After years of using Excel in a corporate environment here are my top 25 Excel 2016 tips and tricks. Welcome to Sele training. I’m about to show you some useful tips and tricks for Excel 2016. They’re in no particular order so be sure to watch all the way through to the end of the video. These tips and tricks have made me more productive and I’m sure they’ll make you more productive as well. Take a moment and click the Subscribe button on the bottom right of this screen or at the end of the video click on my smiling face and as always like, share, comment, ask me questions. I’m happy to answer every question that I receive. Now let’s get started. Number 1 – Quick Analysis Tool. Most people aren’t aware of the Quick Analysis tool. When you highlight any table, in the bottom right-corner is an icon. This is the Quick Analysis tool menu. If you click on that it gives you a wealth of options you can choose from. To modify your table for example, I can click on Totals.
Click Sum and it shows the sum of the columns. You can click this sum and it sums the rows. You can also do formatting on the table, add icons, create charts and insert them into your spreadsheet, turn it into a table, and add sparklines. There’s so much available here and it makes it quick and easy to avoid going through the menus and manually inserting each one of these different options onto your table. Number 2 – Filter. if you’re not using filter you should be. It’s very simple. Just click anywhere inside of a table of data, go to the Data tab, click this Filter icon, and it creates a filter at the top of each one of the columns. When you click on one of these it shows you all the unique values listed anywhere in that column and you can turn them off.
Select one in particular or two or three or as many as you like. Hit OK and it filters out only those rows of data that matched that filter. It’s a great way to manage large lists of information. Number 3 – Drop-Down Lists. Say you want to select a list of values like 1 2 3 4 and you want it to be selectable from this column right here. Go to the Data tab, click on Data Validation, and choose List from the menu choice. In the source select the choices that you want to make available and hit Enter.
Make sure this in cell drop-down checkbox is checked and hit OK. Now when you’re in this column and you hit the down arrow it gives you those four choices to choose from. If you try to type something that is outside of that range it gives you a warning that the value doesn’t match the list. Number 4 – AutoFit Column Width. This is by far the quickest way to adjust the width on your columns.
Just go to the space between columns so your cursor turns to this shape and double click. It’ll automatically readjust the size of the columns to fit the widest point of the data anywhere in that entire column. You can also highlight all of the columns, click on any one of them the same way, and it will do multiple columns at the same time. Number 5 – Transpose. Let’s say you want to reverse the columns and rows in a table. All you have to do is highlight the entire set of data, right-click, copy, choose the location where you want to place the results, click Paste Special, and check this box Transpose, and hit OK. Now all the columns and rows have been reversed. Number 6 – Remove Duplicates. Removing duplicates is handy if you have a list of names or other information where there’s duplicates and you want to end up with a unique set of values. In this example I’m gonna highlight this list, click on Data, choose Remove Duplicates. The columns are selected – first name, last name, and amount and in this case I’m going to hit OK to remove the duplicates where all three of those columns match.
That should be true for row 3 and row 8 and as you can see it removes the 1 duplicate value. Now let’s do the same thing but in this case we’re not going to do the amount and we’re only going to do it where the first name and the last name are exactly the same. It now removed two duplicates. Now be sure to use this Remove Duplicates when the results are going to be removed.
If you just want a filter you should use the Filter as we looked at earlier because this one deletes the data that is duplicates. Number 7 – Goal Seek. Goal Seek is an advanced function in Excel and is part of the What-if Analysis tools. In this example say we have a number of items that we sell. We know how many the quantity that we’ve sold of the first two items and the price each and what the total dollar amount is but for the third item we want to know how many of these we need to sell in order to get the overall total to $6,000. Well, you can punch in numbers right here randomly to try to figure that out and then keep working it until you get to a number that matches the 6000 that you’re targeting but you can also use the What-if Analysis to figure it out for you. To use Goal Seek you want to start by clicking on the target cell, go to Data, What-if Analysis, and choose Goal Seek.
It fills in the target cell as your Set Cell. The value we’re trying to reach is 6000 and the cell we’re going to change is the quantity for Item3. When you hit OK it goes through and calculates 197 as the magic number to reach that goal of 6000 total. Just be aware that you can use your imagination to come up with all kinds of scenarios for the What-if Analysis using Goal Seek.
It handles very complex solutions. Number 8 – VLOOKUP. VLOOKUP is a very commonly used tool to find data in a list. In this example I have a list of names with an associated ID. Over here I’m creating a new table and I want to reference the names in this table to look up the ID from this list and fill them in. To do that I want to use the VLOOKUP function. Click on the insert function button and you want to find VLOOKUP in the list. You can type it in, do a search against all and once it’s there select it and it brings up the function arguments. To remind you of what you fill in, for each one of these there’s a description down here. The lookup value is what value do I want to look up in the list, and that is the name Nancy. The list that I’m going to choose from is the entire list and the Column Index Number is the column that I want to return the value from.
In this case this is column 1 and this is column 2 so I’m going to choose column 2. And finally, the range lookup is either True or False. If you use True it looks for the closest match. False is an exact match and in almost every situation you want to use False. Hit OK and you can see that it looked up Nancy in the table and found the ID and returned it over here. All we have to do then, let’s copy this data down. Now you’ll notice right here Carol isn’t in the list so it returns an N/A. Now also note that there is an HLOOKUP function which is horizontal instead of vertical so if you’re looking up something in a different format you may need to use the HLOOKUP but it essentially has the same parameters. The beauty of the VLOOKUP function is if you change a value it will update it automatically in the table.
Number 9 – Flash and Auto Fill. Flash Fill and Auto Fill are slightly different. In this example we have some email addresses and they fit the format of first name dot last name throughout the list. If you start typing the name, because you want to pull it out of the email address, Flash Fill automatically detects the pattern that you’re using and it recommends a solution to fill it in for you. So you can hit enter and it fills those in for the remainder. Auto Fill is also based on patterns so if you put a number in, for example, and you use the right corner and drag it down, it auto fills those numbers in there.
Now if I did 1, 2 and selected both and then drag it down it sees the pattern and automatically increments by one each time. You can do the same thing with dates, with months. Just remember there has to be a detectable pattern and to use the correct option on the corners. So if you type something in and you drag it, it’s gonna copy it. If you type something in and you double-click it fills it in automatically, matching up with the left column next to it. And if you define a pattern make sure you highlight both or more and then drag. Flash Fill and Auto Fill are both really good at making you more efficient when typing information in. Number 10 – Paste Special Values. Paste Special Values is a handy tool to use if you have a bunch of data with formulas and you just want to copy all of that information over to another location and get rid of all those formulas. So you can see on this I have a formula that adds B and C together into a full name.
I have a formula that does a divided-by for the percentage on this and if I want to just take those things and remove them and copy this to another location so I just am left with the data, all you have to do is highlight, Copy, pick a new location, and do Paste Special. In the list choose Values and hit OK. Now you’ll notice when I highlight these there’s no formulas. It’s just the value of the data. You’ll find this to be more common than you’d think because often times you want to remove all that formula and formatting and use the data in a different way and this is a quick function to help you do that. Number 11 – Images in Charts. it’s real simple to spice up a chart with images. I’ve created a bar chart from a set of data. If you come into the chart and click at least a couple of times to bring up the Format. Click on this Fill & Line icon. go under Fill and there is a Picture or Texture Fill option.
If you select that, you can pick from a file and choose an image and it will fill that image in on your chart in place of the normal texture. Number 12 – IF function. The IF function is very handy if you want to do conditional data representation. For example in this chart I have a column ABCD, a column with numbers. Some of those numbers are greater than 10 and some are less. I want to create an IF function to determine when these numbers are greater than 10 and say “BIG” and if they’re less than 10 I want to say “SMALL” so I click on the Fx. Type in IF, choose All, and do Go to search for it. Bring up the IF function. The first parameter it asks for is the logical test. What we want to know is if this number is greater than 10. If that’s true we want to print “BIG” and if it’s false we want to print “SMALL”. Ht okay and there you have your answer. I’m going to copy this down to the other ones and now I can see the one that’s small. Number 13 – Insert Screenshot. If you want to insert a screenshot onto your excel page go up to the Insert tab, click on Illustrations, and go to Screenshot.
It will show a list of active screens from other applications. Select the one you want and it inserts the image onto the page. You can then adjust the sizing however you want and you can also come up to the Crop and crop out portions of the image. Number 14 – Absolute Cell Reference. Excel uses two types of referencing – relative and absolute. As you can see on this chart C4 times D4 takes the quantity times the cost and gives a result. This is a relative cell reference because as I look down the list it’s referring to the second one to the left and the first one to the left in the formula. The Total is also a relative cell reference because it is showing E4 minus F4, the discount. And as you move down the list it’s referring to the one to the second left and the one to the left in the formula.
Now if I was to add a discount in here the formula would be this number times this number and this is a relative cell reference reflecting the one to the left times this one up here. The problem is is when I copy this down this one shouldn’t be pointing to this number times G2 because there’s nothing in G2. We want it to stay G1 so we need an absolute cell reference. To do that all you have to do is put a $ in front of G and a $ in front of 1 to force that to be a fixed value to that cell. And now when we copy these down, there’s G1, there’s G1, there’s G1 and there’s G1 as well.
That is an Absolute Cell Reference. Number 15 – Show Formulas. Often a spreadsheet gets to the point where you have a number of formulas spread out all over the place and it’s really difficult to look at each one individually. Wouldn’t it be nice if you could see a list of all the formulas all at once. Go into File, Options, Advanced and scroll down toward the bottom and there is a “Show formulas in cells instead of their calculated results”. If you check that box and hit OK it now actually shows all of the formula references for you to view. I’m going to turn that off. A shortcut method to do that is Ctrl ~ and you can toggle that on and off. Another option you have is just a double-click on a cell and you can see the color codes of the reference cells that is being used and the formula for that cell and those options make it easier to see formulas at a glance.
Number 16 – Text to Columns. When using Excel you’ll often find yourself wanting to copy data from other applications or from a webpage or other source. I have a set of data in Word. If I copy this and paste it into an Excel spreadsheet unfortunately it copies it all in as one line and we really want it to break all of these components out into different columns. That’s the whole purpose of using Excel. So there’s a quick way you can convert these. Just highlight them, go to the Data tab, and click on Text to Columns.
Now in this situation you can choose between Delimited or Fixed Width. These are separated by commas so I’m going to pick Delimited and I’m going to choose comma and not tab. You’ll notice down here that it knows where the spacing is between each column. Hit next. you can change some of the formatting if you want to and when you’re done hit Finish and now it separates them into different columns. Just remember there has to be some delimiter to separate them out, or if it’s fixed width you can choose that as an option too. Number 17 – Conditional Formatting. You saw a sneak peek of the conditional formatting when we looked at the Quick Analysis tool earlier but there are more options available from the menu. Let’s say on this table we want to show all of the entries that have greater than 2000. Just highlight the list and on the Home tab, choose Conditional Formatting, Select Highlighted Cells Rules, and choose Greater Than, and enter 2000. Now it has highlighted everything greater than 2000. if you want to turn that off go back to Conditional Formatting and Clear the Rules.
There’s many other options available here. You can show the Top 10%, you can change Data Bars so you have a visual representation, you can change the Color Scales for a more visual representation. I particularly like the Icon Sets and you can even define a new rule and make up all kinds of options to select what you want. It’s very powerful. So give yourself a better representation of your data through visual and highlighted items using Conditional Formatting. Number 18 – PowerPivot. PowerPivot is a free feature that’s installed as an add-in in Excel but it’s not installed by default. To enable it go to the File, Options, click on Add-ins, and come down here to the bottom and choose Com Add-ins and hit Go. You’ll see in the list Microsoft PowerPivot for Excel. Check that box and hit OK and it will add this PowerPivot tab onto your screen. When you click on that tab you have a whole new set of features available to you. Now without going into a detailed explanation of how to use PowerPivot, because you can find that information elsewhere on other videos, but the bottom line is this tool allows you to connect to other Oracle or SQL data sources and a variety of other data sets and use it as a BI tool for large sets of data. In fact, it expands the 1 Million row limit of Excel to virtually unlimited numbers.
It is meant to turn Excel into a business intelligence analysis tool so take a look. Number 19 – Freeze Panes. Freeze Panes allows you to lock certain portions of the screen. In this example I have a large set of data. When I scroll to the right I lose the first column name information and if I scroll down I lose the header information. To solve this you can use Freeze Panes. Click on the corner where you want the rows above and the columns to the left to be locked. Go to View and click Freeze Panes and choose Freeze Panes from the menu.
Now when you scroll right you can see the names in the left column and when you scroll down you can see the rows in the heading. To undo the freeze panes just click on it again and click Unfreeze. Number 20 – Control Arrow Keys. Don’t forget to hold down the Ctrl key when you’re arrowing around a set of data. Ctrl right-arrow, down-arrow, left-arrow, up-arrow. It’ll move to the end, beginning, bottom, or top of the data set that you’re working within. Number 21 – 3D References.
If you’re tracking data over a period of time it’s often common to create a different month tab for each one of the sets of data and in this case I have September, October, and November. They are identical in terms of the format but the data is different in each. Let’s say I want to create a total of all of those. I can hold the Ctrl key down and drag this tab and then rename it to get our Total tab. Let’s say we want to add a heading to the top of each one of these charts. We can add it in and go into each one of the tabs one at a time but with 3D Referencing all you have to do is click on one on the end, hold down the Shift key, and click the other end.
Now you’ve highlighted all four of these tabs. Go ahead and do your insert, put in your heading, make your changes, and now when you click on the individual ones you’ll see that changes I made we’re done on all four. Now let’s take our total and let’s use a 3D Reference to add the quantities from each one of these three tabs into this cell. I’m gonna hit the Sum. I’m gonna go to the first tab, choose that cell, hold down the Shift key and select all three and hit Enter. Now that you’re on the Total tab you’ll see that it’s summed September through November. Now I’m going to just drag these down, copy them across and you have the total for all three. That is 3D Referencing. Number 22 – Forecast Sheet. You want a quick peek of the future? So you’ve got a set of numbers here that look like they’re in a pattern. All you have to do is highlight that, go to Data, and choose Forecast Sheet. This gives you a trend line and the forecast, and you can click the up-arrow here to extend it out for a longer period of time if you want to look farther in the future.
That’s just a quick look at the Forecast option for something really simple. Number 23 – SUMIFS Function. The SUMIFS function allows you to do conditional summing of data. So in this example I have a table with month, item, and amount. Over here I’m going to add the sum of the amounts based on this criteria. Entering the SUMIFS function we just do =SUMIFS and the range is the range of values that you’re summing.
The criteria in this first example is the month so we’re going to select the month range and the value we’re looking for is right there and you can see the total is 68 which is the sum of these first three. For this one we’re going to do the same thing The range is still the values the, criteria that we’re selecting for first is the month, with this being the month. We can continue on with another set of criteria. Have it be the item, and this is the specific item we’re selecting and you can see 78 is the total of just May Item2’s. And that’s the SUMIFS function. Number 24 – IFERROR function. The IFERROR function can be used to clean up some bad data. For example, I have a formula here that calculates the per item amount for the quantity and the total. If I copy this down I get a divided by zero error because the quantity on this line is zero. Well, the IFERROR function can be used to clean this up.
All you have to do is come in here, add IFERROR in front of your formula, and if that value is an error then what do you want to do? Let’s just put in zero. Now when I copy that down it puts a zero in there but still calculates the other locations correctly. And that’s a quick fix with the IFERROR function. Number 25 – Filled Maps. Filled Maps are just like any other chart but way cooler. Take a set of data, highlight it, make sure you have location specific information in here, which can be a state, a city, a zipcode, GPS coordinates, or any other location related data elements . Go to insert and choose Maps. Select this Filled Map and your data elements will be placed on a map. In this case the United States. You can also add different chart elements like Data Labels and you can change the chart to different types of styles.
It’s a very cool 2016 feature. And that conclude this video of the top 25 Excel 2016 tips and tricks. Don’t forget to check out the other tips and tricks videos for Outlook, Skype for Business, Word, PowerPoint, and more coming in the future. Thanks for watching. Hey, if you want to see more videos like this one, please subscribe and if you’ve enjoyed this video be sure to click the thumbs-up and leave a comment.
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