August 13, 2021 Last updated August 13th, 2021 3,320 Reads share

Helpful Tips For Working With Data in Microsoft Excel

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Excel spreadsheets are undoubtedly one of the most advanced tools for working with raw data—and one of the most feared. The application appears to be complex, far too sophisticated and would take hours to figure out. So I wouldn’t be surprised if your heart began to race when you learned you’d have to start using MS Excel. Is there a way to make Microsoft Excel less intimidating and more user-friendly? Yes. You can bring Excel down to your level and start looking at it in a new way by learning a few spreadsheet hacks. We’ve compiled a list of some of the most basic yet effective MS Excel spreadsheet tricks you may use right away on your data. You can also join the Microsoft office training course to sharpen your skills and become an Excel Pro.


1.Utilize MS Excel Painter

To begin, familiarize yourself with the formatting of spreadsheet cells. Others will appreciate a visually structured spreadsheet because it will make it easier for them to follow your data and calculations. Then, use the Format Painter to add formatting to hundreds of cells quickly:

Step-1: Choose the cell that has the formatting you want to copy.

Step-2: Select the Format Painter from the Home menu. A paintbrush will appear next to the cursor in Excel.

Step-3: Excel Format Painter is a program that allows you to create custom formats in Excel. Click to apply all of the attributes from that cell to any other cell while that paintbrush is visible.

During step 1, double-click the Format Painter to format a range of cells. The formatting will remain active indefinitely as a result of this. When you have finished this, you can press the ESC key to turn it off.

2.Importing Data Into Excel

Excel has the advantage of allowing you to integrate various sorts of data from many sources. The trick is to correctly import that data so you can use it to make Excel drop-down lists or pivot tables. Complex data sets should not be copied and pasted. Instead, use the choices under the Data tab’s Get External Data option. There are several possibilities for different types of sources.

3.Make Use Of Entire Spreadsheet Columns and Rows

Another quick method is to select entire rows and columns with the CTRL and SHIFT keys.

Select the first cell of the data series by clicking on it. Next, hold CTRL + SHIFT at the same time.

Then, using the arrow keys, retrieve all the data in the cells above, below, or adjacent to the one you’re on. You can also choose your complete data collection by pressing CTRL + SHIFT + *.

4.Work With Data Patterns Instantly

One of Excel’s best features is its ability to recognize data patterns automatically. What’s more, Excel will allow you to copy and paste such data patterns into other cells. To create your design, simply enter your information in two cells. Next, you can highlight your cells.  In the bottom right-hand corner of the last cell, there will be a little square. Move your pointer over this square until a black cross appears. Then, with your mouse, drag it down to occupy the cells within a column.

5.Enter Your Data In Multiple Cells

You may find yourself needing to enter the same information into several different cells at some point. Your natural tendency would be to keep copying and pasting. There is, however, a faster way:

  • Pick all the cells that require the same data (CTRL + click to select individual cells scattered around the spreadsheet).
  • Fill in your information in the very last cell you choose.
  • Use the keyboard shortcut CTRL+ENTER. For each cell you select, the data will be filled in automatically.

6.Duplicate Your Data Between Worksheets

Another valuable skill to have is the ability to copy formulas and data to a different spreadsheet. When you’re dealing with data distributed across multiple pages and require repeating calculations, this comes in handy.

  • CTRL + click on the tab of the worksheet you want to copy the formula or data to once the worksheet containing the formula or data is open.
  • Select or browse to the cell that contains the formula or data you require (in the opened worksheet).
  • To activate the cell, press F2.
  • Enter the code. It will re-enter the formula or data and the same relevant cell in the other selected spreadsheet.

7.Conceal Spreadsheet Rows and Column

You might have information in rows or columns that is solely visible to you and no one else. Hide these cells to keep them away from your work area (and inquisitive eyes):

  • In the range, you want to hide, select the first column or row.
  • Select the Format option from the Home menu.
  • Select Hide & Unhide>Hide Rows or Hide Columns from the Hide & Unhide menu.
  • Click on the first row or column that appears just before and after the hidden range to reveal it. Then, steps 2 and 3 are repeated, but this time pick Unhide Rows or Unhide Columns.

8.See Excel Formulas Easily

Are you using a spreadsheet that was made by someone else? Don’t be concerned. It’s simple to get your bearings and figure out which formulas were employed. Use the Show Formulas button to accomplish this. You can also press CTRL + on your keyboard. It will show you all of the formulas that are utilized in the workbook.

9.Solidify Your Excel Rows and Column

When it comes to pursuing lengthy spreadsheets, this is my personal favorite. However, after scrolling past the first 20 rows, the first row with the column labels becomes obtrusive, and you lose focus on how the data was ordered. Instead, use the Freeze Panes function under the View menu to keep them visible. You can choose to freeze the top row or the first column if you have a spreadsheet with many columns. Use the Freeze Panes function under the View menu to keep them visible. You can choose to freeze the top row or the first column if you have a spreadsheet with many columns.


I hope that the article’s mentioned tips would help you work efficiently with your data on Microsoft Excel. However, these tips won’t make you a pro in one day but certainly ease your pressure. So, let us know which information you have used and how much it has helped you.

Ruchi Gupta

Ruchi Gupta

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