10 Microsoft Excel Tips and Tricks That’ll Make Your Work Faster

Microsoft Excel is a lot more powerful than you think. But there’s a clear learning curve that separates those who just started using Excel and pros who breeze through this program like it’s nothing. To jumpstart your journey to mastering Microsoft Excel, here are top 10 tips and tricks to significantly enhance your efficiency.?

1. Freeze Panes for Easier Data Comparison

The Freeze Panes feature allows you to lock specific rows or columns in place. As you scroll through your data, these frozen rows or columns remain visible, making it easier to compare information.

Here’s how you can do this:

1. Navigate to the “View” tab. It’s located in the Excel ribbon at the top.
2. Click on “Freeze Panes.” A dropdown menu will appear with three options:

• “Freeze Panes”: This option locks both the top row and leftmost column. It’s useful when you want to keep headers or labels visible while scrolling through a large dataset.
• “Freeze Top Row”: Only the top row remains visible while scrolling. Ideal for scenarios where you have column headers.
• “Freeze First Column”: Locks the leftmost column, which is handy when dealing with wide tables.

1. Choose the appropriate option based on your needs. Click on the desired option, and Excel will freeze the specified rows or columns.

Why It Makes Your Work Faster

By keeping important headers or labels visible while scrolling through large datasets, you can quickly reference information without losing context. For example, if you’re analyzing sales data, freezing the top row with column headers (like “Product,” “Revenue,” etc.) ensures you always know what each column represents.

2. Quick Analysis Tool for Instant Visualizations

The Quick Analysis tool provides quick access to visualizations, tables, and other features based on the data you’ve selected.

Here’s how you can do this:

1. Select your data. Highlight the range of cells you want to analyze. This could be a single column, multiple columns, or an entire table.
2. Look for the small icon that appears at the bottom right corner of the selection. It resembles a small square with a lightning bolt.
3. Click on it to open the Quick Analysis menu. A pop-up menu will appear with several options:

• “Formatting”: Apply conditional formatting to highlight specific cells.
• “Charts”: Create various chart types (bar charts, pie charts, line graphs) instantly.
• “Totals”: Calculate common summary statistics (sum, average, count) for the selected data.
• “Tables”: Convert your data into a formatted table.
• “Sparklines”: Add mini charts within cells to visualize trends.

1. Explore the options and choose what you need. Click on the relevant category to apply the feature.

Why It Makes Your Work Faster

Instead of manually creating charts or tables, the Quick Analysis tool generates them instantly. Whether you’re preparing a report or analyzing trends, this feature saves time and ensures professional-looking results.

3. Flash Fill: Excel’s Auto-Completion Wizard

Excel’s Flash Fill feature detects patterns in your data and automatically completes the rest of the information for you.

Here’s how you can do this:

1. Start typing a pattern. For example, if you have full names in one column (e.g., “John Doe”), start typing the desired split (e.g., “John” or “Doe”) in a neighboring column.
2. Observe Excel’s suggestions. As you type, Excel will recognize the pattern and suggest completions.
3. Press Enter to accept the suggestions. Excel will fill in the remaining cells based on the detected pattern.

Why It Makes Your Work Faster

This eliminates the need for complex formulas or manual data manipulation. Flash Fill is like having an auto-completion wizard for your spreadsheet. Use it for tasks like splitting full names into first and last names, extracting email domains, or formatting dates consistently.

4. Name Ranges for Easy Cell References

Instead of remembering specific cell references (like A1 or B5), you can assign a name to a particular range of cells.

Here’s how you can do this:

1. Select the range of cells you want to name. Highlight the cells you want to assign a name to.
2. Go to the “Formulas” tab. It’s where you’ll find the Name Manager.
3. Click on “Define Name” and assign a descriptive name. For example:

• If you’re working with sales data, select the range containing sales figures (e.g., B2:B1000).
• Click on “Define Name” and enter a name like “SalesData.”

1. Use the named range in your formulas. Instead of typing cell references, use the name (e.g., “=SUM(SalesData)”). Excel will automatically refer to the correct range.

5. AutoSum: Quickly Sum a Range of Numbers

AutoSum is a built-in function that allows you to quickly calculate the sum of a range of numbers within your spreadsheet. Instead of manually writing out SUM formulas, AutoSum streamlines the process with just a few clicks.

Here’s how you can do this:

1. Select the cell where you want the sum to appear. Click on the cell where you want the total to display.
2. Click on the “AutoSum” button in the “Home” or “Formulas” tab. It looks like the Greek letter sigma (Σ).
3. Excel will automatically detect the adjacent range and insert the SUM formula. Adjust the range if needed by dragging the selection handles.

Example: Suppose you have a column with sales figures from B2 to B10. To find the total sales, follow these steps:

1. Click on the cell where you want the total (e.g., C11).
2. Click the AutoSum button.
3. Excel will suggest the SUM formula for the range B2:B10.
4. Press Enter to calculate the total.

Why It Makes Your Work Faster

No need to manually write out SUM formulas; AutoSum does it for you with a single click. Whether you’re analyzing expenses, revenue, or any other numerical data, AutoSum simplifies the process.

6. Custom AutoFill Series for Unique Sequences

AutoFill is commonly used to extend a series of numbers or dates. However, did you know you can create custom sequences too?

Here’s how you can do this:

1. Type the starting value of your sequence. For example, if you want to create a custom month sequence starting from “January,” type “January” in a cell.
2. Drag the fill handle (the small square at the bottom right corner of the cell) down or across. Click and hold the fill handle, then drag it to the desired direction (down for a column or across for a row).
3. Excel will automatically generate the next values in your custom sequence. For instance, if you started with “January,” Excel will fill in “February,” “March,” and so on.

Example: Suppose you’re creating a project timeline. You’ve entered “Q1” in cell A1. To generate the subsequent quarters:

1. Type “Q1” in A1.
2. Click and drag the fill handle down to A4.
3. Excel will fill in “Q2,” “Q3,” and “Q4.”

Why It Makes Your Work Faster

Instead of manually typing out repetitive sequences, let Excel do the work for you. Custom AutoFill is especially handy when creating unique labels, such as project codes, product names, or event dates.

7. Text to Columns: Splitting Data with Delimiters

The Text to Columns feature allows you to split data in a single column into multiple columns based on a delimiter (e.g., comma, space, semicolon).

Here’s how you can do this:

1. Select the column containing the data you want to split. Click on the column header to highlight the entire column.
2. Go to the “Data” tab. It’s located in the Excel ribbon.
3. Click on “Text to Columns.” A wizard will appear.
4. Choose the delimiter. Select the appropriate delimiter (e.g., comma, semicolon, or custom character).
5. Follow the wizard steps. You can specify additional options, such as data format and destination cells.

Example: Suppose you have a column with full names (e.g., “John Doe”). To split it into first names and last names:

1. Select the column.
2. Go to Data > Text to Columns.
3. Choose “Delimited” and click Next.
4. Select the delimiter (space in this case) and click Next.
5. Specify where you want the split data to appear (e.g., adjacent columns).

Why It Makes Your Work Faster

Instead of manually copying and pasting data into separate columns, Text to Columns streamlines the process. Use it when dealing with addresses, full names, or any data separated by consistent delimiters.

8. Conditional Formatting: Highlighting Important Cells

Conditional Formatting allows you to automatically format cells based on specific conditions (e.g., values greater than a certain threshold).

Here’s how you can do this:

1. Select the range of cells you want to format. Highlight the cells where you want to apply conditional formatting.
2. Go to the “Home” tab. It’s where you’ll find the Conditional Formatting options.
3. Click on “Conditional Formatting” and choose a rule. For example:

• “Highlight Cells Rules” > “Greater Than.” Set a threshold value (e.g., 100).
• Choose a formatting style. Pick a color or font style to highlight cells that meet the condition.

Example: Suppose you’re analyzing sales data. To highlight sales above $1,000:

1. Select the sales column.
2. Go to Home > Conditional Formatting > Highlight Cells Rules > Greater Than.
3. Enter 1000 as the threshold and choose a formatting style (e.g., bold red font).

Why It Makes Your Work Faster

You can instantly spot important data points without manually scanning through the entire sheet. Use conditional formatting for visual cues, such as identifying sales targets, overdue tasks, or inventory levels.

9. Ctrl + Arrow Keys: Navigating Efficiently

Use the Ctrl key in combination with arrow keys to quickly navigate to the edges of your data.

Here’s how you can do this:

1. Press Ctrl + Down Arrow to jump to the last filled cell in a column. If you’re in column A, it takes you to the last filled cell in that column.
2. Press Ctrl + Right Arrow to move to the last filled cell in a row. If you’re in row 1, it takes you to the last filled cell in that row.

Example: Suppose you have a large dataset with sales figures. To quickly jump to the last entry:

1. Click on any cell within the sales column.
2. Press Ctrl + Down Arrow. Excel will take you to the last filled cell in that column (e.g., B1000).
3. Similarly, Ctrl + Right Arrow will move you to the last filled cell in the current row.

Why It Makes Your Work Faster

No more endless scrolling—these shortcuts take you directly to relevant data. Use them to navigate large tables or datasets swiftly.

10. Data Validation: Ensuring Accurate Input

Data Validation restricts the type of data users can input into a cell (e.g., only allow dates, whole numbers, or specific values).

Here’s how you can do this:

1. Select the cell where you want to apply validation. Click on the cell where you want to enforce data rules.
2. Go to the “Data” tab. It’s where you’ll find the Data Validation options.
3. Click on “Data Validation.” A dialog box will appear.
4. Set the validation criteria. For example:

• Allow Whole Numbers Between 1 and 100. Specify the minimum and maximum values.
• Choose an input message (optional). Provide instructions for users.
• Select an error alert style (optional). Display a warning or error message if invalid data is entered.

Example: Suppose you’re creating an order form. To ensure that users enter valid quantities:

1. Select the cell where users will input the quantity (e.g., D5).
2. Go to Data > Data Validation.
3. Choose “Whole Number” and set the minimum value to 1 and the maximum value to 100.
4. Optionally, add an input message (e.g., “Enter a quantity between 1 and 100”).

Why It Makes Your Work Faster

Data Validation prevents errors and ensures consistent data entry, saving time on data cleanup. Whether you’re building forms, surveys, or financial models, this feature maintains data integrity.

Wrapping Up: This Just The Beginning of Your Microsoft Excel Journey

There you have it! Ten Microsoft Excel tips and tricks to help you climb the learning curve. Remember to keep practicing and take a few minutes to relax whenever you feel lost in Excel. And if you’re up for the challenge, read our next blog post about why you should get an MS Excel Certification. We went through all the steps and advantages of getting one.

If you also want a customized learning journey in Excel, check out our extensive training video libraries and courses. At Intellezy, we designed our online courses for learners at various stages, from those who are just getting their feet wet to intermediate users looking to polish their skills further.