Open In App

Introduction to MS Excel

Last Updated : 02 Nov, 2023
Like Article

MS-EXCEL is a part of Microsoft Office suite software. It is an electronic spreadsheet with numerous rows and columns, used for organizing data, graphically representing data(s), and performing different calculations.  It consists of 1048576 rows and 16384 columns, a row and column together make a cell. Each cell has an address defined by column name and row number example A1, D2, etc. This is also known as a cell reference.

What is MS Excel

Microsoft Excel is a software application designed for creating tables to input and organize data. It provides a user-friendly way to analyze and work with data. The image below provides a visual representation of what an Excel spreadsheet typically appears like


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:


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.

Features of MS Excel


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.


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.


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.


This tab provides the facility of thesaurus, checking spellings, translating the text, and helps to protect and share the worksheet and workbook.


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

  1. Click on the Office Button or the File tab.
  2. Click on Save As option.
  3. Write the desired name of your file.
  4. Click OK.

How to Share your Workbook

  1. Click on the Review tab on the Ribbon.
  2. Click on the share workbook (under Changes group).
  3. If you want to protect your workbook and then make it available for another user then click on Protect and Share Workbook option.
  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.
  5. Many other options are also available in the Advanced like track, update changes.
  6. Click OK.

Ms-Excel shortcuts

  1. Ctrl+N: To open a new workbook.
  2. Ctrl+O: To open a saved workbook.
  3. Ctrl+S: To save a workbook.
  4. Ctrl+C: To copy the selected cells.
  5. Ctrl+V: To paste the copied cells.
  6. Ctrl+X: To cut the selected cells.
  7. Ctrl+W: To close the workbook.
  8. Delete: To remove all the contents from the cell.
  9. Ctrl+P: To print the workbook.
  10. 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.


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.

Previous Article
Next Article

Similar Reads

Editing Excel Macros in Excel
Excel Macro is a set of actions that can be recorded, saved, used multiple times. This feature saves us a lot of time when dealing with repetitive tasks and huge data sets. We can always make changes to an existing Macro in Excel. There are two ways to record and run macros: Excel Commands Excel Visual Basic for Applications(VBA).1. Copying a Macro
1 min read
Scenario Manager in Excel
A Scenario Manager is a tool in Excel that works on a set of values that Excel saves and can be change up to 32 cells simultaneously. In this article, we will look at how we can use Scenario Manager in Excel. To do so follow the steps below: Step 1: Formatting data. Step 2: Highlight the data in which we want to change by Scenario Manager. Step 3:
1 min read
Excel VBA | count() functions
Visual Basic for Applications (VBA) is the programming language of Excel and other offices. It is an event-driven programming language from Microsoft. With Excel VBA one can automate many tasks in excel and all other office software. It helps in generating reports, preparing various charts, graphs and moreover, it performs calculation using its var
2 min read
How to Sum Diagonal Cells in a range in Excel?
The calculation of matrices is one of the most difficult numerical computation tasks. You may need to add values diagonally in a table when performing mathematical computations. Excel allows you to sum diagonal numbers without having to add the values one by one. We'll go through how to sum cells diagonally down or diagonally up. Example: The image
6 min read
How to Group Adjacent Columns or Rows Separately or Independently in Excel?
Excel comes with a range of tools and functions to work with complex spreadsheets easily. There are various options to organize content so that it makes more sense and lets one work effectively. Grouping adjacent rows and columns are one such feature that we can use to organize data effectively in Excel. But there is a catch. What if we want to mak
3 min read
Advanced Excel - Chart Design
The charts are the visual representation of data in both rows and columns. They are used to analyze the trends and patterns in the datasets. For example, If we want to analyze the sales of different courses for a specific period of time we can easily do this with the help of charts and get the result of queries such as months having a maximum numbe
4 min read
How to Use for Each Loop in Excel VBA?
A For Each loop is used to execute a statement or a set of statements for each element in an array or collection. Syntax: For Each element In group [ statements ] [ Exit For ] [ statements ] Next [ element ] The For...Each...Next statement syntax has the following three parts: PartDescriptionelement Required (Must be mentioned). Variable is used to
3 min read
How to Hide Zero Values in Excel
Microsoft Excel enables us to format, organize and calculate data in a spreadsheet. It's a great tool for preparing datasets and it makes those datasets easier for users and analysts to analyze the data. Sometimes these datasets contain zero values that are not required to be seen. Excel provides an easy way to hide those zero values without affect
6 min read
How to Create Dynamic Excel Dashboards Using Picklists?
Dashboards are a report technique that visually presents critical metrics or a data summary to allow for quick and effective business decisions. Excel is capable of handling complex statistical calculations, many of which are built-in as Functions and can be easily displayed on a dashboard. Excel dashboards allow for quick overviews of data reports
3 min read
Excel VBA | sum() functions
Visual Basic for Applications (VBA) is the programming language of Excel and other offices. It is an event-driven programming language from Microsoft. With Excel VBA one can automate many tasks in excel and all other office software. It helps in generating reports, preparing various charts, graphs and moreover, it performs calculation using its var
2 min read
Article Tags :