Tips and Tricks

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Essential Excel Tips and
Tricks
Adaptive Processes Consulting Pvt. Ltd.
An ISO 9001:2000 Certified Company
www.AdaptiveProcesses.com
This document is the property of and proprietary to Adaptive Processes Consulting Pvt. Ltd. Contents of this document should not be disclosed to any
unauthorized person. This document may not, in whole or in part, be reduced, reproduced, stored in a retrieval system, translated, or transmitted in
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Excel Tips and Tricks



Retrieving values from tables with a common column
– vLookup
Suppose you have two excel sheets with some common
column and some different columns. You can get the value
for different column using vLookup.

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Excel Tips and Tricks

a.

For example:
In the Test.Xls, in
WS1 we have Project
Number and Ratings
for different
Questions. In WS2,
we have Project
Number and Name.
So in order to get
Project Name in WS1,
you follow the
following steps

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Excel Tips and Tricks
b.

In WS1, Insert
Columns in the
beginning and copy
and paste the common
column (preferably left
most column) and
different column from
WS2 and sort in
ascending order for
common column

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Excel Tips and Tricks
c. In WS1, Use the Formula
V Lookup in Cell O2 Use
as follows
Note: Lookup Value is the
common cell reference in
WS1 (value to be searched) ,
Table Array is the Values
you copied from WS2 and
Index Column Number is
the number of the column
from which Value needs to
be returned and always put
Range Lookup as False if
you want an exact match.
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Excel Tips and Tricks
d. You will see the
value returned
now and drag it
down for other
cell values.

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Excel Tips and Tricks
2.

Making formula cell
values permanent

e.

Now in WS1, if you
remove Columns
A&B (as they are
needed any more),
you will see that
Values in Name
Column has become
#REF as the formula
is invalid.

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Excel Tips and Tricks
f.

To avoid this
problem, you can
make the values
permanent – basically
remove the formula
but retain the value by
doing Paste Special
and Select Only
Values after copying
the column.

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Excel Tips and Tricks
3. Quick Reporting –
Using Pivot Table
a.

Now suppose you want
to find out average
project rating for
Projects, you can do the
same by Pivot Table

Select Data  Go to Data
 Pivot Chart Report
 Select Next 
Select Next  Choose
Layout
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Excel Tips and Tricks
b.

Now Pull Name to Row
and Q10, Q11, Q12 to
Data Area

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Excel Tips and Tricks
c.

Now the Data area says
Sum where as you need
average, so you Click on
Sum of Q10 and
Change it to Average

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Excel Tips and Tricks
4.

a.

Converting Row Data
in a Pivot Table to
Column Data
Now if you see the
Pivot Table Report, you
will see that Data is
coming in Rows where
as you need the data in
columns.

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Excel Tips and Tricks
b.

Select Data and Go to
Format Report and
Select a Report that
looks like Matrix (Table
1)

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Excel Tips and Tricks

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Excel Tips and Tricks
c. Now the report will
look like

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Excel Tips and Tricks
5. Finding Unique Values in a set
of values – Advanced Filter
a. Now in WS1, you have some
project names but some of them
repeat. You are interested to know
how many unique names / values
are there. This you can do by using
Advanced Filter.


Select the Data Column  Go to
Data  Filter  Advanced Filter
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Excel Tips and Tricks
b.

Choose Copy to Other
Location, Copy to a new
place (choose a blank
column), and Check
Unique Records Only

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Excel Tips and Tricks
c.

Now the results will
have unique records in
Column N

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Excel Tips and Tricks
6.

a.



Converting Data in
Rows to Data in
Columns – Transpose
Now suppose you want
to put values in Column
N into other columns
rather than Rows, do
the following
Copy Data  Go to a
blank cell  Go to Edit
 Paste Special 
Check Transpose, you
will see row values in
columns
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7.

Keeping certain header
row constant when you
have more than one page
data - Freeze Pane

a.

Now you can’t see Project
7 and Project 8 column
names clearly, and you
would like to see the left
most column also, then you
can do Freeze Pane.

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Select cell B2, Go to 
Window  Freeze
Pane. Now you can
scroll the Scroll Bar and
see columns which were
not visible earlier and
still see the left most
column.

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8.

Row / Column
groupings

a.

Now there are many
Rows for Project 6 and
you would like to
Group them so that
they look like one
Record but without
hiding or deleting the
rows. Select the Rows
except the first row in
the Project 6 rows 



Go to Data  Group
and Outline  Group.
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Excel Tips and Tricks
b.

Now you can click the
minus sign on Left
Most side of the
Worksheet, and the
result will be .

c.

Similarly you can
group Columns also.

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9.


Writing multiple row data in a single
cell
To write multiple rows data in a single cell,
Press Alt-Enter after finishing first row
data in the cell

10. Text Wrapping in a cell
• You may have text which does not fit into
the width provided in the Column, so
select Cells, Go to Format  Cells 
Alignment  Wrap Text

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11. Restricting cell values - Data
Validation – List of Values


Now you would like to put your Project
Managers to put locations for Projects in
WS2 but would like to restrict the values
to Locations like Delhi, Bangalore and
Pune. This is called Data Validation and
you can do that by following steps:

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Excel Tips and Tricks
a.

Choose a cell
location till which
people are unlikely
fill data, for the
example purpose, I
am doing this in Cell
C15, Put the Values
to be Chosen in
Rows.



Go to Cell C2, Go to
Data  Validation
 Select Allow
Value to be List 
In Source Choose
List of Values

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Excel Tips and Tricks
b.

Now you see the
Drop-down List in
Cell C2

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12. Modifying header
and footer of
multiple sheets at
same time
a.

Select all the Sheets
where you would like
to have the same
header and footer,
Go to View 
Header and Footer
 Pick Custom
Header / Footer 
You can pick date,
time, File Name, Tab
Name from the icons
and do necessary
formatting.
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13. Converting Text in
a cell to Columns
a.

Sometimes when you
extract data from a
tool, it may provide
you data that will a
Comma Separated
Value (.csv) file or
you copy a report
output on Excel, you
may have to put data
into appropriate
columns by
converting Text to
Columns like Cell A2
in WS4
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b.

Go to Data  Text
to Columns 
Choose Delimited (if
Separated by any
special character or
Fixed Width as
appropriate) 
Select Delimiting
Character (here it is
Comma) and see the
result

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14. Changing one of
the histogram bars
to line type

100
88

90
79

80

81

78
71

a.

70

You have drawn a
bar graph based on
data in WS3, it looks
like below

60

62
54

52

50
40
28

30
20
10
0

Year 2002

Year 2003

Year 2004

Total Employees

52

79

88

Participated in Survey

28

62

71

% Covered

54

78

81

Total Employees

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% Covered

Excel Tips and Tricks
b.

But you would like to
put % Covered as a
Line graph rather
than bar graph, Right
Click on the Data
Series (Yellow bar),
Choose Chart Type
as Line Type and
then see how the
graph looks now

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100
88

90
79

80
70
60

81
71

78
62
52

54

50
40

28

30
20
10
0

Year 2002

Year 2003

Year 2004

Total Employees

52

79

88

Participated in Survey

28

62

71

% Covered

54

78

81

Total Employees

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% Covered

Excel Tips and Tricks
15. Graph on double
axis
a.

Now suppose you
would like to draw a
graph with data in
WS5, the graph will
look like this

400
350
300
250
India's GDP

200

Growth Rate

150
100
50
0
Year 2000

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Excel Tips and Tricks
b.



Since growth rate is
very small value
compared to GDP, it
will not be visible. To
avoid this problem,
you could draw the
graph on Double axis
so that Range on
both sides will be
different
Select Data  Go to
Charting Icon 
Select Custom Type
 Choose Line –
Column on 2 Axis
and this is how the
graph will look like
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360

7

350

6

340
5

330
320

4

India's GDP

310

3

Growth Rate

300

2

290
280

1

270

0
Year 2000

Year 2001

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Year 2002

Year 2003

Excel Tips and Tricks
16. Changing color of a cell given a
condition - Conditional formatting


Now in WS5 sheet, you would like to
color cells with Growth Rate greater
than 5 as Green and those below 5 as
Red color, you can do the same by doing
Conditional Formatting.

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