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Basic Excel Tricks - IT

The document provides various Excel tricks to enhance productivity, including shortcuts for selecting all data, creating custom shortcut menus, and adding diagonal lines to cells. It also covers techniques for deleting blank cells, conducting vague searches with wildcards, and generating unique values using advanced filters. Additional tips include data validation for input restrictions, transposing data, fast navigation, hiding data thoroughly, and composing text using the '&' symbol.

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audirectacademyjodhpur
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14 views14 pages

Basic Excel Tricks - IT

The document provides various Excel tricks to enhance productivity, including shortcuts for selecting all data, creating custom shortcut menus, and adding diagonal lines to cells. It also covers techniques for deleting blank cells, conducting vague searches with wildcards, and generating unique values using advanced filters. Additional tips include data validation for input restrictions, transposing data, fast navigation, hiding data thoroughly, and composing text using the '&' symbol.

Uploaded by

audirectacademyjodhpur
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Excel Tricks

Trainer – Sushil Rebari (Bhilwara SDC)


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.
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.
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 can
now make it immediately
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.
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 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.
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.
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. 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.
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 pointer in this area and get a warning
message if the inputted information is unqualified.
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. Here’s 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 won’t activate until you copy
the data first.
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.
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.
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.

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