10 Advanced Excel Skills for Productivity and Efficiency

Microsoft Excel is a valuable spreadsheet software program that can help with many data entry and analytics tasks, and provides a wide range of advanced formulas for calculations and predictions. Excel’s capabilities extend further to visualization, helping people quickly make sense of data for informed decision-making.

You can use Excel for data management, including analyzing patterns and relationships between variables. It can also help you create reports and automate repetitive tasks.

Leveling up your Excel skills can boost your productivity and add value to your portfolio, opening doors to new career opportunities. Get started with these 10 advanced skills Excel users need to know.
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1. Complex formulas: INDEX-MATCH and array formulas

Knowing how to sort and search specific values in large datasets can save you valuable time. Previously, Excel provided the VLOOKUP function to help you find values in a table. But VLOOKUP had one limitation: it could only search for values from the left to the correct columns, meaning you have to modify your data structure to use it effectively in certain situations.

INDEX and MATCH functions are improvements to the VLOOKUP function. They let you find specific values and corresponding entries regardless of the rows they are located in.

For example, we have the following table showing students’ scores on a test.

With INDEX and MATCH, you can quickly find a specific student’s score without scrolling through the entire list. To return the score for a student name you specify, use the formula: =INDEX(B2:B6,MATCH(I5,A2:A6,0))

This formula shows that Henry scored 60 in Art. While this example uses a relatively small data set, the real power of INDEX-MATCH shines when you’re working with large, complex datasets.

2. Pivot tables for comprehensive data analysis

Microsoft Excel is an incredibly useful tool for data analysis. With pivot tables, you can easily summarize and analyze large amounts of data, identify patterns and trends, and make informed decisions. To create a pivot table, just click the "Insert" tab and select "PivotTable." Then, choose the data you want to include and the fields you want to analyze.

For example, we have the following table with employee salaries. Calculate the total amount owed using a PivotTable:

Click Insert and then PivotTable.

Select the data table that should be featured in the PivotTable and add it in the following popup. You should also select the location where the PivotTable should be added.  For instance, the table can be added to a new or existing Excel spreadsheet.

Click OK to proceed.

A PivotTable will be added to the Excel workbook. You can then add entries that need to be featured. In our case, we add the employees’ names and salaries. Below is the PivotTable showing the total amount to be paid:

3. Advanced charting for dynamic data visualization

Excel is also a powerhouse for creating dynamic, interactive charts and graphs. With just a few clicks, you can turn your raw data into visually appealing dashboards that automatically update as you change and input information.

For example, we used the following doughnut chart to present data on employee satisfaction rates. The visualizations change dynamically as satisfied and unsatisfied variables are updated.

4. Conditional formatting for data insights

Excel’s conditional formatting tool helps you quickly identify important information, patterns, and trends in your data. By applying different colors, fonts, or icons based on specific criteria, you can easily spot outliers, highlight key metrics, or identify areas that need attention.

Excel also supports dynamic conditional formatting, which automatically updates as new data is added or changed. This is especially useful for things like financial reports, where you might want to highlight negative numbers in red or use data bars to visualize trends over time.

The following image shows some of Excel’s supported formatting options:

We also used conditional formatting in the following table to distinguish between paid and unpaid employees. The IF statement categorizes employees who have been paid and those who haven’t. We then used green and red to format these entries accordingly, as shown below.

Note: We used the Text that Contains as our conditional formatting option.

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5. Automating tasks with macros

If you find yourself performing the same tasks over and over again in Excel, macros can be a real time-saver. A macro is a set of instructions (like a template) that automates a specific task or series of tasks. By recording your actions and saving them as a macro, you can replay them whenever you need, saving you time and effort.

To run a macro, you need to know the basics of VBA (Visual Basic for Applications)—the programming language used to create macros.

Then, enable the Developer tab in Excel’s taskbar. You should see the following components:

Automations like macros are just some of the ways Excel streamlines data workflows.

6. Data validation for error-free data entry

Data entry errors can be a major headache, especially when working with large datasets. A single typo or misplaced decimal can throw off your entire analysis, leading to incorrect conclusions and poor decision-making. That’s where data validation comes in.

With data validation, you can set rules and restrictions on what kind of data can be entered into specific cells or ranges. For example, you might restrict a cell to only accept numbers between 1 and 100 or create a dropdown list of predefined options for users to choose from.

Does data validation helps prevent errors while also making data entry faster and more efficient. If someone does try to enter invalid data, Excel will display a custom error message and prevent the entry from being accepted.

7. Using powerful Excel functions

In addition to basic arithmetic operations, Excel tools include a wide range of advanced functions to help you manipulate, analyze, and visualize your data. Some of the most useful functions for data analysis include:

• VLOOKUP and HLOOKUP for looking up values in a table
• SUMIF and COUNTIF for conditionally summing or counting values
• INDEX and MATCH for looking up values based on multiple criteria
• IFERROR for handling errors and preventing formulas from breaking
• TEXTJOIN for combining text from multiple cells into a single string

By mastering these and other advanced Excel functions, you’ll easily tackle even the most complex data analysis tasks.

8. Keyboard shortcuts for efficiency

Navigating Excel using just a mouse can be slow and cumbersome, especially when working with large datasets or doing repetitive tasks. Memorizing a few keyboard shortcuts can dramatically speed up your workflow and get more done in less time.

Some of the most useful shortcuts include:

• CTRL+C and CTRL+V for copying and pasting
• CTRL+Z and CTRL+Y for undoing and redoing actions
• CTRL+F for finding specific values or text
• CTRL+SHIFT+ARROW KEYS for selecting entire rows or columns
• F4 for repeating the last action or applying absolute cell references

There are countless Excel shortcuts to learn, but mastering these few can make a big difference in your day-to-day work.

9. Advanced filtering techniques

Advanced users should know how to combine data filtering methods with Excel formulas to access extra functionalities. When working with large datasets, you’ll want to be able to quickly filter and sort your data to find the information you need.

Excel offers a variety of advanced filtering techniques that can help you do just that.

For example, you can use number filters to find values in an Excel file that are greater than, less than, or between specific thresholds. You can also use text filters to find cells that contain specific words or phrases or apply custom filters to worksheets based on more complex criteria.

Combining these filtering techniques with other Excel functions and features lets you create powerful data analysis tools that help you quickly identify trends, outliers, and key insights.

10. Excel integration with other applications

While Excel is a powerful tool on its own, it becomes even more useful when integrated with other applications and data sources. For example, you can use Excel to:

• Import data from databases, CSV files, or web pages
• Export data to other formats like PDF or XML
• Connect to cloud-based services like OneDrive or Google Sheets
• Analyze data using Power Query, Power Pivot, or Power BI
• Automate workflows using VBA or third-party tools

By learning how to integrate Excel with other applications and services, you can streamline your workflow, save time, and gain more insights from your data.

Use your Excel skills on Upwork

Microsoft Excel is a powerful tool that eases data entry, visualization, and reporting activities. The built-in advanced Excel formulas, validation techniques, and other tools can enhance your workflow, leading to better data manipulation and data simulations.

MS Excel can also fit in data analytics, basic budgeting, and project management workflows, assisting with reporting and forecasting tasks. Since Microsoft keeps releasing new Excel updates and patches, continue learning the latest Excel techniques to update your skill set.

If you have advanced Excel skills and are looking for work, Upwork can connect you with Excel-related jobs and projects to help you grow your portfolio.

If you want to advance your basic Excel skills, consider an Excel course. Take advantage of online courses, Excel training classes, and tutorials to boost your Excel knowledge. You might also consider collaborating with Excel experts and freelancers on Upwork to help you leverage different Excel features. Sign up today!

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