STOP IT! 3 Things I STOPPED Doing in Microsoft Excel to Boost Productivity
I recently watched Bob Newhart’s “Stop It” skit on YouTube. Anyone who is a Bob Newhart fan may remember this, where he explains to a patient how to get over her fears. Enjoy the laugh below if you have not seen it.
A big part of increasing productivity and becoming more effective is changing the way we do things. This is not easy!
I spend much of my day using Microsoft Excel and am always interested in increasing my productivity — and I methodically STOP doing things that are time-wasters. Here is a list of three things I stopped doing (and what I do instead) that have had a tremendous impact on my productivity!
- Stopped using the Excel Ribbon Commands to complete routine, repetitive tasks!
Before I access the Menu Ribbon, I default to the right-click mouse button to access the shortcut menu OR use the Quick Access Toolbar.
So, instead of this view:
My default is set to this view:
I only display the Ribbon Tabs which has the benefit of not constantly distracting me AND freeing up screen space for my worksheet. Also, note that the Quick Access Toolbar is set to display below the Ribbon, which makes it easier to access and use.
This view option is available in the shortcut menu located at the TOP-RIGHT of the Excel workbook, as shown below:
The right-click of the mouse button brings up shortcut / context specific menu items — that most of the time — contain what you are trying to accomplish. For instance, right-click when the cursor is in a worksheet cell, gives you these options:
Another example, right-click when a chart is selected, brings up this menu selection:
Next, the Quick Access Toolbar (“QAT”)! In my training and working with organizations, I find that this is one of the most under-utilized techniques of Excel.
I position the QAT beneath the menu, so it is quickly accessible. Anytime I find myself performing a task through the menu (multiple times), I ADD IT to the QAT. This can be done by right-clicking the menu item and selecting “add-to”
For example, I frequently am refreshing data in pivot tables that I have in my workbooks. Thus, I put a shortcut for “Refresh All” on by QAT, which refreshes all data connections and pivot tables in my workbook at one time.
Here is the “Refresh All” as it appears on my QAT.
2. Stopped using the mouse to perform repetitive functions!
Frequent tasks that we typically use the mouse for can be done MUCH faster with keyboard shortcuts! I am not suggesting that you learn ALL the keyboard shortcuts, but learn 5 to shortcut what you do and it will have an immediate impact on your productivity!
Here are the 5 shortcuts I find most users benefit from:
- “CTRL + C” (Copy)
- “CTRL + X” (Cut, or Move)
- “CTRL + V” (Paste)
- “CTRL + S” (Save file)
- “CTRL + Z” (Undo)
Master just these 5 and you will notice significant improved productivity!
3. Stopped sharing the Excel workbook if a recipient doesn’t need it
Many times, we prepare analysis in Excel and send the analysis to another person via sharing the workbook. However, most of the time, they simply need the analysis — so I just send as a PDF document. Easier for me AND substantially easier for the recipient! A win-win situation!
I simplified the creation of the PDF via a macro (see my “Microsoft Excel: The ONE Automation Macro You Need to Use”). Here is an example of how I apply it:
The PDF that prints is simply the dashboard. Great for sharing the report without any of the clutter!
That’s it! Start with these three STOP IT! items and you will notice improved effectiveness and efficiency in your Excel work!
In a future Medium post, I will highlight three more STOP IT! items I have implemented in my daily Excel use.
About Don
Don Tomoff is a “recovering CPA”, who is passionate about helping organizations adapt to the changing business world that we operate in.
One lesson learned over the years is that all of us, regardless of organization type or size, struggle with similar issues — primarily information management and presentation, and effective use of our time. Let’s change that…one person at a time!
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