Introduction to MS Excel

Since the release of the first version of Excel in 1985, this spreadsheet program has received various updates, and nowadays it is one of the most used spreadsheet programs. But the question is, what is actual Microsoft Excel? What are the use cases of this spreadsheet program?

This introduction guide on Excel will help you learn all the key elements of MS Excel, from using Excel spreadsheets and navigating the ribbon to applying essential tools for daily tasks. It’s a great starting point for anyone new to Microsoft Excel.

What is MS Excel

As we said Excel is a part of the Microsoft Office suite software and a 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.

What is the Latest Versions of Excel

As of April 9, 2025, the latest version of Excel is Excel 2024 for both Windows and Mac, which is part of the Microsoft 365 suite, offering new features and enhancements.

Excel Specifications and Limits

Understanding Excel Interface

Here’s a quick guide to understanding the Excel interface, including the ribbon, formula bar, worksheet area, and key navigation tools.

All Tabs in Excel Ribbon

The Excel Ribbon is divided into multiple tabs, each grouping related tools and commands. Here’s a quick guide to what each tab offers:

• Home Tab - The most frequently used tab for everyday tasks. It includes formatting options, font styles, alignment, number formatting, table styles, cell editing, and basic data tools like AutoSum and Sort & Filter.
• Insert Tab: Used to add elements like tables, charts, images, shapes, hyperlinks, text boxes, symbols, and sparklines. It helps make your spreadsheet more visual and interactive.
• Page Layout Tab: Controls the printed appearance of your worksheet. You can adjust themes, margins, orientation, size, print area, and background here.
• Formulas Tab: Central hub for creating and managing formulas. It includes the Function Library (logical, text, date, math, financial, etc.), named ranges, and formula auditing tools.
• Data Tab: Helps in importing, organizing, and analyzing data. Key features include Get & Transform, Sort & Filter, Data Validation, Flash Fill, Text to Columns, and Forecast tools.
• Review Tab: Used for proofreading and collaboration. It offers spelling checks, accessibility tools, comment management, translation, and protection features to lock cells or sheets.
• View Tab: Manages how you see your workbook. Includes view modes (Normal, Page Layout), zoom, freeze panes, gridline toggle, and macro options.

Understanding the Worksheet

Here we will learn the structure of the worksheet.

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:

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:  

1. Relative reference
2. Absolute reference
3. Mixed reference

Key Features of Microsoft Excel

Here are the most powerful and versatile features that make Microsoft Excel the go-to tool for data analysis, automation, and professional reporting.

1. Advanced Formulas and Functions

Excel supports a vast array of functions for financial, logical, text, and statistical calculations. Commonly used functions include:

• SUM(), AVERAGE(), IF(), VLOOKUP(), XLOOKUP(), INDEX-MATCH
• Excel 365 exclusive: FILTER(), UNIQUE(), SORTBY(), and LAMBDA() for dynamic arrays and custom reusable functions.

These allow for real-time insights, powerful automation, and better data manipulation.

2. Pivot Tables and Charts

One of Excel's most powerful features, Pivot Tables, lets you summarize large datasets with just a few clicks. You can:

• Create dynamic reports
• Sort and filter data easily
• Use Slicers and Timelines for interactive dashboards
• Add visual context with Pivot Charts

3. Power Query and Power Pivot (Excel Exclusive)

Power Query allows you to import and transform massive datasets from various sources — databases, CSV, the web, SharePoint, and more.

Power Pivot lets you:

• Build data models with multiple related tables
• Perform high-performance calculations using DAX (Data Analysis Expressions)
• Handle millions of rows without slowing down your spreadsheet

🔒 These features are unique to Excel and are not available in Google Sheets or most other alternatives.

4. VBA Macros for Automation

Microsoft Excel supports VBA (Visual Basic for Applications) — a scripting language to automate repetitive tasks like:

• Generating reports
• Cleaning data
• Sending automated emails
• Building custom user forms and tools

This kind of deep desktop automation is only possible in Excel.

5. Data Analysis Tools

Excel includes several tools tailored for analysis and optimization:

• Goal Seek: Find the input needed to achieve a specific result
• Scenario Manager: Create multiple scenarios and compare outcomes
• Solver Add-In: Optimize decision-making under constraints (used in operations, finance, and logistics)

6. Professional Data Visualization

Excel offers a wide variety of customizable charts and formatting options, including:

• Line, bar, pie, scatter, and combo charts
• Heatmaps and data bars with conditional formatting
• Sparklines for in-cell trend analysis
• Templates for dashboards and reports

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.

MS Excel Shortcuts

Using shortcuts makes working in Excel faster and easier.

Read our Excel Shortcuts to learn the most useful ones.

Conclusion

Getting started with Microsoft Excel doesn't have to be difficult. Once you become familiar with the layout and understand how to use basic Excel functions, Excel shortcuts, and features like Excel charts and tables, you'll be able to manage data with greater ease. This foundation is essential for anyone looking to advance their skills in data analysis using Excel or improve their performance in school or at work.

As you continue exploring the software, you’ll discover how MS Excel supports everything from simple calculations to advanced reporting. With regular use, the tools and techniques introduced here will become second nature, making your experience with Excel spreadsheets more efficient and effective.