Excel formulas can always be very handy, especially when you are stuck with data and need to get something done fast. But how well do you know the spreadsheet formulas?
Discover these 15 extremely powerful excel formulas and save a ton of time next time you open that spreadsheet.
1. Change the case of cell contents – to UPPER, lower, Proper
Boss wants a report of top 100 customers, thankfully you have the data, but the customer names are all in lower cases. Fret not, you can Proper Case cell contents with proper() formula.
Example: Use
proper("pointy haired dilbert")to get Pointy Haired Dilbert
Also try lower() and upper() as well to change excel cell value to lower and UPPER case
2. Clean up textual data with trim, remove trailing spaces
Often when you copy data from other sources, you are bound to get lots of empty spaces next to each cell value. You can clean up cell contents with trim() spreadsheet function.
Example: Use
trim(" copied data ")to get copied data
3. Extract characters from left, right or center of a given text
Need the first 5 letters of that SSN or area code from that phone number? You can command excel to do that with left() function.
Example: Use
left("Hi Beautiful!",2)to get Hi
Also try right(text, no. of chars) and mid(text, start, no. of chars) to get rightmost or middle characters. You can use right(filename,3) to get the extension of a file name 😉
4. Find second, third, fourth element in a list without sorting
We all know that you can use min(), max() to find the smallest and largest numbers in a list. But what if you needed the second smallest number or 3rd largest number in the list? You are right, there is a spreadsheet function to exactly that.
Example: Use
SMALL({10,9,12,14,26,13,4,6,8},3)to get 8
Also try large(list, n) to get the nth largest number in a list.
5. Find out current date, time with a snap
You have a list of customer orders and you want to findout which ones are due for shipping after today. The funny thing is you do this everyday. So instead of entering the date every single day you can use today()
Example: Use
today()to get 08/13/2008 or whatever is today’s date
Also try now() to get current time in date time format. Remember, you can always format these date and times to see them the way you like (for eg. Aug-13, August 13, 2008 instead of 08/13/2008)
6. Convert those lengthy nested if functions to one simple formula with Choose()
Planning to create a gradebook or something using excel, you are bound to write some if() functions, but do you know that you can use choose() when you have more than 2 outcomes for a given condition? As you all know, if(condition, fetch this, or this) returns “fetch this” if the condition is TRUE or “or this” if the condition is FALSE. Learn more about spreadsheet if functions like countif, sumif etc.
Where as choose(m, value1, value2, value3, value4 ...) can return any of the value1,2.., based on the parameter m.
Example: Use
CHOOSE(3,"when","in","doubt","just","choose")to get doubt
Remember, you can always write another formula for each of the n parameters of choose() so that based on input condition (in this case 3), another formula is evaluated.
7. Repetitively print a character in a cell n number of times
You have the ZIP codes of all your customers in a list and planning to upload it to an address label generation tool. The sad part is for some reason, excel thinks zip codes are numbers, so it removed all the trailing zeros on the leftside of the zip code, thus making the 01001 as 1001. Worry not, you can use rept() the extra needed zeros. You can also custom format cell contents to display zip codes, phone numbers, ssn etc.
Example: Use
zipcode & REPT("0",5-LEN(zipcode))to convert zipcode 1001 to 01001
You can use REPT("|",n) to generate micro bar charts in your sheet. Learn more about incell charting.
8. Find out the data type of cell contents
This can be handy when you are working off the data that someone else has created. For example you may want to capitalize if the contents are text, make it 5 characters if its a number and leave it as it is otherwise for certain cell value. Type() does just that, it tells what type of data a cell is containing.
Example: Use
TYPE("Chandoo")to get 2
See the various type return values in the diagram shown right.
9. Round a number to nearest even, odd number
When you are working with data that has fractions / decimals, often you may need to find the nearest integer, even or odd number to the given decimal number. Thankfully excel has the right function for this.
Example: Use
ODD(63.4)to get 65
Also try even() to nearest even number and int() to round given fraction to integer just below it.
Example: Use
EVEN(62.4)to get 64
UseINT(62.99)to get 62
If you need to round off a given fraction to nearest integer you can use round(62.65,0) to get 63.
10. Generate random number between any 2 given numbers
When you need a random number between any two numbers, try randbetween(), it is very useful in cases where you may need random numbers to simulate some behavior in your spreadsheets.
Example: Use
RANDBETWEEN(10,100)may return 47 if you keep trying 😉
11. Convert pounds to KGs, meters to yards and tsps to table spoons
You need not ask Google if you need to convert 156 lbs to kilograms or find out how much 12 tea spoons of olive oil actually means. The hidden convert() function is really versatile and can convert many things to so many other things, except one currency to another, of course.
Example: Use
CONVERT(150,"lbm","kg")to convert 150 lbs to 68.03 kgs.
UseCONVERT(12,"tsp","oz")to findout that 12 tsps is actually 2 ounces.
12. Instantly calculate loan installments using spreadsheet formula
You have your eyes on that beautiful car or beach property, but before visiting the seller / banker to findout of the monthly payment details, you would like to see how much your monthly / biweekly loan payments would be. Thankfully excel has the right formula to divide an amount to equal payment installments over given time period, the pmt() function.
If your loan amount is $125,000,
APR (interest rate per year) is 6%,
loan tenure is 5 years and
payments are made every month, then,Use
PMT(6%/12,5*12,-125000)which tells us that monthly payment is $ 2,416 if you keep trying 😉
Also, if you want to find out how much of each payment is going for principle and how much for the interest component, try using ppmt() and ipmt() functions. As you can guess, even though EMIs or loan installments remain constant, the amount contributed to principle and interest vary each month.
13. What is this week’s number in the current year ?
Often you may need to find out if the current week is 25th week of this year. This is not so difficult to find as it may seem. Again, excel has the right function to do just that.
Example: Use
WEEKNUM(TODAY())will get 33
14. Find out what is the date after 30 working days from today ?
Finding out a future date after 30 days from today is easy, just change the month. But what if you need to know the date thirty working days from now. Don’t use your fingers to do that counting, save them for typing a comment here and use the workday() excel funtion instead. 🙂
Example: Use
WORKDAY(TODAY(),30)tells that Sep 24, 2008 is 30 working days away from today.
If you want to find out number of working days between 2 dates you can use networkdays() function, find out this and a 14 other fun things you can do with excel.
15. With so many functions, how to handle errors
Once you get to the powerful domain of excel functions to simplify your work, you are bound to have incorrect data, missing cells etc. that can make your formulas go kaput. If only there is a way to find out when a formula throws up error, you can handle it. Well, you know what, there is a way to find out if a cell has an error or a proper value. iserror() MS Excel function tells you when a cell has error.
Example: Use
ISERROR(43/0)returns TRUE since 43 divided by zero throws divide by zero error.
Also try ISNA() to findout if a cell has NA error (Not applicable).
Give these functions a try, simplify your work and enjoy 🙂
28 Responses to “CP024: Customize Excel to boost your productivity”
I think that the most useful customisation that I utilise frequently is some code I found that allows multiple items to be selected from a data validation list. For example one workbook we use lists the business drivers for a project. Another uses this technique to select the staff involved in a particular project. See http://blog.contextures.com/archives/2009/09/18/select-multiple-items-from-excel-data-validation-list/
Another terrific podcast Chandoo! Glad to hear that you, your family, friends and community are recovering well from HurHur.
You did a great job of covering so many of the customization techniques that I use but one that I really like is the addition of those top portion of the quick access tool bar with items that I use often but are not standard to any of the tool bar options.
Thank again Chandoo for the terrific website! It definitely is helping to make me awesome in Excel.
I customise excel toolbars by inserting an icon and dragging it to the appropriate area.
I prefer not to customize (too much).. I use Excel on a work pc, on two pc's at home, and sometimes on other PC's (even on different languages). I've found that if I keep the most "standard" look, I manage to get around on any pc, whatever the language pack.
The only thing I do is "pinning" the most used files on the Windows taskbar. And even then I sometimes forget what I placed where, and look it up manually anyway...
Hi, Chandoo. Thanks for the complete review of customizations. I use most of the items you mention, such as Options to set the default font to “old” Arial rather than Cambria. I’ve also adapted the QAT, adding a button to Repeat last action as well as ones to close the current workbook and the Excel application. Lastly, I developed a personal Add-in that contains macros and changes the ribbon (via Microsoft’s Custom UI editor) to rearrange buttons for functions I always use and adds a new ribbon tab with buttons for my personal macros. For example, one of my most frequently used macros deletes all rows below and columns to the right of a selected cell and resets the Excel used range value for the worksheet (helpful for when I press Ctrl-End).
Thank you again for another great podcast! I always learn something from your podcast/Blog/site. I can't believe I never bothered to look at setting the number of sheets excel creates when you open a New workbook. That will save me time everyday!
I usually create a Personal Macro set to use, as well as creating some custom ribbon and toolbar sets to make my most needed functions handy (I even include some personal macros in these toolbars.) I also spend some time creating some themes to match the Company reporting colors so that my work can easily be incorporated into company communications.
Thanks for helping me be awesome at Excel everyday!
Hi Chandoo - excellent podcast. At the moment I only use the quick access tool bar to add not standard icons. But now I have several techniques that I am going to try. Thanks
excellent podcast!! not enough users maximise their productivity by making Excel more comfortable to work with!!
I use many of the techniques already mentioned (personal macro book, customised QAT/ribbon, etc) but but, instead of adding lot's of buttons I find it's better learn and use the relevant keyboard shortcuts instead of adding buttons for all those functions you use all the time (avoid button overload!!).
Far better to add buttons for functions you don't use often and that are difficult to find/use in their regular guise
I also use a default 'dashboard' workbook that has hyperlinks to a handful of files I use regularly.
also maybe worth mentioning creating default workbook/worksheet 'styles' - to do this create a workbook with the formats you want (fonts, page setup, # of sheets, etc) and save it to your excel start folder with the name BOOK (use SHEET for the sheet template). From then on all new books/sheets will have the same basic formatting
Thanks for the podcast Chandoo, glad you are recovering from the typhoon experience.
Here at work we created 2 template files, a "simple" one and a "large" one. We often have to put together engineering calculations and having these templates makes it so much faster. The simple one has a cover page (used for tracking revisions) and then a sheet set out in our standard format. The large one has the same cover page, then a contents page that has macro buttons to jump to any of the 10 tabs set up in it. And yes, we often use 5-10 tabs when doing our calculations! This makes the navigation much easier and means we can get on with calcs and not have to spend time formatting.
Thanks and enjoy, Oxi
Hi Chandoo – I liked this episode. So far I only use quick access bar to add icons for Macros, special paste etc.. Looking forward to explore some of the techniques shared by you. Thanks
Thanks for the podcast. There's a couple of things I'll have to try.
I've set up a default workbook that's saved to my excel start directory that contains:
* corporate colours and fonts
* a cover sheet
* modified and expanded cell styles
* default table and pivot table styles
* custom page setup settings
Another thing I've tried is creating chart templates which saves a bit of time.
My Quick Access toolbar is jampacked with macros:
- Save all open spreadsheets
- Backup the active workbook to another folder. Useful if I'm making big changes to the spreadsheet that i might want to revert later.
- Copy & Paste special values. Why click two buttons when you can click one?
- Set my preferred number formatting
- Format graphs in company colours
- Apply red/green conditional formatting for growths data. 0% growth is white, 20% growth is green, -20% growth is red
- Format and apply settings to pivot tables as I like them. E.g. Tabular format, no retained items, no style, etc
- Sort items in a pivot filter. Standard Excel capability only lets you sort items if they are in rows or columns not in a filter
- Delete all custom styles. It amazing how many junk styles spreadsheets can accrue, especially when copying in data from other spreadsheets
- Resize and reposition all comments. I swear comments have a mind of their own, constantly moving to bizarre places.
- Print in a Userform all external links and whether the links are active. Including those in name manager and in pivot tables that don't show up in the 'Edit links' window.
- Print in a Userform all HIDDEN name manger names. As a company we need to be careful about what is exposed when we publish spreadsheets.
These (and more I've not mentioned) save me countless hours during a normal working week!
Thanks for a great podcast. Really useful tips on customisation. The tip on only one sheet instead of three - using that now myself.
Personally I use customisation for two main purposes. Quick access to functions I use regularly – to state the obvious – but also some functions I use so infrequently I may not be able to quickly find them when I need them. Forms, for example.
And if I ever need to use a function or command that I have recently learned or used in a new or different way, I add that to the Quick Access Ribbon.
Hi Chandoo,
On top all those customization you've mentioned, I also use the Custom UI Editor for Microsoft Office to create my own Ribbon menu buttons in Excel 2007 and hide the default ones. With the help of macros of course, this makes Excel looks and behave like an App.
Try that to impress your boss !
Chandoo,
Until recently, I had only created custom VBA to solve specific problems related to work. I usually placed a shortcut in a new ribbon. Now I am going to use some of the tips that you mentioned to customize one ribbon for all of the common items that I use (like filter, sort, number format, etc.)
Thank you.
Hi Chandoo,
I really like your podcast. I will appreciate if you continue to do podcast in the future.
Regarding my customize of excel, I usually keep lot of commands in Quick Access Toolbars (QAT), esp, insert/delete sheet row, insert/delete sheet column,copy, cut, format copying, paste, paste special, paste value, Font color, Fill color, camera tool and open recent file etc. Also I click on click on Developer tab so that it is visible on my tabs.
When I was studying MBA, I used to do add-ins of Analysis Toolpak but I have not used that Toolpak since I completed MBA.
Thanking you,
Sam
Hi Chandoo,
I really like your page and it's the first time I listen your podcast and it's great!!. I use a lot the Quick Access Toolbar and also use personal macros for rutine task and for look-and-feel in corporate colors, but after listen you I will try to costumize the ribbon and also I will work with themes and styles.
Thanks to inspire us!!.
Regards from Mexico.
Uriel
Thank you Chandoo, very useful.
I have done 3 things to customize my excel,
Created a new tab and put in it all my frequently used commands.
Recorded all my repeated activities as macros and I am running this everyday.
Added the commands I use very very frequently (including the recorded macros) to the QAT.
Thank you again
Hi Chandoo,
Great podcast. I usually do the following to customize my Excel:
1) I use custom themes and chart & slicer templates
2) Custom macros in QAT and Ribbon for repetitive tasks
3) Keep generic VBA routines in a module for use when needed for specific workbooks, I can just copy it into the target workbook.
Thanks,
Dave
Hi Chandoo,
I have been using the quick access toolbar and it is great for having frequently used features all in one place. As well as macros and those less commonly known features, such as select visable cells when working with hidden rows/columns. The list of all commands available to add to the toolbar is mind numbing.
I did not know about adding your own tab to the ribbon. I have already begun contructing my own.
Thank you for the wonderful information.
Chandoo,
I mainly use the personal macros. There are a few charts that I update frequently, this requires that I keep the old data and change the range of the chart. Changing the range causes Excel to pick all new colors for my chart. So, one macro reverses this issue.
Thanks for sharing your awesomeness.
My customization:
I have three add-ins: Macabacus light for shortcuts (free), XL Campus to work with lots of tabs and the Tableau reshaper add-in (free), to reshape tables in database form.
I have created and copied macros for:
Clean formats
Search and select constants
Format as constant (I used to do financial modeling)
Trace dependents simultaneously
Center across selection (not used anymore since it's in one of the Add-ins)
Search and select blanks cells
Select cell A1 in every sheet (before closing the file)
Protect and unprotect sheets and workbook
Almost all macros have shortcuts and a dedicated tab in the ribbon.
As for Excel options themselves:
Automatic calculations
Error tracking disabled
Cursor stays in same cell when Enter is pressed
And I used to have a Financial modeling template as a predefined sheet where different formats and styles were pre-established
Dear chandoo
Thanks for the excellent podcast. I regularly visit your website and have listened to all your podcast which are very informative. I customise my toolbar by using a quick access and inserting icons in toolbar.
i used all of you suggestions, but have refrained from pinning files to the Recent Workbook List. It bothered me that this pinned files also took over the keybord shortcuts for the last opened files. If I press ALT-F+1, i want to open the last used file, not the file i pinned first.
I missed a very powerful Excel customization option in your podcast, which i use every day and saves me hours: custom keyboard shortcuts. There are two of them:
1. Assign a Key combination to a macro (e.g. "Ctrl-Shift-V" for my VBA-procedure "PasteSpecial_Values")
-> Open the Macro-dialog (Alt-F8) and go to Options, set the key...
2. Assign a Key combination even to F-Keys (e.g. "F5" for "my_favorite_Macro")
-> Open VBA-Editor (Alt-F11), go to any Module in your Personal.xlsb and add this code:
Sub auto_open()
Application.OnKey "{F5}", "my_favorite_Macro"
End Sub
There is no quicker way to call your macro!
Hi Chandoo, very excellent podcast.
I use the quick access toolbar to link my VBA macro's and at the moment I'm experimenting on adding a personal ribbon tab with personal ribbon buttons. I use a Custom UI Editor to do this, it let me link macro's to the buttons used in the personal ribbontab.
This way for a project dashboard I can add the buttons necessary there and they are attached to the file. So other people opening the file have the same ribbon tab. Looking professional and to quote 'awesome' ;-).
Thanks for your prodcast.
I customize my excel in the ribbon. This allows to feature the items I need
Hi Chandoo,
Would you please link me to your Excel Customization Handbook? I am sure that this will help me in a huge way!
Hi Chandoo!
I would love an Excel Customization Handbook! Here is my tip:
To recreate the CTRL-HOME functionality on Excel for Mac copy and paste the following code into your personal macro workbook. I assigned my code to the hotkey Option-Cmd-G and now it's like I have a "Home" button on my Mac!
----------
Sub GoHome()
'
' GoHome Macro
' Simulates Ctrl-Home on a PC
'
' Keyboard Shortcut: Option+Cmd+g
If ActiveSheet.Type = xlWorksheet Then
With ActiveWindow
.ScrollRow = 1
.ScrollColumn = 1
.ActivePane.VisibleRange.Cells(1).Select
End With
End If
End Sub