--- title: 5 Easy Steps to Using Microsoft Excel More Effectively description: Out of all the Microsoft Office programs, Excel is probably the most complicated. However, once you’ve grasped it, the software can prove to be very beneficial in terms of creating spreadsheets and ma image: https://blog.grantmcgregor.co.uk/hubfs/excel.jpeg --- [![Grant McGregor](https://blog.grantmcgregor.co.uk/hubfs/GRMC_blue_logo.svg "Grant McGregor")](https://www.grantmcgregor.co.uk/) - [Home](https://grantmcgregor.co.uk/) - About Us - [Our Story](https://grantmcgregor.co.uk/about-us/our-story) - [Meet the Team](https://grantmcgregor.co.uk/about-us/meet-the-team) - [Certifications](https://grantmcgregor.co.uk/about-us/certifications) - [Careers](https://grantmcgregor.co.uk/about-us/careers) - IT Support Services - [IT Support Services](https://grantmcgregor.co.uk/it-support-services) - [People Centric Support](https://grantmcgregor.co.uk/it-support-services/people-centric-support) - [Enhanced Security Service](https://grantmcgregor.co.uk/it-support-services/enhanced-security-service) - [Cyber Security](https://grantmcgregor.co.uk/cyber-security) - Professional IT Services - [Professional IT Services](https://grantmcgregor.co.uk/professional-it-services) - [Microsoft 365](https://grantmcgregor.co.uk/professional-it-services/microsoft-365-business-premium) - [Microsoft Copilot](https://grantmcgregor.co.uk/professional-it-services/microsoft-365-copilot) - [AI Adoption Services](https://grantmcgregor.co.uk/ai-adoption-services) - [Microsoft Azure](https://grantmcgregor.co.uk/professional-it-services/microsoft-azure) - [MDR](https://blog.grantmcgregor.co.uk/mdr-vs-soc-cyber-security-defence) - [Microsoft Teams Phone](https://grantmcgregor.co.uk/professional-it-services/microsoft-teams-phone) - [KnowBe4](https://grantmcgregor.co.uk/professional-it-services/knowbe4) - [DMARC](https://grantmcgregor.co.uk/professional-it-services/dmarc) - [Enclave Networks](https://grantmcgregor.co.uk/professional-it-services/enclave-networks) - Knowledge Hub - [Case Studies](https://grantmcgregor.co.uk/knowledge-hub/case-studies) - [Testimonials](https://grantmcgregor.co.uk/knowledge-hub/success-stories) - [Blog](https://grantmcgregor.co.uk/knowledge-hub/blog) - [Podcast](https://grantmcgregor.co.uk/knowledge-hub/podcast) - [Client Area](https://grantmcgregor.co.uk/client-area) - [Contact us](https://grantmcgregor.co.uk/contact-us) - [Home](https://grantmcgregor.co.uk/) - About Us - [Our Story](https://grantmcgregor.co.uk/about-us/our-story) - [Meet the Team](https://grantmcgregor.co.uk/about-us/meet-the-team) - [Certifications](https://grantmcgregor.co.uk/about-us/certifications) - [Careers](https://grantmcgregor.co.uk/about-us/careers) - IT Support Services - [IT Support Services](https://grantmcgregor.co.uk/it-support-services) - [People Centric Support](https://grantmcgregor.co.uk/it-support-services/people-centric-support) - [Enhanced Security Service](https://grantmcgregor.co.uk/it-support-services/enhanced-security-service) - [Cyber Security](https://grantmcgregor.co.uk/cyber-security) - Professional IT Services - [Professional IT Services](https://grantmcgregor.co.uk/professional-it-services) - [Microsoft 365](https://grantmcgregor.co.uk/professional-it-services/microsoft-365-business-premium) - [Microsoft Copilot](https://grantmcgregor.co.uk/professional-it-services/microsoft-365-copilot) - [AI Adoption Services](https://grantmcgregor.co.uk/ai-adoption-services) - [Microsoft Azure](https://grantmcgregor.co.uk/professional-it-services/microsoft-azure) - [MDR](https://blog.grantmcgregor.co.uk/mdr-vs-soc-cyber-security-defence) - [Microsoft Teams Phone](https://grantmcgregor.co.uk/professional-it-services/microsoft-teams-phone) - [KnowBe4](https://grantmcgregor.co.uk/professional-it-services/knowbe4) - [DMARC](https://grantmcgregor.co.uk/professional-it-services/dmarc) - [Enclave Networks](https://grantmcgregor.co.uk/professional-it-services/enclave-networks) - Knowledge Hub - [Case Studies](https://grantmcgregor.co.uk/knowledge-hub/case-studies) - [Testimonials](https://grantmcgregor.co.uk/knowledge-hub/success-stories) - [Blog](https://grantmcgregor.co.uk/knowledge-hub/blog) - [Podcast](https://grantmcgregor.co.uk/knowledge-hub/podcast) - [Client Area](https://grantmcgregor.co.uk/client-area) - [Contact us](https://grantmcgregor.co.uk/contact-us) [Contact Us](https://grantmcgregor.co.uk/contact-us) [Back to main](https://grantmcgregor.co.uk/knowledge-hub/blog) # 5 Easy Steps to Using Microsoft Excel More Effectively Grant McGregor Team 13 April 2015 • 4 min read ![](https://blog.grantmcgregor.co.uk/hubfs/excel.jpeg) Out of all the Microsoft Office programs, Excel is probably the most complicated. However, once you’ve grasped it, the software can prove to be very beneficial in terms of creating spreadsheets and managing data. To help you familiarise yourself with Microsoft Excel, we’ve provided five easy steps on how to use it more effectively. ### 1. Carry out basic math Most people use Excel spreadsheets to record data but did you know that you can also use the program to make calculations? Using basic math functions, you can manipulate the numbers in your spreadsheets to get the calculations you need. Simple calculations can be entered into Excel’s formula bar. You just need to make sure you start all calculations with the ‘=’ sign. Once you’ve typed in the calculation you want to perform and included the cells (you can do this by highlighting them with your mouse), simply press ‘Enter’ and you’ll get your answer in the cell. You will need to use the following to complete your calculations: • + for addition • - for subtraction • \* for multiplication • / for division [![Are numbers not your strong suit? Let Excel do your calculations for you.](https://blog.grantmcgregor.co.uk/hs-fs/hubfs/Imported_Blog_Media/Calculator-247x300-1.jpg?width=247&height=300&name=Calculator-247x300-1.jpg)](https://blog.grantmcgregor.co.uk/hubfs/Imported_Blog_Media/Calculator-1.jpg) Are numbers not your strong suit? Let Excel do your calculations for you. ### 2. Sort and filter your spreadsheet data You can use Excel spreadsheets to help you sort and organise large amounts of data. Find what you need by reordering the data and picking out certain bits of information by creating parameters in Excel. Sorting and filtering your data will save you so much time and make your spreadsheets far more effective. Say for example, you have a list of hundreds of employee records featuring names, dates, salaries and more. By using Excel’s sort and filter features, you can quickly organise the data to suit your needs. You can either do it a column at a time or simultaneously. ### 3. Make your own templates If you can’t find a ready-made template in Excel to meet your needs, you can simply create your own using sample workbooks that you have previously made. The easiest way to create your own template is to create a workbook prototype and then save it using the template file format (x.ltx). You will then be able to open this file from the ‘Templates’ folder in Excel to create the new workbooks you require. The first thing you need to do is create an Excel workbook that contains all of the elements you will need for the template file e.g. text, data, formulas, formatting etc. Then click ‘Save As’ and type the name for the template in the box. Before you press save, go to the drop down list and select Excel Template, this will be the extension (\*.xltx). If you are using macros in your template you’ll need to select the (\*.xltm) extension instead. ### 4. Create charts Did you know that you could create charts from your spreadsheet data in Excel? Charts are great for illustrating key bits of information in a clear and concise way. All you need to do is highlight all the data you want to feature in the chart and then go to Insert \> Chart. You will then be able to specify the type of chart you want to create. ### 5. Make your own auto-fills If you’ve been using Excel a while, you probably already know about its auto-fill feature, which can be used to fill in cells automatically. For example, you can write Monday in the first cell, drag it across and Tuesday, Wednesday, Thursday etc. will appear in the next cells. If you find that creating spreadsheets often involves typing your company products or another piece of information over and over again, you may find it useful to create your own auto-fills. To do this, simply go to Menu \> Tools \> Options \> Custom Lists. From there, you will be able to add your own list of auto-fill words. Using auto-fills can save you a significant amount of time and make producing spreadsheets more efficient. ### Conclusion We hope you’ve found these five tips useful! If you have any questions about how to get the most out of Microsoft Excel, please don’t hesitate to get in touch. Image source: [https://farm9.staticflickr.com/8490/8206085512\_12c122ca2e.jpg](https://farm9.staticflickr.com/8490/8206085512_12c122ca2e.jpg) Image source: [https://farm2.staticflickr.com/1137/592552643\_3a31f2e581.jpg](https://farm2.staticflickr.com/1137/592552643_3a31f2e581.jpg) Image credits: AJC and [Gustavo du Cunha Pimenta](https://www.flickr.com/photos/guspim/592552643/sizes/m/) Grant McGregor Team 13 April 2015 • 4 min read ## Recent Posts ![Cyber Security Awareness Month](https://blog.grantmcgregor.co.uk/hubfs/Cyber-Security-Awareness-Month.png) ### Cyber Security Awareness Month: Why Attackers Still Target the Basics Learn key cyber security practices for your organisation during Cyber Security Awareness Month. Protect against basic vu... [Read More](https://blog.grantmcgregor.co.uk/cyber-security-awareness-month) ![](https://blog.grantmcgregor.co.uk/hubfs/Shadow%20AI%20-%20Is%20Your%20Business%20Ready%20for%20AI%20Adoption.png) ### Shadow AI: Is Your Business Ready for AI Adoption? Understand shadow AI's impact on your business. Discover how to assess risks, improve processes, and adopt AI securely w... [Read More](https://blog.grantmcgregor.co.uk/shadow-ai-is-your-business-ready-for-ai-adoption) ![Our Net Zero Target for 2040 - What Can We Change](https://blog.grantmcgregor.co.uk/hubfs/Our%20Net%20Zero%20Target%20for%202040%20-%20What%20Can%20We%20Change.png) ### Our Net Zero Target for 2040: What Can We Change? From company vehicles and travel to suppliers and technology, see how Grant McGregor is working towards its net zero tar... [Read More](https://blog.grantmcgregor.co.uk/our-net-zero-target-for-2040-what-can-we-change) ![](https://blog.grantmcgregor.co.uk/hubfs/What%20Is%20Penetration%20Testing%3F%20A%20Guide%20for%20Businesses.png) ### What Is Penetration Testing? A Guide for Businesses Learn what penetration testing is, how it works, what the report should include and when your business should consider a... [Read More](https://blog.grantmcgregor.co.uk/what-is-penetration-testing-a-guide-for-businesses) Union ## Empower your business with secure, expert-led solutions. Talk to us about people-focused technology that drives results. [Start a conversation](https://grantmcgregor.co.uk/contact-us) ![](https://blog.grantmcgregor.co.uk/hubfs/Woman%20in%20White%20longsleeve%20polo.png) ![Divider Footer](https://blog.grantmcgregor.co.uk/hubfs/footer.svg) ![GrantMcGeregor Logo White](https://blog.grantmcgregor.co.uk/hubfs/McGregor%20Theme%20Assets/GRMC_white_logo-cropped.svg "GrantMcGeregor Logo White") Premium IT Services Tailored for Leading Brands [Follow us on LinkedIn](https://www.linkedin.com/company/grant-mcgregor-ltd/) [Follow us on Facebook](https://www.youtube.com/itgrantmcgregor) [Follow us on Facebook](https://www.facebook.com/grantmcgregorltd/) [Follow us on Twitter](https://x.com/GrantMcGregorIT) Quick Links - [Home](https://grantmcgregor.co.uk) - [About us](https://grantmcgregor.co.uk/about-us/our-story) - [Knowledge Hub](https://grantmcgregor.co.uk/knowledge-hub/blog) - [Contact us](https://grantmcgregor.co.uk/contact-us) Services - [People Centric Support](https://grantmcgregor.co.uk/it-support-services/people-centric-support) - [Enhanced Security Service](https://grantmcgregor.co.uk/it-support-services/enhanced-security-service) - [Professional IT Services](https://grantmcgregor.co.uk/professional-it-services) - [Cyber Security](https://grantmcgregor.co.uk/cyber-security) Edinburgh – Chesterfield ![Phone icon](https://blog.grantmcgregor.co.uk/hubfs/raw_assets/public/GrandMcGregor_climb/images/tel.png "Phone icon") [0131 603 7910](tel:+441316037910) ![Email icon](https://blog.grantmcgregor.co.uk/hubfs/raw_assets/public/GrandMcGregor_climb/images/mail.png "Email icon") [info@grantmcgregor.co.uk](mailto:info@grantmcgregor.co.uk) ![Location icon](https://blog.grantmcgregor.co.uk/hubfs/raw_assets/public/GrandMcGregor_climb/images/loc.png "Location icon") **Main Office:** The Merchants' Hall, 22 Hanover St, Edinburgh EH2 2EP © 2026 Grant McGregor. All rights reserved. [Privacy and Cookie Policy](https://blog.grantmcgregor.co.uk/hubfs/UsefulDownloads/Policies/GRMC-SEC-Privacy-and-Cookie-Policy.pdf) ```json { "@context" : "https://schema.org", "@type" : "BlogPosting", "author" : { "@type" : "Person", "name" : "Grant McGregor Team", "url" : "https://blog.grantmcgregor.co.uk/author/grmc-team" }, "dateModified" : "2020-05-20T09:22:52.897Z", "datePublished" : "2015-04-13T10:45:53.000Z", "headline" : "5 Easy Steps to Using Microsoft Excel More Effectively", "image" : [ "https://blog.grantmcgregor.co.uk/hubfs/excel.jpeg" ], "mainEntityOfPage" : { "@id" : "https://blog.grantmcgregor.co.uk/2015/5-easy-steps-to-using-microsoft-excel-more-effectively", "@type" : "WebPage" }, "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://blog.grantmcgregor.co.uk/hubfs/GRMC_blue_logo.svg" }, "name" : "Grant McGregor" } } ``` ```json { "@context" : "https://schema.org", "@id" : "https://grantmcgregor.co.uk/", "@type" : "LocalBusiness", "address" : { "@type" : "PostalAddress", "addressCountry" : "GB", "addressLocality" : "Edinburgh", "postalCode" : "EH2 2EP", "streetAddress" : "22 Hanover Street" }, "geo" : { "@type" : "GeoCoordinates", "latitude" : 55.9526313, "longitude" : -3.1970679 }, "image" : "https://grantmcgregor.co.uk/hubfs/GRMC_blue_logo.svg", "name" : "Grant McGregor", "openingHoursSpecification" : { "@type" : "OpeningHoursSpecification", "closes" : "18:00", "dayOfWeek" : [ "Monday", "Tuesday", "Wednesday", "Thursday", "Friday" ], "opens" : "08:00" }, "sameAs" : [ "https://www.facebook.com/grantmcgregorltd/", "https://x.com/GrantMcGregorIT", "https://www.youtube.com/itgrantmcgregor", "https://www.linkedin.com/company/grant-mcgregor-ltd/" ], "telephone" : "+441316037910", "url" : "https://grantmcgregor.co.uk/" } ```