Making a business spreadsheet easier to use

A spreadsheet becomes difficult to trust when the same customer appears several times, dates use different formats or important cells are blank. Cleaning the file starts with understanding what each row represents and how your team uses it.

Check the structure

Use one clear heading for each field. Keep different types of information in separate columns and check for misplaced values. A consistent layout helps with sorting, filtering and importing records into another system.

Review duplicates and missing fields

Agree what identifies a duplicate before removing records. Similar names alone are not enough. Mark missing or unclear details for review and fill them only when the source information is available.

Standardise the formats

Use consistent dates, phone numbers, addresses and categories. Check leading zeros and other values which spreadsheet software sometimes reformats. Keep identifiers separate from numbers used in calculations.

Check formulas and summaries

Review the ranges used in formulas, pivot tables and charts, especially after adding rows. A tidy-looking sheet still needs checks on its calculations and source records.

Keep future updates consistent

Write down the formatting and entry rules for the people updating the file. Regular checks help prevent the same issues from returning. Decide which file is the current working version so changes are easier to track.

Help with your spreadsheet

We enter, clean, format and organise data in Excel and Google Sheets. Send a description of the file, the approximate record count and the changes you need. We’ll agree the scope and quote before starting. Request a quote or view examples of our work.