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How To Use Excel

Key Takeaway:

  • Installing and Setting Up Excel is the first step to utilizing Excel for data analysis. Download Excel on your computer or access it online through a Microsoft 365 account.
  • Entering and Formatting Data in Excel is essential to creating organized and easily readable spreadsheets. Use tools to customize cells, input formulas and functions, and organize data to make analysis simpler.
  • Sorting and Filtering Data in Excel allows data analysts to better understand trends and patterns in their data. Customize sorting and filtering options to analyze specific data sets and create custom filters to dive deeper into specific data points.

Are you struggling to simplify complex data? Excel can help you organize and analyze data quickly and easily. You can unlock the power of Excel and unlock countless possibilities with this guide on how to use it.

How to Use Excel: A Beginner’s Guide

I get how intimidating learning Excel can be. So, I made this guide for beginners! Here’s the plan:

  1. we’ll start with installing and configuring Excel.
  2. Then, we’ll look at the interface.
  3. Lastly, we’ll learn how to save and create workbooks.

After reading this, you’ll be an Excel master!

How to Use Excel: A Beginner

Image credits: by Harry Duncun

Installing and Setting Up Excel

Go to your Microsoft Account to sign in. Select Microsoft Excel from the list of available apps. You will be prompted to install the application on your device. Click Install and the process will start automatically. After installation is complete, open Excel and set up your preferences.

Customize Excel with different tools and options in its advanced features menu. Change the color scheme, fonts, or gridlines within seconds. Remember, if you are working offline, save changes manually since they won’t be saved automatically if your work is not stored on OneDrive or SharePoint Online.

Recently, I helped a friend who had no prior experience with Excel. Installing and Setting Up was a challenge, as she was unaware of different plans available in Microsoft Office Suite subscription. With a bit of guidance, she was able to install and perform basic functions.

Now, let’s explore the Excel interface. Learn about manipulating cells data and get into deeper sections like chart creation, etcetera!

Exploring the Excel Interface

Learn to navigate through Excel’s features and functions with this 3-step guide:

  1. Step 1: Get to know the Ribbon. It contains tabs for formatting cells, manipulating data, and creating charts. Investigate the tabs and groups to quickly find the commands you need.
  2. Step 2: Get a handle on the Workbook window. It’s the place to work on spreadsheets. Learn how to move between sheets, adjust columns and rows, and format cells.
  3. Step 3: Customize the Quick Access Toolbar. It’s above the Ribbon and offers quick access to popular commands. You can change it to best suit your needs.

When exploring Excel, take note of its features. If you plan to make charts, find out which chart types it offers, so you can create visualizations easily. Don’t be afraid to experiment, or ask for help. The more familiar you are, the better your work will be.

If you’re just starting out, don’t be scared. Not knowing how to use productivity tools like Excel can slow your career progress. Begin now by looking into the interface.

In the next section, we’ll show you how to save and create new workbooks fast!

Saving and Creating New Workbooks

Save & create a new workbook in Excel! Here are 6 simple steps:

  1. Click ‘File’ in the top left corner of the Excel window.
  2. Select ‘Save As’ from the drop-down menu.
  3. Use the options to choose where to save your file.
  4. Name your file in the ‘File Name’ field. Excel files usually end with “.xlsx”.
  5. Press ‘Save’ to save your new file.
  6. Click ‘File’ again and select ‘New’ for a blank workbook.

When using Excel, save your work every few minutes to keep changes safe. Give new workbooks names relevant to their contents for easy reference later. This ensures accuracy & efficient management of multiple projects.

Don’t miss out on using Excel features! Become proficient with its functions today. Enter & format data in Excel – we’ll discuss this in detail in our next section.

Entering and Formatting Data in Excel

Drowning in data? Don’t worry! Excel is here to save you! In this guide, let’s learn how to Enter and Format Data. We’ll cover Inputting and Organizing Data in Cells, Customizing and Formatting Cells, and Utilizing Formulas and Function in Excel. Mastering this software will help you to maximize productivity and make sense of your data. Let’s explore!

Entering and Formatting Data in Excel-How to Use Excel,

Image credits: by Joel Woodhock

Inputting and Organizing Data in Cells

Ready to start entering and organizing data in Excel? Here’s a step-by-step guide:

  1. Click cell.
  2. Type data.
  3. Press Enter/Tab.
  4. To change, click cell and edit.
  5. To insert new rows or columns, right-click row/column header and select ‘Insert’.
  6. To delete, right-click header and select ‘Delete’.

Think about how the data should be structured. Add headers or labels to each row/column that describe what info is inside. Format data correctly so it’s easy to read and analyze. Use AutoFill and AutoCorrect to speed up data entry and avoid errors.

Now you know how to input and organize data. Let’s move onto customizing and formatting cells!

Customizing and Formatting Cells

Select the cell or cell range you want to format. Then, right-click to access formatting options. These include font type, size, border, background color, etc.

You can also use Custom Number Formats for adding or removing decimals from a data set. Date formats can also be changed from USD to Euro, or vice versa.

Formatting cells in Excel helps create better presentation of numerical figures. For example, green represents positive values, while red represents negative values.

A Microsoft study found that successful project managers are those proficient in using Excel’s Formatting features.

Formulas and Functions can be used in Excel to speed up calculations and solve complex problems faster.

Utilizing Formulas and Function in Excel

Utilizing Formulas and Functions in Excel can assist in data analysis. To do this, start by selecting a cell and entering an equals sign ‘=’. Then, add an operator, like +, -, /, *, or ^. You can also use functions like SUM, MAX, and MIN, which require an input in parentheses.

Using Formulas and Functions in Excel makes it easy to handle large amounts of data. A physicist in New York even used Microsoft Excel’s hidden feature to solve mathematical equations!

Another helpful feature is Sorting and Filtering Data in Excel. This makes it easier to organize big-data and sort it based on various criteria.

Sorting and Filtering Data in Excel

Done with scrolling through those unorganized data rows in your Excel? Sorting and filtering can help. Here are some helpful tips and techniques on how to sort one column and filter multiple columns. Plus, learn the steps to create custom filters for extra control. Master these simple moves and manage your data quickly!

Sorting and Filtering Data in Excel-How to Use Excel,

Image credits: by James Arnold

Sorting Data by Single Column

Let’s look at an example table containing customer info:

Name Age Location
John Smith 35 New York
Jane Doe 24 Los Angeles
Mike Johnson 47 Chicago
Sara Lee 19 Miami

If you sort the table by the age column, Excel will rearrange the rows in order of increasing age. To sort the oldest customers first, select the same column and click “sort descending“.

Sorting data can save time and effort when searching for specific values. It also helps to analyse data within groups or categories. To get accurate results, ensure that all columns have the same formatting. Excel’s built-in tools like filters or conditional formatting can help too.

Experiment with different sorts for your next project. You might be amazed at how much easier it makes things!

Next up, we’ll explore advanced ways to manipulate data using multiple criteria – Filtering Data by Multiple Columns.

Filtering Data by Multiple Columns

To explain how to use this feature, we’ll create a table. Let’s say we have a sales data table with columns such as Date, Region, Product, and Sales Amount.

To filter this table, we would select each column heading and click on the Filter button in the Data tab of the ribbon. This will add drop-down arrows beside each column heading.

We can then select a specific date range from the Date column’s drop-down menu. We can also filter by a specific region from the Region column’s drop-down menu.

Furthermore, we can specify a certain product from the Product column’s drop-down menu. We can also select a sales amount range from the Sales Amount column’s drop-down menu. The results shown in the table will only display rows that meet all criteria.

This feature is helpful when analyzing large amounts of data. Companies use filtering techniques to identify trends or outliers in their business operations. It helps them analyze patterns in sales or success of products in certain regions. They can focus on critical factors and make decisions quickly. It saves them time and they can spend it interpreting numbers’ insights for business decisions more carefully.

Filtering Data by Multiple Columns can help us extract valuable information from datasets in Excel. But, sometimes our criteria may not be available by default. So, we will explore the next heading: Creating Custom Filters in Excel!

Creating Custom Filters in Excel

Creating custom filters in Excel is an effective way to organize and filter data. Here’s a 6-step guide:

  1. Select the data range you want to filter.
  2. Go to the “Data” tab in the ribbon menu, and click on “Filter”.
  3. You’ll then see filter drop-down arrows next to each column heading.
  4. Click the drop-down arrow of the column to create a custom filter.
  5. In the “Custom AutoFilter” dialog box, choose the filtering criteria, such as “Greater than or equal to”, etc.
  6. Click “OK” to apply the custom filter.

Custom filters can be used to isolate data subsets. For example, sales data from a certain region within a date range.

Pro tip: Ensure your data is clean and consistent before applying custom filters.

By creating custom filters, you can quickly sort and analyze large datasets based on specific criteria. Let’s now move on to creating and customizing charts in Excel.

Creating and Customizing Charts in Excel

Do you use Excel? I do! Making charts is an awesome way to show data and spot trends. In this piece, we’ll learn all about creating and customizing charts. First, we’ll discuss how to pick the data and make a chart. Then, we’ll look at formatting and customizing, such as changing colors and styles. Finally, we’ll cover titles and labels for your charts. This will help make your data clear and easy to understand.

Creating and Customizing Charts in Excel-How to Use Excel,

Image credits: by Yuval Woodhock

Selecting Data and Creating a Chart

When you’re picking data for your chart, make sure it’s organized and simple to understand. This will help make sure the chart accurately shows your data and gives useful insights. After that, pick a clear chart type that’s right for what you’re analyzing.

Using Excel to make a chart is just the start. You can also customize it to fit your needs. Resize or move the chart in your worksheet. Embed it in other documents like Word or PowerPoint. Change font sizes or other visuals, such as axes titles or axis formats.

I remember once I had to make a bar graph in Excel for work. My data was already set but I didn’t know how to turn it into a graph. Thankfully, a colleague helped me go through each step until I had my graph. It was great to learn something new about Excel and my presentation became more effective!

Now you know how to select data, create and format charts in Excel. So you can make impressive visuals for any project or analysis.

Formatting and Customizing Charts in Excel

  1. Click on ‘Chart Tools’ tab from the ribbon bar. Then, select the ‘Design’ tab.
  2. Head to ‘Chart Layouts’ to choose different layouts for your chart. Change colors, themes, fonts and effects using the available options.
  3. Use ‘Format’ tab to customize parts of the chart – like the axis, lines, labels or titles. Modify each option as per preference by clicking on it and changing its properties.
  4. Fine-tune all aspects of your chart using the ‘Format’ pane. Apply styles to each data series using the Format Data Series option.

Customizing charts will help make them fit your audience or purpose. Change colors or fonts according to branding guidelines. Use patterns for better understanding of high frequency data sets. Add error bars to compare performance variations when changing parameters. Hide unnecessary items that add clutter. Shorten long labels to clean up info without losing meaning. Modify chart text size to clarify different components when delivered in presentation mode.

Add Titles and Labels to Charts in Excel for building graphs from numerical data.

Adding Titles and Labels to Charts in Excel

Insert chart title: Click on Chart to add a descriptive title that summarises the content.

Add axis titles: Label horizontal and vertical axes with relevant info, like units and categories.

Incorporate data labels: Viewers can see explicit numerical values for different data points, to improve comprehension.

Use legends: Identify each series by legending. This helps readers comprehend which line is which category or variable.

Adding titles and labels is essential when presentations are based on physical objects like slides.

Next: Learn ‘Working with Tables in Excel.’

We will show you visuals and explain everything with step-by-step instructions.

Working with Tables in Excel

Spreadsheet fans, rejoice! Tables in Excel are great for organizing data visually and streamlining analysis. In this section, we’ll explore how to get the most out of these tables. We’ll discuss creating tables for data management, formatting and customizing them, and adding formulas for advanced analysis. Get ready to level up your Excel skills!

Working with Tables in Excel-How to Use Excel,

Image credits: by Adam Washington

Creating Tables to Manage and Analyze Data

Let’s illustrate this better with a table. Three columns: Name, Age and Address.

Name Age Address
John Doe 33 years old No 15 Washington Street

Excel users must master the skill of creating tables. This saves time and helps make calculated decisions quickly.

Failing to create tables properly can result in scattered records. This reduces productivity and puts the project outcome at risk.

Now, let’s move on to Formatting and Customizing Tables in Excel.

Formatting and Customizing Tables in Excel


Format and customize tables in Excel! Add borders, adjust heights and widths of cells. Apply conditional formatting to make certain cells stand out. Merge cells, wrap text, sort data, and filter content.

Take advantage of Excel’s powerful features with formulas, charts, and graphs. Mastering this tool can save time, energy, and keep you ahead of the game. Don’t miss out! Customizing tables in Excel makes life simpler.

Table Customization in Excel

Excel is a tool that allows users to customize their tables easily. Some of the ways to customize tables in Excel are:

Customization Techniques Description
Add borders You can add different types of borders to cells and the table. Choose from options like solid lines or dash-dot lines to make your table look more professional.
Adjust heights and widths of cells Users may adjust the height and width of cells to fit the content entered in the cell. This is useful to keep your table compact and neat.
Apply conditional formatting You can use this feature to highlight specific cells with a certain condition. For example, you may choose to have cells with values above or below a certain amount highlighted in green or red.
Merge cells You can merge two or more adjacent cells to create a larger cell. This is useful when you want to create a table heading, subtitle, or title.
Wrap text Excel allows users to wrap text in a cell, making it easier to read. This is useful when there is a large amount of data in a single cell.
Sort data You can sort data either in ascending or descending order, based on any criteria. This is useful when you have large amounts of data and want to organize it meaningfully.
Filter content You can filter content based on certain criteria to create a more focused view of your data. This is useful when you want to identify specific data within a larger data set.

By using these techniques, you can make your tables in Excel more professional, easier to read and work with, which will help you save time and increase efficiency.

Adding Formulas to Excel Tables for Advanced Analysis

To use formulas in Excel, start by typing “=” in the desired cell. Then enter your formula: a function like SUM or AVERAGE, parentheses, and the range of cells you want to include. Close out any opened parentheses, then add any additional parts, like arithmetic operators and cell references. Press enter and the result will appear in the selected cell.

Adding formulas to an Excel table can give powerful insights and data analysis. With financial data, you could quickly calculate profitability ratios or forecast trends. Don’t miss out on these capabilities; try adding some new formulas to your spreadsheet today!

Five Facts About How To Use Excel:

  • ✅ Excel is a spreadsheet software developed by Microsoft, used for organizing and analyzing data. (Source: Microsoft)
  • ✅ Excel offers various functions, including mathematical operations, data manipulation, and chart creation. (Source: Excel Easy)
  • ✅ Keyboard shortcuts like Ctrl+C (copy) and Ctrl+V (paste) can make working with Excel more efficient. (Source: Lifewire)
  • ✅ Excel can be used for a range of tasks, from creating budgets and schedules to conducting complex data analysis. (Source: Business News Daily)
  • ✅ Excel has the ability to integrate with other Microsoft Office programs, such as Word and PowerPoint, for enhanced productivity. (Source: GoSkills)

FAQs about How To Use Excel

What is Excel and how do I use it?

Excel is a software application developed by Microsoft that allows users to create organized spreadsheets, track data, perform calculations and create visual representations of that data. To use Excel, open the application, select a blank workbook, and start entering your data into cells. You can then manipulate and organize the data using various features, functions and formatting tools available in the application.

What are some basic functions of Excel?

Excel has many built-in functions that can be used to perform basic calculations, such as addition, subtraction, multiplication, division, and more. Some of the most commonly used functions include SUM, AVERAGE, MAX, MIN, COUNT, IF, and VLOOKUP. These functions can help you save time and perform complex calculations accurately.

How do I format cells in Excel?

To format cells in Excel, first select the cells you want to format. Next, right-click on the cells and select “Format Cells” from the drop-down menu. From here, you can choose from various formatting options, including font style and size, number format, alignment, borders and shading. You can also use conditional formatting to visually highlight important data in your spreadsheet.

How do I create charts in Excel?

To create a chart in Excel, select the data you want to include in the chart. Click on the “Insert” tab and choose the chart type you want to use. Excel will automatically create a chart based on the data you selected. You can then customize and format the chart using various options available in the application.

How do I use Excel functions and formulas?

To use functions and formulas in Excel, first select the cell where you want to enter the formula. Next, type the equals sign (=) and then the function or formula you want to use. For example, to add up a range of cells, type “=SUM(A1:A10)” into the formula bar. Excel will automatically calculate the result.

Can I import data from other programs into Excel?

Yes, you can import data from other programs into Excel. To do so, select “Data” from the menu bar and choose “From Other Sources.” From here, you can select the program and file you want to import data from, and then follow the prompts to import the data into Excel.