Microsoft Excel is an ideal tool to excel at work and be more organized and productive. Below we give you 7 simple tricks of Excel to gain time, efficiency and order in the office.
Excel is one of the most complex and complete programs in the Microsoft suite: thanks to it, you can do all sorts of things, from calculating your pension plan to preparing an invoice or keeping your domestic accounting up to date. For the job, taking advantage of Excel’s potential will help you save time, improve your productivity and be a very efficient employee.
It does not matter what your profession is since this program will help you to improve all kinds of functions, from finances to event management or setting deadlines and also, it is useful for all levels. Today, we rescue some tools and functions in this platform that you can use to reduce your workload.
They are especially useful for reports and analysis since they allow you to summarize large amounts of data and tables in a short space of time. You will find it inside the option “Insert / Dynamic tables” and you only have to select the data in the upper half of the bar on the right. The lower part will be used to generate the table. This tool will classify all the data into an easy to understand table so that you do not have to order a large data collection and you can concentrate completely on the most relevant pieces of information.
Automatic Fast Filling (or AutoFill)
It is very useful to sort the records in the database and manage mailing lists. It helps users to avoid repetitive data entry tasks, such as dividing names of surnames or separating the uppercase format from the lowercase format. It is enabled by default and automatically populates the data when it detects a pattern.
However, if it does not work as expected, follow these steps to check if Quick Fill is enabled. Click on File> Options and then on Advanced, noting if the box is checked. You can also type CTRL + E to update the section.
This tool is very useful for establishing objectives and creating forecasts since it helps you determine what you need to achieve a particular objective. For example, if you want to earn 500,000 euros a year from product sales, it will help you know how many units you need to sell to achieve that goal.
This tool is found in Data – Data Tools – Assumption Analysis – Objective Search and is quite easy to use: you have to select a cell with the required formula in the “Set Cell” box and add the target with the desired value. Then you must click on “Changing cells” to choose an input value adjusted by Excel, which will show you the values you need to reach the objectives and help create more accurate predictions and forecasts.
The conditional format will help you prepare reports and analyze large data sets, as it is designed to highlight the most interesting data, in a similar style and format. Or what is the same, you can format the cells automatically to give them a specific color, among many other variables. To do this, you must select the cell and click on “Start / Conditional Format / (and select the option you prefer)”. You can choose conditions such as “Less than” or “Greater than”, etc., to highlight them.
Index and Match
These two functions are ideal for searching data quickly in a table as a result of the intersection of a specific row and column. With the MATCH function you will know the corresponding number of the row and the column and with the INDEX function specify the table and the row and column number. The correct syntax of the functions is as follows: MATCH (value searched, the table in which it is searched, type of match) INDEX (table, row number, column number).
They are very useful for creating reports on performance, for example, as they provide a visual representation of the data and can easily show the ascending and descending trends of the numbers.
You only have to select the data, click on Insert, then on Insert Cascade Chart or Chart Quotes and, finally, Cascade. You can also use the All Graphs Recommended Graphics tab to create a waterfall graph.
This Excel feature allows you to collate data and merge those sheets to generate reports as a product inventory. To access the SearchV formula, you must access the Formulas menu and enter the cell that contains your reference number. Then, you must enter the set of cells from which to extract the data, the column number of the data you need and true or false.