As you most likely know, Microsoft Excel can be a very useful program for businesses when it comes to organizing data. Odds are, you have a basic grasp of the software's basic functions. However, the following are 5 Ways to Best Utilize Microsoft Excel:
1. Adding Rows and Columns
As you're adding data to your spreadsheet, there's a good chance that you'll need to add new rows and columns. While it's not difficult to figure out how to add one row or column at a time, going about it this way can get tedious, especially if you need to add dozens or even hundreds of additional rows.
Fortunately, there's an easier way to add multiple rows and columns. Simply highlight the corresponding number of rows and columns that you want to add from the existing rows and columns on your spreadsheet. Then right-click and choose Insert. That number of rows and columns will then be added to your spreadsheet.
If you have a large data set in front of you, trying to look at a specific piece of data can be a bit challenging since you're confronted with all of the data in your spreadsheet. The use of filters allows you to only look at specific rows of data at a single time, making it easier to inspect the data you need to look at. To do this, you'll need to add filters to each column in your data.
Begin by clicking on the Data tab and choosing Filter. Then click the arrow next to the column headers. By doing this, you'll not only be able to decide whether you want your data to be sorted in descending or ascending order, but you'll be able to select what specific rows you want to show.
3. Removing Duplicates
Larger data sets often contain duplicate content. Finding and deleting duplicate content on your own is way too challenging and time-consuming if you're faced with a large data set. Instead, simply highlight the row or column from which you want duplicate data to be deleted. Go to the Data tab and choose Remove Duplicates under the Tools menu. A pop-up will show up to confirm the data you've chosen. Then simply select Remove Duplicates.
4. Turning Columns into Rows
If you decide to reformat your spreadsheet by turning columns into rows or vice versa, you can use the Transpose feature to make quick work of it. Highlight the column that you want to turn into rows and right-click it. Choose Copy and then select the cells where you want your first row to begin. Right-click and choose Paste Special. A module will appear from which you can select the Transpose feature. Your column will then be turned into a row.
5. Splitting One Cell Into Two
If you have information in one cell that you want to divide into two cells (such as, for example, splitting someone's name into a first name cell and a last name cell), you can do so by highlighting the column you want to split and choosing Text to Columns under the Data tab. Choose either the Delimited (breaking up text based on commas, tabs or spaces) or Fixed Width (breaking up text based on the exact location you choose) options, view the preview and then hit Next to execute the split.
These are five ways that you can get better use out of Microsoft Excel. For more tips and tricks on how to use your business software, be sure to visit us at EnvisionIT Solutions today.
Written By Kevin Gray
Hello! I am the Vice President @ EnvisionIT Solutions. | Technology Expert | Author | Speaker | Small & Medium Business IT Support - We founded EnvisionIT Solutions in 2007 to provide IT services and support for business owners/CEOs who value the necessity of technology to drive their success and growth.