Microsoft Excel Master for beginners

Jyoti Negi April 20, 2025

=>INTRODUCTION OF MICROSOFT EXCEL

In this Blog , You will learn about Microsoft Excel, which is an electronic spreadsheet that runs on a personal compute. A worksheet , also define  as a excel spreadsheet. A spreadsheet is a collection of cells where we do our work and  calculation . WE can organize our data row and columns. You can also use it to perform complex mathematical calculations quickly. You will also learn to work with spreadsheet and features of spreadsheet which are given in Ribbon . The Ribbon is the panel at the top portion of the spreadsheet. We can use various formulas, such SUM(), PI() , POWER(), FACT() ; date functions such as NOW(),DATE(),DAY(),YEAR().

=>MICROSOFT EXCEL

Microsoft Excel 


The spreadsheet application is specifically designed  by Microsoft .which runs all type of operating system . Excel files are referred as spreadsheet.  A workbook is a collection of spreadsheet. Excel  provide files by default contains three blank worksheets. This gives you the flexibility to store related data in different location within the same file. Thus Microsoft Office Excel is a powerful and most extensively used tool as spreadsheet application which allows you to store, organize and analyzed numerical, graphic and text data. Spreadsheet allow information to   be organized in row and tables, and can be analyzed using various mathematical , trigonometric, text, logical, date and time functions.
The total number of Row = 1,048,576 and total column =16,384, You can see your last row with using CTR + Down arrow key , you can see your last column with using CTRL+ Right arrow key.
                The advance feature in Microsoft Excel include Office themes , more style, rich conditional formatting, easy formula writing, Sort & Filter, Data Validation, worksheet and workbook protection, Goal Seek , Scenario, PivotTable and PivotChart. Goal seek and scenario are part of What-If Analysis tools. 

=>Spreadsheet Packages and their Usefulness

A Spreadsheet is an electronic worksheet used to organize and manipulate numbers and display options for what-if analysis.  Electronic spreadsheets allow users to try out various what-if Kinds of possibilities, very significant and dominant feature. Users can manipulate the data/numbers by using stored formulas and calculate different outcomes. A spreadsheet has several parts. The worksheet area of the spreadsheet has column headings across  the top and row heading down left hand side. the intersecting point of row and column are Cell.
The cell holds a unit of information. Each cell has unique cell address. such as :- A1 , B2,...
A cell pointer(spreadsheet cursor ) indicate where data is to be entered or changed in the spreadsheet. 

=>Worksheet, Workbook and Workspace

A Microsoft Excel file in which you can enter and store related data is known as a workbook.
A workbook is also identified as a spreadsheet that a group of cells on a single sheet where you in fact keep and operate data . Every worksheet consists of columns and rows. The column are lettered A to Z and then continue with AA , AB, AC and so on.  Cell address uniquely define with row number and column name,  For example, if a cell is located in
the upper left corner of the worksheet, which is A1, this means the cell  address is column A and row 1.
  Similarly , cell A1 is  in column A and row 1. N- number of worksheets can be present in a workbook.

=>The Interface of Microsoft Excel

File Menu

The file menu helps in various work . This menu permits you to create a new workbook, open an existing workbook, save a workbook using Save and Save as , Print  or close a workbook.

Ribbon

The Ribbon is the strip which is present at the top  of the spreadsheet. It includes,  Eight tabs namely , Home ,Insert ,Page Layout , Formulas ,Data , Review, View , Help. Each tab is a collection of features designed to perform specific functions that you require while creating or editing Excel spreadsheets.

The widely  used features are displayed on the Ribbon or  tabular. When we click on arrow which is present at the bottom right corner it will display more features about the group.

Entering Information in a Worksheet

To enter information in a worksheet, you need to open an empty workbook and enter the data according to required data..

=>Moving Around Worksheet 

The arrow navigation keys give you the option to  move around your worksheet, With the help of down arrow ↓ key you can downward one cell at a time. Similarly, the top arrow🔝 key can be used to move upward one cell at a time. You can even move across the page to the right side with the help of right arrow key🠊, one cell at a time and move left side with using left arrow key🠈 from navigation key.
you can also  use The page Up(Pg Up) and Page Down(Pg dn) Keys move up and down one page at a time.   With using  ,CTRL key + Home Key, you can move  to the beginning of the worksheet.

=>Copy and Paste the data

To copy and paste the data ,you follow given steps:- 
  1. Select the cells or table that you want to copy the data .
  2. Now go to Home tab-----> Clipboard group----> click on Copy tool/ CTRL+C
  3. Now Select the cells location  where you want to see the copied data.
  4. Now go to Home tab----> Clipboard group -----> click on Paste tool / CTRL + V.

=> Cut and paste.

To cut and paste the data in your excel sheet to follow given steps:
  1. Select the cells that you want to copy.
  2. Go to Home tab----> Clipboard group----> click on cut tool (CTRL+X).
  3. now select your data location in your excel sheet,  where you want to paste the data.
  4. Go to  clipboard group----> click on Paste tool( CTRL+V)

Undo and Redo

To undo or redo the most previous and recent actions , click on undo and redo tool from quick Access Toolbar which is visible at the title bar.
also you can use  shortcut keys CTRL + Z (for Undo) and CTRL+Y(for Redo).

Changing Column Width/Row Height

In Excel we have the option to modify any Column width or row height in your worksheets so that the readability and look of the data can be changed. For example, if your worksheet contains large numbers, you can enlarge the columns to make the worksheet less cluttered. It is much more advisable to expand the width of the columns that contains cells with truncated text entries or numbers that  Excel shows
 as #######.
To change the width of a column or the height of a row , follow the given steps.

  1. Click on the Format button on the Cells group of the Home tab.
  2. Manually adjust the height and width by clicking on Row Height or Column Width.
  3. To use AutoFit, Click on AutoFit Row Height or Autofit Column Width.

Cell Formatting ---- Font, Alignment and Number

Convert Text to Columns: 

Sometimes, you may have have to split data of one cell and place them in two or more cells. You can do this by utilizing the Convert Text to Columns Wizard.

  1. Highlight the column in which you wish to split the data,
  2. Click on the Text to Columns button on the Data tab.
  3. Click on Delimited radio button if have a comma or tab separating the data or click fixed widths to data separation at a specific size.

Modify Fonts:

Modifying fonts in Excel helps you to emphasize titles and headings. To modify a font, follow the given steps:
  1. Select the cell or cells where you want to apply the font.
  2. On the Font group on the Home tab, select the font type, size, bold, italics, underline or color.

  Format Cells Dialog Box: 

In Excel, you can apply specific formatting to any cell. To apply formatting to a cell or group of cells, follow the given steps:

  1. Select the cell or cells to change the formatting.
  2. Click on the Dialog Box arrow on the Alignment group of the Home tab.
There are various tabs on this dialog box that permit you to modify the properties of the cell or cells.
  1. Number : Allows the display of different number types and decimal places.
  2. Alignment: Allows the horizontal and vertical alignment of text, wrap text, shrink text, merge cells and the direction of the text.
  3. Font: Allows control of font, font style, size, color and additional features.
  4. Border : Changes border styles and colors.
  5. Fill : Fill colors and styles.
  6. Protection : Locking cells and hiding formulas.

Adding Borders and Colors to cells 

Border and colors can be added to cells manually or using the styles. To add borders manually, follow the given steps:
  1. Click on the Borders drop-down menu on the Font group of the Home tab.
  2. Select the suitable border.
  3. To apply colors manually, follow the given steps:
  4. Click on the Fill drop-down menu on the Font group of the Home tab.
  5. Select the proper color.
  6. For applying border and colors using styles. follow the given steps:-
  7. Click on Cell styles on the Home tab.
  8. Select  a style or click on New Cell Style.

Hide or unhide Rows or Columns:

To hide or unhide rows or columns, follow the given steps:
  1. Select the row or column you want to hide or unhide.
  2. Click on the Format button on the Cells group of the Home tab.
  3. Click on Hide & Unhide Tool.

=>Inserting and Deleting Cells / Rows/ Columns:

Inserting Cells, Rows and Columns

To insert cells ,  rows and columns in Excel , follow the given steps:
  1. Place the cursor in the row below where you want the new row or in the column to the left of where you want to have the new column.
  2. Click on the Insert button on the Cells group of the Home tab.
  3. Click on the proper option Cell, Row , or Column.

Delete Cells, Rows and Columns

To delete cells, rows and columns, follow the given steps:

  1. Place the cursor in the cells, row or column that you want to delete.
  2. Click on the Delete button on the Cells group of the Home tab.
  3. Click on the appropriate option Cells, Row and Column.

=> Insert/ Copy/Move/Rename/Delete Worksheet

TO insert a  new worksheet, do any one of the following steps:

  1. To Quickly insert a new worksheet at the end of the existing worksheet, click the Insert Worksheet tab at the bottom of the screen.

2. To insert a new worksheet in front of an existing worksheet, select that worksheet and then, on the Home tab, in the Cells group, click Insert and then click Insert Sheet.
You can also right click the tab of an existing worksheet and then click Insert. On the General tab, click Worksheet, and then click OK.

=> Function :-

function are pre-defined words which are preform many task in our system . In Excel each function has unique name and arguments. We can solve the complex calculation with the help of function .In excel we have various types of functions.
such as:-
    1) sum()  :- this function will add the given numbers. it has two or more arguments.
            syntax:-
                =sum(number1,number2,number3,....)
    2) max() :- this function will return the maximum number from the given numbers.
          syntax:-
               =max(number1,number2,number3,......)
    3) min() :- This function will return the minimum number from the given numbers .
            syntax:-
                =min(number1,number2,number3,.......)





 













   
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