What’s So Special About Microsoft Excel 2010?

It seems like it was just yesterday that Microsoft launched their new Microsoft Office 2007 suite and sadly, I was one of, “those people,” who originally didn’t really like the changes that were made to the previous 97-2003 Office suite, but it seems its time for a new version yet again. Unlike the previous version of Office before 97-2003, there weren’t as many huge changes to the usability of the programs as there was with the transition from older versions to 2007. But, of course, just when you think that you filled your, “Office upgrade quota”…

Wham! Microsoft comes out with yet another version of Office (dubbed, you guessed it, Office 2010) that has some unique qualities that previous versions didn’t have. Just like trying to upgrade to the newest iPhone to keep up with the “Joneses,” you might be wondering if you should upgrade your version of Microsoft Office.

The good news is that you can still access spreadsheets between the 2007 and 2010 Office suites without the hullabaloo and compatibility issues that you would have been faced with while trying to work between non-Office Open XML formats (e.g. document_name.xls) and Office Open XML formats (e.g. document_name.xlsx). However, there are some subtle differences that might be worth upgrading to the new version of Office 2010. Here are some of those features so you can decide if Office 2010 is right for you.

Sparklines Are Here to Save the Day…and Some Much Needed Screen Space

Perhaps the most notable change that virtually anyone can use for Excel 2010 is the addition of Sparklines. Though it may seem a bit redundant to provide more than one way to provide a chart/graph within Excel, this is, by far, a great space and (dare I say) time saver.

With usability being an important element to productivity, regardless of it being with software or websites, having sparklines can provide the visual representation of your information while conserving space. Just like how it is important to be aware of the information you place above the fold with regard to your site’s web design, it also applies to your Excel spreadsheets.

Slicers – No Matter Which Way You Slice It, These Are Definitely Useful

If you use Pivot Tables and find it frustrating or time consuming having to filter out your information, you might find the Slicers to be quite helpful. One of the benefits that I see with using the Slicers is that you are now working with larger labeled buttons, instead of the small filter and check box buttons that still require you to select from a list of options for your report.

With long lists, it can take a long time to check off all the boxes that you need to. With the Slicers, though, you can create more visually appealing and somewhat easier to use filters to your pivot table data. The Slicers have a good potential for use in Excel Dashboards (something I will have to discuss in another post).

Office Button is Now a File Menu (again)

For those of you who might have thought it was ridiculous for Office 2007 to get rid of the “old” File tab and replace it with the Office button (that funny looking Microsoft Office symbol that looks more like decoration than an actual button), you can now enjoy using the File menu again. However, this isn’t your old 97-2003 File menu. In fact, it shows a lot more information that would have otherwise taken make multiple clicks to access. Less clicks = time saved. You can preview information like your file’s meta data in the Info tab, or open recent documents in the Recent Tab. If you are looking to create a new document, you have lots of options to choose from (including access to Office.com templates) and if you’re planning on making any changes to your preferences, you can use the Options button at the bottom of the File menu.

Having a more user-friendly File command will not only save time, but can also make the process of using Excel more enjoyable. Much like how information architecture plays a key role in traffic to your site, having a more user-friendly interface like Excel can mean better productivity, and less of a learning curve for new Excel 2010 users. That is, of course, if you aren’t already accustomed to the 2007 Office button.

Incorporated Screenshots

If you are constantly having to create screenshots for your Excel spreadsheets, you can save time with the Screenshot function in Excel 2010. Though it’s helpful for your Office programs, you might want to consider one of Steve’s time saving tools, like SnagIt, that offers alternative screenshot capabilities that can be used outside of Microsoft Office programs. Either way, if you are trying to include a screenshot of one of your landing pages, or if you need to provide a screenshot of your website’s conversion tracking graph, you can quickly and easily take a screenshot directly in Excel by going to the Insert Tab, and in the Illustrations section, and selecting the Screenshot drop down menu.

If you have multiple windows, it will allow you to select which window you would like to make a screenshot of. You can also take a clipping of a screenshot if you only want a piece of a screenshot (just select the “Screen Clipping” option at the bottom of the Available Windows menu). And don’t forget: you can also still use some of the special image formatting features like drop shadow, as well as adding Smart Shapes like arrows and thought bubbles to dress up your screenshots too.