How many times did you feel that some of your work in Excel spreadsheet was in vain? Or how many times you found eroded data in your workbooks? keySkillset heard your concerns and gathered 7 mistakes to avoid in Excel by managing your information properly.
1. Overwrite data
It happens that users are using the same spreadsheet to insert their data. For instance, some employees enter new data on their spreadsheet after erasing the previous data. It might appear as an innocent act. However, in the long run, you might need the old data to use as a reference. For this reason, try to keep the data and name the file appropriately to find it in the future.
2. Ignore Table settings
Table object settings were introduced in 2007. Since then, tables proved to be efficient and easy to handle. They can make your life easier by integrating formulas, formatting or filtering. In addition, tables help to validate data while the charts created are more dynamic.
3. Avoid error-handling functions
Error-values are very confusing to the receiving users even though they help to find some problems. They are not wrong, but it takes time to fix an error that is not a real error. Therefore, try to include error-handling functions and provide explanatory information. For example, there are such functions as ISERROR, ERROR.TYPE, IFERROR, or ISNA.
4. Forget to backup files
You should consider implementing an automated backup process. Sometimes, you forget to save the files you have created, but Excel will remind you. However, nobody will create a backup document for you. You should save it in the software and then create a copy in the cloud or thumb drive.
5. Create multiple links
We tend to link several workbooks because they have values depending on each other. However, managing multiple workbooks is difficult and unreliable. If you are the only user of the spreadsheet, it can be easy to go through. If there are more users who need to modify data, you might run into trouble. The numbers changed in one workbook might affect the information on the next workbook. Do you really need too much linking?
6. Overuse default settings
A workbook with settings provided by the company can be annoying when you realize that you must reset the workbooks every time. To turn the situation easier, use templates instead of default settings. Open a new file and create the framework for your future tasks. In addition, you can use customizable Excel defaults that will work the way you want.
7. Leave your data unprotected
One common mistake that many of us do is to share the spreadsheet we had been working on without data protection. It means that every person has access to it and is enabled to make changes accordingly. Even if the intentions are not bad, for security reasons, some of the cells should be locked to give a guide to the user what he can change.
Following some simple guidelines will help you become more efficient in working with Excel. The greatest advantage is that it will save time because you will avoid error you have done before.