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Automatically Adding Serial Numbers in Excel

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Serial numbers are an essential part of many datasets because you can use them to identify specific entries in your sheet. Adding them manually can take time and result in errors, but there are several ways you can add these numbers automatically. 

Save yourself some time at work by learning how to add serial numbers to your spreadsheets. We’ll cover four popular methods.

Fill Series Method

If you want to add a series of number rows without doing so manually, use the Fill Series tool to generate a column with a list of numbers in it.

Follow these steps:

  • Select the cell you want to use and insert the number “1” into it
  • Click the Home tab, then hover over to Editing, then Fill, then Series.
  • The Series window will populate, and when it does, key in the following information:
    • Series In = Column
    • Step Value = 1
    • Stop Value = the number you want to end your sequence with (ex: 1,000)
    • Click OK

ROW Function Method

For this method, click on the cell A1, then edit it. Key in the =ROW() formula. You’ll then select the formula and drag it to the number you want to end your sequence with.

Adding One Method

This is another quick method to use if you want to add serial numbers in an Excel spreadsheet.

  • Click the cell you want to use to start your sequence
  • Enter the number “1” into the cell
  • In the next cell down, key in the formula =C1+1 (assuming C1 is your starting cell)
  • Click the formula and then drag it down to the number you want to end your sequence with

Pivot Table Method

If you want to add serial numbers to a pivot table, it’s important to insert an extra column in your source data. This number column will appear after the row item columns.

To accomplish this task, follow these steps:

  • Add a new column in your source data, and place a “1” in each cell
  • Create a pivot table with the data therein
  • Add the columns as values afterward
  • Right-click the column in the values section and select Value Field Settings
  • Click on Show Value As and select the running total
  • Click OK

We hope these tools help save time and enhance the quality of your data!

If you want to take your Excel skills to the next level and explore a wide range of formulas and functions, check out our workshop.

And, we’ve got you covered with an entire library of solutions that will empower you to work smarter!

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VLOOKUP, HLOOKUP, and XLOOKUP Formulas Part 3: XLOOKUP Formula

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The XLOOKUP function is relatively new, and it was introduced to provide solutions for some of the issues that commonly occur when using the VLOOKUP and HLOOKUP functions. XLOOKUP serves as a sort of replacement for the other two functions mentioned, so if you can master using the XLOOKUP function, you’re all set when it comes to looking up pieces of data in your spreadsheets.

Keep reading to learn more about the XLOOKUP function.

XLOOKUP

The XLOOKUP function differs from both the VLOOKUP function and the HLOOKUP function in that it isn’t dependent on directions. XLOOKUP doesn’t have to search vertically or horizontally to locate and populate a specific piece of information. 

The XLOOKUP function looks like this: =XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])

Each component of the function has a specific meaning.

  • lookup_value: the information you want to locate
  • lookup_array: the list you want Excel to search for the information
  • return_array: the list you want the results from
  • [if_not_found]: the information populated if the value doesn’t exist
  • [match_mode]: exact match only setting
  • [search_mode]: search from first to last or last to first

It’s worth noting that the XLOOKUP function comes with several optional settings you can include in order to more accurately find the information you’re looking for. Because this function was designed to overcome the setbacks associated with the other two functions, many people prefer to use XLOOKUP to find data in their spreadsheets.

We hope this helps you feel comfortable using the XLOOKUP formula in Excel.

For a detailed demonstration from an expert, with exercises, and the most common questions answered, check out our workshop: Mastering Excel Lookup Functions: What Every User Should Know.

If you’d like to learn additional Excel formulas that can make your job easier, quicker, and more accurate, we’ve got you covered!

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VLOOKUP, HLOOKUP, and XLOOKUP Formulas Part 2: HLOOKUP Formula

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HLOOKUP is a function that Excel users can key in to look up and retrieve data from a specific row in a table. This function searches for values in the table’s first row, then returns a value in the same column from that row if the listed conditions are met.

Read on to discover the unique characteristics of the HLOOKUP function.

HLOOKUP

In the HLOOKUP function, the H stands for horizontal, so this function performs horizontal searches from left to right.

The HLOOKUP Function looks like this: =HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])

The components of the function have the following significance:

  • lookup_value: Like the other lookup functions, this segment identifies the piece of information you want to find
  • table_array: the table you want to search to find the specific piece of information
  • row_index_num: the row number from the table_array segment that will produce the matching value
  • range_lookup: the value that determines whether you want the function to locate an exact match or an approximate match

We hope this helps you feel comfortable using the HLOOKUP formula in Excel.

For a detailed demonstration from an expert, with exercises, and the most common questions answered, check out our workshop: Mastering Excel Lookup Functions: What Every User Should Know.

If you’d like to learn additional Excel formulas that can make your job easier, quicker, and more accurate, we’ve got you covered!

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VLOOKUP, HLOOKUP, and XLOOKUP Formulas Part 1: VLOOKUP Formula

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VLOOKUP is a relatively common Excel function that aims to simplify locating a specific piece of information located within a spreadsheet. For example, if you have a series of insurance policy numbers and the insured individual’s name listed in various cells, VLOOKUP can help you locate information in a specific column instead of scouring through mountains of data manually.

Continue to learn about the capabilities of the VLOOKUP function.

VLOOKUP

In the term VLOOKUP, the V stands for vertical, so this function performs vertical searches from the left side of the spreadsheet to the right.

The VLOOKUP function looks like this: =VLOOKUP(lookup_value, table_array, column_index, [match_model])

Let’s break down the components of the function.

  • lookup_value: the information you want to locate
  • table_array: the location where you want to look for your information
  • column_index: the number associated with the column from the table_array section
  • [match_mode]: This value should usually be set to 0 if you want the output to populate only if the VLOOKUP feature finds an exact match

We hope this helps you feel comfortable using the VLOOKUP formula in Excel.

For a detailed demonstration from an expert, with exercises, and the most common questions answered, check out our workshop: Mastering Excel Lookup Functions: What Every User Should Know.

If you’d like to learn additional Excel formulas that can make your job easier, quicker, and more accurate, we’ve got you covered!

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Reviewing Formulas and Functions Part 3: COUNT in Excel

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Most working professionals want to save time when writing reports and copying data into spreadsheets, yet worrying about making mistakes can slow progress to a crawl. If you want to save time and make sure you’re recording accurate data, mastering a few Excel formulas is worth your effort.

Read on to learn about the COUNT formula and how it can help you at work.

COUNT in Excel

Instead of manually counting the number of cells being used in an Excel spreadsheet, the COUNT function can provide you with a quick, accurate answer.

Using the COUNT Formula

To use the COUNT function, there are two options, and each one depends on what you’re trying to count. Counting the cells that contain numeric values can be done this way:

  • =COUNT(C4:C9) – this will provide you with the number of cells in this sequence that have numbers in them (if all of them do, the answer is 6)

Counting the cells that simply aren’t blank (as in, they can have numbers, letters, or symbols in them), you would use this formula:

  • =COUNTA(C4:C9) – if 3 cells contain numbers, one contains letters, and two are blank, the value you would get is 4)

If you’d like to learn more Excel formulas that can make your job easier, quicker, and more accurate, stay tuned. We’ll steadily release an Excel series in the form of several short, simple blog posts.

We at Learn Excel Now hope you feel comfortable creating using the SUM, AVERAGE, and COUNT functions in Excel.

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Reviewing Formulas and Functions Part 1: SUM in Excel

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Mastering Excel formulas can make a world of difference for working professionals. Not only does using formulas save time, but it also ensures that the figures you’re calculating are correct based on the data in your spreadsheet.

Read on and we’ll show you how to use the SUM formula correctly.

SUM in Excel

The SUM function is used to add the values of various cells on an Excel spreadsheet. This option reality simplifies things for working professionals who want to save time and avoid possible mistakes that come from copying data onto a calculator.

Using the SUM Formula

There are a couple of ways to use the SUM formula in Excel. You can either add the values of individual cells or add the values of a cell sequence. 

  • =SUM(C4:C9) – this version is used to add the values of one cell through another in a sequence
  • =SUM(C4, C9) – this version is used to add the values of one cell and another, not in a sequence

We at Learn Excel Now hope you feel comfortable creating using the SUM function in Excel. Next week, we’ll cover the AVERAGE function in Excel so stay tuned!

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Creating Basic Formulas Part 2: Multiplication

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Addition, subtraction, multiplication, and division are essential mathematical functions that can be made easy by using Excel formulas. 

In Part 1 of this series, we covered creating basic addition and subtraction formulas in Excel. This week we’ll tackle how to multiply with the program.

Multiplication Formula

Like adding and subtracting, multiplying cells can be done by typing in the totals or by using the cell names. Let’s say that you want to multiply F4 and F8, which will be 12 and 3 for this example. 

You can name the cells in the formula  =F4*F8, or you can type the totals into the formula =12*3.

The PRODUCT function can also be used to multiply different cells. To use it, click on the cell where you want your total to appear, then type in “=product” and choose the PRODUCT function. Then, as with using the =SUM function, select the cells you want to multiply and hit Enter.

We at Learn Excel Now hope you feel comfortable creating addition formulas with Excel. Next week, we’ll wrap up this series with how to divide in Excel so stay tuned!

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Creating Basic Formulas Part 1: Addition and Subtraction

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Excel can be intimidating for people who have just been introduced to the program, but basic mathematical functions are relatively easy through Excel when you know the right formulas.

To begin, we’ll just cover the basic formulas for now: Addition, Subtraction, Multiplication, and Division.

Let’s begin with Addition and Subtraction.

Addition Formula

The basic way to add numbers from different cells on your Excel spreadsheet involves writing the first cell name (the column and row letter and number), then the plus (+) sign, then the next cell name. For example, =C5+C8.

If you want, you can also combine the numbers in the cells you want so that you don’t have to type in the cell names. This can be done by typing the list of numbers into the upper input bar. For example, =5+3+4+12+9 (let’s say these are the numbers in E3 to E7).

You can also use the SUM function by typing “=sum” into the area where your totals will be recorded. Once the SUM function populates, you can select all of the cells you want to include in the addition formula.

Subtraction Formula

Much like creating an addition formula, subtraction can be done by typing in the first cell name you want to use, then the subtraction (-) sign, then the next cell name. For example, =B4-B2.

You can also subtract the number totals the same way you can with addition. However, there is no subtraction function in Excel.

We at Learn Excel Now hope you feel comfortable creating addition formulas with Excel. Next week, we will cover how to multiply in Excel so stay tuned!

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Excel Date Calculations Part 2: Setting Sequential Dates

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Excel offers a variety of ways to perform date calculations. In part 1 of this series, we showed you how to find the difference between dates. In this week’s post, we cover setting sequential dates in Excel.

Sheryl is getting ready to perform her annual budget. Her job pays her every two weeks. As a result, 10 months of the year, she receives two paychecks, but there are two months where she ends up with three paychecks. She wants to find each payday in the upcoming year and highlight the months where she will receive three checks.

She starts off with her current payday date:

excel-date-calculations-2

To find the two week pay schedule dates she will:

  • Enter the formula =A2+14
  • This yields the next pay day
  • Then copy the formula across to find all dates
  • Then look for the date with three in a month and highlight them

excel-date-calculations-2

In the example, we see that Excel automatically finds the date 14 days from the original date input. In copying the formula across it populates each date two weeks apart.

We at Learn Excel Now hope you now feel confident setting sequential dates in Excel. This process can be used for a variety of business and personal situations.

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Kevin – Learn Excel Now

Excel Date Calculations Part 1: Finding the Difference Between Two Dates

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Excel has several built-in date functions you can use to quickly find important information. These are known as Excel date calculations. Today, we will focus on how to find the difference, in number of days, between two different dates. We will also cover how to find a date based on number of days from a given date.

For today’s example, we will use the following spreadsheet outlining due dates for a library:

excel-date-calculations-image-1

Here, we have the due date and the current date. To enter the current date into your spreadsheet, you will use the formula =TODAY(). It will autofill with today’s date.

What we don’t have is the number of days overdue, and the overdue fee. To find that, we will:

Subtract the due date from the current date

Multiply the number of days by the fee per day

excel-date-calculations-gif-1

As you can see, Excel makes it easy to find the exact number of days and then calculate the amount owed. This process involves first finding the number of days and then separately finding the amount due. But you can also build the date calculation right into the fee calculation.

You will use the parenthesis to indicate which function you want performed first (always remember: Excel operates on the Order of Operations).

So, the first part of the calculation will be: =(B3-A3)

Then, tell the formula to also multiply by the amount owed column: =(B3-A3)*D3

excel-date-calculations-gif-2

Finding a Date Based on Number of Days

Let’s say you had the same spreadsheet, except that the original due date was missing, but you still have the number of days. Your job is to find the original due date. This is basically a reverse of finding the number of days overdue. You will enter:

=B3-C3

excel-date-calculations-gif-3

This is how you use Excel to find the number of days between two dates or vice versa. Next week, we will cover additional date functions you will want to know. We hope you found today’s lesson on Excel date calculations useful.

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Kevin – Learn Excel Now

 

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