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Merge and Manipulate Multiple Excel Sheets like a Pro

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Working with multiple Excel sheets is common for many spreadsheet users. However, managing and consolidating data across worksheets and workbooks can be tedious and time-consuming without the right techniques. Master these tricks to merge and manipulate Excel sheets like an expert.

View Sheets Side-by-Side

Rather than constantly switching between tabs, view multiple sheets side-by-side in the same window. Go to the View tab and select “New Window” to open a second window displaying your workbook. You can tile or cascade sheets and easily refer to data across windows.

Link Sheets with 3D Formulas

Build 3D formulas to analyze data across multiple sheets. Start a formula as usual and add the sheet name followed by an exclamation point before the cell reference, like =Sheet2!A1. This pulls data from Sheet2 into your formula on the active sheet for seamless cross-referencing.

Consolidate Data with PivotTables

Easily combine, summarize, and report on data from separate sheets with PivotTables. When creating a PivotTable, check the box for “Multiple Consolidation Ranges” and add all the source sheets. The PivotTable will automatically pull and consolidate the data for flexible reporting.

Merge Tables with Power Query

For a more permanent data merge, use Power Query to combine tables from different sheets into a single master table. Load the sheets you want to merge, select the tables, go to the Transform tab, and click “Merge Tables”. Power Query will append the rows together into one unified dataset.

Link Cells Across Sheets

Rather than retyping the same data in multiple sheets, you can link cells and ranges across sheets to maintain consistency. Type “=” in a cell, then click the sheet tab and select the cell to link. The data will remain synced as it’s updated.

With these tips, you can masterfully merge, consolidate, and manage data across all your Excel worksheets. Want to take your Excel skills even further? Check out our upcoming workshop!

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

Data Cleansing in Excel: Streamlining Your Analysis Workflow

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Data is the foundation of any analysis, decision-making process, or business strategy. However, raw data seldom comes perfectly organized and error-free. That’s where data cleaning and preparation play a crucial role in transforming messy data into valuable insights. Excel, being one of the most widely used tools for data management, offers a host of powerful features and best practices to ensure accuracy and reliability.

  1. Identify and Handle Missing Data: Missing data is a common issue that can distort the analysis. Excel provides tools like filtering and conditional formatting to identify and handle missing values. One can choose to either remove incomplete records or use imputation techniques to estimate the missing data.
  2. Remove Duplicate Records: Duplicates can introduce bias and affect the integrity of the analysis. Excel’s “Remove Duplicates” feature allows users to quickly identify and eliminate duplicate rows, ensuring the data remains clean and accurate.
  3. Data Validation: Implementing data validation rules can prevent erroneous data entry. Excel’s data validation feature allows setting criteria for data cells, ensuring users enter only valid and relevant information.
  4. Proper Formatting and Consistency: Inconsistent formatting can lead to data interpretation issues. Excel enables users to format cells consistently and convert data types as required. This ensures that numerical data is treated as numbers, dates as dates, and text as text.
  5. Handling Outliers: Outliers can significantly impact statistical analysis. Excel’s functions such as “IF,” “COUNTIF,” and “AVERAGEIF” help identify and deal with outliers effectively, preserving the accuracy of the data.
  6. Splitting and Combining Data: Sometimes, data may be combined in a single cell, leading to complications during analysis. Excel offers functions like “Text to Columns” and “Concatenate” to split and combine data elements, respectively, ensuring data is organized correctly.
  7. Remove Unnecessary Characters and Spaces: Excel’s “TRIM” function is useful for removing extra spaces, while “SUBSTITUTE” can help eliminate unnecessary characters or symbols from the data.
  8. Date and Time Formatting: When dealing with date and time data, Excel allows users to format these values consistently and manipulate them using various functions for better analysis.
  9. Protecting Clean Data: After cleaning and preparing the data, it’s essential to protect it from accidental changes. Excel offers password protection and sheet locking to safeguard the accuracy of the cleaned dataset.
  10. Document Data Cleaning Steps: Finally, it’s vital to document the data cleaning steps taken in a separate sheet or cell comments. This documentation ensures transparency and enables reproducibility in case of future analyses or audits.

In conclusion, data cleaning and preparation are vital steps to ensure accurate and reliable analysis in Excel. By following these best practices, users can transform raw and messy data into valuable insights that drive informed decision-making and business success. Remember, investing time in data cleaning ultimately saves time and resources in the long run, while ensuring the integrity and accuracy of your data-driven endeavors.

If you want to take your tackle Excel’s basics and beyond, check out our workshop.

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

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 2: AVERAGE in Excel

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Learning a selection of Excel formulas can take your reports to the next level. Mastering a few tips and tricks can not only save time for working professionals but using Excel formulas can help double-check the values listed on a spreadsheet. To simplify your work and make sure you’re presenting accurate data, take a look at how to use the AVERAGE formula.

AVERAGE in Excel

The AVERAGE function is used to determine the average value or number in a list of numbers. It effectively finds the midpoint of a number sequence. 

Using the AVERAGE Formula

To determine the average of a list of numbers in an Excel spreadsheet, use the following formula:

  • =AVERAGE(C4:C9)

You can also find the average of several number sequences by separating them with commas.

  • =AVERAGE(C4:C9, B5:B7)

We at Learn Excel Now hope you feel comfortable creating using the SUM function in Excel. Next week, we’ll wrap up the series with COUNT function in Excel so stay tuned!

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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 3: Division

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Excel formulas can simplify the essential mathematical operations of addition, subtraction, multiplication, and division.

In Part 2 of this series, we covered creating basic multiplication formulas in Excel. To finish this series, we’ll tackle how to divide with the program.

Division Formula

Division has the same capabilities as addition and multiplication. To divide cells, you can either type in the totals or the cell names and use the “/” sign to indicate division. If you want to divide C7 and C5, which will be 6 and 2 for this example, you can write the formula as C7/C5 or 6/2.

You can also use the QUOTIENT function, which works the same way the =SUM and =PRODUCT functions do. In the cell where you want your total to appear, type “=quotient” and choose the =QUOTIENT function. Select the cells you want to divide and hit enter.

There are an extensive number of Excel formulas that enable more advanced mathematical functions, but these four are the most essential formulas to learn for Excel beginners.

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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