Excel is a powerful program but it can also be very scary. That’s why we have prepared this guide to start working with Excel for beginners .
This tutorial starts with simple and basic concepts such as opening a spreadsheet, then you will learn how to enter data and work with it, and ends with saving and sharing a document. That’s all you need to know to get started with Excel.
Open a spreadsheet
When you open Excel for the first time (by double-clicking on the software icon or selecting it from the Start menu), the program will ask you what you want to do.
Click Blank workbook if you want to open a new spreadsheet .
Also, to open an existing spreadsheet (such as workbooks you just downloaded), click Open Other Workbooks in the lower-left corner, and then in the window that shows the results, select Browse on the left side of the window. .
Finally, select the file you want and click Open .
Comparing workbooks with spreadsheets
Before continuing the training, we need to clarify a series of concepts.
A workbook is an Excel file. Its extension is usually .XLSX (if you are using an older version of Excel, the file extension could be .XLS).
But a spreadsheet is just a worksheet inside a workbook. A workbook can have many sheets inside and you can access them through the tabs at the bottom of the page.
Working with Ribbon
The main toolbar or Ribbon is the central control panel of Excel. You can do almost anything you want quickly from the Ribbon section. Where is this powerful tool? At the top of the window:
This bar has several tabs, including: Home , Insert , Data , Review and other multilinguals. Each tab has different options and buttons. Click on different tabs to see different buttons below them.
In addition to these tabs, there is a very useful search bar in the Ribbon toolbar. The name of this section is Tell me what you want to do and all you have to do is type what you want and Excel will help you find it.
In many cases, the search result is in the Home tab . But the Formulas and Data tabs are also useful (we’ll talk about formulas later).
Special Tips: Ribbon Sections
Each tab in the Ribbon is also broken down into smaller sections. When looking for something special, these sections will help you find it.
For example, if you are looking for options for sorting (sorting) or filter (filtering), you do not have many buttons to check to see whether you are connected or not, just the name of the small Browse the tab to find what you are looking for:
Manage your worksheets
As mentioned, workbooks may have multiple sheets. You can manage workbooks with sheet tabs near the bottom of the page. Click on the sheet name to open that particular worksheet.
To add a new worksheet , click the + (plus sign) button at the bottom of the worksheet list. You can also customize the worksheets in your workbook by dragging them to a new location. If you right-click on the worksheet tab, you will see several options:
Do not worry about these options and their applications for now. In this list, the two options Rename and Delete are useful and useful, but there is no need to worry about the other options.
Now it’s time to enter the data!
Entering data is one of the most important and important things you can do in Excel, it is almost easy.
Click on an empty cell and then start typing, that’s it.
Keep rehearsing it! Write your name, date of birth and numbers in the blank cells.
You can copy or paste your desired data ( Ctrl + C ) or crop ( Ctrl + X ) ( Ctrl + V ).
Try copying and pasting data into different columns.
You can also copy data from other programs in Excel. For further practice, copy the list of numbers below and paste them into your worksheet:
Here, we will suffice with the same methods for entering data. But know that there are many ways to import data into spreadsheets that you can learn if needed.
So far we have learned how to enter simple data into our spreadsheet, now we are going to work on this data. It is easy to perform basic arithmetic operations in Excel. To begin, we will look at how to add two numbers.
Important Note: Calculations start with the = sign (equal).
When you run a calculation (or a formula), the first thing you need to write is the equal sign. Writing this symbol tells Excel to be ready to perform the calculation.
So when something like the phrase
= MEDIAN (A2: A51)
You see, make sure you type it exactly as it is – it has an equal sign.
So let’s add two numbers 3 and 4 together. Write the following formula in an empty cell:
= 3 + 4
Then press the Enter key .
After pressing Enter, Excel calculates your equation and the result shows, 7. But if the formula bar or the formula bar at the top look, you will still see the original formula.
This bar is useful in cases where you forget what you typed. Additionally, you can edit the information of a cell in the formula bar.
To practice, first select a desired cell and then click on the formula bar above and start typing.
Doing subtraction, multiplication and division calculations is just as simple. Try the following formulas:
So far, so good. In the following, we will express one of the most important issues of Excel.
Let’s try something else. Consider the following worksheet, click on cell C1 and type the following:
= A1 + B1
Then press Enter .
The number 82 will show the sum of the sum of cells A1 and B1.
Now, change the number in one of the cells A1 or B1 and see what happens:
When you change the values of cells A1 and B1, Excel automatically updates the sum of them in cell C1.
Try this method for different types of arithmetic numbers in other columns A and B.
Use the power of functions
The maximum power of Excel lies in its functions. Functions allow you to perform complex calculations with just a few keystrokes.
In this paper, we describe only very superficial and introductory concepts of functions.
Most formulas take a few numbers as input and give you information about them. For example, the AVERAGE function takes a set of numbers and returns their average. How to use it is as follows:
Click on an empty cell and type the following formula:
= AVERAGE (A1: A4)
Then press Enter .
The average of the numbers in cells A1, A2, A3 and A4 is 0.25.
Cell range symbol
In the above formula, we used the phrase “A1: A4”, meaning that all cells between A1 and A4, as well as both the beginning and end cells, must be included. You can also read it from A1 to A4.
This symbol can also be used to select values for different columns. For example, “A5: C7” contains cells A5, A6, A7, B5, B6, B7, C5, C6 and C7.
There are other functions that work on text.
For example, let’s try the CONCATENATE function!
Click on cell C5 and type the following formula:
= CONCATENATE (A5, ”“, B5)
Then press Enter .
You will see the message “Welcome to Spreadsheeto” in this cell.
How did this happen? The CONCATENATE function considers the values of cells as text strings and binds them together.
Puts the contents of cells A5 and B5 together, but since there is no space between the words “to” and “Spreadsheeto”, we need another input: an empty space between these two values, which is the second input in the above function. .
Remember that in formulas you can combine a reference to the value of a cell (such as “A5 با)” with typed values (such as “”).
Excel has many functional functions. To find a function that can solve a particular problem, go to the Formulas tab and click on one of the symbols:
Select the list of available functions up and down and select the function you want (list search may take some time). A window will then open to help you enter the correct input values in the right places:
When you start writing formulas and typing an equal sign in a cell, Excel helps you with a list of functions you may be looking for:
Finally, after writing the formula name and when you type the open parentheses character, Excel shows you the type of input to be written:
If you are using a function for the first time, it may seem difficult to understand Excel hints, but as you gain more experience, you will understand them better.
What we said was a small overview of how functions work. It is enough to be able to do your work in the shortest possible time.
Save and share work
After you have done your work in the spreadsheet, you want to save the changes. Press Ctrl + S to save . If you are saving the page for the first time, a window will open asking where you want to save the file and you can also change the default name of your file.
You can also save the file by clicking the Save button in the Quick Access Toolbar:
Continuous storage habit after each small change is a great idea. Trying to recover unsaved changes is tedious!
The easiest way to share a spreadsheet is to use OneDrive.
Click the Share button in the upper right corner of the window to take Excel step by step.
You can save your document and email it or use any other cloud service to share with others.