13 Essential Excel Tips Every Beginner Should Know (From My Personal Experience)

Whether you’re just starting with Excel or want to sharpen your skills, mastering the right tips can make all the difference. Excel isn’t just about numbers—it’s about creating solutions, saving time, and showcasing your expertise.

In my daily work, I’ve seen so many colleagues struggle unnecessarily—spending hours on tasks that could have taken minutes—simply because they weren’t familiar with Excel’s most essential features. These tips are here to change that.

In this guide, I’ll walk you through 13 must-know Excel tips that will not only boost your productivity but also make you look like a pro in front of your colleagues. Let’s dive in!

Tip 1: Master the Basics of Cell Navigation

Efficient navigation is a game-changer, especially when working with large spreadsheets. Scrolling endlessly or clicking around with your mouse isn’t just slow—it’s downright frustrating. Knowing a few key shortcuts can make your workflow faster and more professional.

The Meme That Says It All

I once saw an internet meme that asked, “Do you have any mental health issues in your family?” The reply? “Yes, I have an uncle who uses the mouse to work in Excel.”

As funny as it is, it’s painfully relatable. Relying on a mouse for everything in Excel is not just inefficient—it’s exhausting. Keyboard shortcuts are your best friends when it comes to navigating large datasets or performing repetitive tasks.

How to Do It

1. Jump Across Data: Use Ctrl + Arrow Keys to move instantly to the last populated cell in a row or column.
2. Select Rows or Columns:
   • To select an entire row: Press Shift + Space.
   • To select an entire column: Press Ctrl + Space.
3. Select Ranges Quickly: Combine Shift with Ctrl + Arrow Keys to highlight data ranges instantly.

Real-Life Examples

1. Jump Across Data: Imagine you’re working on an inventory list with thousands of rows. You need to check the most recent entry at the bottom of the sheet. Instead of scrolling, press Ctrl + Down Arrow to zip straight to it in seconds.
2. Select Rows or Columns: Say you need to format an entire column of dates. Instead of dragging with your mouse, just press Ctrl + Space to highlight the whole column instantly. Similarly, if you’re working with a specific row, use Shift + Space to select it with one keystroke.
3. Select Ranges Quickly: Suppose you’re analyzing monthly sales data and want to highlight all the sales figures in a column. Instead of dragging your mouse, click on the first cell in the range, then hold Ctrl + Shift and press the down arrow to instantly highlight the entire column of data. This works horizontally too—just use the right or left arrow for rows.

Pro Tip

Double-click the border of a selected cell (top, bottom, left, or right) to jump instantly to the next populated cell or the edge of your data range on the direction you clicked.

Example

If you’re reviewing a long list in a column and want to find the first blank cell, double-click the bottom edge of the cell. Excel will jump to the first empty cell in that column. This is a great way to quickly find gaps or check where your data ends.

Note

If you double-click the bottom-right corner (the fill handle), Excel will auto-fill the current cell’s contents down the column based on adjacent data. This is useful for copying formulas or repeating values quickly.

If you’re still reaching for your mouse every time you work in Excel, it’s time to break the habit. Not only will keyboard shortcuts save you time, but they’ll also make you look like the Excel wizard everyone turns to for help.

Tip 2: Understand Relative, Absolute, and Mixed References

When you start working with formulas in Excel, understanding how to reference cells correctly is key. If you’re calculating things across multiple cells, you need to know when to use different types of cell references. This will help you copy your formulas without making mistakes and save a lot of time.

What Are They?

1. Relative References (A1): This is the default setting in Excel. When you copy a formula from one cell to another, Excel automatically adjusts the cell references based on the new position.
2. Absolute References ($A$1): With absolute references, the cell reference stays the same no matter where you copy the formula. The dollar sign ($) before the column letter and row number locks them in place.
3. Mixed References (A$1 or $A1): A mixed reference locks either the row or the column, but not both. You can lock just the column or just the row, depending on your needs.

How to Use Them

• Relative Reference: Let’s say you’re multiplying numbers in two columns. In cell D3, you write a formula like =B3 * C3 (this multiplies the numbers in columns B and C for row 3). When you copy this formula to the next row (e.g., D4), Excel will automatically adjust the formula to =B4 * C4, so it multiplies the numbers for row 4 instead. This is very useful when you want to perform the same calculation in multiple rows or columns without typing the formula again.

• Absolute Reference: Sometimes, you might have a number in one cell that you want to refer to in your formula, but you don’t want that reference to change as you copy the formula. For example, if you have a tax rate in cell $B$1 (like 0.2), you might want to use that number in every calculation. So, you write =B5 * $B$1 in cell B2 to calculate the tax. When you copy the formula to other rows, the $B$1 will always point to the tax rate in that cell, no matter where the formula is copied.

• Mixed Reference: A mixed reference is helpful when you want to lock either the column or the row, but not both. For example, imagine you’re calculating different discounts for different products. You have a list of product prices in range B3:B8, and different discounts in range C2:F2. In cell C3, you would write =$B3 * C$2 to calculate the first discount for the Product A. $B3 locks the column B so the formula always refers to the product price column, but the row adjusts as you drag down. C$2 locks the row 2 so the formula always refers to the discount row, but the column adjusts as you drag across.

Pro Tip

Understanding and using these references correctly is one of the most powerful skills in Excel. It allows you to copy formulas across large spreadsheets without having to adjust them manually. As you get more comfortable with Excel, practice using these references to make your work faster and more efficient.

Tip 3: Add Shortcuts to the Quick Access Toolbar to Save Time

If you find yourself using the same tools or commands repeatedly in Excel, adding them to the Quick Access Toolbar (QAT) can save you a lot of time. While you can click them with your mouse, the best way to access them is by using keyboard shortcuts. This allows you to perform tasks faster without interrupting your workflow.

What is the Quick Access Toolbar?

The Quick Access Toolbar is a small customizable toolbar that sits above the ribbon in Excel. It allows you to add the commands you use most often, making them just one click away (or even faster with keyboard shortcuts).

How to Add Shortcuts to the Quick Access Toolbar

1. Locate the QAT: It’s at the very top of your Excel window, next to the Save button.
2. Add Commands: To add a shortcut, click the small downward arrow to the right of the QAT (it says “Customize Quick Access Toolbar”).
3. Choose Commands: From the dropdown menu, select the commands you use most often, like Save, Undo, Redo, Sort, or Insert Pivot Table.
4. Customizing the Toolbar: If you want more options, click “More Commands…” and choose from a full list of Excel tools and functions.
5. Remove Unnecessary Commands: Right-click on any command in the QAT and select “Remove from Quick Access Toolbar” to clean it up.

What to Add

Here are some useful commands to add to your QAT for quicker access:

• Undo: Instantly reverse any action.
• Redo: Reapply the last undone action.
• Sort: Quickly sort your data without searching for the button in the ribbon.
• Filter: Apply filters with a single click.
• Insert Pivot Table: This powerful tool is great for summarizing data. Adding it to your QAT will save time when creating reports.
• Insert Cells: If you’re regularly inserting rows or columns, having this shortcut on your toolbar is a must.
• Delete Cells: Quickly delete rows or columns without having to find the option each time.

How to Use the Quick Access Toolbar

Once you’ve added your most-used commands, you can click them directly on the QAT to execute them. However, the best part is that you can use keyboard shortcuts to access these commands even faster.

For example:

• If you’ve added Undo to the QAT, you can press Alt + 1 (on Windows) to undo your last action without lifting your hands from the keyboard.
• Similarly, pressing Alt + 2 might activate the Redo button, if that’s how you’ve customized it. The exact numbers will depend on the order of the commands in the QAT, but they’re easy to remember as you use them.

By customizing your QAT and using keyboard shortcuts, you can streamline your workflow and access important tools with a single keystroke.

Pro Tip

As you get more comfortable with Excel, start adding any custom macros or third-party add-ins to your Quick Access Toolbar as well. This can create a truly personalized workspace, allowing you to access exactly what you need to get the job done efficiently.

Tip 4: Learn Basic Formulas – The Key to Excel Mastery

Learning basic formulas is one of the most essential steps you can take in becoming proficient in Excel. While it might seem intimidating at first, formulas are the heart and soul of Excel. They will allow you to perform calculations, analyze data, and automate tasks, making Excel a powerful tool beyond just storing numbers.

It may sound blunt, but here’s the truth: Without implementing basic formulas today, you’ll never fully master Excel. They are foundational, and the sooner you start using them, the quicker you’ll see how they transform your workflow and productivity.

What are Basic Formulas?

Basic formulas in Excel allow you to perform essential functions like addition, subtraction, multiplication, division, and more. These are the building blocks that will enable you to tackle more complex tasks later on. Some of the most common basic formulas include:

• SUM(): Adds up a range of numbers.
• AVERAGE(): Calculates the average of a range of numbers.
• COUNT(): Counts the number of cells that contain numbers in a range.
• IF(): Allows you to make logical decisions, like “if this condition is true, do this; if false, do that.”
• MIN() and MAX(): Find the minimum or maximum value in a range.

Why You Need Them

Let’s face it: without formulas, you’ll be spending all your time doing calculations manually. Time-consuming, prone to errors, and not scalable. But with basic formulas, you can save yourself hours of work and reduce the chance for mistakes. Formulas allow you to handle much larger data sets without breaking a sweat.

For example, when calculating monthly expenses, instead of adding up all the numbers by hand, you can simply use the SUM() formula to get the total in seconds. Or if you’re analyzing sales data and want to find out the average revenue, just use AVERAGE(). It’s that easy.

Starting with Basic Formulas

If you’re new to Excel formulas, start simple. Here’s how you can use a few of the most common formulas:

1. SUM():
   • Example: You have a list of numbers (like sales figures) in cells A1 to A10. To find the total, click on the cell where you want the result and enter =SUM(A1:A10).
   • Result: Excel will add up the numbers in the range and give you the total automatically.
2. AVERAGE():
   • Example: To find the average of numbers in cells B1 to B5, you would use =AVERAGE(B1:B5).
   • Result: Excel will calculate and return the average of the numbers in that range.
3. COUNT():
   • Example: You have data in cells C1 to C20, and you want to know how many of those cells contain numbers. Enter =COUNT(C1:C20).
   • Result: Excel will count the number of cells in the range that contain numbers.
4. IF():
   • Example: Suppose you want to check if a student’s score (in D1) is above 50. If yes, return “Pass,” and if not, return “Fail.” You’d use the formula =IF(D1>50, “Pass”, “Fail”).
   • Result: Excel will evaluate the condition and return the corresponding result.

Tip 5: Sort and Filter Data – Stay Organized and Focused

As you work with more data in Excel, things can get overwhelming quickly. Whether it’s a long list of sales, customer information, or product inventory, data can easily get out of control without proper organization. Sorting and filtering your data will help you quickly identify patterns, trends, and outliers, making it much easier to analyze and report on.

Think of it like organizing your closet: if everything is just thrown in there, it’s hard to find what you need. But if you sort your clothes by type, color, or season, you can find exactly what you’re looking for in a matter of seconds. The same goes for your data in Excel—sorting and filtering help you maintain control over it.

What Does Sorting and Filtering Do?

• Sorting allows you to arrange data in a specific order, like alphabetically, numerically, or by date.
• Filtering helps you narrow down your data to only the information you need, hiding everything else temporarily.

How to Sort Data

Sorting is simple in Excel. You can sort your data alphabetically, numerically, or by date. Here’s how you do it:

1. Select Your Data: Click anywhere inside the range of data you want to sort (e.g., a column with names, sales figures, or dates).
2. Go to the “Data” Tab: On the ribbon, click on the “Data” tab.
3. Click Sort: You can sort in ascending (A to Z) or descending (Z to A) order. Excel will rearrange the data based on your selection.
   • For example, if you have a column of sales figures, you can sort them in descending order to see the highest sales at the top.

How to Filter Data

Filtering lets you focus on a specific subset of data. For instance, you might only want to see sales for a particular region or filter out all products that are out of stock. Here’s how to filter:

1. Select Your Data: Click anywhere in your dataset.
2. Go to the “Data” Tab: Click on the “Filter” button (it looks like a funnel icon).
3. Filter: Once the filter is applied, small dropdown arrows will appear in the header of each column. Click on a dropdown arrow to select which data you want to show.
   • For example, if you’re working with a list of employees and their department names, you can filter the list to show only employees from the Sales department.

Real-Life Example

Imagine you’re managing a sales report with hundreds of transactions. By sorting the data by the highest sales (descending order), you can immediately see your top-performing salespeople. But you may also want to filter the data to only show sales made in the last quarter, or maybe only sales over a certain value. Filtering helps you focus on the data that’s relevant right now, without getting distracted by all the other rows.

Pro Tip

When you filter data, Excel doesn’t delete or hide it permanently; it just temporarily hides the rows that don’t meet your filter criteria. This means you can always bring back the full set of data with a few clicks. Additionally, you can apply multiple filters at once, so you can find very specific data, like sales above $500 in the North region for the month of January.

Tip 6: Use PivotTables for Quick Data Summarization – Unlock the Power of Data

PivotTables are one of the most powerful features in Excel, and they can truly revolutionize the way you analyze and summarize data. They allow you to quickly summarize large sets of data and extract valuable insights without the need for complex formulas or manual calculations.

In my daily work, I use PivotTables almost every day to analyze everything from sales performance to financial reports. I’ve also seen firsthand how many colleagues struggle with them or avoid them altogether. As a result, I’ve witnessed countless mistakes—reports that were misrepresented, data that was missed, or summaries that were completely off.

But don’t worry—starting slow and practicing consistently will help you master them, even though PivotTables can get complicated. You don’t need to rush the process. Let’s take it one step at a time.

What Is a PivotTable?

A PivotTable is a tool in Excel that automatically organizes, summarizes, and analyzes large sets of data by rearranging it into a more digestible format. This feature allows you to transform raw data into meaningful insights, making it much easier to spot trends, make comparisons, and draw conclusions.

How Do PivotTables Work?

1. Start with a Data Set: Let’s say you have a sales report with multiple columns: product names, sales figures, date of sale, region, and salesperson.
2. Insert a PivotTable: Select the data range you want to summarize, then go to the “Insert” tab on the ribbon and choose “PivotTable.” Excel will prompt you to select where you want to place the table.
3. Build Your PivotTable: You’ll see a panel that allows you to drag and drop different fields (like sales, region, or product) into different areas:
   • Rows: What you want to group by, like salesperson or region.
   • Columns: What you want to break down by, like product categories.
   • Values: What you want to calculate, like sum of sales or average sales.
   • Filters: If you want to filter specific data points (e.g., sales from a particular month or region).

In my daily job, I often deal with sales data. Let’s say I need to know how each salesperson performed in different regions. Instead of manually looking through rows of data or creating complex formulas, I simply create a PivotTable. By dragging the “Salesperson” into the “Rows” field and “Sales” into the “Values” field, I get a neat summary of total sales by each salesperson.

I’ve also used PivotTables to analyze financial reports. For example, if I want to see total expenses by department or by month, I can filter the data, summarize it, and break it down quickly with a few clicks. PivotTables allow me to generate these summaries in just moments, saving hours of work compared to manually calculating everything.

The Importance of Starting Slow

PivotTables might seem intimidating at first, especially if you’re new to them. I’ve had colleagues who tried to use them without fully understanding how they work, and it led to confusion and errors. But the key is to start slow, experiment with basic summaries, and build from there. Don’t worry if things seem complicated—practice and patience are key.

The more you practice, the more comfortable you’ll become with adjusting and tweaking PivotTables to meet your needs. Soon, you’ll be able to handle more complex data sets and even create custom PivotTables with ease. It’s all about gradually increasing your skill and not rushing into advanced features too quickly.

If you’re just getting started, try using simple PivotTables first, summarizing basic data like sales by region or expenses by category. As you become more comfortable, you can experiment with more advanced techniques, like grouping data by dates, calculating averages or percentages, or using calculated fields to create custom metrics.

Tip 7: Use a Separate Sheet for Constants and Variables

When you’re working with complex spreadsheets, it’s easy to end up with numbers scattered across multiple cells. Instead of hard-coding values (like interest rates, tax rates, or conversion rates) directly into your formulas, create a separate sheet or a dedicated section in your existing sheet for all the constants and variables you’ll use. Then, reference those cells in your formulas.

This method has several advantages:

1. It makes your workbook cleaner and easier to read.
2. If you need to update a value (like changing a tax rate), you only need to change it once in the variable sheet instead of updating every individual formula.
3. It reduces the chance of errors when modifying data.

I’ve worked on several financial models where the same tax rate was applied in several formulas throughout the workbook. Instead of manually entering the rates in each formula, which will have resulted in a big headache, I create a separate “Variables” sheet where I stored these values. Then, I reference the specific cell for each rate in my calculations. The next time we had to update the tax rate, I simply changed it in one place, and all the related formulas updated automatically—saving me a lot of time and reducing the risk of errors.

Tip 8: Keep Consistency in Colors, Data Formats, Fonts, and Structures

One of the easiest ways to improve the clarity and professionalism of your Excel workbooks is to maintain consistency in how you format and organize your data. Whether it’s color-coding, font choices, or data formats, consistency is key to making your spreadsheets look clean, professional, and easy to navigate.

Here’s why consistency is so important:

1. Improved Readability: Consistent formatting makes it easier to follow the flow of the data. When headings, numbers, and categories are consistently formatted, it’s much simpler for others (and even for yourself) to find and understand the information quickly.
2. Professional Appearance: When you apply uniform colors, fonts, and styles, your spreadsheet looks more polished and professional. This is particularly important when you’re sharing your work with colleagues or clients—it shows attention to detail and care in your work.
3. Efficiency: A consistent structure means you spend less time figuring out where things are. You won’t have to waste time searching for the right column or section every time you open a file. Everything is where you expect it to be, saving you valuable time.
4. Easier Collaboration: When multiple people are working on the same file, consistency in formatting helps everyone understand the layout and organization. It reduces confusion and makes collaboration smoother since others don’t need to spend time learning your formatting choices.
5. Error Reduction: Consistent use of colors and data formats also helps to reduce mistakes. For example, by using the same color to highlight negative numbers (e.g., red) and positive numbers (e.g., green), it’s easy to spot discrepancies and ensure everything is correct.
6. Improved Navigation: When you stick to a structured layout—whether it’s keeping all your data on one sheet or breaking it into well-labeled tabs—navigation becomes a breeze. Using a consistent design lets you quickly identify where key pieces of data are, whether you’re scrolling or searching.

Maintaining consistency in your workbooks not only makes your Excel files easier to work with but also helps you maintain a high standard of professionalism.

Tip 9: Stop Using Merged Cells When It’s Not Necessary

Merging cells is one of those features in Excel that seems like a quick way to make your spreadsheet look neater, but it can quickly lead to problems if not used properly. I can count on one hand the number of times merging cells was genuinely necessary in my work. Unfortunately, many people overuse it, thinking it looks better, but the truth is that it can make navigating, editing, and analyzing data a nightmare.

Here’s why you should be cautious with merging cells:

1. Data Navigation Becomes Tricky: When cells are merged, it can make it difficult to navigate through your data. For instance, you can no longer quickly jump to the next cell using the arrow keys, as the merged cells prevent that. This slows you down and disrupts your workflow.
2. Editing Becomes Challenging: If you need to change the contents of a merged cell, it becomes a hassle. In many cases, it’s not as simple as just typing in a new value or formula, and you might inadvertently mess up the layout.
3. Data Analysis is Complicated: Merged cells often interfere with the functionality of Excel’s data analysis tools. For example, if you’re trying to sort or filter data, merged cells can cause problems because Excel might not recognize the merged areas as a continuous range of data. This can lead to errors or incorrect results.
4. Inconsistent Formatting: When you merge cells, you’re introducing inconsistencies into your sheet. Not every row will look the same, and this can lead to confusion for you and anyone else working with the file.
5. Printing Issues: Merged cells can cause misalignment or formatting problems when printing. What looks good on the screen might not translate well to paper, and you could end up with jumbled reports.

At work, I often encounter reports from colleagues that are heavily merged. While the header might look nice at first glance, it often makes it difficult to navigate through the data. For example, I remember a time when we were reviewing a sales report with merged cells, and I couldn’t sort the data properly because the merged cells disrupted the layout. Instead of spending time reformatting the whole thing, I suggested using simple center alignment and text wrapping, which made the report both visually appealing and easy to navigate without the headache of merged cells.

Merging cells can be useful in very specific situations (like for headers that span multiple columns), but for most day-to-day work in Excel, it’s best to avoid it. Keeping your spreadsheet simple and clean will save you time, reduce errors, and improve overall efficiency.

Tip 10: Always Think in Tables Before Entering Data

Before you start entering data into Excel, take a moment to think about the structure of your data. The best way to organize information is to think as if you’re filling out a table, don’t just scatter your data here and there. Whether you’re tracking sales, customer information, inventory, or any other data, imagining your data in a tabular form will make everything easier down the line.

Here’s why thinking in tables is crucial:

1. Keep Data Organized: Always use different columns for different types of data. For example, if you’re tracking employee information, use separate columns for “Name,” “Department,” “Hire Date,” etc. This ensures that each piece of data has its place and prevents clutter.
2. Avoid Blank Rows and Columns: Empty rows and columns in the middle of your data can cause issues when sorting, filtering, or analyzing. Make sure you only leave blank cells where necessary (like for optional fields) and keep everything in a continuous range.
3. Makes Data Entry Easier: By structuring your data properly before starting, you’ll save time later. If you think through your layout, you won’t have to redo or reorganize data later on, which can lead to errors and unnecessary frustration. For example, if you plan for a column of dates, you’ll avoid manually adjusting data formats or inserting columns later.
4. Easier Analysis and Reporting: Excel works best with data organized into well-structured tables. By taking time to think about how you want to organize the data initially, you’ll make it much easier to use Excel’s analysis tools later on, like PivotTables, charts, and filters.
5. Saves Time and Prevents Errors: A little upfront planning goes a long way. It’s better to take the time to properly set up your data structure now, rather than having to redo everything later, which could lead to missed deadlines, mistakes, or a loss of productivity.
6. Improved Collaboration: A well-organized table structure helps anyone who needs to work with your data. When others can understand the layout easily, it improves teamwork and reduces the chance of misunderstandings or mistakes.

Remember, taking the time to structure your data correctly from the start will save you a lot of frustration and rework later. By thinking of your data as a table and organizing it well, you’ll make your work in Excel smoother, faster, and more accurate.

I’ve seen others rush into entering data without thinking it through, only to later spend hours fixing formatting issues and dealing with inconsistent data entry.

Tip 11: Beware of Manipulating Sheets with Hidden or Filtered Rows

One of the most common mistakes I’ve seen in Excel—especially among people just starting out—is messing up data when working with hidden or filtered rows. Excel has some tricky behaviors when it comes to filtering, copying, and pasting data, and if you’re not careful, you could end up with inconsistencies or errors that can be a real pain to fix later. Let me explain a few key things to be aware of when manipulating sheets with hidden or filtered rows.

1. Copying Filtered Rows Doesn’t Paste Back into the Same Filtered Rows

When you copy data from a filtered table and try to paste it back into the same rows, Excel doesn’t paste the data into the hidden/filtered rows. Instead, it pastes into the visible rows, which can lead to confusion and errors. This is something that caught me and my colleagues off guard more times than I can count.

2. Ctrl + D and Double-Clicking the Bottom-Right Corner

When you drag the fill handle (the little square at the bottom-right corner of a selected cell) to copy a formula or value, be cautious when dealing with hidden or filtered rows. If there are hidden rows within your selection, Ctrl + D or double-clicking the fill handle will still fill down values/formulas to those rows.

What to do: If you’re working with a filtered table, avoid using the drag method on the bottom-right corner if you don’t want to include the hidden rows. If you only want to manipulate visible data, you can use Alt + ; to select visible cells only, and then perform your actions.

3. Copying Data in Filtered Tables

When copying data in a filtered table, be aware that Excel’s behavior changes depending on where your selection starts:

• If you select from outside the table, Excel will include the filtered (hidden) rows when copying.
• If you select from inside the table, Excel will exclude the hidden rows.

This can lead to confusion and unintended results, especially when copying data outside the table or in adjacent cells.

What to do: When copying or pasting, always check where your selection starts and whether it includes hidden rows or not. If necessary, unfilter the data first to make sure everything is being copied or pasted correctly.

4. Always Use Alt + ; to Select Only Visible Cells

If you want to work with just the visible (non-hidden) cells in your data, always press Alt + ; when selecting. Even if you’re not sure whether your selection includes hidden rows, this shortcut will ensure that only the visible cells are selected.

Why this is important: Without this, if you just use your mouse or other shortcuts, Excel might accidentally select hidden rows, causing you to copy or edit the wrong data. Alt + ; is a quick and reliable way to make sure you’re only working with the data you see on your screen.

I’ve seen countless times at work how these little Excel behaviors have led to errors or confusion. Colleagues who were in a rush or didn’t realize what was happening would copy and paste without paying attention to the hidden/filtered rows, causing things to go wrong. The worst part? It was always harder to trace back where things went wrong and fix them because the mistakes were subtle, hiding within those filtered rows.

To avoid mistakes with filtered data, here are a few best practices:

• Be extra cautious when copying and pasting from filtered tables—use simple references or unfilter the data first.
• If in doubt, unfilter your data to ensure you’re working with the full table and avoid unintentional exclusions.
• Always press Alt + ; to select only the visible cells, ensuring that your selections and edits are accurate.

Excel’s behavior with filtered rows and columns can be tricky, but once you understand these nuances and adjust how you work with data, you’ll be able to avoid the common pitfalls and keep things running smoothly.

Tip 12: Always Use Checks to Ensure Accuracy

One of the most essential practices in Excel—yet often overlooked—is double-checking your data. Inputting data or performing calculations might feel like the easy part, but the real challenge lies in ensuring everything is correct. After all, a simple mistake in data entry or a missed step in a formula can lead to huge discrepancies down the line.

Why Use Checks?
The good news is, Excel makes it easy to add checks that give you peace of mind and help prevent human errors. Checks allow you to compare values, spot inconsistencies, and quickly verify that your data aligns the way it should.

Here Are Some Practical Ways to Use Checks in Your Excel Work

1. Simple Value Comparisons: If you’re working with two values that should match (like total sales figures in two different cells), always perform a check. For example:
   • =D5=L7 – This will return TRUE if the two values in cells D5 and L7 are the same, or FALSE if they are different.

This helps confirm that your data is aligned and accurate before proceeding.

2. Checking for Errors with IF Statements: Use IF statements to ensure that your calculations fall within expected ranges. For instance, if you’re calculating a discount, you can check if the discount percentage is within a valid range:
   • =IF(B3>=0.05, “Valid”, “Invalid”) – This will ensure that the discount in cell B3 is at least 5% and flag it as “Invalid” if it’s lower.
3. Cross-Referencing Data: Cross-checking data across different parts of your sheet is a great way to catch errors. For example, if you have a list of product quantities in one column and unit prices in another, you can verify that the total cost column is correct by comparing it to a manual calculation:
   • =C5*D5 – This multiplies quantity by unit price, and you can check the result against a calculated total in another cell.
4. VLOOKUP or INDEX-MATCH Checks: Use VLOOKUP or INDEX-MATCH to validate data entries against another data source. This is especially useful when working with large datasets and ensuring that no values have been overlooked.
   • =VLOOKUP(A2, ‘Price List’!A2:B10, 2, FALSE) – This checks if the item in A2 matches an entry in your price list and returns the price.
5. Date Comparisons: When working with dates, make sure the dates are correct by comparing them. For example, if you have a start date in B2 and an end date in C2, you can use a formula to check if the end date is later than the start date:
   • =C2>B2 – This will return TRUE if the end date is after the start date and FALSE if it’s not, helping you spot any mistakes.

The Importance of Consistency and Peace of Mind

When you start building a habit of using these checks, you’ll reduce human error and have the peace of mind knowing your data is accurate. Whether you’re inputting data for a report or working with complex calculations, having a system of checks in place is invaluable. These checks might seem like an extra step at first, but they save you time in the long run and help avoid costly mistakes.

I’ve seen so many colleagues at work make small errors when entering data into Excel. Sometimes it’s as simple as mismatched totals or a forgotten formula reference, but the effects can snowball, causing big issues. By adding checks into your routine, like comparing key values or using IF statements to flag incorrect data, you can eliminate these problems before they escalate.

Tip for Your Workflow

Start slow. If you’re new to using checks, don’t worry. You don’t need to check everything all at once—just begin with the most critical data points that need verification, and gradually build a habit of checking the rest. The more you practice, the more intuitive this will become, and the easier it will be to trust your work.

Tip 13: Practice, Practice, Practice!

The most important tip I can give you—whether you’re just starting out or looking to level up your Excel skills—is simple: practice, practice, practice! The more you use Excel, the better you’ll get. It may seem daunting at first, but the key to mastering Excel (or any tool) is consistent practice.

Don’t be afraid to challenge yourself with new tasks and try things you’ve never done before. You’ll make mistakes, but that’s okay—it’s part of the learning process. And every time you try something new, you’ll become more comfortable and confident in your skills.

Here’s why practice is so important:

1. Build Muscle Memory: The more you use Excel, the more familiar its functions, formulas, and shortcuts will become. You’ll find yourself using them without thinking, which will save you a ton of time in the long run.
2. Gain Confidence: The more you practice, the more confident you’ll feel. Tackling small tasks will build up your skill set and give you the courage to take on more complex projects.
3. Explore New Features: Don’t just stick to what you know! Excel is full of hidden gems. By practicing regularly, you’ll discover new features, functions, and shortcuts that can boost your productivity even further.
4. Overcome Blocks: Everyone hits a roadblock at some point, but don’t let that stop you. Google is your best friend—search for solutions, watch tutorials, or ask for help. If you’re stuck, take a step back, search for answers, and learn from your mistakes. There’s always a solution, and every problem solved is a new lesson learned.
5. Continuous Improvement: Excel is a vast tool, and there’s always something new to learn. By challenging yourself regularly, you’ll keep improving, and you’ll find that tasks that once seemed complex will become second nature over time.
6. Ask for Help: Don’t be afraid to ask others for help when needed. I’ve worked with Excel for years, and I’ve been asked everything from basic questions to the most complex formulas. I never judge—there’s always something new to learn, and I’m happy to help anyone who’s willing to learn.

I remember when I first started using Excel, I was completely overwhelmed by all the options, but I kept practicing and experimenting. Over time, I became the go-to person for Excel-related questions. Now, I not only feel confident using Excel but I also get to share that knowledge with others. Practicing every day has turned me from a beginner into an expert, and it’s an ongoing journey!

So, my advice: just start. You’ll learn more by doing than by simply reading about it. And whenever you feel stuck, don’t hesitate to Google a solution or ask someone who might know more. The key is to keep practicing, and you’ll be amazed at how much you can achieve with time and persistence.

Conclusion

Excel may seem intimidating at first, but with these 13 essential tips, you’ll be on your way to mastering the tool in no time. Whether you’re looking to streamline your workflow, impress your colleagues, or simply work more efficiently, these tricks will help you get there. Remember, the key to becoming an Excel pro isn’t about knowing every feature – it’s about knowing the right ones that make a real difference in your daily tasks.

From personal experience, I’ve seen how these tips can save hours of work and reduce mistakes that can cause frustration. Excel is all about smart shortcuts, consistency, and working smarter, not harder. So, keep practicing, keep challenging yourself, and before you know it, you’ll be navigating Excel like a seasoned expert. Don’t forget to check out the other tips and resources on this site – there’s always more to learn, and I’m here to help!

If you found these tips helpful or have any questions, feel free to reach out. I’d love to hear from you and help you on your Excel journey.