20 Excel Spreadsheet Secrets You'Ll Never Know If You Don't Read This

20 Excel Spreadsheet Secrets Youll Never
Know If You Dont Read This

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(HTTP://WWW.LIFEHACK.ORG/ARTICLES/AUTHOR/LIZA-BROWN) | 813 SHARES
After Microsoft developed Excel to the 2010 version, it offered more surprises
than ever. In order to deal with tons of big data, you cant ignore the important
role Excel plays in daily work. However, both for beginners and advanced users,
there are still many useful tips and tricks that are inevitably overlooked. Here are
20 useful Excel spreadsheet secrets you may not know. Please note that all these
functions are based on Microsoft Excel 2010.
1. One Click to Select All
You might know how to select all by using the Ctrl + A shortcut, but few know that
with only one click of the corner button, as shown in the screenshot below, all
data will be selected in seconds.
(http://cdn-media-1.lifehack.org/wp-content/files/2014/05/1-1.jpg)
2. Open Excel Files in Bulk
Rather than open files one by one when you have multiple files you need to
handle, there is a handy way to open them all with one click. Select the files you
would like to open then press the Enter key on the keyboard, all files will open
simultaneously.
3. Shift Between Different Excel Files
When you have different spreadsheets open, its really annoying shifting between
different files because sometimes working on the wrong sheet can ruin the whole
project. Using Ctrl + Tab you can shift between different files freely. This function
is also applicable to other files like different Windows tabs in Firefox when opened
is also applicable to other files like different Windows tabs in Firefox when opened
using Windows 7.
4. Create a New Shortcut Menu
Generally there are three shortcuts in the top menu, which are Save, Undo Typing
and Repeat Typing. However, if you want to use more shortcuts, like Copy and
Cut, you can set them up as follows:
File->Options->Quick Access Toolbar, add Cut and Copy from the left column to
the right, save it. You will see two more shortcuts added in the top menu.
5. Add a Diagonal Line to a Cell
When creating a classmate address list, for example, you may need a diagonal
link in the first cell to separate different attributes of rows and columns. How to
make it? Everyone knows that Home->Font-> Borders can change different
borders for a cell, and even add different colors. However, if you click More
Borders, you will get more surprises, like a diagonal line. Click it and saveyou can
now make it immediately.
6. Add More Than One New Row or Column
You may know the way to add one new row or column, but it really wastes a lot of
time if you need to insert more than one of these by repeating this action X
number of times. The best way is to drag and select X rows or columns (X is two
or more) if you want to add X rows or columns above or left. Right click the
highlighted rows or columns and choose Insert from the drop down menu. New
rows will be inserted above the row or to the left of the column you first selected.
7. Speedily Move and Copy Data in Cells
If you want to move one column of data in a spreadsheet, the fast way is to
choose it and move the pointer to the border, after it turns to a crossed arrow
icon, drag to move the column freely. What if you want to copy the data? You can
press the Ctrl button before you drag to move; the new column will copy all the
selected data.
8. Speedily Delete Blank Cells
Some default data will be blank, for various reasons. If you need to delete these to
maintain accuracy, especially when calculating the average value, the speedy way
maintain accuracy, especially when calculating the average value, the speedy way
is to filter out all blank cells and delete them with one click. Choose the column
you want to filter, go to Data->Filter, after the downward button shows, undo
Select All and then pick up the last option, Blanks. All blank cells will show
immediately. Go back to Home and click Delete directly, all of them will be
removed.
9. Vague Search with Wild Card
You may know how to activate the speedy search by using the shortcut Ctrl + F,
but there are two main wild cardsQuestion Mark and Asteriskused in Excel
spreadsheets to activate a vague search. This is used when you are not sure
about the target result. Question Mark stands for one character and Asterisk
represents one or more characters. What if you need to search Question Mark
and Asterisk as a target result? Dont forget add a Wave Line in front.
10. Generate a Unique Value in a Column
You are aware of the key function of Filter, but few people use the Advanced
Filter, which will be repeatedly applied when you need to filter a unique value from
data in a column. Click to choose the column and go to Data->Advanced. A pop-
up window will show up. As the screenshot shows, click Copy to another location,
which should be in accord with the second red rectangular area. Then specify the
target location by typing the value or clicking the area-choosing button. In this
example, the unique age can be generated from Column C and show in Column E.
Dont forget to choose Unique records only, then click OK. The unique value
showing in column E can be the contrast of the original data in C, thats the
reason why it is recommended to copy to another location.
11. Input Restriction with Data Validation Function
In order to retain the validity of data, sometimes you need to restrict the input
value and offer some tips for further steps. For example, age in this sheet should
be whole numbers and all people participating in this survey should be between
18 and 60 years old. To ensure that data outside of this age range isnt entered,
go to Data->Data Validation->Setting, input the conditions and shift to Input
Message to give prompts like, Please input your age with whole number, which
should range from 18 to 60. Users will get this prompt when hanging the pointer
in this area and get a warning message if the inputted information is unqualified.
12. Fast Navigation with Ctrl + Arrow Button
When you click Ctrl + any arrow button on the keyboard, you can jump to the edge
of the sheet in different directions. If you want to jump to the bottom line of the
data, just try to click Ctrl + downward button.
13. Transpose Data from a Row to a Column
You would use this feature if you want to transpose data to get a better display;
however, retyping all data would be the last thing you would need to do if you
know how to use the Transpose function in Paste. Heres how: copy the area you
want to transpose, move the pointer to another blank location. Go to Home-
>Paste->Transpose, please note that this function wont activate until you copy
the data first.
14. Hide Data Thoroughly
14. Hide Data Thoroughly
Almost all users know how to hide data by right clicking to select the Hide
function, but this can be easily noticed if there is only a little bit of data. The best
and easiest way to hide data thoroughly is to use the Format Cells function.
Choose the area and go to Home->Font->Open Format Cells->Number Tab-
>Custom->Type ;;; -> Click OK, then all the values in the area will be invisible, and
can only be found in the preview area next to the Function button.
15. Compose Text with &
Complicated formulation is unnecessary, as long as you know how to use &. You
can compose any text freely with this symbol. Below I have four columns with
different texts, but what if I want to compose them to one value in one cell? First,
locate the cell that is to show the composed result, use the formulation with & as
shown in the screenshot below. Click Enter: all texts in A2, B2, C2 and D2 will be
composed together to become LizaUSA25@ in F2.
16. Transforming the Case of Text
With all the tricks shared here, Ive tried my best to avoid complicated formulation.
But there are still some simple and easy to use formulations to show you, like
UPPER, LOWER and PROPER, which can transform texts for different purposes.
UPPER will capitalize all characters, LOWER can change text to all lower case and
PROPER will only capitalize the first character of a word.
17. Input Values Starting with 0
When an input value starts with zero, Excel will delete the zero by default. Rather
than reset the Format Cells, this problem can be easily solved by adding a single
quote mark ahead of the first zero, as shown.
18. Speed up Inputting Complicated Terms with
AutoCorrect
If you need to repeat the same value and it is complicated to input, the best way
is to use the AutoCorrect function, which will replace your text with the correct
text. Take my name, Liza Brown, for example, which can be replaced by LZ.
Therefore, every time I input LZ, it can autocorrect to Liza Brown. Go to File-
>Options->Proofing->AutoCorrect Options and input Replace text with correct text
in the red rectangular area, as below.
19. One Click to Get More Status
Most users know how to check the data status in the bottom of an Excel sheet,
like Average and Sum Value. However, do you know you can move the pointer to
the bottom tab and right click to get more status, as shown below?
20. Rename a Sheet Using Double Click
There are multiple ways to rename sheets, and most users will right click to
choose Rename, which actually wastes a lot of time. The best way is to just click
twice, then you can rename it directly.
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