Mastering Spreadsheets: Essential Excel Tips for Excel Experts

Add Line Breaks and Wrapping Text:

• Shortcut for Line Break: Alt + Enter
• Option for Wrapping Text: Wrap Text button in the Home tab
• Description: Line breaks and text wrapping help manage text within cells for better readability.
• Detailed Explanation: To insert a line break within a cell, position the cursor where you want the line break and press Alt + Enter. This inserts a line break without exiting the cell. Alternatively, to enable text wrapping for a cell or range of cells, select them and click on the Wrap Text button in the Home tab. Text wrapping ensures that long text strings are displayed within the cell boundaries, automatically adjusting the row height to accommodate the text.

Autofit All the Columns/Rows Instantly:

• Shortcut for Autofitting Columns: Alt + HOI
• Shortcut for Autofitting Rows: Alt + HOA
• Description: Autofitting adjusts column width or row height to display the full content of cells.
• Detailed Explanation: Pressing Ctrl + A selects all cells in the worksheet. Then, pressing Alt + HOI autofits the width of all selected columns, ensuring that the entire content of each cell is visible. Similarly, pressing Alt + HOA autofits the height of all selected rows, accommodating the content within each cell without clipping.

AutoFill Your Cells:

AutoFill is a convenient feature in Excel that allows you to quickly fill cells with a series of data. To use AutoFill, start typing a series of data (e.g., dates, numbers, text) in a cell. Then, move the cursor to the lower-right corner of the cell until it changes to a plus sign (+), known as the AutoFill handle. Click and drag the handle to select the cells you want to fill, and Excel will automatically fill them with the pattern you started. This can be done vertically (up or down a column) or horizontally (left or right on a row).

Alternatively, if there's no clear pattern in your data, you can right-click the AutoFill handle after entering the initial data, and Excel will provide various options for filling the selected cells based on the existing data.

Flash Fill:

Flash Fill is a powerful tool in Excel that automatically fills in data based on a pattern it recognizes in a column. For example, if you have a column of phone numbers formatted as "21255554111" and you want them to appear as "(212)-555-4111", Flash Fill can quickly accomplish this task. Simply start typing the desired format in the adjacent column, and Excel will recognize the pattern and suggest the remaining entries. Press Enter to accept the suggestions and fill the column.

Flash Fill can recognize patterns in various types of data, including numbers, names, dates, and more. If the suggested fill doesn't match your expectations, you can provide more examples for Excel to learn from or manually adjust the entries. The Flash Fill feature can be accessed from the Data tab in Excel.

Ctrl+Shift to Select:

Ctrl+Shift is a keyboard shortcut combination that allows for quick selection of data in Excel. To use it, click on the first cell of the dataset you want to select, and then hold down the Ctrl and Shift keys simultaneously. While holding these keys, press the arrow keys (up, down, left, or right) to extend the selection in the desired direction.

For example, pressing Ctrl+Shift+Down Arrow will select all cells in the column below the initial cell, stopping at the first blank cell. Similarly, Ctrl+Shift+End will select all cells from the initial cell to the last cell with data in the worksheet, including blank cells.

Ctrl+Shift+* (asterisk) is another shortcut that selects the entire contiguous dataset in a worksheet, stopping at blank cells.

Drag That Data Around:

Dragging data in Excel allows you to move or duplicate cells and ranges within a worksheet or between worksheets. To drag data, first, select the cells or range of cells you want to move or copy. Then, move the cursor to the edge of the selection until it changes to a series of arrows. Click and drag the selection to the desired location.

If you want to duplicate the data instead of moving it, hold down the Ctrl key while dragging. Holding down the Alt key allows you to drag the data off the worksheet entirely, transferring it to another worksheet within the same workbook.

These features enhance productivity and efficiency in Excel, enabling users to manipulate data quickly and effectively.

Save Charts as Templates:

Excel allows users to save customized charts as templates for future use, eliminating the need to recreate them from scratch. Once a chart is perfected, right-click on it and select "Save as Template." Save the template file with a CRTX extension in the default Microsoft Excel Templates folder. To apply the template to new charts, select the data you want to chart, go to the Insert tab, click on "Recommended Charts," then navigate to the "All Charts" tab and select the "Templates" folder. In the "My Templates" box, choose the desired template and click OK.

When applying the template, keep in mind that certain elements, such as text in legends and titles, may not translate unless they are part of the selected data. However, font styles, colors, embedded graphics, and series options will be preserved.

Use Graphics in Charts:

Excel allows users to incorporate graphics into various elements of a chart, providing opportunities for creative visualization. For example, users can add images to individual elements such as bars or pie slices by selecting the element and using the Series Options fly-out menu to choose "Picture or texture fill." Additionally, users can insert logos or other images using the Insert tab's Pictures button.

While adding graphics can enhance the visual appeal of a chart, it's essential to use them judiciously to maintain readability. Consult with a graphic designer to ensure that the graphics complement the data effectively.

Work With Cells Across Worksheets:

Excel's 3D Reference feature enables users to work with data across multiple sheets in a workbook efficiently. To utilize this feature, enter a formula in a cell on a new worksheet that references corresponding cells on other sheets. For example, entering a formula like "=sum('Y1:Y10'!B3)" will calculate the sum of cell B3 on sheets named Y1 through Y10.

This feature is particularly useful for creating master spreadsheets that aggregate data from multiple sources or for performing calculations across different time periods or categories.

Hide in Plain Sight:

Excel offers various options for hiding data within a worksheet or workbook while keeping it accessible for calculations or reference. Users can hide rows or columns by selecting them and choosing "Hide" from the right-click menu. To hide specific cells without affecting their functionality, highlight the cells, right-click, and choose "Format Cells." Then, select "Custom" under the Number tab and enter three semicolons (;;;) in the Type field to make the numbers invisible while retaining their value.

Additionally, users can hide entire worksheets by right-clicking the sheet tab and selecting "Hide." To unhide hidden sheets, navigate to the View tab, click on "Unhide," and select the desired sheet from the list.

Use the Personal Workbook for Macros:

The Personal.XLSB file serves as a personal workbook in Excel, automatically opened as a hidden workbook every time Excel starts. Users can store macros in the Personal Workbook to make them available across all spreadsheet files. When recording a macro, select "Personal Macro Workbook" in the "Store macro in" field to store it in the Personal Workbook.

To enable the Developers tab for recording macros, go to the File tab, select Options, click Customize Ribbon, check the Developers option in the Main Tabs box, and click OK.

Pivot! Pivot!:

PivotTables are powerful tools in Excel for summarizing large datasets and making data analysis more manageable. To create a PivotTable, ensure that the data columns and rows are appropriately labeled, then select PivotTable on the Insert tab. Users can also use the Recommended PivotTables option to let Excel suggest suitable PivotTable configurations based on the data.

PivotCharts combine PivotTables with graphical representations, making it easier to visualize and understand data summaries. Users can create PivotCharts directly from PivotTables to gain insights into complex datasets more effectively.

Drill Down on Pivot Table Sources:

To gain insight into the underlying data behind a pivot table cell, simply double-click on the cell. Excel will generate a new tab in your workbook containing only the data used to calculate that specific cell. This feature is particularly useful when you need to understand the source of certain numbers appearing in the pivot table.

Slice Into Some Data:

Whether working with a formatted table or a pivot table, users can quickly filter data using Slicers. To insert a Slicer, navigate to the Insert tab and select Slicer, or right-click on a field in the pivot table and choose Slicer. A floating menu will appear, allowing users to select specific data points to filter the results. Slicers can be easily modified using the Slicer tab, enabling users to select multiple items or clear selections effortlessly.

Perform Quick Analysis:

When unsure about which analysis option to apply to Excel data, utilize the Quick Analysis menu. Simply select the data and click on the Quick Analysis box that appears in the lower right corner. This menu provides various options for quickly applying conditional formatting, creating charts, managing totals, displaying sparklines, and more.

Quickly Customize Your Data Table:

Excel's table formatting feature allows users to quickly organize raw data into visually appealing tables. To convert selected data into a table, navigate to the Home tab and select Format as Table. From there, users can choose from a range of table designs or create custom styles using the New Table Style option.

Validate Data to Make Drop Downs:

To create drop-down menus for specific cells, ensuring data accuracy and consistency, use the Data Validation feature. Highlight the cell, go to the Data tab, and click Data Validation. Choose "List" under "Allow" and enter the desired options separated by commas in the "Source" field. Alternatively, select a data series within the same sheet. Data Validation can also be used to restrict data entry within specified ranges and customize error messages.

Conditionally Format Tables:

Excel's Conditional Formatting feature allows users to visually highlight important data within tables. From applying borders to color-coding entire tables, Conditional Formatting offers a range of options to identify key insights. Users can set rules to highlight specific criteria such as text containing certain words, recurring dates, duplicate values, and numerical comparisons.

Quickly Add Without Formulas:

Excel provides a convenient way to quickly calculate the sum of numbers in a spreadsheet without the need for formulas. Simply click the first cell containing a number, hold down the Ctrl key, and click on additional cells to include in the calculation. The sum of the selected cells will be displayed in the status bar at the bottom of the Excel window. You can continue clicking on cells while holding Ctrl to include them in the calculation. Additionally, you can customize the status bar to display other quick calculations such as averages or counts by right-clicking on it.

Freeze Headers for Scrolling:

When working with large datasets in Excel, it can be challenging to keep track of column or row headers as you scroll through the spreadsheet. To address this, Excel offers the Freeze Panes feature. You can freeze the top row, first column, or a combination of rows and columns to ensure that they remain visible while scrolling. This can be done by navigating to the View tab and selecting Freeze Panes. Once frozen, the specified rows and columns will remain in place as you navigate through the spreadsheet.

New Window for Second View:

To facilitate working with different areas of a large spreadsheet simultaneously, Excel allows you to open multiple windows of the same workbook. This can be helpful when comparing or referencing different parts of the data. Simply go to the View tab and click on New Window. You can then arrange the windows on your screen as needed. Any changes made in one window will be reflected in the other, making it easier to work with large datasets.

Customize the Quick Access Bar:

The Quick Access Toolbar in Excel provides quick access to frequently used commands. You can customize this toolbar by adding commands that you use frequently. Navigate to File > Options > Quick Access Toolbar to add commands from the available options. You can choose from popular commands or access commands from all tabs in Excel. Additionally, you can add macro commands to the Quick Access Toolbar for easy access to custom macros.

Combine Text from Different Cells:

Excel allows you to concatenate text from different cells using the ampersand (&) symbol or the CONCAT function. Simply enter the formula =A1&B1&C1 in a cell to combine the text from cells A1, B1, and C1. If you want to include spaces between the text, you can use quotes around a space within the formula. Alternatively, you can use the CONCAT function to achieve the same result. This feature is useful for merging text from multiple cells into a single cell for various purposes.

Combine Multiple Workbooks Into One:
To consolidate data from multiple Excel workbooks into a single workbook, follow these steps:

• Ensure that all the workbooks you want to combine are formatted similarly and are saved in the same folder.
• Open Excel and navigate to the Data tab on the ribbon.
• Select "Get Data" > "From File" > "From Folder" from the toolbar.
• In the dialog box that appears, browse to the folder containing your Excel workbooks and click "Open."
• Excel will display a list of all the files in the folder. Click on the "Combine" button at the bottom and select "Combine & Load."
• A new window titled "Combine Files" will appear, showing a preview of the combined data. Click "OK" to proceed.
• In the Import Data dialog box, choose how you want the data to be imported – as a table, a PivotTable Report, or a regular PivotTable. You can also specify whether you want the data to be loaded into a new worksheet or an existing one.
• Wait for Excel to finish combining the files. This may take some time, especially if you're working with a large set of files.
• Once the process is complete, you'll have all your data consolidated into a single workbook. Excel will add a column indicating the name of the original file for reference.
• Use AI via Copilot in Excel:
• Microsoft has introduced generative artificial intelligence (AI) capabilities into Excel through Copilot, but it requires a Microsoft 365 subscription and a Copilot Pro subscription.

Here's how to use it:

• Ensure your files are saved to OneDrive or SharePoint with AutoSave turned on.
• Open Excel and locate the Copilot option on the ribbon.
• Click on Copilot to start analyzing your data using AI.
• Find Formulas with Any AI:
• If you don't have access to Copilot Pro or prefer not to pay for AI assistance, you can still leverage other generative AI tools.
• Tools like Microsoft's free versions of Copilot, ChatGPT, Google's Gemini, or third-party AI generators such as Excel Formulator or ExcelFormulatBot can help.
• Simply provide the AI with your data and specify that you need a formula suitable for Excel.
• Review the formula generated by the AI for accuracy before implementing it in your spreadsheet.