20 excel spreadsheet secrets you'll never know if you don't read this

8/11/2019 20 Excel Spreadsheet Secrets You'Ll Never Know if You Don't Read This

http://slidepdf.com/reader/full/20-excel-spreadsheet-secrets-youll-never-know-if-you-dont-read-this 1/14

20 Excel Spreadsheet Secrets You’ll Never

Know If You Don’t Read ThisTECHNOLOGY (HTTP://WWW.LIFEHACK.ORG/TECHNOLOGY) BY LIZA BROWN

(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 can’t 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 thes

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 tha

with only one click of the corner button, as shown in the screenshot below, alldata will be selected in seconds.

http://cdn-media-1.lifehack.org/wp-content/files/2014/05/1-1.jpg










http://www.lifehack.org/articles/author/liza-brown

http://www.lifehack.org/technology



(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, it’s really annoying shifting between

different files because sometimes working on the wrong sheet can ruin the whol

project. Using Ctrl + Tab you can shift between different files freely. This function

is also a licable to other files like different Windows tabs in Firefox when o ene





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 save—you ca





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 o

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 twoor 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 t





, ,

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 cards—Question Mark and Asterisk—used 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? Don’t 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 th

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

Don’t 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, that’s 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 isn’t 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 pointe

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 edg

of the sheet in different directions. If you want to jump to the bottom line of the





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, andcan 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, I’ve 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 tex

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.


Love this article? Share it with your friends on Facebook



20 excel spreadsheet secrets you'll never know if you don't read this

Documents