Values”.
In Excel, to remove these duplicate values is quite simple.
Here’s how to do this.
In Excel, to remove these duplicate values is quite simple.
Here’s how to do this.
- First of all, select any of the cells from the data or select the entire data.
- After that, go to Data ➜ Data Tools ➜ Remove Duplicates.
- At this point, you have “Remove Duplicates” window and from this window, select/de-select the columns which you want to consider/not consider while removing duplicate values.
- In the end, click OK.
Once you click OK, Excel will remove all the rows from the selected data where values are duplicate and show a message with the number of values removed and unique values left.
63. Merge Text by using Fill Justify
I know five different way merge text from a range but out of those Fill Justify is my favorite.
It’s one of the less used options in Excel, but worth not to be missed for any reason.
Let say you have words in the range A1: A5 and you want to concatenate all of them in a single cell.
Here’s how to do this with fill justify.
It’s one of the less used options in Excel, but worth not to be missed for any reason.
Let say you have words in the range A1: A5 and you want to concatenate all of them in a single cell.
Here’s how to do this with fill justify.
- First of all, make column A enough wide so that the entire text can be combined into one cell.
- After that, select the entire range.
- Now, go to Home Tab ➜ Editing ➜ Fill ➜ Justify.
Boom! it combined the text from range A1:A5 to cell A1.
64. Remove a Specific Character using Find and Replace
Let’s say you have some text values in a column and from those values you want to replace a specific character or a word, you can do this simply by find and replace option.
- All you need to do is select that column and open the find and replace dialog box.
- After that click on the “Replace” tab.
- Now here, in “Find What” enter the character you want to replace and make sure to leave “Replace with” blank.
- Now click on “Replace All”.
The moment you click on “Replace All” Excel will remove that particular character from the entire column.
65. Combine Text from Multiple Cells
Alright, you have text in multiple cells and you want to combine all the text into one cell.
No, this time not with fill justify. We are doing it with a formula.
If you use Office 365, there is new function TEXTJOIN which is a game changer when it comes to the concatenation of text.
No, this time not with fill justify. We are doing it with a formula.
If you use Office 365, there is new function TEXTJOIN which is a game changer when it comes to the concatenation of text.
Here’s the syntax:
TEXTJOIN(delimiter, ignore_empty, text1, [text2], …)
All you need to do is to add a delimiter (if any), and TRUE if you want to ignore empty cells, and in the end, refer to the range.
66. Unpivot Data with Power Query
Look at the below table you can use it as a report but can use you use it further as a raw data.
No, you can’t.
But if you convert this table in something like below you can you can use it easily anywhere.
No, you can’t.
But if you convert this table in something like below you can you can use it easily anywhere.
67. Select and Delete all the Error Cells in a Worksheet
Mostly while working with large data it obvious to have error values but it’s not good to keep them.
The easiest way to deal with these error values is select them and delete them and these are the simple steps.
The easiest way to deal with these error values is select them and delete them and these are the simple steps.
- First of all, go to Home Tab ➜ Editing ➜ Find & Replace ➜ Go To Special.
- In the Go To dialog box, select formula and tick mark errors.
- In the end, click OK.
Once you click OK it will select all the errors and then you can simply delete all by using “Delete” button.
68. Arrange Columns
Let’s say you want to arrange columns from the data using a custom order. The normal way is to cut and paste them one by one.
But we also have an out of the box way.
In Excel, you can sort columns just like you sort rows and by using the same methods you can arrange them in a custom order.
But we also have an out of the box way.
In Excel, you can sort columns just like you sort rows and by using the same methods you can arrange them in a custom order.
69. Convert to Date
Sometimes you have dates which are stored as text and you can use them in a calculation and further analysis.
To simply convert them back to valid dates you can use DATEVALUE function.
To simply convert them back to valid dates you can use DATEVALUE function.
Learn more about this function and other ways to convert text to date.
70. Convert Negative Number into Positive
The easiest way to convert a negative number into a positive is by using ABS function [learn more about ABS] .
And here's how to do this:
And here's how to do this:
(H). Mouse Tricks
We all are eager to learn more keyboard shortcuts so they can work fast.
But, there are some tricks which we can perform with a mouse as well and these are some mouse tricks which you can use to speed up your work.
But, there are some tricks which we can perform with a mouse as well and these are some mouse tricks which you can use to speed up your work.
71. Apply Cell Format with Format Painter
Before I started to use format painter for applying cell formatting, I was using paste special with the shortcut key.
Here’s how to do this:
Here’s how to do this:
- Select the cell or a range from where you want to copy cell formatting.
- Go to ➜ the Home Tab ➜ Clipboard.
- Now, make a double click on “Format Painter” button.
- As soon as you do this, your cursor will convert into a paintbrush.
- Now, you can apply that formatting anywhere in your worksheet, in another worksheet or even in another workbook.
72. Rename a Worksheet
I always found it quicker than using a shortcut key to change the name of a worksheet.
All you have to do is just double click on the sheet tab and enter a new name.
All you have to do is just double click on the sheet tab and enter a new name.
Let me tell you why this method is fast than using a shortcut.
Suppose if want to rename more than one worksheet using shortcut key.
Before you change the name of a worksheet, you need to activate it.
But if you use the mouse it will automatically activate that worksheet and edit the name with only two clicks.
Suppose if want to rename more than one worksheet using shortcut key.
Before you change the name of a worksheet, you need to activate it.
But if you use the mouse it will automatically activate that worksheet and edit the name with only two clicks.
73. Double Click on Fill Handle
I am sure shortcut addicts always use a shortcut key to drag formulas and values in downward cells.
But using a fill handle is more impressive than using a shortcut key.
But using a fill handle is more impressive than using a shortcut key.
- Select the cell in which you have a formula or a value which you want to drag.
- Make a double click on the small square box at the right bottom of the cell selection border.
This method only works if you have values in corresponding columns and it works in the vertical direction.
74. Collapse or Expand the Ribbon
If you want to work in a distraction-free mode, you can do this by collapsing your Excel ribbon.
Just make a double click on the active tab in your ribbon and it will collapse the ribbon and if you want to expand it back just double click on it again.
75. Edit a Shape
We often use shapes in our worksheets to present some messages and we have to insert some text into those shapes.
Besides the typical method, you can use double click to edit a shape and insert the text into it.
Besides the typical method, you can use double click to edit a shape and insert the text into it.
You can also use this method to edit and enter text in a checkbox or into a chart title.
76. Adjust Column Width
Whenever you have to adjust column width you can double click on the right edge of the column header.
It auto sets the column width according to the column data.
It auto sets the column width according to the column data.
The same method can be used to auto adjust row width.
77. Go To the Last Cell of the Data
This trick can be useful if you are working with a large dataset.
By using a double click, you can go to the last cell in the range which has data.
By using a double click, you can go to the last cell in the range which has data.
You have to click on the right edge of the active cell to go to the right side & on the left edge if you want to go to the right side.
78. Open Chart Formatting Options
If you use Control + 1 to open formatting options to format a chart, then I bet you’ll love this trick.
All you have to do is just make a double-click on the border of the graph to open formatting option.
All you have to do is just make a double-click on the border of the graph to open formatting option.
79. Get Source Data from a Pivot Table with Double Click
Let’s say someone sent you a pivot table without the source data.
As you already know Excel stores data in pivot cache before creating a pivot table. So you don’t need data source until you have to make any changes in data.
As you already know Excel stores data in pivot cache before creating a pivot table. So you don’t need data source until you have to make any changes in data.
You can extract data from a pivot table by double-clicking on data values.
As soon as you do this Excel will insert a new worksheet with the data which has used in the pivot table.
As soon as you do this Excel will insert a new worksheet with the data which has used in the pivot table.
80. Right Click Menu
There is a right-click drop-down menu in Excel which few users know about. To use this menu all you need to do is select a cell or a range of the cell.
There is a right-click drop-down menu in Excel which few users know about.
To use this menu all you need to do is select a cell or a range of the cell.
To use this menu all you need to do is select a cell or a range of the cell.
(I). One Time Set-Up
There are few options in Excel which you can customize according to your need to save your time and efforts on-wards and I have listed some of those here.
81. Change Default Location
Normally while working on Excel I create more than 15 Excel files every day. And, if I save each of these files to my desktop it looks nasty.
To solve this problem, I have changed my default folder for saving a workbook and here’s how to do this.
To solve this problem, I have changed my default folder for saving a workbook and here’s how to do this.
- First of all, go to the file tab and open Excel options.
- In Excel options, go to “Save” category.
- Now, there is an input bar where you can change the default local file location.
- From this input bar, change the location address and in the end, click OK.
From now onwards when you open “Save As” dialog box you’ll it will show you the location you have specified instead of the default location.
82. Disable Start Screen
I’m sure just like me you hate when you open Microsoft Excel (or any other Office app) and you see the start pop-up screen.
It takes time depending on your system’s speed and add-ins you have installed.
Here are the steps to disable the start-up screen in Microsoft Office.
It takes time depending on your system’s speed and add-ins you have installed.
Here are the steps to disable the start-up screen in Microsoft Office.
- First of all, go to file tab and open Excel options.
- In Excel options, go to the “General” category.
- From option, drill down to “Start-Up” options and untick the “Show the Start screen when this application starts”.
- In the end, click OK.
From now onward, every time when you start Excel it will directly open the workbook without showing the start-up screen.
83. Show Developer Tab
Before you start writing VBA codes the first thing you need to do is enable “Developer Tab”.
When you first install any version of Microsoft Excel developer wouldn’t be there so you need to enable it from settings.
And here the steps form this:
When you first install any version of Microsoft Excel developer wouldn’t be there so you need to enable it from settings.
And here the steps form this:
- First of all, go to File tab and click on “Customize Ribbon” category.
- Now from the tab list, tick marks the developer tab and click OK.
Now when you come back to your Excel window you’ll have developer tab on the ribbon.
84. Enable Macros
f you don’t macros and VBA codes then I’m sure you have macros enables which are disabled by default.
The thing is when you open a macro-enabled file you need to enable macro options to run VBA codes and here the steps to this:
The thing is when you open a macro-enabled file you need to enable macro options to run VBA codes and here the steps to this:
- First of all, go to the File tab and click on the “Trust Center” category.
- From here click on “Trust Center Settings”.
- Now in “Trust Center Settings”, click on macro settings.
- After that, click on “Enable all macros” and tick mark “Trust access to the VBA project object model”.
- In the end, click OK.
Now you can run VBA codes without any restriction.
85. Adding a Macro to QAT
Alright, you have a macro code which you need frequently in your work.
The thing is you use it run that code from macros or by a shortcut key.
But the easiest way to run a macro code is to add it to the quick access toolbar.
Follow these simple steps:
The thing is you use it run that code from macros or by a shortcut key.
But the easiest way to run a macro code is to add it to the quick access toolbar.
Follow these simple steps:
- First of all, go to File tab and click on “Quick Access Toolbar” category.
- After that, from “Choose Command from”, select Macros.
- Now select the macro (you want to add to QAT) and click on add.
- From here click on “Modify” and select an icon for the macro button.
- In the end, click OK.
Now you have a button on QAT which you can use to run the macro code you have just specified.
86. AutoCorrect Option
If you do a lot of data entry in Excel then this option can be a game changer for you.
With the auto correct option, you can tell Excel to change a text string into another when you type it.
Let me tell you an example: My name is “Puneet” but sometimes people write it like “Punit” but the correct spelling is the first one.
So what I can do is to use auto correct and tell Excel to change “Punit” into “Puneet”. Here’s how to do this:
With the auto correct option, you can tell Excel to change a text string into another when you type it.
Let me tell you an example: My name is “Puneet” but sometimes people write it like “Punit” but the correct spelling is the first one.
So what I can do is to use auto correct and tell Excel to change “Punit” into “Puneet”. Here’s how to do this:
- First of all, go to the File tab and go to options and click on “Proofing” category.
- After that, click on “AutoCorrect Option” and this will open the auto-correct window.
- Here in this window, you have two input bars to specify the text to replace and text to replace with.
- Enter both of the values and click OK.
87. Custom List
Just think like this you have a list of 10 products which you sell.
Whenever you need to insert those product name you insert them using a custom list. Let me tell you how to do this:
Whenever you need to insert those product name you insert them using a custom list. Let me tell you how to do this:
- First of all, go to File tab and go to options and click on “Advanced” category.
- Now drill down and go to “General” section and click on “Edit Custom List…”.
- Now in this window, you can enter the list or you can also import it from a range of cells.
- In the end, click OK.
Now to enter the custom list you have just created, enter the first entry of the list in cell and then drill down that cell using fill handle.
88. Applying Table to Data
This is one the million dollar tip. If you use pivot tables a lot then it’s important to apply the table to the raw data.
With a table, there is no need to update pivot table’s data source and it drag-down formulas automatically when you add a new entry.
With a table, there is no need to update pivot table’s data source and it drag-down formulas automatically when you add a new entry.
To apply table to the data just use Ctrl + T keyboard shortcut key and click OK.
89. Change Grid-line Color
If you are not happy with the default color of cell grid lines then you can simply change it with few clicks and here’s how to do this:
- First of all, go to File tab and click on “Advanced” category.
- Now go to “Display options for this workbook” section and select the color you want to apply.
- In the end, click OK.
90. Pin to Taskbar
This is one of my favorite one-time set up to save time in the long run.
The thing is instead of going to start menu to open Microsoft Excel, the best way is to pint it to the taskbar.
The thing is instead of going to start menu to open Microsoft Excel, the best way is to pint it to the taskbar.
This way you can open it by clicking on the icon from the taskbar.
(J). Time Saver Tips
Excel tips are all about saving time and making you more productive. Below we have some time saver tips which you can use.
91. Select All the Formula Cells
Let’s say you want to convert all the formulas into values and the cells where you have formulas are non-adjacent.
So instead of selecting each cell one by one, you can select all the cells where you have a formula.
Here are the steps:
So instead of selecting each cell one by one, you can select all the cells where you have a formula.
Here are the steps:
- First of all, go to Home Tab ➜ Editing ➜ Find & Select ➜ Go To Special.
- In “Go To Special” dialog box, select formulas and click OK.
Once you click on this it will instantly select all the cells with formulas.
92. Multiply using Paste Special
To do some one-time calculations you can use paste special option and save yourself from writing formulas.
93. Highlight Duplicate Values
Well, you can use a VBA code to highlight values but the easiest way is to use conditional formatting.
Here are the steps you need to follow:
- First of all, select the range of where you want to highlight the duplicate values.
- After that, go to Home Tab ➜ Styles ➜ Highlight Cells Rule ➜ Duplicate Values.
- Now from the dialog box, select the color to use and click OK.
Once you click OK, all the values which are duplicate will get highlighted.
94. Quick Analysis Option
If you ever noticed that when you select a range of cell in Excel, a small icon at the bottom of the selection appears.
This icon called “Quick Analysis”.
When you click on this icon you can see some of the options which are there on the ribbon which you can directly use from here to save you time.
95. Open Excel using RUN Command
Yes, you can also open your Excel application using RUN command.
For this, all you have to do is open RUN (Window Key + R) and then type “excel” into it.
For this, all you have to do is open RUN (Window Key + R) and then type “excel” into it.
In the end, hit enter.
96. Open Specific File (or Multiple Files) when you start Excel
I’m sure like me you also have few or maybe one those kinds of workbooks which you open every day when you start working on Excel.
There is an option in Excel which you can use to open a specific file(s) every time when you start Excel in your system.
There is an option in Excel which you can use to open a specific file(s) every time when you start Excel in your system.
Here are the steps.
- Go to File ➜ Options ➜ Advanced ➜ General.
- In general, enter the location (yes, you have to type) of the folder where you have those file(s) in “At startup open all the files in”.
- In the end, click OK.
You can simply add and remove files from that folder if you want.
97. Open Excel When You “Turn ON” you System
Whenever I “Turn ON” my laptop the first thing I do is to open Excel and I’m sure you do the same thing.
Well, I’ve got a better idea here You can add Excel to your system’s startup folder.
- First of all, open “File Explorer” by using Windows key + E.
- Now, enter the below address into the address bar to open the folder (change the username with your actual username).
C:UsersusernameAppDataRoamingMicrosoftWindowsStart MenuProgramsStartup
- After that, open the Start Screen, right-click the Excel App, and click Open file location.
- From the location, copy the Excel App icon and paste it into the “StartUp” folder.
Now every time when you open your system, Excel will automatically start.
98. Smart Look Up
In Excel, there is an option called “Smart Lookup” and with this option, you can lookup for text on the internet.
All you have to do is select a cell or a text from a cell and go to Review ➜ Insights ➜ Smart Lookup.
All you have to do is select a cell or a text from a cell and go to Review ➜ Insights ➜ Smart Lookup.
Once you click on it, it’ll open side pane where you’ll have information about that particular text which you have selected.
The idea behind this option is to get information by seeing definition, images for the topic (text) from different online sources.
99. Screen Clipping
Sometimes you need to add screenshots into your spreadsheet.
And for this Excel has an option which can capture screen instantly and you can paste it into the worksheet.
For this go to ➜ Insert ➜ Illustrations ➜ Screen Clipping.
And for this Excel has an option which can capture screen instantly and you can paste it into the worksheet.
For this go to ➜ Insert ➜ Illustrations ➜ Screen Clipping.
Once you click on this you get a clipping tool which you can use to clip the screen the way you want.
100. Locate a Keyboard Shortcut
This tip is a game changer, yes that’s right.
If you are using Excel 2007 or greater version then you can locate for a keyboard shortcut by pressing ALT key.
Once you press it will show the keys for the options which are there on the ribbon, like below.
If you are using Excel 2007 or greater version then you can locate for a keyboard shortcut by pressing ALT key.
Once you press it will show the keys for the options which are there on the ribbon, like below.
Let say you need to “Wrap Text” the key will be ALT + H + W.
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This is simply great and all are awesome tricks and tips. Thanks.
I must appreciate your efforts to teach deeply every topic. I hope every one who is following those steps, as I am, will surely be satisfied.
And hope to receive more tips infuture.
Thanking you.
Kanhaiyalal Newaskar. Ahmednagar. Maharashtra.