Excel is part of the Microsoft family and is a powerful spreadsheet program designed for data organization, analysis, and storage. Its versatility makes it a must-have tool for freelance writers, especially when managing their business’s administrative and financial aspects.
I love using Excel to organize my to-do lists and invoices, arrange important data, create briefs, keep track of my monthly gigs, and more.
Pros
Cons
- Versatile Data Management: Excel allows for the organization of almost any type of information, from client contact details to project timelines.
- Invaluable for Financial Tracking: Perfect for keeping tabs on invoices, payments, expenses, and income.
- Customizable Templates: Numerous templates are available to help manage various tasks, including budgeting, project tracking, and scheduling.
- Advanced Analysis Features: Offers sophisticated tools for data analysis, such as pivot tables, charts, and formulas, which can provide insights into your freelance business.
- Steep Learning Curve: The basic functions are straightforward, but mastering Excel’s advanced features can be challenging without dedicated learning time. Thankfully, writers don’t have to go too deep into those features.
- Cost: It requires a Microsoft 365 subscription, adding to your overhead costs if you’re not already subscribed for other needs.
Tips for Writers
- Start with Templates: Excel offers a wide range of built-in templates for budgeting, invoicing, and project planning. These can simplify setting up your spreadsheets.
- Learn Basic Formulas: Familiarize yourself with simple formulas like SUM, AVERAGE, and COUNT. These can help automate calculations (like how much money you’ve made so far this month!), saving you time.
- Use for Submission Tracking: Create a spreadsheet to track your article submissions, including dates, responses, and publication statuses.
- Organize Your Invoices: Keep a detailed record of invoices and payments. Use conditional formatting to highlight overdue invoices or unpaid work.
- Plan Your Content Calendar: Excel is excellent for planning out your content schedule, allowing you to visualize deadlines and ensure a steady workflow.
Cool Features for Writers
- Conditional Formatting: Automatically changes the formatting of cells based on their contents, which is ideal for tracking invoice statuses or deadlines.
- Charts and Graphs: Visual representation of your earnings, submissions, and other metrics can provide clear insights into your freelance writing business.
- Tabs: Hold and organize multiple projects, ideas, and more within a single document using the ‘Create Tab’ function, turning the document into a digital filing system.
Common Keyboard Shortcuts
- Ctrl + N: Create a new workbook
- Ctrl + O: Open an existing workbook
- Ctrl + S: Save the current workbook
- Ctrl + P: Print the current sheet
- Ctrl + Arrow Key: Move to the edge of data regions
- Ctrl + Shift + L: Toggle filters on and off
- Alt + E, S, V: Paste special
- F2: Edit the selected cell
- F4: Repeat the last action or toggle absolute/relative references in formulas
- Ctrl + T: Create a table from the selected date range