NCET Biz Tips: Excel-lant tips when using Excel

Everyone strives to work smarter, not harder. I can show you how to do just that with Excel’s simple built-in tools.

In my 24 years providing computer training, I've often heard, "I wish I'd known this earlier." Unlike back then, Excel is now a household name, used across countless personal, academic, and professional contexts. Still, most people never make it past the basics. Even seasoned Excel users could benefit from more efficient methods.

If you’re not familiar, common uses include financial analysis, data entry and storage, reporting and dashboard, data analysis, and data visualization.

Let’s look at a scenario to highlight some common mistakes and simple solutions. Consider this: you’re using Excel to compile a list of data you're collecting from web searches. Let’s take a look at some problems you’re likely to face along the way.

Gathering Data Efficiently

People tend to stick to familiar methods, unaware of faster alternatives. You may find yourself opening one data source, copying data, then switching back to your destination workbook to paste. This cycle repeats for each data source, leading to repetition and inefficiency.

What if you could just copy a bunch of data and then go back and paste it into Excel? You can.

Data Cleanup

After gathering data, it's often a mess. Each data source likely has different formats, and your destination workbook may not align with any of them.

Wouldn’t it be cool if you didn’t have to keep double checking, “What font was that? What size was it?” There is a better way.

Discover Data Tools

Microsoft 365 products come equipped with powerful tools such as the Office Clipboard, Paste Options, and the Format Painter.

The Office Clipboard allows you to collect up to 24 pieces of information without needing to paste between copies.

Paste Options ensure pasted data matches destination formatting.

The Format Painter effortlessly copies formats from one set of data to others.

Using these tools enhances workflow and productivity, not only in Excel but across the entire Microsoft 365 suite. So how do you use the tools? Let’s start with the Office Clipboard.

Access the Office Clipboard on the left of the “Home” tab. Click the arrow next to “Clipboard” to open the Clipboard task pane alongside your worksheet. You can accumulate up to 24 items without pasting between copying. When ready to paste, simply click the desired item, and it will appear in your worksheet.

After pasting, watch for the “paste options” tab in the lower right corner of the pasted content. Use it to ensure your pasted data matches your desired style. It vanishes as soon as you do anything else.

If you forgot to ensure your pasted data matches your destination formats, you can match the formatting by using the “format painter.” This tool is grouped in the same tool group as the “clipboard” or on the mini toolbar. Simply select data with the desired format, then click the “format painter” to apply that format to the data you neglected to format with the “paste options.”

While I hope you find these suggestions useful, I find live, in-person training more effective than written explanations. It allows users to witness the steps in action and ask questions. This principle extends beyond computer training, as hands-on experience and visual demonstrations are crucial for comprehension and skill development in various contexts.

Come learn these tips and more, and ask your own questions at NCET’s Biz Café, April 17. NCET is a member-supported nonprofit organization that produces educational and networking events to help people explore business and technology. More info at www.NCETcafe.org

Diana A. Keefe, “your” Reno Computer Tutor (myrenocomputertutor.com). I love what I do and am grateful for the opportunity to help people enhance their proficiency in using programs including Excel effectively.