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 Excel Start Screen
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.
From the Excel Start Screen, locate and select Blank workbook to access the Excel interface.
The parts of the Excel window
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.
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Quick Access Toolbar
Located just above the Ribbon, this lets you access common commands like Save, Undo, and Redo no matter which tab is selected.
The Ribbon
The Ribbon contains all the commands you need to perform common tasks in Excel. It has multiple tabs, each with several groups of commands.
Ribbon Display Options
Click here to Auto-hide the Ribbon, show Tabs only, or show Tabs and Commands.
Tell Me
Type what you want to do in this box, and Excel will help you find the command or feature.
Name Box
Displays the location, or "name" of the selected cell (e.g., A1).
Formula Bar
Enter or edit data, formulas, or functions that will appear in a specific cell.
Column
A group of cells that runs from the top of the page to the bottom. In Excel, columns are identified by letters.
Cell
The rectangular intersection of a row and a column. You enter your data into cells.
Row
A group of cells that runs from the left of the page to the right. In Excel, rows are identified by numbers.
Worksheets
Excel files are called workbooks. Each workbook holds one or more worksheets. Click the tabs to switch between them.
Worksheet Views
Switch between Normal view, Page Layout view, and Page Break view.
Zoom Control
Click and drag the slider to zoom in or out of the worksheet.
Quick Access Toolbar
Save, Undo, and Redo commands are located here.
The Ribbon
The Ribbon contains all of the commands you will need to perform common tasks in Excel.
Name Box
Displays the location, or "name" of a selected cell.
Formula Bar
Here you can enter or edit data, a formula, or a function that will appear in a specific cell.
Cells
The rectangular intersection of a row and a column. You enter your data here.
Worksheet Tabs
Click here to switch between different worksheets within the workbook.
Working with the Excel environment
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.
The Ribbon
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.
- Each tab will have one or more groups.
- Some groups will have an arrow you can click for more options.
- Click a tab to see more commands.
- You can adjust how the Ribbon is displayed with the Ribbon Display Options.
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Certain programs, such as Adobe Acrobat Reader, may install additional tabs to the Ribbon. These tabs are called add-ins.
To change the Ribbon Display Options:
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:
- Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and completely hides the Ribbon. To show the Ribbon, click the Expand Ribbon command at the top of screen.
- Show Tabs: This option hides all command groups when they're not in use, but tabs will remain visible. To show the Ribbon, simply click a tab.
- Show Tabs and Commands: This option maximizes the Ribbon. All of the tabs and commands will be visible. This option is selected by default when you open Excel for the first time.
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The Quick Access Toolbar
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.
To add commands to the Quick Access Toolbar:
- Click the drop-down arrow to the right of the Quick Access Toolbar.
- Select the command you want to add from the drop-down menu. To choose from additional commands, select More Commands.
- The command will be added to the Quick Access Toolbar.
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How to use Tell me
The Tell me box works like a search bar to help you quickly find tools or commands you want to use.
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- Type in your own words what you want to do.
- The results will give you a few relevant options. To use one, click it like you would a command on the Ribbon.
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Worksheet views
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.
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- Normal view: This is the default view for all worksheets in Excel.
- Page Layout view: Displays how your worksheets will appear when printed. You can also add headers and footers in this view.
- Page Break view: Allows you to change the location of page breaks, which is especially helpful when printing a lot of data from Excel.
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Backstage view
Backstage view gives you various options for saving, opening a file, printing, and sharing your workbooks.
To access Backstage view, click the File tab on the Ribbon. Backstage view will appear.
Click the buttons in the interactive below to learn more about using Backstage view.
Back
Click the arrow to close the Backstage view and return to your Excel workbook.
Info
Contains information about the current workbook, including properties, protection settings, and versions.
New
Create a new blank workbook or choose from a variety of templates.
Open
Open recent workbooks, or search for files saved on your computer or OneDrive.
Save As
Save a copy of your workbook to a specific location, or save it with a different file name or type.
Configure printer settings, adjust page layout, and see a preview of your document.
Export
Export your workbook to another format, such as PDF/XPS.
Publish
Publish your workbook to Power BI or SharePoint services.
Close
Closes the current workbook without exiting the Excel application.
Account
Manage your Microsoft account, change the Office theme/background, and check for updates.
Options
Access advanced settings to customize how Excel works, including language and AutoRecover settings.
Challenge!
- Open Excel.
- Click Blank Workbook to open a new spreadsheet.
- Change the Ribbon Display Options to Show Tabs.
- Using the Customize Quick Access Toolbar, click to add New, Quick Print, and Spelling.
- In the Tell me bar, type the word Color. Hover over Fill Color and choose yellow. This will fill a cell with the color yellow.
- Change the worksheet view to the Page Layout option.
- Change the Ribbon Display Options back to Show Tabs and Commands.
- Close Excel and Don't Save changes.
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