Advertising
Advertising

7 Tricks To Make You A Spreadsheet Expert

7 Tricks To Make You A Spreadsheet Expert

Computer spreadsheet programs, like Excel, are an excellent tool for organizing, storing and manipulating data. Here are tricks that will assist with data entry into the spreadsheet:

1. Control the cell pointer during data entry:

Excel automatically moves the cell pointer to the next cell down when you press Enter after entering data into a cell. This gets distracting, especially, if you wish to add data in a row instead of a column. To change the setting, use the Excel options dialog box.

  •   Choose: File ->Excel Options -> Advanced ->Editing Options.

control_pointer2
    • Enable Check-box “After pressing Enter, move selection” and the corresponding drop-down, controls the action of the cell pointer during data Entry.
    • Tip: On disabling the check-box, arrow keys can be used to control the direction of the pointer. For example, if you’re entering data in a row, press the right-arrow key rather than Enter to move fluidly to the next cell in the same row.

    2. Store data within Data Tables :

    Excel Spreadsheet is grid of rows and columns. While adding data into Excel, intuitively one does not use Data Tables. However, Excel Data Tables are simple and powerful. They help in easily adding more rows and columns without worrying about updating formula references, formatting options, filter settings, etc. Data Tables take care of everything.

    To add Excel Data Tables, select a Range of Cells comprising of data and click on Table button residing inside the Insert Ribbon.

      Data Table Tricks:

      • Data Tables comes with its own set of Data Filters and Sort Options by default. Without Data Tables, Excel allows only one set of filters per worksheet. However, if a worksheet has more than one table, then each table comes with its own filters and sort options.
      • Formulas inside a data table can use meaningful header names instead of using cell references. Moreover, on adding or removing rows, one need not worry about updating the references.

      Formula
        • With structured references, calculating inside columns becomes very easy. In addition, excel automatically fills the formula inside rest of the cells in the column.
        • Data Tables can be formatted with a single click inside Table Tools
        • Duplicate Data can be deleted from the Data Tables with a single click inside Table Tools
        • Data Tables can be converted back to a Range with a single click inside Table Tools
        • Data Tables can be exported to a share point site with a single click inside Table Tools
        • Data Tables can be summarized by adding a Total Row with a single click inside Table Tools

        3. Data Entry Forms

        Once the Data Tables are set up in a worksheet, Excel Data forms provide the ability to enter data into those tables using a Dialog box. To get the Form Button on the Quick Access Toolbar, follow the below steps:

        • Click on Customize Quick Access Toolbar
        • Select More Commands from the list
        • Choose All Commands from the Dropdown
        • You should find Forms in the list of All Commands
        • Click on Add, and it should get added to the Quick Access Toolbar, once you click on OK

        In order to access the Forms Dialog box, simply select the Data Table Range in the worksheet and Click on Forms from the Quick Access Toolbar.

        Data Form

          The options on the Dialog box are as follows:

          • New: Adds a new record into the Data Table
          • Delete: Deletes the displayed record from the Data Table
          • Restore: Restores the changes made in a Data Table Entry
          • Find Prev/Find Next: Finds the records as specified in the Criteria Field
          • Criteria: Retrieving data that meets a set criteria
          • Close: Closes the Dialog Box

          4. Data Validation Lists:

          Creating drop-down list and enforcing data entry using drop-down, ensures that data consistency is always maintained in your worksheet. To create a drop-down list:

          • Enter the list of items in a range.
          • Select the cell that will contain the drop-down list
          • Choose Data -> Data Tools -> Data Validation.
          • In the Data Validation dialog box, click the Settings tab.
          • In the Allow drop-down list, select List.
          • In the Source box, specify the range that contains the items.
          • Make sure that the In-Cell drop-down option is checked and click OK.
          Tip: If the drop-down list is short, then you can enter the values directly in the Source Field separated by commas.

          5. AutoCorrect for short-hand data entry:

          AutoCorrect, by default is meant to do useful things like capitalizing the first letter of sentences, or correct the accidental use of the caps lock key. In addition, one can customize the AutoCorrect to create shortcuts for commonly used words or phrases. For example, below I use the abbreviation: “gro” for Groceries, “subsc” for Subscriptions and so on.

          In order to get to the AutoCorrect Options,
          Click on Files -> Excel Options -> Proofing -> Auto Correct Options.
          Alternatively, the key-board short cut is: ALT+T+A.

          AutoCorrect2

            AutoCorrect Tips and Tricks:

            • To Add an AutoCorrect Shortcut, type the shortcut text in the Replace Field, and type the text that it will expand to in the With Field, and then click Add.
            • To remove an AutoCorrect shortcut, locate the shortcut in the AutoCorrect list and click on Delete.
            • To override AutoCorrect Press CTRL+Z while entering information into the cell
            • To share the AutoCorrect entries with your friends or across machines, simply locate the *.acl file on your hard drive, and copy it to the corresponding location on the other machine.
            • Excel converts email address or web URL entries into hyperlinks using AutoCorrect. To override a single automatic hyperlink, just click Undo (or press Ctrl+Z) after you enter the text. The hyperlink disappears, but the text you entered remains intact. To disable this feature completely, go to AutoCorrect Options -> Click on Tab: Auto Format as you Type -> Disable the check box: “Internet and network paths with hyperlinks” .

            6. AutoComplete to automate Data Entry:

            Excel’s AutoComplete feature makes it easy to enter the same text into multiple cells. Simply type the first few letters of a text entry into a cell and Excel automatically completes the entry, based on other entries that you already made in the column. It helps to not only reduce the typing, but also to maintain consistency in the data entered.

            Auto Complete Tips and Tricks:

            • Auto complete works only on contiguous column of cells, so do not leave blank rows to fully utilize Auto complete’s potential
            • Auto complete changes the case of letters automatically
            • If the column contains multipls entries that match the first few characters, then Auto Complete does not kick off until your entry matches one of them quickly.
            • You can access the Mouse controlled version of Auto Complete by right clicking the cell and choosing the “Pick from Drop Down List” Option.
            • You can access the same drop down list from keyboard by pressing: Shift+F10.

            7. Proofread with Audio

            Excel has a handy text-to-speech capability, that is capable of reading the contents of the cell as you enter it. In addition, it can also read back a specific range of cells.

            To enable the feature in the Quick Access Tool bar:

            • Click on Customize Quick Access Toolbar
            • Select More Commands from the list
            • Choose All Commands from the Dropdown
            • Select all the Cells starting with Speak Cells and Add them to the Quick Access Toolbar, by clicking on Add.

            Advertising

            AudioProof

              To read a range of cells, select the range of cells, and Click the Speak Cells button.

              You can change the orientation, by clicking on “Speak Cells on Column” or “Speak Cells on Rows”.

              If you wish the excel to speak the contents of the cell as you enter, then click on “Speak Cells on Enter”.

              The below Image shows the symbols for each of the options:

              Have I missed out on some of your favourite tricks on data entry? I would love to hear about them in the comments section.

              More by this author

              29 Incredibly Useful Websites You Wish You Knew Earlier 20 Uses for Microwave That Will Surprise You For Sure 7 Tricks To Make You A Spreadsheet Expert 10 Tips to Travel in Crowded Public Transport What Every Introvert Should Do To Live A Great Life

              Trending in Technology

              1 8 Replacements for Google Notebook 2 7 Tools to Help Keep Track of Goals and Habits Effectively 3 7 Clever Goal Tracker Apps to Make the Most of Your Business in 2019 4 10 Smartest Productivity Software to Improve Your Work Performance 5 18 Best Time Management Apps and Tools (2019 Updated)

              Read Next

              Advertising
              Advertising
              Advertising

              Last Updated on May 14, 2019

              8 Replacements for Google Notebook

              8 Replacements for Google Notebook

              Exploring alternatives to Google Notebook? There are more than a few ‘notebooks’ available online these days, although choosing the right one will likely depend on just what you use Google Notebook for.

              1. Zoho Notebook
                If you want to stick with something as close to Google Notebook as possible, Zoho Notebook may just be your best bet. The user interface has some significant changes, but in general, Zoho Notebook has pretty similar features. There is even a Firefox plugin that allows you to highlight content and drop it into your Notebook. You can go a bit further, though, dropping in any spreadsheets or documents you have in Zoho, as well as some applications and all websites — to the point that you can control a desktop remotely if you pare it with something like Zoho Meeting.
              2. Evernote
                The features that Evernote brings to the table are pretty great. In addition to allowing you to capture parts of a website, Evernote has a desktop search tool mobil versions (iPhone and Windows Mobile). It even has an API, if you’ve got any features in mind not currently available. Evernote offers 40 MB for free accounts — if you’ll need more, the premium version is priced at $5 per month or $45 per year. Encryption, size and whether you’ll see ads seem to be the main differences between the free and premium versions.
              3. Net Notes
                If the major allure for Google Notebooks lays in the Firefox extension, Net Notes might be a good alternative. It’s a Firefox extension that allows you to save notes on websites in your bookmarks. You can toggle the Net Notes sidebar and access your notes as you browse. You can also tag websites. Net Notes works with Mozilla Weave if you need to access your notes from multiple computers.
              4. i-Lighter
                You can highlight and save information from any website while you’re browsing with i-Lighter. You can also add notes to your i-Lighted information, as well as email it or send the information to be posted to your blog or Twitter account. Your notes are saved in a notebook on your computer — but they’re also synchronized to the iLighter website. You can log in to the site from any computer.
              5. Clipmarks
                For those browsers interested in sharing what they find with others, Clipmarks provides a tool to select clips of text, images and video and share them with friends. You can easily syndicate your finds to a whole list of sites such as Facebook, Twitter and Digg. You can also easily review your past clips and use them as references through Clipmarks’ website.
              6. UberNote
                If you can think of a way to send notes to UberNote, it can handle it. You can clip material while browsing, email, IM, text message or even visit the UberNote sites to add notes to the information you have saved. You can organize your notes, tag them and even add checkboxes if you want to turn a note into some sort of task list. You can drag and drop information between notes in order to manage them.
              7. iLeonardo
                iLeonardo treats research as a social concern. You can create a notebook on iLeonardo on a particular topic, collecting information online. You can also access other people’s notebooks. It may not necessarily take the place of Google Notebook — I’m pretty sure my notes on some subjects are cryptic — but it’s a pretty cool tool. You can keep notebooks private if you like the interface but don’t want to share a particular project. iLeonardo does allow you to follow fellow notetakers and receive the information they find on a particular topic.
              8. Zotero
                Another Firefox extension, Zotero started life as a citation management tool targeted towards academic researchers. However, it offers notetaking tools, as well as a way to save files to your notebook. If you do a lot of writing in Microsoft Word or Open Office, Zotero might be the tool for you — it’s integrated with both word processing software to allow you to easily move your notes over, as well as several blogging options. Zotero’s interface is also available in more than 30 languages.

              I’ve been relying on Google Notebook as a catch-all for blog post ideas — being able to just highlight information and save it is a great tool for a blogger.

              Advertising

              In replacing it, though, I’m starting to lean towards Evernote. I’ve found it handles pretty much everything I want, especially with the voice recording feature. I’m planning to keep trying things out for a while yet — I’m sticking with Google Notebook until the Firefox extension quits working — and if you have any recommendations that I missed when I put together this list, I’d love to hear them — just leave a comment!

              Advertising

              Advertising

              Read Next