Quick Excel Tips

General
1. [Essential] Use Split screen and Freeze Panes (via the View menu) so that you can keep
a portion of your worksheet visible as you scroll and edit another part of your worksheet.
2. [Very Handy] For a quick sum or count of selected cells, look at the bottom of the Excel
window in the status bar (see an example).
3. [Handy] Make a copy of a worksheet by holding Ctrl as you click and drag the worksheet
tab you want to copy.
4. Turn on/off automatic recalculation via Formulas > Calculation Options. (In Excel 2003:
Tools > Options > Calculation). To manually recalculate press F9, Shift+F9, or Ctrl+Alt+F9.
5. Press Ctrl+Alt+F9 to manually force a full recalculation of your workbook. This may be
needed when using functions like XIRR().
6. Pressing F9 will cause volatile functions like RAND() to recalculate. This can create
interesting chart effects (see an example)
7. A great way to learn new techniques in Excel is by dissecting templates. Remember to
check for named ranges and conditional formatting rules.
8. [Advanced] Use the built-in Macro Recorder to record simple sequences of actions and
then look at the resulting VBA code (this is a great way to learn VBA).
9. [Advanced] If you work with large tables of data and you don't know what Pivot tables
are, find out! They are powerful.
10. [Info] Dates in Excel are stored as serial numbers starting from 1 = 1/1/1900. The value for
Jan 1, 2009 is 39814.
11. [Info] Times in Excel are stored as decimal values representing a fraction of a day. For
example 0.5 is 12:00 PM (noon) and 0.25 is 6:00 AM.

Formulas
1. [Essential] Use F4 to toggle a reference between A1, $A$1, A$1 and $A1 while editing a
formula (When NOT editing a formula, F4 is an alternative to Ctrl+y which is "repeat" or
"redo")

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2. [Important] Excel performs Negation before Exponentiation, so watch out for errors in
formulas like =–x^2 or =5/(–x^2). Use =-(x^2) if you want to perform the exponentiation
first.
3. [Handy] Do you use Names for cells and regions? Press F3 when entering formulas to pull
up a list of defined names and drop one in the formula.
4. [Handy]You can quickly name cells and ranges by typing a name in the reference box
directly to the left of the formula bar. You can't name something n1, n2, or n3 because those
are cell references. Use n_1, n_2, n_3 instead.
5. [Handy] Join text from multiple cells using the "&" operator: =A1&" "&B1. This works well for
combining first and last names.
6. [Handy] Tired of toggling between sheets and workbooks to see how inputs affect outputs?
Use excel's Watch Window to keep an eye on specific cells.
7. [Handy] Having a hard time with a complex calculation or finding a bug? Try using the Audit
Formula feature to quickly highlight interdependencies.
8. [Handy] Use COUNTIF() to count the number of data points between two values ...see
article
9. [Cool] Use Named Ranges if you want your formulas to use natural language or variable
names rather than cell references (e.g. =m*x+b)
10. [Tricky] Use OFFSET(ref,-1,0) to refer to the cell immediately above. Useful for a running
balance that lets you more easily insert and delete rows.
11. [Tricky] Enter a Line Break within a cell using a formula: ="abc"&CHAR(10)&"def" (then set
the Wrap Text property)
12. [Tricky] Start entering a formula and after typing a function name like =INDEX press
CTRL+SHIFT+a and see what happens (Excel will add argument placeholders to your
function).
13. [Advanced] There is no SUMPRODUCTIF function, but you can conditionally sum products
using =SUMPRODUCT(--(cond_range="x"),range1,range2)).
14. [Advanced] Need to round to a specific number of significant figures? Try this formula ...see
article
15. To copy a formula without changing references, you can first convert it to text by adding an
apostrophe before the equal sign: '=
16. [Advanced] Use a Dynamic Named Range to reference a list that expands or contracts
based on the amount of data in it ...see how
17. [Advanced] Arrays: When using an Array Formula, you press Ctrl+Shift+Enter instead of
just Enter after entering or editing the formula. Identify an array formula by checking the
formula bar - you'll see curly braces around the formula like this: {=theformula}

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 18. [Advanced] Arrays: Array constants (arrays that are "hard-coded" into formulas) are
enclosed in braces and use commas to separate columns and semi-colons to separate rows
like this 2(row)x3(column) array: {1,1,1;2,2,2}
19. [Advanced] Arrays: Check out sample array formulas for doing things like multiple linear
regression and creating sequential number arrays ...see article
20. [Example] Calculate the Day of the Year (1-366) in #Excel for a given date using =theDate-
DATE(YEAR(theDate),1,0). Return the Date value for a given Year and Day of the Year (1-
366) using =DATE(theYear,1,dayOfYear)

Formatting
1. [Essential] Press Ctrl+1 (that's a "one" not an "el") to open the Format Cells dialog window
for easy access to all the cell formatting options.
2. [Very Handy] When Excel automatically formats a number as a date, you can change it
back to a number using the shortcut CTRL+SHIFT+"~"
3. [Handy] Make multiple columns the same width by selecting each of the columns and then
changing the width of just one of them. This applies to rows as well.
4. [Handy] Double-click on the column or row sizing handle (the line between the column
letters or row numbers) to auto-size the column or row to the longest entry (some exceptions
with wrapped cells).
5. [Handy] Undo automatic formatting after inserting a row by selecting "Clear Formatting"
from the paintbrush icon that appears next to the row
6. [Info] If you see weird or magical stuff going on with formatting, it may be due to conditional
formatting. Or, it could be that Excel is applying formatting automatically (which it does
sometimes because it thinks it's so smart).
7. [Handy] Trying to get a title centered across a table? Use the Center Across
Selection format rather than one large merged cell.
8. [Handy] Apply text formats to part of a cell by highlighting that portion in the formula bar
before applying the formatting. (This is how you can do stuff like displaying H 2O, where the 2
is a subscript)
9. [Handy] Use the "Shrink to Fit" cell format option to avoid showing ##### in a cell
containing a date.
10. [Cool] Conditional Formatting: Highlight odd numbered rows with this formula:
=MOD(ROW(),2)=1
11. [Advanced] Create a Custom Number Format to display values using special formats

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 12. Custom Number Formats - The custom date format [h]:mm can be used to display times
that are greater than 24 hours, like 42:36.
13. Custom Number Formats - Display numbers as fractions using the format code # ??/100 to
display 5.2 as 5 20/100 and ?/2 to display 5.2 as 10/2 (note the automatic rounding)
14. Custom Number Formats - Display feet and inches as 8 3/12 using the format code #
??/12(rounded to the nearest inch)
15. Custom Number Formats - Display temperature with the degrees symbol using the format
code: #.##"°"
16. Custom Number Formats - Display "kg" units (or other labels) within a cell without causing
the value to convert to text using a format code like #.## "kg"
17. Custom Number Formats - Display a number with leading zeros using a format code
like 00000to display 345 as 00345
18. Custom Number Formats - Add a carriage return within a custom number format by
pressing Ctrl+j
19. Custom Number Formats - Display 23576 as 23.6K using the format code 0.0,"K"
20. Custom Number Formats - Display 23,576,000 as 23.6M using the format code 0.0,,"M"

Special Features
1. [Cool] Create a Drop-Down List within a Cell using Data Validation. The list can be on a
different worksheet ...see how
2. [Handy] Named Ranges as Bookmarks: You can create a bookmark within a large
spreadsheet by naming a cell. Then use CTRL+g to quickly navigate to that cell. You can
create a hyperlink to navigate to a bookmark (press CTRL+k and click on Bookmark).
3. [Handy] Autoshapes as Navigation Buttons: You can use an autoshape to create a
button and then apply a hyperlink to that button to link to a bookmark, another worksheet, or
even an external web page.
4. [Handy] Named Constants: You can create a Name for a constant or formula without
actually referencing a range. Go to Insert > Name > Define (Excel 2003) or Formulas >
Name Manager (Excel 2010).
5. [Handy] What-If Scenarios: If you have a mathematical model, consider using Scenarios to
store and analyze different what-if scenarios. (go to Tools > Scenarios in Excel 2003 or Data
> What-If Analysis > Scenario Manager in Excel 2010)
6. [Handy] Grouping and Outlining: You can use the Data > Group and Outline feature in
Excel to expand and contract groups of rows and columns ...see an example.

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 7. [Tricky] Add an AutoCorrect Exception to prevent "MPa" from changing to "Mpa" (Tools >
AutoCorrect Options in Excel 2003 or File > Options > Proofing in Excel 2010)
8. [Tricky] Insert special symbols like °, ², ∂ and µ quickly by adding custom Autocorrect
entries. Example: replace (^2) with ² ...see article ... Unicode Characters
9. [Handy] Goal Seek: Set an output (calculated) cell to a specific value by changing an input
cell automatically using Excel's Goal Seek feature. ...see an example
10. [Tricky] Remove Duplicates from a list by selecting the cells then go to Data > Filter >
Advanced Filter, and check Unique Records Only.
11. [Advanced] Show the Developer tab in Excel 2016: Go to File > Options > Customize
Ribbon and select the "Developer" tab option
12. [Advanced] Solver Add-In: In Excel 2010+, enable the Solver Add-In by going to
Developer > Excel Add-Ins. Solver will show up in the Data ribbon. In Excel 2003 go to
Tools > Add-Ins, the Solver will show up under Tools. ...See Excel Solver examples
13. [Advanced] Customizable Drop-Down Lists: Use data validation lists that reference
named ranges to create lists that you can customize easily ...see article
14. [Tricky] Named Ranges: If you set the Zoom to 39% or less, Named Ranges consisting of 2
or more adjacent cells will be shown outlined.
15. [Tricky] Pictures in Comments: You can display a picture as the background in a comment
(Format Comment > Colors and Lines > Fill - Color > Fill Effects > Picture)

Charts and Graphics

1. [Handy] - Your ability to compare areas isn't as good as your ability to compare lengths, so
use bar graphs instead of pie graphs if possible.
2. [Handy] - To align objects to the corners of the grid in Excel, hold down the ALT key as you
draw, move, or resize objects.
3. [Handy] - If you have a hard time selecting a series or object in an Excel chart, try using the
drop-down box in the Chart toolbar.
4. [Handy] - Link text in chart titles, axis labels, data labels, and text boxes to a cell by entering
=A1 in the formula bar after selecting the object.
5. [Cool] - Create a timeline using an X-Y chart, data labels, and vertical error bars.
6. [Cool] - Create a Dot Plot or Dot Chart in Excel using the REPT() formula ...see how
7. Jon Peltier: Jon's awesome collection of Excel Charts and Tutorials
8. Charley Kyd: How to Create Bullet Graphs in Excel to Replace Gauges
9. John Walkenbach: How to handle missing data in a line chart using =NA()

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 10. John Walkenbach: Creating a transparent chart series (bar or column chart)
11. John Walkenbach: Create a Thermomemter Style Chart in Excel

International Stuff
1. [Essential] Change the Currency symbol from $ to £ or something else by opening the
Format Cells window (Ctrl+1) and going to the Number tab. ...see video demo
2. [Handy] In Excel 2010 you can use WORKDAY.INTL and NETWORKDAYS.INTL for date
calculations that exclude specific days of the week (instead of Saturday and Sunday).
3. [Important] Whether you should enter a day as m/d/yy or d/m/yy depends on your
computer's system settings.
4. [Handy] Use the built-in "*3/14/2001" date format or the "*1:30:55 PM" time format to
display dates based on your computer's system setting. The "*" is what identifies the number
formats that use your system's settings.

Spreadsheet Compatibility Tips

1. [Info] Avoid Vertical Oriented Text ... Vertical text is not compatible with Google Docs or
Excel Web App
2. [Info] OpenOffice Compatibility: When using the INDEX function in Excel, use the correct
syntax INDEX(array,row,column). Don't use the shortcut INDEX(array,column).
3. [Info] OpenOffice Compatibility: In Excel arrays, make sure that you are using ";" for row
separators and "," for column separators
4. [Info] OpenOffice Compatibility: In Excel use cell references rather than named ranges for
the linked cells in form field controls

Hidden Features
1. The EVALUATE function: Trick for evaluating text as a formula ...see article
2. Use the DATEDIF function to find the number of years, months, or days between two dates.
See "Calculate Age in Excel" for examples.