Top 10 Microsoft Excel Tricks You Didn’t Know

Microsoft Excel is more than just rows and columns. It’s a powerful data tool used in offices, businesses, and classrooms around the world.

Whether you’re a beginner or intermediate user, these 10 powerful Excel tricks will boost your productivity, save time, and make you look like a spreadsheet wizard. 🧙‍♂️

✅ 1. Flash Fill – Auto Complete Like Magic

📌 What It Does:

Automatically fills in values based on patterns you type.

▶️ How to Use:

• Start typing in a new column (e.g., first names from full names)
• Press Ctrl + E
• Excel will fill in the rest based on your pattern.

✅ Works great for names, dates, formatting, emails, etc.

✅ 2. Insert Multiple Rows at Once

📌 What It Does:

Saves time when inserting many rows.

▶️ How to Use:

• Select the number of existing rows you want to insert (e.g., highlight 5 rows)
• Right-click → Insert
  ✅ Excel will insert the same number of new rows above.

✅ 3. Quickly Convert Rows to Columns (Transpose)

📌 What It Does:

Turns rows into columns (or vice versa).

▶️ How to Use:

• Copy your data → Right-click → Paste Special → Check Transpose
  ✅ Instantly flips your data layout.

✅ 4. Use the IF Function for Smart Logic

📌 What It Does:

Makes decisions in your sheet (e.g., pass/fail, yes/no).

▶️ Example:

excelCopyEdit=IF(A2>50,"Pass","Fail")

✅ Displays “Pass” if A2 is over 50; otherwise “Fail”.

✅ 5. Remove Duplicates in 2 Clicks

📌 What It Does:

Eliminates repeated values from your data.

▶️ How to Use:

• Select data → Go to Data tab → Click Remove Duplicates

✅ Great for cleaning contact lists, sales data, or inventories.

✅ 6. Quick Select All Data with One Click

📌 What It Does:

Selects your entire sheet instantly.

▶️ How to Use:

• Click the corner triangle between Row 1 and Column A
  ✅ Shortcut: Press Ctrl + A inside the data.

✅ 7. Lock Rows or Columns with Freeze Panes

📌 What It Does:

Keeps headers visible while scrolling.

▶️ How to Use:

• Go to View tab → Click Freeze Panes
  ✅ Freeze top row, first column, or custom area.

✅ 8. Use VLOOKUP / XLOOKUP to Search Smarter

📌 What It Does:

Finds values from other sheets or tables.

▶️ VLOOKUP Example:

excelCopyEdit=VLOOKUP(A2, Sheet2!A:B, 2, FALSE)

✅ Searches A2 in Sheet2 and returns the second column value.

🆕 In Excel 365:

Use XLOOKUP() instead — it’s easier and more flexible.

✅ 9. Insert a Dropdown List with Data Validation

📌 What It Does:

Limits user input using dropdowns.

▶️ How to Use:

• Select cell → Go to Data → Data Validation
• Choose List → Enter options like Yes,No,Maybe

✅ Perfect for forms, surveys, or templates.

✅ 10. Use Conditional Formatting for Instant Visuals

📌 What It Does:

Automatically changes cell color based on values.

▶️ How to Use:

• Select data → Go to Home → Conditional Formatting
• Choose Highlight Cell Rules (e.g., greater than, less than)

✅ You can also create color scales, data bars, and icon sets.