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3 Tips from an Expert In Excel

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Title: 3 Tips from an Expert In Excel


1
3 Tips from an Expert In Excel
  • Website
  • http//www.p2w2.com/chaitanya_sagar/

2
  • Six months ago, I had never used Excel before,
    and today, Im an international champion. I won
    third place in the 2013 Microsoft Office
    Specialist World Championship, where I
    represented the United States with five other
    students in the ultimate productivity
    competition. I competed against 100 finalists,
    who outmatched more than 344,000 total
    participants in qualifying rounds across 90
    countries. My story is a testament to how easy it
    is to learn (and master) Excel.

3
  • With so many features and capabilities, Excel can
    be intimidating at first, but once you dive in,
    youll find its a lot less complicated than it
    seems. Im happy to share three of my favorite
    Excel tips with readers because I think everyone
    can benefit from the technology its an
    important skill set for success in school and the
    workforce. Get started with the following tips to
    become an expert in excel

4
The Fill Handle
  • The Fill Handle is one of my favorite features in
    Excel because its a great time-saver. Located in
    the bottom right-hand corner of an active cell,
    the Fill Handle is a small, black square that can
    be used to copy the contents of a cell, or range
    of cells, into adjacent rows or columns. Heres
    how to get started

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  • Click on the cell you would like to fill or copy.
    This should highlight the cell with a thick black
    border, making it active. Fill is Microsofts
    term for the automatic completion of a series
    such as dates, days of the week, days of the
    month, ID numbers, etc.
  • 2. When you move your mouse over the Fill Handle,
    a small black cross appears. Click and drag the
    cross down a column or across a row to complete
    the series.

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  • 3. Below the bottom right-hand corner of the
    filled series, an icon appears. When selected, a
    menu expands from the icon which provides options
    that are specific to the users series. Within
    this menu, choose an option that best fits your
    desired effect.
  • Copy Cells This copies the selected cell(s) and
    the formatting into the adjacent cells. In my
    example, Copy Cells would result in all seven
    cells containing the text Monday as well as the
    formatting of the cell.
  • Fill Series This option will complete the series
    set by the selected cell(s). In my example, this
    would fill the rest of the days of the week.
  • Fill Formatting Only This copies only the
    formatting of the selected cell(s) into the
    adjacent cells. In my example, this would fill
    the black, size 11 Calibri font into the other
    cells.
  • Fill Without Formatting This option is the
    opposite of Fill Formatting Only. It will copy
    the text from the selected cell(s) but not the
    format. In my example, this option would result
    in the text Monday being copied without the
    cells formatting.

8
  • The Fill Handle can be useful when a user needs
    to fill a long series. It saves time by
    preventing the user from having to type out each
    element of a series. This command has definitely
    helped me in the past by allowing me to quickly
    fill in data, formulas, or formatting in
    worksheets of all sizes, which ultimately
    increases efficiency.

9
Text to Column
  • A great tip for organizing your data by different
    components in Excel is the Text to Column
    command, which makes it easy to separate data
    within a cell. Follow these quick steps to use
    Text to Column

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  • Highlight the cells containing data that needs to
    be separated.
  • 2. Click on the Data Ribbon. In the Data Tools
    group of the Data Ribbon, select the Text to
    Column command. This causes the Text Wizard to
    launch.
  • 3. Choose Delimited, and click next.
  • 4. The next step allows the user to select how
    the data is separated. In my example, the first
    and last names are being separated by spaces, so
    in the Delimiters box, I would check Space.
    Once the delimiter has been selected, click next.
  • 5. The next step allows the user to format each
    new column with a different data format and
    choose where the data should be placed. This step
    is not necessary in my example however, this
    step could be useful if a user wanted to separate
    a date such as January 10, 2009 into month,
    day, and year columns because January could be
    formatted as text and 10 and 2009 could be
    formatted as numbers.
  • 6. Click finish to apply the separation.

12
Absolute References
  • This is one of the easiest but little known
    tricks in Excel. Absolute References are used in
    formulas to prevent an included cell reference
    from shifting as formulas are filled to adjacent
    cells. Here is an example of a situation when an
    absolute reference comes in handy

13
  • In the example above, each employee will receive
    a bonus equivalent to 5 of their salary. Because
    each employee has a different salary, each bonus
    will be a different amount. In order to calculate
    the bonus, the wage must be multiplied by 5. So,
    in cell D4, the formula should be C4G2. We
    can then fill this formula to the end of the
    column however, if G2 is not made into an
    absolute reference before it is filled, the cell
    reference will shift downward with the fill. To
    create an absolute reference

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  • 1. Double-click on the cell that contains the
    formula this places the cursor in the cell. Move
    the cursor so that it is within the cell
    reference that must be absolute. In the above
    example, that would be cell G2.
  • 2. Press the F4 key once. This inserts dollar
    signs into the cell name (G2). This tells Excel
    to always reference G2 when calculating the
    bonus.

15
  • Understanding absolute references and how to
    create them is imperative when using formulas in
    Excel. They allow formulas to copy correctly
    within a workbook, and in the example above,
    youll see how important it is to reference cell
    G2 rather than typing 5 into the formula because
    it allows the bonus percentage to change while
    keeping the bonus amounts accurate.

16
What are You Waiting For?
  • Becoming familiar with Excel can save you a lot
    of time, and the best way to become familiar is
    to experiment. Who knows - with enough practice
    you could even be one of next years Microsoft
    Office World Champions! In the meantime, the
    Expert in Excel and Office.com are great
    resources if you ever find yourself stumped.
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