Learn Microsoft Excel with our full guide. Workbooks, worksheets, data protection, templates and more.
by Mihir Kamdar / Last Updated:
In this course you’ll learn:
Excel is the gold standard for spreadsheet software, used by businesses and individuals around the world. Whether you’re a complete beginner or looking to brush up your skills, this guide will take you through Excel’s features and interface so you can work faster and more confidently.
Excel’s flexibility comes from its layered structure, which is designed for data organization and analysis. The foundation makes complex data management possible, allowing users to create charts and pivot tables for better visualization and analysis.
What is a Workbook?
A workbook is your Excel file, a digital binder for multiple worksheets. It allows you to keep related data in one place, so you can manage complex projects or datasets easier. Managing Excel files correctly is crucial for productivity and seamless data handling.
Worksheets
Worksheets are individual pages within your workbook, a grid of rows and columns. A flexible canvas for data entry, calculations and visualizations. Users can edit chart labels to enhance data visualization and clarity.
Quick Access:
Click sheet tabs at the bottom
Ctrl + PgUp or Ctrl + PgDown shortcuts
Cells
Cells are the building blocks of Excel, where rows and columns intersect. Each cell can have:
Numbers
Text
Dates
Formulas
Formatting.
Ranges
Ranges are multiple cells selected, usually referenced by the top left and bottom right cells (e.g. A1:A5)
Good file management prevents data loss and keeps your work tidy. These basics are essential for using Excel efficiently. Service providers maintain facilities to ensure data processed through Excel is stored and managed securely.
Create and Open Workbooks
New Workbooks:
File → New
Blank Workbook or templates
Users can also choose from Excel’s modern templates for quick and efficient setup.
Existing Files:
File → Open
Browse or recent files
Save Your Work
New Files:
Quick Save icon top left
File → Save As for location choice
Existing Files:
Quick Save for regular saves
AutoSave for automatic backup (OneDrive/SharePoint)
Print Excel Documents
Print:
File → Print
Adjust print settings:
Page orientation
Scaling options
Print area
Excel has tools to protect your work and recover from unexpected problems. These features keep your data safe and accessible. Data processed through Excel may be managed by Microsoft or a third party app publisher.
Recover Unsaved Work
If Excel crashes before saving:
Open Excel again
File → Info → Manage Workbook
Recover Unsaved Workbooks
Version History and Management
Previous versions:
File → Info → Version History
Select version to restore
Review and recover as needed
Excel templates are pre-built solutions that save you hours of setup time. They help you get started right away.
Microsoft Corporation offers premium services and support for Excel users, including subscriptions to Office apps and cloud storage, as well as multilingual support.
Template benefits
Professional layouts for different purposes
Pre-formatted spreadsheets with formulas
Better organization features
Collaboration features
Templates and Pivot Tables
File → New
Browse or search for specific needs
Select and customize as needed
Navigation is key to turning basic Excel into expert productivity. These tools are essential to be efficient.
Excel’s interface includes tools for data analytics, enhancing productivity and financial management.
Ribbon
The Ribbon categorizes Excel features:
Home: Basic formatting and editing
Insert: Charts, tables and objects
Formulas: Calculation features
Data: Data management tools
View: Display options
Essential Shortcuts
Productivity Boosters:
Ctrl + C: Copy
Ctrl + V: Paste
Ctrl + Z: Undo
Ctrl + Y: Redo
Ctrl + S: Save
Pro Tip: Press Alt to see Ribbon shortcuts
Customize Excel to your needs and save time searching for commands.
Quick Access Tools
Click dropdown arrow next to Quick Access Toolbar
Select/deselect commands
More Commands for more options
Reorder tools
Customize the Ribbon
Ribbon can be customized.
Go to File > Options > Customize Ribbon > Select/Unselect Customize Ribbon > Press OK.
Customizing tabs in the ribbon includes adding new tabs, deleting custom tabs, rearranging the existing tabs, and renaming the tabs.
Below is an example of the custom tab.
Customizing groups in the ribbon includes options such as creating new custom groups, adding commands to existing custom groups, removing controls from custom groups, removing groups from tabs, moving groups to different tabs, renaming groups, and rearranging the order of groups within a tab.
An example of a custom group within a customized tab is provided. This can include commonly used commands, macros, or other options. “Delete Cells” has been added as an example within the “Example Group.”
Excel’s user interface consists of several key components:
Ribbon: The main command center at the top with categorized tabs
Quick Access Toolbar: Customizable toolbar for frequently used commands
Formula Bar: Where you view and edit cell contents
Worksheet Area: The main grid where you work with data
Sheet Tabs: Navigation tabs at the bottom
Status Bar: Information bar at the bottom of the window
Yes, you can create custom interfaces in Excel through:
UserForms in VBA
Custom Ribbon tabs and groups
Interactive dashboards using
Excel’s built-in features
Custom dialog boxes
Data validation forms
You can enhance Excel’s UI through several methods:
Custom Ribbon:
File → Options → Customize Ribbon
Add new tabs and groups
Quick Access Toolbar:
Click drop own arrow
Select/deselect commands
Custom Forms:
Use Developer tab
Create UserForms in VBA
Add controls and buttons
Excel’s GUI (Graphical User Interface) can be used through:
Mouse Navigation:
Click cells, buttons, and menus
Drag to select ranges
Right-click for context menus
Keyboard Shortcuts:
Alt key for ribbon navigation
Ctrl + key combinations
Function keys (F1-F12)
Yes, Microsoft Excel uses a GUI-based interface:
Point-and-click functionality
Visual representation of data
Graphical elements (buttons, menus, icons)
Customize Excel’s UI through these methods:
Ribbon Customization:
File → Options → Customize Ribbon
Add/remove tabs and commands
Create custom groups
Quick Access Toolbar:
Add/remove frequently used commands
Change toolbar position
View Settings:
Zoom level
Window arrangement
Grid lines and headings
Modify Excel’s view through these options:
View Tab Options:
Normal view
Page Layout view
Page Break Preview
Window Management:
Split panes
Freeze panes
New window
Arrange all
Display Options:
Show/hide gridlines
Show/hide headings
Zoom settings
Excel formulas are powerful tools for performing data analysis. You can use functions like SUM, AVERAGE, and VLOOKUP to analyze data efficiently. If you need to apply the same formula across multiple cells, simply drag the formula or copy it into other cells. Excel automatically adjusts references unless you use absolute references. With formulas, you can easily process large datasets, identify trends, and make data-driven decisions quickly.
To apply the same formula across multiple cells, you can drag the formula from the first cell to the others. Excel will adjust the cell references automatically based on relative positioning, unless you use absolute references with a dollar sign (e.g., $A$1). Alternatively, you can copy the formula and paste it into the target cells to maintain consistency across your dataset. This method is helpful for performing identical calculations across rows or columns.
Mastering Excel basics lays a strong foundation for advanced usage. Regular practice with these fundamentals will boost your confidence and efficiency. Remember, Excel’s power grows with your skills – keep exploring and learning!
