Advanced Excel Techniques Pdf

09.02.2021

Back to Basics –Excel Tables. Formatting table data You can quickly format table data by applying a predefined or custom table style. Calculated columns By entering a formula in one cell in a table column, you. You've familiarized yourself with the basics of using pivot tables to summarize your data, and now you feel like you're ready to tackle some advanced pivot table techniques.

Excel is one of the most perplexing pieces of software in the Microsoft Office suite. And is the most widely used spreadsheet software.

So, if you are the one who needs to regularly use this scary program then this article is going to be very helpful for you.

Whether you are just starting your Excel journey or have been using it for a while, there are few skills that will help you succeed in this complex program,

…and the best things about the Excel skills are this help to avoid the certain hazard and impress the other person with your work (especially your Boss).

Here learn about the 21 top Excel skills to make yourself more dynamic and an experienced user.

Highlights Of Advanced Excel Skills Checklist:

Choose the Right LayoutUse Fill Function
Use Named RangesFormatting
Converting to PDFProtect Your Work
Control Data InputUse Keyboard Shortcuts
Use PivotTable ToolCustomize the Ribbon
Create ChartsUse Custom Views
Grouping and OutliningAutomate Complex Tasks with Macros
Automating Sub-totalsImport Data from a Website

1) Choose the Right Layout

This is the very first thing that you need to include in your regular Excel work. Many Excel users have seen that just open Excel and start typing and hope for the best.

But this is not done…

You need to do a little planning before starting creating a spreadsheet. Understand your data, and given little time what you actually want to get out of it.

And try to layout your spreadsheet in a way to easily achieve what you want.

This little effort will make your work a lot easier and accurate.

2) Use Fill Function

The Fill function is a GREAT Excel skill that will make your work a lot easier and less time-consuming.

Suppose you need to create 12 months complex report in one workbook. And for this, you need to create 12 sheets from Jan-Dec. You laid out the Jan sheet and proceed to copy & paste the spreadsheet to the other 11 sheets.

Well, this is the very tiresome process and a small mistake while pasting data can become a big Blunder.

So, in this case, make use of the Excel’s “Fill Across Sheets” tool. This will allow you to duplicate one sheet across many others quickly and more precisely.

Additional Reading:

3) Use Named Ranges

This is the most advanced Excel skill that every Excel used to use while creating data.

Named ranges (definite names) are fundamentally absolute, and here you don’t require to put the symbols on anchor refs. In fact, use names in formulas, or rapidly select a named range.

The named ranges when applied to a single cell or a range of cells and you can see in the formula, it can be used as a direct replacement for the cell or range address.

This is by default set, and when you create a named range on one sheet, you can use that name on other sheet and always back to its original location.

4) Formatting

This is also very effective Excel skill that you need to implement in your regular Excel work.

Once you have created your spreadsheet – you will commonly do two things:

  • Enter data or review data.

Neither of these things helped by a creation of fonts, sizes and colours, so to make your spreadsheet easy to understand, picks one font and stick with it.

Make use of the Bold or Italics, for highlighting the differences between headers and data and utilize light cell colour to pick out summary rows and formulas

Advanced Excel Techniques Pdf

And leave all the formatting till last one.

5) Protecting Your Work

While creating a perfect Excel report, one has to go through a great deal of trouble, so protecting the Excel file is highly important.

Excel is having great tools to protect your work and preventing others from doing any change.

You can protect formula cells to stop any other changes, stop the rows and columns from being resized and also stop the user from changing the structure of the workbook.

Well, at a highly advanced level, you can even allow certain users to edit the particular regions.

6) Converting to PDF

After creating your report, you need to send that Excel spreadsheet or report to the clients. Well, till here it is Fine, but do you really want them to look at your data and formulas. I think possibly NOPE.

If you answer is NO, then the simplest thing is converting your Excel report to PDF.

Though there are other numbers of ways, that will stop other to take a look at your data or formulas or change things on your spreadsheet such as (hide things, protect things or disguise values with formatting). But all these steps can be circumvented.

So here the best thing is simply to convert your spreadsheet to PDF and send it out without any worry.

Well converting Excel to PDF is easy and the entire current versions of Excel can do it without any additional software.

7) Use Keyboard Shortcuts

Keyboard shortcuts are very helpful to make your work easy.

Many users reach for the mouse to perform an action in Excel, but using the keyboard is not only easy but also speed up your work and saves time.

Here in this video watch the Excel keyboard shortcuts:

8) Control Data Input

For me and I guess every Excel user the most irritating thing is – incorrect data in Excel.

And in this Dates are one of the biggest culprits. Many users enter dates in a wrong way and it looks like just a text.

This not only makes you entire report down the line but also end up causing formulas to go wrong and filters not to work.

So, the solution makes use of the Data Validation, using this not only control the information types user enters into cells like numbers, dates or text but also the data range.

Also Read:Stuck With MS Excel Data Validation Error? Here Is The Quick Fix To Get You Going!

9) Use PivotTable Tool

This Excel skill is very time-saving; make use of the PivotTable Tool. This will help you to save yourself from large amount to analysis time.

This tool is available in the Excel itself, just go to “Insert” menu and look for the “PivotTable” icon.

The best way to use this is to click the icon after highlighting entire data table and the headers too. The PivotTable tool analyzes data and brings it into a new sheet and there you can manipulate the data as you like.

The PivotTable will automatically do the work, and save time to study the results.

10) Customize the Ribbon

Ribbons are very useful but quite frustrating when you need to switch from one tab to the other to find the commands that you want to use.

However, in Excel 2010, it is easy to customize the ribbon. And here you can add your own custom tabs and drop onto it a selection of the commands that are more frequently used and can even include macros.

11) Create Charts

Creating charts make your presentation, report easy to understand and as well impress your Boss.

Well, using the graphs and charts can be bit tricky, only if you want them. However, a basic chart can be produced in a couple of clicks.

The latest Excel version makes it very easy to try different charts and formats easily.

Also Read: How To Use Dynamic Data Labels To Create Interactive Excel Charts

12) Use Custom Views

A custom view is useful when you need to print your report. This records the entire current print settings and allows you to re-apply them easily at a later stage.

And in the print settings, it can record filters and hidden rows and columns also.

This is very helpful to avoid the issues while printing like page breaks, scale it correctly, headers and footers and others.

13) Grouping and Outlining

If you are having a lot of rows and columns on your spreadsheet, then it becomes a responsibility constantly scrolling left and right or up and down to get to the point where you want to be, just to go back where you started.

In this case, grouping and outlining will help you with this and allow you to quickly expand and collapse a number of rows or column. This is just like the super hide/unhide features and as you understand it, it is fairly easy to apply.

14) Automate Complex Tasks with Macros

Macros are highly useful and great tool available in Excel. With the help of macros, you can make Excel do the thing that it can’t-do previously. You can also complete the tasks in the couple of seconds that take an hour to complete.

Well, making use of the Macros can be complex but once you use it. This becomes a lot easy for you to complete the tasks with a blink of the eye.

15) Automating Sub-totals

While working on Excel one of the most important tasks is adding subtotals to a column of values.

For Example: If you have a sheet full of sales data and want to show how much of each product was sold. Then, in this case, you need to insert new rows after a group of product and then sum up the values above and repeat the process for every product.

I have seen many people who spend hours in doing that, which is highly frustrating. So, in this case, the sub-totals tool is highly helpful in doing the same job in a couple of seconds and as you are finished, this removes the totals rapidly, leaving the spreadsheet same as it was.

16) Import Data from a Website

Traktor pro 3. Well, this is the last Excel skills that are very helpful and greatly speed up the workflow.

Learning how to import data from a website is very important. As if you see a website with the tone of useful data than just convert it into a worksheet.

  • Just click File > Import External Data > click New Web Query.
  • When you click this tab a new window open that displays browser homepage with the URL of the page.
  • Select the web page that wants to display and copy paste the link into the Address box.
  • Lastly, click OK and now your data is imported into an Excel file.

Well, these are some of the top, advanced and as well as essential Excel skill that you need to implement in your regular work to become more productive and save time.

What Excel Skills Are Employers Looking For?

Here is the list of Microsoft Excel skills which employers usually look for in the candidates they are hiring.

Case 1: Auditor Excel Skills

Check out the Excel Skills highly preferred by Employers in candidates applying for the post of auditor:

  • Worksheet
  • Charts
  • VLOOKUP, HLOOKUP
  • Functions
  • Balance Sheet Audit
  • Conditional formatting
  • Pivot Tables
  • Internal Auditing
  • Internal Audit of Inventories
  • Macros
  • Operators

Case 2: For Senior Level / Excel Specialists / Excel Experts

Following are the Excel skill checklist for candidates applying for the post of Senior Level / Excel Specialists / Excel Experts:

  • Advanced Formulae
  • Advanced Charting
  • PIVOT Tables & PIVOT Reporting
  • Conditional Formatting
  • Tool Bars
  • VBA & Macros
  • Excel Worksheets
  • Functions
  • Data Tables, Simulations & solver
  • VLOOKUP
  • INDEX + MATCH

Case 3: For Entry Level / Administrative Job Roles

Below here is what advanced Excel skills you needs to have for Entry Level / Administrative Job Roles:

  • COUNTIF / COUNTIFS
  • SUMIF/SUMIFS
  • Cell Formatting
  • Data validation
  • Data Filters
  • Excel shortcut keys
  • Data Sorting
  • Managing Page Layout
  • Charts & its Analysis
  • Pivot Tables

Case 4: Business Analyst Excel Skills

Following are list of advanced Excel skills which employers look while hiring candidate for Business Analyst post.

  • SUMPRODUCT
  • Charts & Chart Analysis
  • Conditional formatting
  • IFERROR
  • VLOOKUP
  • MACROS
  • Regression
  • MATC
  • INDIRECT
  • Data Validation
  • SUMIFS, COUNTIFS
  • Merge Data
  • IF Function
  • Data Analysis
  • Pivot Tables
  • Histograms

Case 5: Data Analyst Excel Skills:

Have a look over the top Excel skills you must know if you are applying for Data Analyst post:

  • Functions for data cleaning and manipulation: LEN, Remove Duplicates, Filter & Sort, Concatenation, Logic Functions, Conditional Formatting, IfError, Index Match, Find & Replace, Short-Cuts
  • Pivot Tables
  • LOOKUP Functions
  • Macros
  • Flat data tables
  • Cross Reference Table
  • Graphics Data
  • Advanced Charts
  • Data filters
  • Operators
  • Number Series
  • Data Interpretation

Wrapping Things Up:

I tried my best to discuss some of the essential Excel skills.

Now it’s your turn to make use of the given advanced Excel skills and make your life easier and as well impress everyone with your work.

And also remember, there is always something new to learn about this powerful Microsoft office program.

So, whatever you do try to make your Best.

And also if you have any query, other MS Excel skills that I haven’t mention in this article than do let me know, you can visit our comment section box below.

That’s it…


Margret

Margret Arthur is an entrepreneur & content marketing expert. She writes tech blogs and expertise on MS Office, Excel, and other tech subjects. Her distinctive art of presenting tech information in easy to understand language is very impressive. When not writing, she loves unplanned travels.

Microsoft Excel is very popular and best application for managing, organizing and arranging crucial data.

This application is used in countless ways and this is the reason numbers of features are packed inside this Microsoft’s popular application.

This doesn’t matter whether you are a casual user or an Excel expert, it is important to know everything in it so that you can easily use this complex application.

Here in this article, we are describing – easy tips n tricks that will make you master Microsoft Excel:

Included Excel Tips and Tricks:

Advanced excel free download pdf
Click once to Select AllOpen Multiple Excel Files at Once
Create a New Shortcut MenuAdd More Than One New Row or Column
Apply Diagonal BordersTurn Columns into Rows
Hide Individual CellsFreeze Row and Column Headings
Quickly Move and Copy Data in CellsDelete Blank Cells Fast
Use Flash Fill to Save TimeAdd Comments to your Formulas
Quickly Add Up FiguresRotate Heading Text
Add Decimal Points AutomaticallyAdd Your Own Graphics to Charts
Save Charts As TemplatesAdd the Calculator (or else) to Quick Access
Apply Some Conditional FormattingYou can Draw Equations
Fast Navigation with Ctrl + Arrow ButtonInput Values Starting with 0
Rename Sheet Using Double ClickCompose Text with &
Transform the Case of TextSpeed up Entering Complicated Terms with AutoCorrect
Generate a Unique Value in a ColumnInput Restriction with Data Validation Function
Bring Selection into ViewLearn Excel’s Best Shortcut Keys

Tips and Tricks to Master Microsoft Excel

1. Click once to Select All

Many of us know that we can select the entire excel sheet by using the Ctrl + A shortcut but I guess few of us know that simply clicking once on the corner button will select the entire data in less than a second.

2. Open Multiple Excel Files at Once

While working on multiple excel files, you need to open files one by one, this is quite difficult to handle but here we will describe a handy way to open them all with one click.

All you need to do is to select the files you like to open and press Enter key, all selected files will open altogether.

3. Create a New Shortcut Menu

Using shortcuts makes the work easy. In Excel we are having three shortcuts in the top menu – Save, Undo Typing and Repeat Typing.

But if you want to utilize more shortcuts like Copy and Cut, you can set them up:

Here know how:

Go to File > Options > Quick Access Toolbar > Add Cut and Copy from the left column to the right and save it.

Now you can see two more shortcuts added to the top menu and make the work easy for you.

This is really very helpful to organize the Excel crucial data easily and become an Excel expert.

Know More MS Excel TRICKS.

4. Add More Than One New Row or Column

Well, I think most of the Excel user must know that by selecting a row or column we can add a new one via Insertdrop-down under Home.

However, here is an easy way to do so.

Drag and select rows or columns > right click the highlighted rows or columns > select Insert from the drop down menu.

Now new rows will be inserted above the row or to the left of the column you first selected.

NEXT…

5. Apply Diagonal Borders

If you got a table that requires both row and columns headers in the same cell then make use of the diagonal borders.

Click More Borders at the bottom of the borders drop-down menu (on the Home tab of the ribbon) and diagonal buttons are by the box corners.

Click it and save.

This makes the work easily understandable and presentable in your excel sheet.

Additional Reading:

6. Turn Columns into Rows

If you have data in columns that should be in rows or the other way then here we have tips to do so without losing anything.

Just, copy the original block of the cell > right click on the destination cell > click Paste Special > Transpose.

7. Hide Individual Cells

Excel has a master trick of hiding cells. This is one of the best Excel tips and tricks

All you need to do is to select the cell that you want to hide and right click >select Format Cells and then set the format as Custom under the Number tab and Enter;;; (three semicolons) as the format.

Now the cell content disappears but they are still present there and can be used in formulas.

This is really amazing Excel tips and tricks

8) Freeze Row and Column Headings

This is the simple but useful trick to becoming an Excel expert.

Freeze the row and column headings so they are always viewable when you scroll around.

To do so, LOOK

Place the cursor in the top-left cell where the actual data starts and go to VIEW menu and simply select Freeze Panes and Freeze Panes.

Now the heading is viewable where ever you scroll.

9. Quickly Move and Copy Data in Cells

If you want to move one column of data in a spreadsheet then the easy and fast way is to select it and move the pointer to the border after it turns to a crossed arrow icon then drag to move the column freely.

But if you want to copy the data, .then press the Ctrl button before dragging to move the new column will copy all the selected data.

10. Delete Blank Cells Fast

Some of the default data will be blank for various reasons.

So if you need to delete these to maintain accuracy, particularly while calculating the average value.

The easy way is to filter out entire blank cells and delete them with one click.

Choose the column you want to filter and go to Data > Filter after the downward button shows, undo Select All and then pick the last Blanks option.

The entire blank cell will show immediately.

Now go to Home and click Delete directly, all will be removed clicking once.

11. Use Flash Fill to Save Time

Flash fill makes the work easy, so if you are reformatting data in adjacent columns, then this is very helpful.

It recognizes the patterns and fills the rest of the details for you.

Just give excel a few examples at the top and you will see the suggestions in gray, hit Enter to accept.

12. Add Comments to Your Formulas

Add space and +N (“your comment here”) to leave comments by your formulas for your own reference or to help other people understand your spreadsheet.

Comments don’t appear in the cell but show up in the Formula bar and they are searchable as well.

13. Quickly Add Up Figures

It is likely that you are doing a lot of addition to Excel, but here you don’t need to type out SUM formulas.

Just highlight the cell at the end of the row or the bottom of the column you want to add and then hit Alt+= ( equals) or Cmd+Shift+T on a Mac

14. Rotate Heading Text

If you need to add headers to very narrow columns, then rotate the text to fit.

Go to Home tab and click the Orientation button and make your choice.

The button is placed alongside the other text formatting options. This is another effective Microsoft Excel tips and tricks.

15. Add Decimal Points Automatically

Here we will tell you the trick to add decimal automatically. There is no need to waste time manually inserting the decimal points.

Click File > Options > Advanced and the option is near the top.

Here you will find various useful settings on this page, covering program behavior, number formats and much more.

Find more interesting Excel tips and tricks.

Look…

16. Add Your Own Graphics to Charts

While making charts graphics you don’t need to settle for the colored blocks that by default Excel offers.

All you need to double-click on a bar and then click paint bucket to change the fill options.

You can also switch to gradients, a pattern, or load in an image file from disk.

17. Save Charts As Templates

This is another handy chart related trick to make yourself the master of Excel.

When you found a combination of layout and colors that are really important, save it as a template, so that you can utilize it again.

Right-click on any chart created and you will see the Save as Template option.

18. Add the Calculator (or else) to Quick Access

In your excel file, you can add shortcuts like calculator, Windows Camera or Ink apps or the zoom controls.

This makes your work easy in Excel document.

You can do this by opening the Quick Access Toolbar (to the right of the save and undo commands on the title bar) > select More Commands > and add the shortcut to the menu whatever you like.

19. Apply Some Conditional Formatting

In Excel, you can add Conditional formatting this can add some pop to the sheets and helps you pick out data easily.

It is simple to use.

Select the data that is needed to be formatted > click Conditional Formatting (in Home) > and build your rules accordingly from the drop-down options.

20. You can Draw Equations

This feature is available in Excel 2016 (useful if you are having a touchscreen PC).

To draw equations you need to go to the Insert tab on the ribbon menu and select Equation and Ink Equation.

And after that, you can sketch in the yellow box.

21. Fast Navigation with Ctrl + Arrow Button

Here is a trick to make fast navigation in Excel many of us know that when we click Ctrl+ any arrow button on the keyboard, you can jump to the edge of the sheet in different directions.

But if you want to jump to the bottom line of the data, just click Ctrl+ downward button and easily go to the last cell.

22. Input Values Starting with 0

This is very important for the regular Excel users.

When any input value starts with zero, Excel by default deletes the ZERO.

So rather than reset the Format Cells, this problem is easily solved by adding a single quote mark ahead of the first zero.

23. Rename Sheet Using Double Click

There are numerous ways for renaming sheets and many users will right click for selecting Rename, this is a process.

The easiest and fast way to rename is to click twice and rename it directly without wasting time.

Advanced Microsoft Excel Techniques

This is not the end.

Check out more interesting EXCEL TIPS.

24. Compose Text with &

The & symbol is very necessary to compose any text freely.

For example: below you are having four columns with different texts, but if you want to compose them to one value in one cell.

Then first locate the cell that is to display the composed result, utilize the formation with & and hit Enter.

The entire text in cell, A2, B2, C2 and D2 will be composed together in the F2 cell.

25. Transform the Case of Text

In this article, I have tried by best to avoid complication formulation.

But there are yet some simple and handy formulations like UPPER, LOWER and PROPER that can transform texts for different purposes.

Upper will capitalize entire characters; LOWER changes the text to lower case and PROPER only capitalizes the first character of a word.

Really amazing…

26. Speed up Entering Complicated Terms with AutoCorrect

While working in an Excel file if you need to repeat same value and it is quite complicated to enter it.

Then here know how to do it easily by using the AutoCorrect function.

Doing this will replace the text with the correct text.

For example: Take any name like Amy Jackson, and replace it AJ, and after that every time you enter AJ, it will autocorrect to Amy Jackson.

This is really an interesting and useful Excel trick.

To do so:

Go to File > Options > Proofing > AutoCorrect Options and enter Replace text with correct text in the red rectangular area,

27. Generate a Unique Value in a Column

Many of the Excel users are well aware of the key function of Filter but few of them utilize the Advanced Filter.

This helps the users to repeatedly apply when you need to filter a unique value from data in a column.

Follow the Process:

  • Click to select the column and go to Data > Advanced > a pop-up window appears
  • Next click Copy to another location, which is in the second rectangular area
  • And after that specify the target location by entering the value or clicking the area choosing button.
  • Now the unique age is generated from column C and will appear in Column E.
  • You also need to select Unique records in the pop-up
  • Click OK

Now, the unique value showing in column E could be a contrast of the original data in C.

This is the reason why it is recommended to copy another location.

28. Input Restriction with Data Validation Function

To retain the validity of data, in some cases it is required to restrict the input value.

And offer some tips for further steps.

For Example, Age in the excel sheet should be in whole numbers and the participant in the survey should be between 18 and 60 years old.

So to make sure, data outside of this age range should not be entered.

Go to Data > Data Validation > Setting, input the circumstances and modify to Input Message to give prompts. Like (Please input age in the whole number and should in the range from 18 to 60).

Users will automatically get this prompt while hanging the pointer in this area as well as get a warning message if given information is unqualified.

Advanced Excel Techniques Pdf Examples

29: Bring Selection into View

This Excel tips will help you to easily recognize the selection area.

Suppose if have selected some areas of cells and scrolled away and now you are unable to see it

… then, in this case, hit Ctrl + Backspace key this will brings that selection into view.

And if you hit Shift + Backspace it will bring the selection into view but reduces the selection to the active cell.

30. Learn Excel’s Best Shortcut Keys

Well, this is the last tips and tricks of our article and this is very helpful for the Microsoft Excel users to fix the error.

You should learn some shortcut keys to increase your productivity in Excel.

Here we have included some shortcut keys that are useful for regular work.

  1. Ctrl +[Down Up Arrow Key]: This is used to moves to the top or bottom cell of the current column and using Ctrl with Left Right Arrow key, moves to the cell furthermost left or right in the current row
  2. Shift + Ctrl + Down/Up Arrow: It will select entire cells above or below the current cell
  3. Ctrl+ Home: Go to cell A1
  4. Ctrl+End: To go to the last cell that contains data
  5. Alt+F1: It will create a chart based on selected data set.
  6. Ctrl+Shift+L: This will activate an auto filter to the data table
  7. Alt+Down Arrow: For opening the drop down menu of the auto filter. To use this shortcut:
  8. Alt+D+S: For sorting the set data
  9. Ctrl+O: Open new workbook
  10. Ctrl+N: Create a new workbook
  11. F4: To select the range and press F4 key, this will change the reference to absolute, mixed and relative.

End Note:

Advanced Excel Skills Pdf

Hope after reading this article, you get the ample information about the Excel features.

You can make use of the tips and tricks to increase your productivity in Excel and get all your work done quickly.

So start using the features included in this article and become an Excel expert now.

Advanced Excel Techniques Pdf Example

Margret

Advanced Excel Techniques Pdf Editor

Margret Arthur is an entrepreneur & content marketing expert. She writes tech blogs and expertise on MS Office, Excel, and other tech subjects. Her distinctive art of presenting tech information in easy to understand language is very impressive. When not writing, she loves unplanned travels.