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Ten Things You Shouldn't Do in Excel | Productivity

Some actions in Excel should be avoided by users who want better tool performance. The Microsoft Office program has several useful attributes for developing, storing, analyzing, and organizing simple or complex data in spreadsheets. Because of this, the software is widely used by companies, students and ordinary users.

READ: Excel has a function that makes your life easier; know how to use

However, inserting unnecessary features or leaving cells blank, for example, are actions that can disrupt Excel's operation and cause software problems. See below for other examples of "prohibited" actions in the program for a better experience.

Spreadsheets ready in Microsoft Excel to enjoy the cold

Spreadsheets ready in Microsoft Excel to enjoy the cold

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Empty spaces in tables may seem harmless, but in many cases are detrimental to Excel's performance. Blank cells can compromise the function of some tool functions, such as data filtering or the development of a pivot table.

To avoid the problem, it is ideal that whenever possible spaces without data are filled by 0 or N / A. Excel lets you fill in empty cells automatically, which makes this work easier.

It is not recommended to create a table in Excel with many empty cells. Photo: Reproduction / Andr SugaiIt is not recommended to create a table in Excel with many empty cells. Photo: Reproduction / Andr Sugai

It is not recommended to create a table in Excel with many empty cells. Photo: Reproduction / Andr Sugai

2. Use as text editor

Excel is a spreadsheet editor and is not designed for text editing, so it is not recommended to use it for purposes other than the original. While it is okay to edit text in the program, it will be much more complicated (and in some cases impossible) to properly format the content in the software. Word is the most suitable tool for this type of work.

Word is the most suitable software in the Microsoft Office suite to edit texts. Photo: Divulgao / MicrosoftWord is the most suitable software in the Microsoft Office suite to edit texts. Photo: Divulgao / Microsoft

Word is the most suitable software in the Microsoft Office suite to edit texts. Photo: Divulgao / Microsoft

3. Insert numbers in the header

Placing numbers as column headers can cause problems in formula operation. It is possible for the software to interpret the title as part of the data range, which interferes with the outcome of certain tool features. The problem can be encountered, for example, when trying to execute mathematical formulas such as "= SUM ()" and "= MULT ()".

4. Share the file without protection

It is very common for an Excel file to be viewed and edited by more than one user. However, not always all of them need or are allowed to change certain project information. Therefore it is essential to be aware when sharing an unprotected Excel spreadsheet. The program lets you control by whom and what data can be modified. The configuration prevents people, even without bad intentions, from altering information essential for the worksheet to function.

The software makes it possible to lock individual cells within the spreadsheet. Photo: Playback / Marcela VazThe software makes it possible to lock individual cells within the spreadsheet. Photo: Playback / Marcela Vaz

The software makes it possible to lock individual cells within the spreadsheet. Photo: Playback / Marcela Vaz

5. Distribute spreadsheets without error handling

# DIV / 0 !, # N / A, #NAME ?, # NULL !, #NUM !, #REF! and #VALUE !, are just some of the error messages that may appear in Excel spreadsheets. The causes can be numerous, from invalid data to missing cells. The error handling functions in Excel formulas are extremely useful for facilitating the correct feeding of spreadsheets and making them more organized. Functions such as "SEERRO (value, value_if_error)" can be used to indicate to the user why the formula result is inappropriate.

6. Destroy Recent Data

Reusing the same spreadsheet to enter new data can be quick and practical, but a dangerous choice especially if the file information is recent. After all, various problems may arise if relevant (mainly professional) data is destroyed or overwritten by other information. Therefore, it is ideal to copy the workbook or spreadsheet, insert the new information and rename it accordingly.

Several spreadsheet options can be found on the Excel Templates page. Photo: Reproduction / Helito BijoraSeveral spreadsheet options can be found on the Excel Templates page. Photo: Reproduction / Helito Bijora

Several spreadsheet options can be found on the Excel Templates page. Photo: Reproduction / Helito Bijora

7. Trust only the default settings

The table templates provided by Excel can be useful for a variety of occasions and needs by making work faster and with an attractive layout. However, it is not indicated to rely solely on program settings. The practicality of the template does not pay when you need to make various adjustments before use. Therefore, if you want to use table frequently, it is best to use the edited file to create a custom file.

8. Link data from many workbooks

Relating data from more than one spreadsheet is a very interesting feature of the software, but one that needs to be leveraged with care. The feature can cause problems when, for example, a user modifies or does not close a particular folder, making files unstable and difficult to manage. If there is a need to create many links in other spreadsheets, it is recommended to change the formula and look for another solution.

Feature allows to hide information without data being permanently deleted Photo: Reproduction / Rodrigo FernandesFeature allows to hide information without data being permanently deleted Photo: Reproduction / Rodrigo Fernandes

Feature allows to hide information without data being permanently deleted Photo: Reproduction / Rodrigo Fernandes

9. Exaggerate Hidden Rows and Columns

The program lets you hide rows and columns from view without permanently deleting them from the spreadsheet. The feature is much used to organize data before printing and to make information more organized. However, if not used correctly, functionality can confuse the understanding of other users who may not understand the logic of spreadsheets. In addition, hiding can hinder the operation of spreadsheets that use VBA (Virtual Basic for Applications).

10. Create Complex Formulas Needlessly

Many users believe that inserting multiple operations into a single formula within a dome is a good way to save time and work. However, as the spreadsheet increases in size and complexity, action becomes dangerous.

Some detail relevant to spreadsheet operation can be overlooked when the formula needs to be changed many times. Often applying complex formulas such as "PROCV" and "SHIFT" can make the design heavy and therefore slower.