Microsoft Excel Tricks And Shortcuts

Excel Tips & Tricks: Hidden Features, Shortcuts & Productivity Hacks

Microsoft Excel is more than just rows and columns. Whether you’re a student, professional, or business analyst, mastering hidden features, shortcuts, and productivity hacks can save hours of work and make your workflow efficient.
In this blog, we’ll explore over 50 tips and tricks, ranging from basic shortcuts to advanced hidden features. By the end, you’ll be able to work faster, smarter, and more professionally in Excel.

🔹 Why Excel Tips & Tricks Matter

• Increase efficiency → Save time on repetitive tasks.
• Avoid errors → Use features that prevent mistakes.
• Enhance presentation → Create clean, professional worksheets.
• Advanced productivity → Work with large datasets more effectively.

👉 Example: Instead of manually copying formulas across 1000 rows, a few shortcuts can fill, format, and calculate automatically.

🔹 Keyboard Shortcuts That Save Time

Excel has hundreds of shortcuts. Here are the most useful:

📌 Navigation Shortcuts

• Ctrl + Arrow Keys → Jump to the last filled cell in that direction.
• Ctrl + Home → Go to cell A1 instantly.
• Ctrl + End → Jump to the last used cell.
• Page Up / Page Down → Scroll one screen up/down.
• Alt + Page Up / Page Down → Scroll left/right.

📌 Selection Shortcuts

• Shift + Space → Select entire row.
• Ctrl + Space → Select entire column.
• Ctrl + Shift + Arrow → Select a range of data in that direction.
• Ctrl + A → Select the entire worksheet.

📌 Editing Shortcuts

• F2 → Edit the active cell.
• Ctrl + D → Fill down from the cell above.
• Ctrl + R → Fill right from the cell on the left.
• Ctrl + Enter → Fill selected cells with the same value/formula.
• Alt + Enter → Insert a line break within a cell.

📌 Formatting Shortcuts

• Ctrl + 1 → Open Format Cells dialog.
• Ctrl + Shift + $ → Apply currency format.
• Ctrl + Shift + % → Apply percentage format.
• Ctrl + Shift + # → Apply date format.
• Ctrl + B / I / U → Bold, Italic, Underline.

🔹 Hidden Features in Excel

Excel has many features that are often overlooked.

1️⃣ Flash Fill

Automatically fills values based on a pattern.

• Example: Extract first names from full names:
  • Type “Ravi” in the first cell.
  • Press Ctrl + E → Excel fills the rest automatically.

2️⃣ Quick Analysis Tool

• Select a range → Click Quick Analysis icon → Apply formatting, charts, totals, or tables instantly.

3️⃣ Pick From Drop-down List

• If you have repeated values in a column:
  • Start typing → Right-click → Pick From Drop-down List → Select previous entries.

4️⃣ Remove Duplicates

• Home → Data → Remove Duplicates → Clean repeated entries in seconds.

5️⃣ Goal Seek & What-If Analysis

• Data → What-If Analysis → Goal Seek → Find input value to reach a target output.
• Example: Find sales target to achieve $10,000 revenue.

🔹 Productivity Hacks

1️⃣ Freeze Panes

• Keeps headers or important columns visible when scrolling.
• Useful for large datasets (sales, attendance, inventory).

2️⃣ Split Window

• View different parts of a worksheet simultaneously.
• Data → Split → Scroll each section independently.

3️⃣ Named Ranges

• Assign names to cell ranges → Makes formulas readable.
• Example: =SUM(Sales_Q1) instead of =SUM(A2:A100).

4️⃣ Table Feature

• Insert → Table → Converts data to a dynamic table.
• Benefits: Automatic formatting, filters, and structured references.

5️⃣ Dynamic Charts

• Use named ranges or tables as chart data → Charts update automatically when new data is added.

🔹 Formula & Function Tricks

1️⃣ Absolute vs Relative References

• $A$1 → Absolute, doesn’t change when copied.
• A1 → Relative, adjusts when copied.

2️⃣ Nested Functions

• Combine multiple functions for powerful results.
• Example: =IF(ISNA(VLOOKUP(A2,Table,2,0)),”Not Found”,VLOOKUP(A2,Table,2,0)) → Prevent errors in lookup.

3️⃣ CONCAT, TEXTJOIN & Flash Fill

• TEXTJOIN(“,”, TRUE, A1:A5) → Combine multiple cells with a delimiter.
• Use Flash Fill for pattern-based text extraction.

4️⃣ INDEX-MATCH Combo

• More flexible than VLOOKUP.
• Example: =INDEX(B2:B100, MATCH(“ProductX”, A2:A100,0)) → Returns value from column B matching ProductX in column A.

5️⃣ Conditional Functions

• IF, SUMIF, COUNTIF, AVERAGEIF → Powerful for analysis.
• Example: Sum only sales greater than 500 → =SUMIF(Sales,”>500″).

🔹 Data Cleaning Tricks

• TRIM() → Removes extra spaces.
• CLEAN() → Removes non-printable characters.
• PROPER(), UPPER(), LOWER() → Standardize text.
• Text to Columns → Split full names, dates, or codes.
• Find & Replace → Quickly update values or correct mistakes.

🔹 Advanced Productivity Hacks

1️⃣ Power Query

• Automate cleaning, merging, and transforming large datasets.
• Example: Combine multiple regional sales CSVs into one table with one click.

2️⃣ Power Pivot

• Build relationships between multiple tables for advanced reporting.
• Example: Connect Sales Table + Product Table → Calculate Profit Margin dynamically.

3️⃣ Dynamic Dashboards

• Use Pivot Tables + Charts + Slicers → Interactive reports.
• Example: Sales Dashboard filtered by Region & Month using slicers.

4️⃣ Custom Views

• Save worksheet layout, filters, and zoom → Switch between views instantly.

5️⃣ Protect & Lock Worksheets

• Lock formulas → Allow only data input cells → Prevent accidental edits.

🔹 Hidden Navigation Tricks

• Ctrl + Tab → Switch between multiple open workbooks.
• Ctrl + F3 → Name Manager → Manage named ranges.
• Alt + = → AutoSum selected range.
• Ctrl + ~ → Show all formulas.
• Ctrl + + / Ctrl + – → Insert or delete rows/columns quickly.

🔹 Practical Examples

1. Monthly Sales Report → Use Table, Freeze Panes, Conditional Formatting, Pivot Table, Slicer → Clean, interactive, and easy to update.
2. Employee Attendance Sheet → Flash Fill for names, Conditional Formatting for absences, AutoSum for totals.
3. Budget Tracker → SUMIF to track category-wise spending, Charts for visualization, Dynamic table for adding new expenses.
4. Data Cleaning → Power Query → Remove duplicates, trim spaces, standardize text, append files.

🔹 Tips for Maximum Efficiency

✅ Learn keyboard shortcuts → Save hours every week.
✅ Use Tables & Named Ranges → Easier formulas and chart updates.
✅ Use Conditional Formatting → Highlight critical data automatically.
✅ Automate repetitive tasks → Record macros for formatting and calculations.
✅ Explore Power Query & Power Pivot → Handle large data effortlessly.
✅ Protect important worksheets → Avoid accidental edits or formula changes.
✅ Keep learning → Excel has hidden gems you discover gradually.

🔹 Final Thoughts

Excel is incredibly powerful once you know the tips, tricks, and hidden features. From basic shortcuts to advanced tools like Power Query, Power Pivot, and dynamic dashboards, mastering these techniques allows you to:

• Save significant time
• Reduce errors
• Create professional, interactive reports
• Handle large datasets efficiently

Even if you are a beginner, implementing these tips gradually will make you a proficient Excel user, ready to tackle any real-world data challenge.