Essential Excel Tips Every User Should Know
Submitted by: Malia Erica S. Serqueña
Overview:
This tutorial covers five fundamental Excel tips demonstrated by Chris Menard. These practical
tips include functions and techniques that enhance productivity and simplify complex tasks. The
guide progresses through examples using worksheets and highlights features like the UNIQUE
function, AutoSum, moving rows/columns, and handling RANDBETWEEN values effectively.
Excel Tips Demonstrated:
1. Counting Unique Entries Using the UNIQUE and COUNTA Functions
Chris begins by addressing a common query: determining the number of unique employees who
took courses.
Steps:
1. Use the UNIQUE function to identify unique entries in a range. For example,
highlight employees in column A.
2. To count these unique entries, wrap the UNIQUE function in the COUNTA function.
o Example formula: =COUNTA(UNIQUE(A2:A20)).
Result:
The formula provides the count directly (e.g., 9 unique employees).
Pro Tip:
Use UNIQUE when working with datasets involving duplicates to extract distinct entries.
Combine with COUNTA or COUNTIF for further analysis.
2. Efficient Use of AutoSum
Summing numbers is one of the most used Excel functions. The demonstration showcases how
to quickly add data from multiple regions using AutoSum.
Steps:
1. Highlight the data ranges for summing, stopping where there are blanks.
2. Use the keyboard shortcut Alt + = to apply AutoSum to selected ranges.
3. For subtotals, hold down CTRL to select non-contiguous ranges, then apply
AutoSum.
Result:
Subtotals are calculated efficiently, and AutoSum intelligently sums only relevant data.
Pro Tip:
Use this feature to speed up summation in large datasets. Double-check subtotal cells to
ensure calculations align with your intended range.
3. Moving Columns and Rows with Precision
Reorganizing data in Excel is a common task. Chris demonstrates a quick method to move
columns and rows without copy-pasting.
Steps to Move Columns:
1. Select the column (e.g., column H containing cities).
2. Hold the Shift key, place the mouse pointer on the border of the selection, and
drag it to the desired position (e.g., between columns C and D).
3. Release the mouse and the Shift key to drop the column.
Steps to Move Rows:
1. Select the row (e.g., row 6).
2. Hold the Shift key, drag the row up or down using the border, and drop it at the
new position.
Pro Tip:
This drag-and-drop technique maintains data integrity and is faster than cutting and
pasting.
4. Generating and Fixing Random Numbers with RANDBETWEEN
Chris demonstrates how to generate random numbers within a range and fix them to prevent
recalculations during sorting or filtering.
Steps to Use RANDBETWEEN:
1. Enter the RANDBETWEEN function with the desired range (e.g., =RANDBETWEEN(10,
50)).
2. Use Ctrl + Enter to quickly fill a selected range with random values.
Fixing Values to Prevent Changes:
1. Select the generated range of random numbers.
2. Right-click and drag the border of the selection slightly away and back to its
original position.
3. When releasing the mouse, choose "Copy Here as Values Only."
Pro Tip:
Always fix random numbers using "Paste as Values" before performing data
manipulations like sorting or filtering to avoid unintentional changes.
Key Takeaways and Tips for Excel Users:
1. UNIQUE + COUNTA: Ideal for summarizing datasets with duplicates. Perfect for
identifying unique entries and counting them in one step.
2. AutoSum Efficiency: Save time by using Alt + = and selecting contiguous or non-
contiguous ranges for quick summation.
3. Reorganizing Data: Master the art of shifting rows and columns using drag-and-drop
while holding Shift for greater flexibility in data arrangement.
4. Random Number Control: Use RANDBETWEEN for random data generation and always
solidify results with "Paste as Values" to avoid instability.
5. Keyboard Shortcuts: Incorporating shortcuts like Alt + = and Ctrl + Enter
significantly accelerates workflow efficiency.
Conclusion:
These Excel tips, while straightforward, are essential tools in any user’s repertoire. By
integrating these strategies into daily tasks, users can save time, enhance productivity, and
minimize errors in data management. Whether you are new to Excel or an experienced user,
these tips provide practical benefits for efficient spreadsheet handling.
For more detailed tutorials and online training classes, visit Chris Menard's platform.
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