Download pdf - Excel Tips and Tricks

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Excel Tips & Tricks I have only recently been awakened to the power and utility of Microsoft Excel.

Previously, I thought Excel is only useful for people that work with lots of data e.g. data

analysts, database administrators, financial analysts etc.

This document is an overview of how I like to use Excel to gather, analyse, describe,

calculate, store, transform, communicate and visualise. It is not meant to be a

description of all the functionalities that Excel can deliver; there are plenty of people

that can do more sophisticated things with Excel than I can, whether that is creating

digital art, analysing very large and complex databases, designing art or managing the

stock exchange of a developing country.

The list is dynamic that will change as I (continue to) learn (more) from others, receive

feedback from customers and colleagues, and learn from my mistakes. The contents

cover:

Formatting & Shortcuts

o make Excel a more pleasant user/customer experience

Formulas, Functions & Calculations

o moving data

o integrating data

o analysing data

o transforming data

Navigation

o moving across a workbook and within individual worksheets

Cell Styles & Outputs

o useful cell styles and formats to support improved user experience,

navigation etc


Table of Contents 1 Formatting & Shortcuts ........................................................................................ 4

1.1 Create and use a template ............................................................................ 4

1.2 Buffer top row + left column ........................................................................... 4

1.3 Shapes .......................................................................................................... 4

1.4 Default shape format ..................................................................................... 4

1.5 Hyperlink shapes ........................................................................................... 5

1.6 Format a cell .................................................................................................. 5

1.7 Remove gridlines ........................................................................................... 5

1.8 Cell Styles ..................................................................................................... 5

1.9 Sparklines ...................................................................................................... 5

1.10 Tables ........................................................................................................ 5

1.11 Quick Access Toolbar ................................................................................ 6

1.12 Name a selection of cells ........................................................................... 6

1.13 Group / Ungroup data sets ......................................................................... 6

1.14 Outline border ............................................................................................ 7

1.15 Create a Chart (embedded) ....................................................................... 7

1.16 Create a Chart (separate worksheet) ......................................................... 7

1.17 Paste Special ............................................................................................. 7

1.18 Limit worksheet view .................................................................................. 7

2 Formulas, Functions & Calculations .................................................................... 8

2.1 How many cells meet a criterion? .................................................................. 8

2.2 How many cells meet multiple criteria? ......................................................... 8

2.3 IF ................................................................................................................... 8

2.4 IFERROR ...................................................................................................... 9

2.5 INDEX MATCH .............................................................................................. 9

2.6 What is the total, based on a criterion? ....................................................... 10

2.7 What is the total, based on multiple criteria? ............................................... 10

2.8 Generate an email distribution list ............................................................... 10

2.9 Data forecasting, based on historical performance ..................................... 11

2.10 How many business days between two dates? ........................................ 11

2.11 Dynamically display today’s date ............................................................. 11

2.12 Run calculations ....................................................................................... 12

2.13 Merge the contents of multiple cells ......................................................... 12

2.14 Split the contents of a cell into multiple columns ...................................... 12

3 Navigation ......................................................................................................... 13


3.1 Move to the edge of a data set .................................................................... 13

3.2 Move between worksheets in a workbook ................................................... 13

3.3 Toggle cell display ....................................................................................... 13

3.4 Extend data series ....................................................................................... 13

3.5 Move to the last cell ..................................................................................... 13

3.6 Highlight cells in a single direction ............................................................... 13

3.7 Highlight cells to the beginning/end ............................................................. 13

3.8 Select entire row/column ............................................................................. 13

4 Cell Styles & Outputs......................................................................................... 14

4.1 “no zero” ...................................................................................................... 14

4.2 Bullet point ................................................................................................... 14

4.3 Display the date ........................................................................................... 14

4.4 Currency format ........................................................................................... 14

4.5 Percentage format ....................................................................................... 14

4.6 Date format .................................................................................................. 14

4.7 Text to initial capitalisation ........................................................................... 14

4.8 Remove capitalisation ................................................................................. 15


1 Formatting & Shortcuts

1.1 Create and use a template

Set up your preferred workbook/worksheet formatting in a template (.xltx) so you don’t

have to redo formatting every time you create a new workbook. The template can

include default settings for:

Logos (and other objects)

Title font

Font and font size

Cell styles/format

Column and row sizing

Tables

Gridlines

Shapes

Worksheet name(s) and number of sheets

1.2 Buffer top row + left column

Create a small ‘white space’ buffer before any text appears, by having an empty

column A and row 1. The use of white space improves the readability of data being

analysed and presented.

1.3 Shapes

Shapes can be used to create diagrams, describe processes and transform a

workbook from a ‘dull’ spreadsheet into a more interactive GUI-like experience.

1.4 Default shape format

Insert a shape and then modify the shape to the format you want e.g.

Style

Fill

Outline

Size and Properties


Once you have completed this, right click on the shape and select Set as Default

Shape. Ideally, store this default setting within a template (.xltx) file for repeated use in

new workbooks.

1.5 Hyperlink shapes

[Ctrl] + [k]

Attach a hyperlink (web page, cell within the same worksheet, another worksheet

within the workbook etc) to a shape to enhance the GUI-like presentation and

navigation.

1.6 Format a cell

[Ctrl] + [1]

1.7 Remove gridlines

Improve the readability of your data by removing gridlines.

1.8 Cell Styles

Set up cell styles to easily apply common/preferred/standard cell formatting throughout

your workbooks and worksheets. See section 4 for suggested cell styles to create and

use.

1.9 Sparklines

[Insert] Tab + [Sparklines]

Rather than creating a chart, use sparklines to visually represent trends, to augment

or to emphasise the “story” of a selection of data. There are multiple display options

and colours, line weightings, normalisation of the data etc options. Example:

1.10 Tables

Use tables as an easier and more effective way to enter, analyse, reuse and reference

relational data.


1.11 Quick Access Toolbar

Customise the Quick Access Toolbar with the functions, commands etc that you use

most frequently. In conjunction with the use of keyboard shortcuts, everything you need

should be within easy reach.

1.12 Name a selection of cells

Select a single cells or array of cells that have a common format (e.g. people’s names)

and click on the Name Box to create an appropriate label. That label can now be used

in formulas, lookups, references etc, rather than having to locate the specific cell(s).

Refer to this function for a working example of its utility.

1.13 Group / Ungroup data sets

[Data] tab > [Group]

[Data] tab > [Ungroup]

Alternate between hiding or displaying underlying data and/or fields. This is my

preferred way (rather than using the traditional [Hide]/[Unhide]) of improving the

readability of, or navigation within a worksheet (i.e. decreasing the amount of data

displayed on the screen), but also ensuring the amplifying/underlying data and

information remains within easy reach.


1.14 Outline border

[Ctrl] + [Shift] + [&]

Apply an outline border to a selection of cells.

1.15 Create a Chart (embedded)

[Alt] + [F1]

Select the cell range and create a chart, displayed within the same worksheet.

1.16 Create a Chart (separate worksheet)

[F11]

Select the cell range and create a chart, displayed in a new worksheet.

1.17 Paste Special

[Ctrl] + [Alt] + [v]

1.18 Limit worksheet view

If you are using a limited number of cells in a worksheet (which, for most of us, will

almost always be the case) you should consider hiding excess rows and columns to

limit the worksheet view. This is especially helpful if your data is contained in a single

screen. Use this shortcut to quickly select the rows/columns to be hidden. Example:


2 Formulas, Functions & Calculations

2.1 How many cells meet a criterion?

COUNTIF

This function counts the number of cells that meet a specific condition or criterion e.g.

a word or a value. Example:

=COUNTIF(C2:C15,">95000"). This tallies the number of cells between C2 and C15

that have a value greater than $95,000.

2.2 How many cells meet multiple criteria?

COUNTIFS

This function counts the number of rows, across multiple arrays, that meet (all of) a set

of conditions or criteria. All the conditions/criteria must be met for a tally to be made.

Example:

=COUNTIFS(C2:C15,">95000",D2:D15,"*Health*",E2:E15,"Fulltime*"). This counts

the number of rows (from rows 2 to 15) that include a salary of $95,000, are from the

Department of Health and Human Services, and are in full-time employment.

2.3 IF

Use this function to indicate whether a value satisfies a criteria/condition (or does not).

IFS can be used to include multiple IF conditions, rather than nesting multiple IF

statements. Example:

=IF(D4>65000,"Above 65k","Below 65k"). The function looks at the value in D4 and:


if it is greater than 65000, displays the result “Above 65k”, or

if it is not greater than 65000, displays the result “Below 65k”

2.4 IFERROR

Use this function to insert custom text (or a blank) if an error is generated, following

the execution of a calculation etc.

Example:

=IFERROR((F8/E8),"No overtime"). The initial calculation is to understand the ratio of

overtime pay to total pay. Without IFERROR, if there is no overtime pay, the calculation

will return an error (#VALUE!). In this case, IFERROR ensures the text “No overtime”

is displayed, instead of the error marker.

2.5 INDEX MATCH

This function performs like a VLOOKUP, but offers more flexibility. Example:

=INDEX('Raw data'!$C$2:$C$9101,(MATCH($B2,'Raw data'!$A$2:$A$9101,0))). The

function does the following:

'Raw data'!$C$2:$C$9101 is the location where the output field is looking at,

which is salary data in the Raw data worksheet. The output text is based on the

row that matches what is in B2 with the array 'Raw data'!$A$2:$A$9101, which

is the original list of names.


2.6 What is the total, based on a criterion?

SUMIF

This sums the value of a number of cells, based on a single criterion or condition.

Example:

=SUMIF(G2:G15,"*Health*",C2:C15). This sums the salaries between rows 2 and 15

that relate to employees that work at the Department of Health and Human Services.

2.7 What is the total, based on multiple criteria?

This sums the total value of cells that meet (all of) a set of conditions or criteria. All the

conditions/criteria must be met for a value to be included in the sum. Example:

=SUMIFS(C2:C15,G2:G15,"*Health*",B2:B15,"F"). This sums the salaries between

rows 2 and 15 that relate to employees that work at the Department of Health and

Human Services and are Female.

2.8 Generate an email distribution list

TEXTJOIN

Example:

=TEXTJOIN(", ",TRUE,K2:K8). This takes the individual email addresses (to a

maximum of 252 rows) and generates an email distribution list, which can be inserted

into an email, without the need for any formatting.


2.9 Data forecasting, based on historical performance

[Data] Tab > [Forecast Sheet]

Highlight a data set, including timeframes, and see what the forecast is, based on

historical performance data. The analysis can be refined by accessing the Options

area. Example:

2.10 How many business days between two dates?

NETWORKDAYS

This function counts the number of business days between two dates. Public holidays

can also be incorporated into the calculation (e.g. through a reference table). Example:

=NETWORKDAYS(K3,K4,Holidays). This calculates the number of business days

between 17 October 2016 and 6 June 2017. The calculation factors in any public

holidays, which are stored in the reference table which I named Holidays.

2.11 Dynamically display today’s date

TODAY()

Enter this function to display today’s date. This field will update whenever the file is

reopened or calculations/formulas are run.


2.12 Run calculations

[F9]

Run calculations in all worksheets across all open workbooks.

[Shift] + [F9]

Run calculations in the active worksheet only.

2.13 Merge the contents of multiple cells

CONCATENATE or &

Use either function to merge the contents of multiple cells. Example:

=Table1[@[Full Name]]&" works at "&Table1[@[Department Name]]&" and is on a

salary of $"&Table1[@Salary].

2.14 Split the contents of a cell into multiple columns

[Data] Tab > [Text to Columns]

Select the data set and then follow the steps in the Wizard to split the contents of a

single cell into multiple columns.


3 Navigation

3.1 Move to the edge of a data set

[Ctrl] + [←] / [↑] / [→] / [↓]

Move to the edge (farthest top, bottom, left or right) of a data set within a worksheet.

3.2 Move between worksheets in a workbook

[Ctrl] + [PgUp] / [PgDn]

[PgUp] to move to the previous worksheet, [PgDn] to move to the next worksheet.

3.3 Toggle cell display

[Ctrl] + [`]

Toggle between displaying:

cell outputs or

the underlying formula(s), data input(s)

3.4 Extend data series

[Ctrl] + [d] / [r]

[d] to extend a data series (data, formulas) to the cell below

[r] to extend a data series (data, formulas) to the cell to the right

3.5 Move to the last cell

[Ctrl] + [End]

Move to the last cell, to the lowest used row and rightmost used column.

3.6 Highlight cells in a single direction

[Ctrl] + [Shift] + [←] / [↑] / [→] / [↓]

Extend the selection of cells to the last nonblank cell in the same column or row as the

active cell, or if the next cell is blank, to the next nonblank cell.

3.7 Highlight cells to the beginning/end

[Ctrl] + [Shift] + [End] / [Home]

[Home] extends the selection of cells to the first used cell on the worksheet (top-left

corner). [End] extends the selection of cells to the last used cell (lower-right corner).

3.8 Select entire row/column

[Ctrl] / [Shift] + [Spacebar]

Ctrl will select the entire column

Shift will select the entire row


4 Cell Styles & Outputs

Preferred/useful cell styles and other cell outputs:

4.1 “no zero”

_-* #,##0.00_-;-* #,##0.00_-;;_-@_-

Example:

If A1 formula is “=A2” and A2 is “dog”, A1 will also return the value “dog”. However,

if/as long as A2 is empty, A1 will return a value “0”. To ensure that A1 remains blank

(like A2), create this cell style.

4.2 Bullet point

• @

Excel does not have a native ability to present bullet points with text. Create a cell style

that embeds a bullet point at the start of the cell (it will appear before user-entered,

referenced or calculated text is displayed).

4.3 Display the date

[Ctrl] + [;]

4.4 Currency format

[Ctrl] + [Shift] + [$]

Apply the cell’s contents into a currency format, with two decimal places.

4.5 Percentage format

[Ctrl] + [Shift] + [%]

Apply the cell’s contents into a percentage format.

4.6 Date format

[Ctrl] + [Shift] + [#]

Apply the cell’s contents into a date format.

4.7 Text to initial capitalisation

PROPER

Example:

=PROPER(B3). This function converts the lower-case name to initial capitalisation.


4.8 Remove capitalisation

LOWER

Example:

=LOWER(G2). This function converts the name to all lower case.