Have you ever struggled to organize large amounts of data or perform quick calculations? Do you need an efficient way to create reports or track trends? MS Excel is the solution. This essential tool, part of the Microsoft Office suite, has become a vital resource for individuals and businesses to manage, analyze, and present data effectively.
Now, to know more about Microsoft Excel, explore this guide to understand what is Excel, why learning MS Excel is essential, and how it can make managing data simpler and more efficient.
What is MS Excel
Excel is a part of the Microsoft Office suite software. It is an electronic spreadsheet program that features a grid of rows and columns, making it easy to input and organize data. With 1,048,576 rows and 16,384 columns in Excel 2007 and newer versions, it can handle vast datasets without hassle. Each intersection of a row and column forms a cell, identified by a cell reference like A1 or D2. These references help users store data, perform calculations, and link information effortlessly.
Excel is much more than a tool for basic data entry. It enables users to create charts, analyze trends, and streamline repetitive tasks, making it indispensable for tasks like budgeting, inventory management, and report generation. Whether you’re managing personal finances, working on a project, or analyzing business performance, Excel provides the tools you need to achieve your goals effectively.
MS Excel
Excel Interface
Find the detailed image of the Excel interface. It will help you to learn Excel features and all available options.
Excel Interface
What is a Cell
A spreadsheet takes the shape of a table, consisting of rows and columns. A cell is created at the intersection point where rows and columns meet, forming a rectangular box. Here’s an image illustrating what a cell looks like:
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What is Cell Address or Cell Reference
The address or name of a cell or a range of cells is known as Cell reference. It helps the software to identify the cell from where the data/value is to be used in the formula. We can reference the cell of other worksheets and also of other programs.
- Referencing the cell of other worksheets is known as External referencing.
- Referencing the cell of other programs is known as Remote referencing.
There are three types of cell references in Excel:
- Relative reference.
- Absolute reference.
- Mixed reference.
Features of MS Excel
Ribbon
Th eRibbon in MS-Excel is the topmost row of tabs that provide the user with different facilities/functionalities. These tabs are:
Home Tab
It provides the basic facilities like changing the font, size of text, editing the cells in the spreadsheet, autosum, etc.
Insert Tab
It provides the facilities like inserting tables, pivot tables, images, clip art, charts, links, etc.
Page layout
It provides all the facilities related to the spreadsheet-like margins, orientation, height, width, background etc. The worksheet appearance will be the same in the hard copy as well.
Formulas
It is a package of different in-built formulas/functions which can be used by user just by selecting the cell or range of cells for values.
Data
The Data Tab helps to perform different operations on a vast set of data like analysis through what-if analysis tools and many other data analysis tools, removing duplicate data, transpose the row and column, etc. It also helps to access data(s) from different sources as well, such as from Ms-Access, from web, etc.
Review
This tab provides the facility of thesaurus, checking spellings, translating the text, and helps to protect and share the worksheet and workbook.
View
It contains the commands to manage the view of the workbook, show/hide ruler, gridlines, etc, freezing panes, and adding macros.
How to Create a New Spreadsheet
In Excel 3 sheets are already opened by default, now to add a new sheet :
- In the lowermost pane in Excel, you can find a button.
- Click on that button to add a new sheet.
- We can also achieve the same by Right-clicking on the sheet number before which you want to insert the sheet.
- Click on Insert.
- Select Worksheet.
- Click OK.
How to Open an Existing Worksheet
On the lowermost pane in Excel, you can find the name of the current sheet you have opened.
On the left side of this sheet, the name of previous sheets are also available like Sheet 2, Sheet 3 will be available at the left of sheet4, click on the number/name of the sheet you want to open and the sheet will open in the same workbook.
For example, we are on Sheet 4, and we want to open Sheet 2 then simply just click on Sheet2 to open it.
Managing the Spreadsheets
You can easily manage the spreadsheets in Excel simply by :
- Simply navigating between the sheets.
- Right-clicking on the sheet name or number on the pane.
- Choose among the various options available like, move, copy, rename, add, delete etc.
- You can move/copy your sheet to other workbooks as well just by selecting the workbook in the To workbook and the sheet before you want to insert the sheet in Before sheet.
How to Save the Workbook
Follow the below steps if you want to save your Workbook:
Step1: Click on the Office Button or the File tab.
Step 2: Click on Save As option.
Step 3: Write the desired name of your file.
Step 4: Click OK.
How to Share your Workbook
If you want to share you Excel workbook, then follow the below steps:
Step 1: Click on the Review tab on the Ribbon.
Step 2: Click on the share workbook (under Changes group).
Step 3: If you want to protect your workbook and then make it available for another user then click on Protect and Share Workbook option.
Step 4: Now check the option “Allow changes by more than one user at the same time. This also allows workbook merging” in the Share Workbook dialog box.
Step 5: Many other options are also available in the Advanced like track, update changes.
Step 6: Click OK.
Excel Specifications and Limits
| Feature |
Maximum Limit |
| Open workbooks |
Limited by available memory and system resources |
| Total number of rows and columns on a worksheet |
1,048,576 rows by 16,384 columns |
| Column width |
255 characters |
| Row height |
409 points |
| Page breaks |
1,026 horizontal and vertical |
| Total number of characters in a cell |
32,767 characters |
| Characters in a header or footer |
255 |
| Maximum number of line feeds per cell |
253 |
| Sheets in a workbook |
Limited by available memory (default is 1 sheet) |
| Colors in a workbook |
16 million colors (32-bit with access to the 24-bit color spectrum) |
| Named views in a workbook |
Limited by available memory |
| Unique cell formats/cell styles |
65,490 |
| Fill styles |
256 |
| Line weight and styles |
256 |
| Unique font types |
1,024 global fonts available; 512 per workbook |
| Number formats in a workbook |
200–250, depending on the installed language version of Excel |
| Names in a workbook |
Limited by available memory |
| Windows in a workbook |
Limited by available memory |
| Hyperlinks in a worksheet |
65,530 |
| Panes in a window |
4 |
| Linked sheets |
Limited by available memory |
| Scenarios |
Limited by available memory; summary reports show only the first 251 scenarios |
| Changing cells in a scenario |
32 |
| Adjustable cells in Solver |
200 |
| Custom functions |
Limited by available memory |
| Zoom range |
10% to 400% |
| Reports |
Limited by available memory |
| Sort references |
64 in a single sort; unlimited in sequential sorts |
| Undo levels |
100 |
| Fields in a data form |
32 |
| Workbook parameters |
255 parameters per workbook |
| Items displayed in filter drop-down lists |
10,000 |
| Noncontiguous cells that can be selected |
2,147,483,648 cells |
Ms-Excel shortcuts
- Ctrl+N: To open a new workbook.
- Ctrl+O: To open a saved workbook.
- Ctrl+S: To save a workbook.
- Ctrl+C: To copy the selected cells.
- Ctrl+V: To paste the copied cells.
- Ctrl+X: To cut the selected cells.
- Ctrl+W: To close the workbook.
- Delete: To remove all the contents from the cell.
- Ctrl+P: To print the workbook.
- Ctrl+Z: To undo.
What is the Latest Versions of Excel
The most recent edition of Microsoft Excel is part of MS Office 2019, which is the latest version of the Microsoft Office suite. It comes packed with numerous new features introduced by Microsoft.
FAQs
What is Ms Excel and its Features?
Microsoft Excel is a spreadsheet program that helps you manage and analyze data. Its key features include:
- Grid layout with cells for data.
- Formulas and functions for calculations.
- Charts and graphs for visualization.
- Data analysis tools like sorting and filtering.
- Collaboration and data protection options.
- Compatibility with various platforms.
What is Ms Excel Definition?
Microsoft Excel is a computer program that lets you create tables to store and work with information, like numbers and words. It helps with tasks like calculations, making charts, and organizing data neatly.
