ASAP Utilities – SEO and Productivity Addin for Excel

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I’ve said it many times and I’ll say this again: Excel if the ultimate SEO tool that can help you in any task (if you know how to use it right). I have already shared the huge collection of Excel tips and tricks for SEOs and web marketers – that post helped me to discover another awesome tool I was hugely impressed by.

ASAP Utilities (the tool has been shared with me by SEO Disco) is a powerful Excel add-in that fills the gaps in Excel and automates frequently used tasks. The addin can be paid but I was planning with its free edition.

Below I am sharing the most useful (for me) options I have found inside. But before that, I’d like to warn that you might need to tweak your Exel security settings before being able to use the tool. I was using the tool’s prompts to set my settings, so you are unlikely to have any problems. On top of all, to make sure the addin is going to work, navigate:

File -> Options -> Trust Center -> Trust Center Settings

And there:

  • Make sure macros are enabled (in “Macro Settings”)
  • Make sure the addins are NOT disabled (in “Add-ins”)

Asap utilities trust settings

1. Find (and Remove) Duplicate Key Phrases: Clean up Your List

It often happens so that you have merged data from various keyword tools and now need to clean up your list (or just find the duplicated key phrases).

First select the range containing all your keywords (or just select the column with the keywords) in the Asap Utilities tab click “Range” menus and there select either:

  • “Count and /or color duplicate in selection”
  • OR “Clear duplicated values in the selection”

Find/remove duplicate keywords

2. Play with Advanced Sorting: Group Your Keywords

The Advanced Sorting options found under Range menus lets you sort on many more properties than just the cell values.

  • Value
  • Number format
  • Cell Color
  • Cell Color Indexnumber
  • Font Color
  • Font Color Indexnumber.
  • Font Size
  • Font Name
  • Bold
  • Italic
  • Underline
  • Strike-through
  • Text Length
  • Random order (shuffle)
  • Formula
  • Email address host (@…)
  • Alphanumeric content based on the numeric portions
  • Year-Month-Day
  • Year-Day-Month
  • Month-Day-Year
  • Month-Year-Day
  • Day-Year-Month
  • Day-Month-Year
  • Day of the week (start on Sunday)
  • Day of the week (start on Monday)

For example, if you were using my previous tip on finding and coloring the key phrases based on the base word or modifier, you may end up with the column colored (or formatted) based on the keyword in it:

Color cells based on keyword modifiers

Now, with ASAP utilities you can sort the whole table based on your colors:

Sort by cell color

3. Round Numbers: Make your Keyword Performance Data Easier to Understand

One thing that kept bugging me about exported Google Analytics report is the huge numbers that are too hard to consume. Asap Utilities offer a three-click solution to the problem:

  • Just select the column you want to work on;
  • Navigate: Numbers -> Round Numbers
  • Select the number of decimals to be left


Round numbers

Bonus! Other Tool Options I Was Happy to Discover:

1. Create a separate index sheet linking to all other sheets within a document (think how easily it is now to impress your client with multi-sheet Excel reports enhanced with an index page!)Create index sheet

2. Color each n-th (second, third, fourth) row or column in selection: for better readability and just to make your reports prettier!s

3. Change, extract, unlink hyperlinks:

  • Easily extract all hyperlinks and send them in a a separate sheet (or in a separate column)
  • Activate all hyperlinks in selection (i.e. make them clickable)
  • Remove all hyperlinks;
  • Change the hyperlink formula:

Asap hyperlinks

Of course, this just the tip of the iceberg. The addin has plenty more awesome features to cover any needs you may have. I was listing only those I was instantly impressed by and found particularly useful (for the tasks I come across). You are most likely to discover other features you will love. Good luck!

Ann Smarty

Ann Smarty

Brand amd Community Manager at Internet Marketing Ninjas
Ann Smarty is the blogger and community manager at Internet Marketing Ninjas. Ann's expertise in blogging and tools serve as a base for her writing,... Read Full Bio
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  • Anonymous

    Thanks Ann,

    Some useful tips, although I don’t use ASAP Utilities myself (everybody has their own workarounds with Excel) I did write a similar blog post on customising Excel 2007 for useful features for SEOs and Web Analysts. Check it out if you’re interested


  • Ann Donnelly

    Excellent! For years I've been using Excel to compile keyword research for various regions and it takes forever to manually tidy it up for clients. Thanks for another great tip!

  • Ruud Hein

    Ann, how did you find this functionality different from what Excel 2007 provides by default? On the Data tab you can remove duplicates. Conditional highlighting let's you color duplicates. Coloring and sorting and filtering on color is available standard. Rounding can be done even by setting the format of the column.

    Not nagging on you: just curious how the add-in provided more value for you.

    • annsmarty

      Hey Ruud, not a problem at all 🙂 I am fine with people asking questions and sharing opinion!

      You can actually do everything with Excel (especially if you are geeky and macros-savvy). All the addin does is collecting some cool (hard to find and figure features) and letting you to have better time using them 🙂

  • Jori Ford

    Ruud, I think the whole point is improving ease of use to save time. Instead of bouncing around between tabbed sections you have your most frequently used tools at the click of a button.

  • Stretcher Bars

    Great time saver I feel. Thanks for letting us know. Some of the SEO I do for other people taks forever to tidy….thanks for the tip, using it now !

  • Matthias W. Hager

    This is awesome!

    Too bad I'm stuck using iWork on the job (and I'm certainly too poor for MS Office at home, Open Office and Google Docs for me).

    Finding and removing duplicates is a big PITA with Numbers (iWork… and I don't think Google or OO do it easily either).

    The highlighting and sorting is looking really useful.

  • VitaminCM

    Great tip.
    I have been using ASAP for years at work. I'm in an accounting area and it is so valuable that I could not imagine being without it.
    I do use it to do analysis on my web stats too.
    I did a video tutorial on using ASAP Utilities a while back. It might be helpful for people looking to get started.

  • Paul

    Excel is the best way to ensure you track your results and sort correctly. All SEO pro's should be experts and this article helps with tips on how to utilize excel to its best.