Excel is a spreadsheet program that allows you to store, organize, and analyze information. While you may think Excel is only used by certain people to process complicated data, anyone can learn how to take advantage of the program's powerful features. Whether you're keeping a budget, organizing a training log, or creating an invoice, Excel makes it easy to work with different types of data.
Watch the video below to learn more about Excel.
The procedures in this tutorial will work for all recent versions of Microsoft Excel, including Excel 2019, Excel 2016, and Office 365. There may be some slight differences, but for the most part these versions are similar. However, if you're using an earlier version, you may want to refer to one of our other Excel tutorials instead.
When you open Excel for the first time, the Excel Start Screen will appear. From here, you'll be able to create a new workbook, choose a template, and access your recently edited workbooks.
Some parts of the Excel window (like the Ribbon and scroll bars) are standard in most other Microsoft programs. However, there are other features that are more specific to spreadsheets, such as the formula bar, name box, and worksheet tabs.
Click the buttons in the interactive below to become familiar with the parts of the Excel interface.
The Quick Access Toolbar lets you access common commands no matter which tab is selected. You can customize the commands depending on your preference.
The Ribbon contains all of the commands you will need to perform common tasks in Excel. It has multiple tabs, each with several groups of commands.
The Tell me box works like a search bar to help you quickly find tools or commands you want to use.
From here, you can access your Microsoft account information, view your profile, and switch accounts.
The Name box displays the location, or name, of a selected cell.
In the formula bar, you can enter or edit data, a formula, or a function that will appear in a specific cell.
A column is a group of cells that runs from the top of the page to the bottom. In Excel, columns are identified by letters.
Each rectangle in a workbook is called a cell. A cell is the intersection of a row and a column. Simply click to select a cell.
A row is a group of cells that runs from the left of the page to the right. In Excel, rows are identified by numbers.
Excel files are called workbooks. Each workbook holds one or more worksheets. Click the tabs to switch between them, or right-click for more options.
The scroll bars allow you to scroll up and down or side to side. To do this, click and drag the vertical or horizontal scroll bar.
There are three ways to view a worksheet. Simply click a command to select the desired view.
Click and drag the slider to use the zoom control. The number to the right of the slider reflects the zoom percentage.
The Ribbon and Quick Access Toolbar are where you will find the commands to perform common tasks in Excel. The Backstage view gives you various options for saving, opening a file, printing, and sharing your document.
Excel uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs, each with several groups of commands. You will use these tabs to perform the most common tasks in Excel.
Certain programs, such as Adobe Acrobat Reader, may install additional tabs to the Ribbon. These tabs are called add-ins.
The Ribbon is designed to respond to your current task, but you can choose to minimize it if you find that it takes up too much screen space. Click the Ribbon Display Options arrow in the upper-right corner of the Ribbon to display the drop-down menu.
There are three modes in the Ribbon Display Options menu:
Located just above the Ribbon, the Quick Access Toolbar lets you access common commands no matter which tab is selected. By default, it includes the Save, Undo, and Repeat commands. You can add other commands depending on your preference.
The Tell me box works like a search bar to help you quickly find tools or commands you want to use.
Excel has a variety of viewing options that change how your workbook is displayed. These views can be useful for various tasks, especially if you're planning to print the spreadsheet. To change worksheet views, locate the commands in the bottom-right corner of the Excel window and select Normal view, Page Layout view, or Page Break view.
Backstage view gives you various options for saving, opening a file, printing, and sharing your workbooks.
Click the buttons in the interactive below to learn more about using Backstage view.
You can use the arrow to close Backstage view and return to Excel.
The Info pane will appear whenever you access Backstage view. It contains information about the current workbook.
From here, you can create a new blank workbook or choose from a large selection of templates.
From here, you can open recent workbooks, as well as workbooks saved to your OneDrive or on your computer.
Use Save and Save As to save your workbook to your computer or to your OneDrive.
From the Print pane, you can change the print settings and print your workbook. You can also see a preview of your workbook.
From here, you can invite people to view and collaborate on your workbook. You can also share your workbook by emailing it as an attachment.
You can choose to export your workbook in another format, such as PDF/XPS or Excel 1997-2003.
Here, you can publish your workbook to Power BI, Microsoft's cloud-sharing service for Excel workbooks.
Click here to close the current workbook.
From the Account pane, you can access your Microsoft account information, modify your theme and background, and sign out of your account.
Here, you can change various Excel options, settings, and language preferences.
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