Effortless Data Sharing: Your Ultimate Guide to Exporting CSV Files from Excel Online

Discover the simplicity of exporting data to CSV format on Excel for the web, a vital skill for data analysis and sharing in today’s digital workspace.

By Rodger Mansfield, Technology Editor

April 1, 2024

Have you ever found yourself struggling with data transfer between different software? 

Are you tired of compatibility issues when sharing data?

Wondering how to streamline your workflow by exporting spreadsheets directly from Excel?

Here's a Cool Tip.   You can now export to CSV format from Excel for the web.

This new feature is part of the March 2024 update for Microsoft 365.

Excel for the web, formerly known as Excel Web App, is a part of Microsoft 365 that allows you to use Excel in a web browser. 

It enables users to create, view, and edit workbooks stored online, collaborate with others in real-time, and access spreadsheets from anywhere. 

This service is particularly useful for those who need to access their data on the go or collaborate with team members who are in different locations. 

Excel for the web offers a familiar experience with the Microsoft 365 suite, ensuring there’s nothing new to learn and making it easy to transition between the web and desktop versions.

Here's how to do it.

1. Open a spreadsheet in Excel for the web.
1. With your 365 subscription, go to Office and select "Excel"
2. Navigate to the ‘File’ tab within and select ‘Export’.
3. Choose ‘Download this sheet as CSV’ from the dropdown menu.
4. Save the file to your desired location.

fig.1 - Export CSV from Excel on the Web

This new feature in Excel for the web allows users to quickly move data across platforms since CSV files are universally recognized.

To download a worksheet as a CSV file when using the Microsoft 365 Excel desktop application, follow these steps:

• Open the workbook you want to export.
• Click on the File tab at the top-left corner.
• Select Save As and choose the location where you want to save the file.
• In the Save As dialog box, click the dropdown arrow in the Save as type box.
• Choose CSV (Comma delimited) (*.csv) from the list of file types.
• Click Save.

Remember, when you save a workbook as a CSV file, only the active sheet is saved. 

If you have multiple sheets that you want to save as separate CSV files, you’ll need to repeat these steps for each sheet

However, CSV does not support formulas or cell formatting.

Note:

• Ensure the data is properly formatted in Excel before exporting to avoid any discrepancies in the CSV file.

Exporting to CSV in Excel is a straightforward process that enhances data portability and collaboration. 

Embrace this feature to make your data work for you!

Enjoy!

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Rodger Mansfield, a seasoned tech expert, is the mastermind behind OneCoolTip.com, where he serves as both writer and editor. With a keen eye for simplifying complex tech, Rodger delivers practical advice that empowers readers to navigate the digital world with confidence. Dive into OneCoolTip.com for a treasure trove of savvy tips and tricks that keep you one step ahead in tech.

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Unleashing the Power of TEXTSPLIT: Excel’s Game-Changing Formula

Discover the transformative TEXTSPLIT formula in Microsoft Excel that simplifies text manipulation, enhancing data analysis and organization.

By Rodger Mansfield, Technology Editor

March 25, 2024

Have you ever found yourself lost in a sea of text data, wishing for a magic wand to organize it all? 

What if I told you that Microsoft Excel has just the spell you need?

Here's a Cool Tip.  Use Microsoft Excel's new TEXTSPLIT function.

The TEXTSPLIT formula is a powerful tool for data cleaning and preparation. 

It automates what would otherwise be a tedious manual task, saving time and reducing errors. 

Here's how to do it.

• Open your Excel workbook 
• Locate the cell where you wish to use the TEXTSPLIT function.
• Enter the TEXTSPLIT function: 
• =TEXTSPLIT(text,col_delimiter,[row_delimiter],[ignore_empty], [match_mode], [pad_with])
• The text you want to split. Required.
• col_delimiter       The text that marks the point where to spill the text across columns.
• row_delimiter       The text that marks the point where to spill the text down rows. Optional.
• ignore_empty       Specify TRUE to ignore consecutive delimiters. Defaults to FALSE, which creates an empty cell. Optional.
• match_mode    Specify 1 to perform a case-insensitive match. Defaults to 0, which does a case-sensitive match. Optional.
• pad_with           The value with which to pad the result. The default is #N/A.
• Press Enter and watch as Excel splits the text into separate cells.

fig. 1 - Microsoft Excel TEXTSPLIT

The TEXTSPLIT function works the same as the Text-to-Columns wizard, but in formula form. 

However, over-reliance on this feature without understanding its nuances can lead to misinterpretation of data.

Here’s a practical scenario.

If A2 contains the string "apple,orange;banana,grape", the TEXTSPLIT function will split "apple" and "orange" into two adjacent columns and "banana" and "grape" into the rows below them, respectively.

=TEXTSPLIT(A2, ",", ";", TRUE)

In this example, A2 contains the text you want to split. 

The comma "," is the column delimiter, which means the text in A2 will be split into separate columns wherever a comma is found. 

The semicolon ";" is the row delimiter, so the text will also be split into separate rows at each semicolon. 

The TRUE parameter tells Excel to ignore any empty results that may occur if there are consecutive delimiters.

TEXTSPLIT is a robust addition to Excel’s arsenal, offering a new level of efficiency in text data management. 

Embrace this feature to transform your workflow and data analysis.

Have you tried it?

Let us know in the comments.

Enjoy!

READ MORE

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• Master the Magic of Excel: Unleash the Power of the Fill Handle
• How to Use Microsoft Excel's Geography Data Type Feature

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Rodger Mansfield, a seasoned tech expert, is the mastermind behind OneCoolTip.com, where he serves as both writer and editor. With a keen eye for simplifying complex tech, Rodger delivers practical advice that empowers readers to navigate the digital world with confidence. Dive into OneCoolTip.com for a treasure trove of savvy tips and tricks that keep you one step ahead in tech.

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How to Harness the Power of Real-Time Collaboration in Microsoft Word

Discover the transformative power of real-time collaboration in Microsoft Word, a feature that’s reshaping how teams create, communicate, and connect.

By Rodger Mansfield, Technology Editor

March 18, 2024

Have you ever wondered how modern teams stay in sync, regardless of distance? 

Does the thought of seamless collaboration without the back-and-forth of email intrigue you?

Here's a Cool Tip.  Collaborate in Microsoft 365 Word.

Collaboration in Microsoft Word 365, also known as real-time co-authoring, allows multiple users to work on the same document simultaneously. 

This feature enables team members to see each other’s changes as they happen, communicate through comments, and ensure that everyone is always on the same page. 

Here’s how to do it.

• Save your Word document to OneDrive or SharePoint (for Enterprise customers).
• Share the document with your team by clicking Share on the ribbon and entering their email addresses.
• Team members can then open the document in Word for the web or the Word desktop app.
• As edits are made, they appear in real-time, with each collaborator’s cursor labeled with their name.

fig. 1 - Microsoft Word Document Share

This feature is especially useful for projects requiring teamwork.

It’s a powerful way to enhance productivity and streamline the editing process

It’s not just about working together; it’s about working smarter.

Enjoy!

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Rodger Mansfield, a seasoned tech expert, is the mastermind behind OneCoolTip.com, where he serves as both writer and editor. With a keen eye for simplifying complex tech, Rodger delivers practical advice that empowers readers to navigate the digital world with confidence. Dive into OneCoolTip.com for a treasure trove of savvy tips and tricks that keep you one step ahead in tech.

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Unlock the Full Potential of Your Presentations with Microsoft Copilot Pro in PowerPoint

The new Copilot Pro service ups the game for creating and editing PowerPoint presentations.  

By Rodger Mansfield

February 19, 2024

Do you want to take your PowerPoint presentations to the next level? 

Looking to captivate your audience with stunning presentations?

Are you curious about how AI can help you create more dynamic and engaging slides? 

Here's a Cool Tip.  Use Copilot Pro in Microsoft PowerPoint.

Microsoft Copilot Pro revolutionizes the way you use PowerPoint. 

Microsoft Copilot Pro, an advanced AI-powered tool, is designed to enhance productivity and creativity within Microsoft 365 apps, including PowerPoint. 

It offers premium features such as priority access to state-of-the-art AI models such as GPT-4 and GPT-4 Turbo, even during peak times, for faster performance. 

In PowerPoint, Copilot Pro helps users generate presentation outlines, design slides, organize content, and create AI images with DALL-E 3. 

It’s a subscription-based service that supercharges the standard Copilot experience, providing users with a more powerful and efficient way to create professional presentations.

But how do you get started, and what can Copilot Pro do for you?

Here's how to use it.

1. Ensure you have a Microsoft 365 subscription that includes Copilot Pro.
2. Make sure your PowerPoint is updated to the latest version to access all features.
3. Open PowerPoint and locate the Copilot chat window, usually found in the corner of your screen.
4. Type prompts or commands into the Copilot chat to edit, format, or design your slides.
5. Ask Copilot to reformat text, adjust layouts, animate slides, and generate speaker notes.

Here's an example,

An HR rep needs to create a PowerPoint presentation for their company's new Work from Home policy and needs to get a draft started.

To get things started, click the Copilot icon in the ribbon and enter a prompt.  Request a deck be created and include a few key items such as topic and details.  Include when the policy starts and whether HR and management approval is required.

fig. 1 - PowerPoint Copilot Prompt to Generate a PowerPoint Slide Presentation

In a few moments, Copilot creates a PowerPoint slide deck.

fig. 2 - Copilot Creates a PowerPoint Slide Deck

Since this is a PowerPoint deck, all of the pages can be manually edited to add or remove content.

And if additional information is needed or a revision, the Copilot screen is available to regenerate pages or create new ones.

Is the $20 a month, per user,  premium subscription worth the price for Copilot Pro?

Microsoft Copilot Pro in PowerPoint is not just a feature; it’s a game-changer for anyone looking to create professional, polished presentations with ease. 

With the power of AI at your fingertips, you’re now equipped to deliver presentations that truly stand out. 

Dive into the world of Copilot Pro and watch your PowerPoint skills soar!

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Rodger Mansfield is the mastermind behind OneCoolTip.com, where he serves as both writer and editor. With a keen eye for simplifying complex tech, Rodger delivers practical advice that empowers readers to navigate the digital world with confidence. Dive into OneCoolTip.com for a treasure trove of savvy tips and tricks that keep you one step ahead in tech.

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How to Use Copilot Pro in Microsoft 365 Word to Create and Edit Documents More Efficiently

Are you tired of spending hours creating and editing documents? 

Do you want to streamline your workflow and boost your productivity? 

Here's a Cool Tip.  Check out Copilot Pro, an AI-powered tool that can help you create and edit documents more efficiently. 

Microsoft Copilot Pro is a premium subscription offering that adds cutting-edge AI to your favorite Microsoft 365 apps to help you unlock your creativity, communicate with confidence, and up-level your digital skills. 

Copilot Pro in Word generates drafts, summarizes, and helps you rewrite your content. 

Here's how to do it.

Create a draft in Microsoft 365 Word using Copilot Pro, 

• Open Microsoft 365 Word and create a new blank document.
• In the “Draft with Copilot” floating box, type or paste your prompt describing what you want the AI to generate. 
• For example, “Write a proposal for a new Work from Home policy for our employees that does not require HR or Management approval in advance, that starts March 1, 2024 and allows employees to work from home two days each week."

fig. 1 - Copilot Prompt in Microsoft 365 Word

• Click the “Generate” button.
• Copilot Pro creates a draft with new content.

fig. 2 - Copilot Pro AI Prompt - Work from Home Policy

• Once Copilot generates content, select:
• “Keep it” to keep the content, 
• The “Regenerate” icon to regenerate a response, 
• The “Discard” icon to discard the content, or 
• Fine-tune the draft by entering details into the compose box, like “Make it more concise.”
• Remember that Copilot for Microsoft 365 generates a draft. You’ll need to verify and modify details to make sure it’s accurate and fits your tone and style. If the draft isn’t exactly what you’re after, or if Copilot wasn’t able to complete the task, try modifying your prompt by adding specific details, such as “…employees must be in the office on each Monday.” 
• You can also fine-tune your result by entering details into the compose box in Copilot’s options bar after a response is created.  The Copilot icon is on the Word Ribbon menu.

Copilot Pro can help you streamline your workflow, improve collaboration, and enhance document security. 

However, it may also raise privacy concerns and lead to a reduced reliance on critical thinking and problem-solving skills.

Never post private or sensitive information into any AI service.

But, here's the big decision users and business owners must make.

Users can enter the same AI prompt at copilot.microsoft.com or at other free AI sites like ChatGPT and Google Gemini and copy/paste into Word directly.

Is the $20 a month, per user,  premium subscription worth the price for Copilot Pro?

For more information on subscribing to Copilot Pro, visit the Microsoft Copilot Pro site.

https://youtu.be/C38Tm6UD6Wg?si=tHEJfYwf7XKDB-GE

Let us know what you think in the comments below.

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Unleash Productivity with This Cool Keyboard Shortcut in Microsoft Teams

Are you getting the most out of Microsoft Teams? 

Have you ever wondered if there’s a quicker way to access your settings and keyboard shortcuts?

In today’s fast-paced work environment, efficiency is key. 

Here's a Cool Tip.  Use the Control + . (period) keyboard shortcut.

This shortcut brings up a helpful screen of keyboard shortcut commands in Teams.

Microsoft Teams is a versatile platform that serves as a hub for teamwork within the Microsoft 365 ecosystem. 

It facilitates collaboration, communication, and productivity by integrating chat, video meetings, file storage, and application integration.

Microsoft Teams has become an indispensable tool for collaboration and communication, and knowing the ins and outs can significantly boost your productivity. 

And this keyboard shortcut is your secret productivity tip.

Here's how to do it.

1. Open Microsoft Teams.
2. Ensure you’re logged into your account.
3. Press Control + . (period) on your keyboard.
4. A window displays all the keyboard shortcuts available in Microsoft Teams.

Instantly view all shortcuts without navigating through menus.

fig. 1 - Microsoft Teams - Keyboard Shortcuts

This saves time, allowing you to work more efficiently and it's simple and easy to remember.

And here's another Cool Keyboard Shortcut in Microsoft Teams:  Control + , (Comma).

This displays the settings screen.

Mastering the Control + . and Control + , shortcuts in Microsoft Teams are small steps with a big impact on your daily productivity. 

These are simple tricks that can lead to a more efficient and streamlined workflow.

Enjoy!

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Windows Super Secret Keyboard Shortcuts to Open Microsoft Applications

Do you think you know Windows?

Do you know the super secret keyboard shortcuts to open Microsoft Applications?

There's even one to open the Microsoft-owned LinkedIn website.

Here's a Cool Tip:  Secret Microsoft Application Keyboard Shortcuts.

 

Here's how to do it.

• Press and hold the Control + Shift + Alt + Windows + a letter from the list below for each application.
• For example, L for LinkedIn.

Application	Windows Keyboard Shortcut
LinkedIn	CTRL + SHIFT + ALT + WIN + L
Word	CTRL + SHIFT + ALT + WIN + W
Excel	CTRL + SHIFT + ALT + WIN + X
PowerPoint	CTRL + SHIFT + ALT + WIN + P
Outlook	CTRL + SHIFT + ALT + WIN + O
Microsoft Teams	CTRL + SHIFT + ALT + WIN + T
OneDrive	CTRL + SHIFT + ALT + WIN + D
OneNote	CTRL + SHIFT + ALT + WIN + N

The keyboard shortcut to open LinkedIn on Windows is CTRL + SHIFT + ALT + WIN + L. 

This shortcut opens LinkedIn in your default browser. 

You can also use this shortcut to open other Office apps, including Word, Excel, PowerPoint, Outlook, Microsoft Teams, OneDrive and OneNote.

That's it!

Enjoy!

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How to Insert a Picture in a Cell in Microsoft Excel

Have you ever wanted to insert a picture into a cell in Microsoft Excel, but didn’t know how? 

Do you want to make your spreadsheets more visually appealing and engaging? 

Is this even possible?

Here's a Cool Tip:  Use the New Insert Picture Inside Cell feature.

That's right.

You can now insert pictures inside an Excel cell and not just on top of it.

Previously, you could only insert a picture on top of cells.

This new feature is now available in the latest version of Microsoft Excel in Microsoft65.

Here's how to do it:

• Open the worksheet where you want to insert the picture.
• Select the cell where you want to insert the picture.
• Click on the Insert tab in the ribbon at the top of the screen.
• Click on the Pictures button in the Illustrations group.
• Select Place in Cell.
• Select where to Insert Picture From

fig. 1 - Insert Picture In Cell in Microsoft Excel

• Navigate to the location of the picture and select it.
• Click on the Insert button to insert the picture into the selected cell.

fig. 2 - Picture Inside Cell in Microsoft Excel

That's it!

Enjoy!

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Unleash Your Creativity with Microsoft Designer

Are you tired of using the same old design templates for your projects? 

Do you want to create stunning visuals, social media posts, invitations, and more with ease? 

Here's a Cool Tip:  Check out the new preview Microsoft Designer.

Microsoft Designer is a graphic design tool in Microsoft 365 that uses cutting-edge AI technology to help you unleash your creativity.

The good news is that it is currently free in preview.

Here's how to use it:

• Access Microsoft Designer: 
• Log in with your Microsoft account, 
• Go to the Microsoft Designer website, https://designer.microsoft.com/,  or click on the Designer icon within the Microsoft Edge sidebar.

• Get started with a prompt: 
• To start creating with Microsoft Designer, simply describe what you want in the prompt box. 
• Powered by generative AI technology, you’ll get one-of-a-kind images, including accompanying text and visuals, and design suggestions to meet your needs.

• Customize your design: 
• Once you have a design generated by the AI, you can customize it to your liking. 
• Add your own images or text, change the layout or colors, and more.

• Use advanced AI tools: 
• Take advantage of Microsoft Designer’s advanced AI tools to enhance your design. 
• Use the Replace background feature to instantly remove photo backgrounds and replace them with anything you can imagine. 
• Get writing assistance and automatic layout suggestions for anything you add.

• Create a Brand Kit: 
• Make your creative consistent by creating a Brand Kit that lets you apply your colors and fonts consistently across designs.

Here's a quick example to enter a prompt:

• Create an Instagram post showcasing the benefits of visiting the tech website, www.onecooltip.com. 
• Onecooltip offers technology tips.  
• Use blue as the primary color to match the brand. 
• Include an image of a person using the software on their computer in a creative workspace.

Microsoft Designer suggested several options, including this one:

fig. 1 - Example of Microsoft Designer output

I then customized the text and saved the graphic to my local PC.

So why not give Microsoft Designer a try and unleash your creative superpowers? 

Get started today and see what amazing designs you can create!

Enjoy!

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READ MORE

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• Draw a Perfect Straight Line, Square or Circle With This Cool Tip!

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