Excel can do a lot of tasks, but if you’re a beginner, this software can be quite intimidating. Learning how to use Excel is easy, even for a first-timer, as this software can save you a lot of time and effort.
People use Excel in multiple situations and industries. Whether you’re a teacher, engineer, accountant, sales manager, or even running your own business, Excel can come in handy when you’re updating your data or using formulas. Keep on reading to learn how to use Excel like a pro.
How To Use Excel: Best Tips
Using Excel eliminates the need for tedious manual work. Here are some of the best tips that will help you master it in no time.
Select All in a Single Click
If you want to print an entire sheet, you can select all items by pressing the upper left corner button. You can also use the Ctrl + A shortcut.
Learn How to Type
When you first use Excel, you’ll probably be frustrated by how things appear when you start typing. The default setting allows you to type forever, and the words never make it to the next line. As a result, reading notes and remarks will be difficult.
There are 2 ways to solve this problem. First, you can click the “Wrap Text” option. This will automatically push the words to the next line to fit into the cell. You can easily resize the cells by dragging the column line, and the text will accordingly adjust.
You can also create a new line by pressing Alt + Enter. Remember that pressing Enter alone will take you out of the cell.
Make Use of Conditional Formatting
You can edit formatting by using a new color to highlight relevant data. This feature is critical, especially for salespeople. You set a certain value, and all the values that exceed this one will be highlighted in a different color.
Save Time Using the Auto-Fill Option
The Auto-fill is one of the most time-saving features that you would appreciate, especially at the end of a long day. You can start this function by typing a series of repetitive data, like days of the week or months of the year. Next, move the cursor to the lower-right end of the last cell in the column. When the cursor turns into a plus sign, click and drag, and all the cells will magically fill.
This smart feature can be activated or deactivated based on your needs. Excel will fill in the columns or rows, based on the data you provide, once it recognizes a pattern.
For example, you can write phone numbers, separated by dashes. Excel will suggest the way the next cell should be filled. If you hit the Enter button, Excel will recognize that this is the right way to fill all the remaining cells, and you won’t have to worry about the format.
In some cases, the program might take more time before it can recognize the pattern. In this case, you should fill in more cells, so the software can identify the correct pattern and successfully fill the remaining cells.
Learn About Different Print Options
Printing Excel sheets might not always be the easiest task, especially if you’re a beginner. Before you hit the Print button, check out all the other options to pick the most suitable one. You can check the print preview to see if this is the way you want your printed document to look like. You can also choose to fit all your data in one page, select a specific section to print, or alternate between landscape and portrait designs.
You can customize filters to explore different types of data efficiently. Press the Data tab, then select the filters button. There will be various options that you can pick to show the relevant values. You can also use the Filter option to show specific types of data or words.
This option is useful when you’re trying to recognize the pattern of your sales. All the irrelevant data will be hidden, so your sheet will be less crowded and more useful.
Hide Your Data
You can easily hide data without deleting it. This will allow you to use it, for example, in formulas without having them displayed in the worksheet. All you have to do is to select data, and press hide. If you want to show the hidden data, select the row or column, then click unhide.
In some cases, you might want to hide only a few cells, while still showing the rest of the column or row. In this case, you should highlight the cells, right-click, then choose Format Cells. This will show different tabs at the top.
Choose Number, then Custom. In the Type field, type 3 semicolons, and press OK. This will hide the cells you’ve previously hidden. At the same, you can still use them in formulas.
Utilize Paste Special Commands
If you want to change columns to rows or vice versa, copying and pasting every cell will be a time-consuming task. Select all the data you want to rearrange in a row or column and select Paste Special. If your data includes formulas, Excel will update them to match the new placement.
Write the Same Data
If there’s a special name, value, or formula that you want to type into multiple cells, you can do that without actually writing the same thing several times. All you have to do is drag your cursor or press the Ctrl key when you select each one. Once you reach the last cell, type the value or name, and the data will be written in all the selected cells.
Practicing with Excel is a chance to learn more about the fantastic features of this practical software. You can easily customize the options to cater to your specific needs. It’s one of the most useful tools that any business can use to identify and analyze patterns, so better decisions can be made.