Microsoft Excel for Absolute Beginners – Learn the Basics Step by Step

Microsoft Excel for Absolute Beginners

1. What is Microsoft Excel?

Microsoft Excel is a powerful spreadsheet program used to record, organize, calculate, and analyze data. Think of it as a big digital table where you can input text, numbers, and formulas.

You can use Excel for: 

 ✅ Budgeting
✅ Attendance tracking
✅ Sales reports
✅ Schedules
✅ School grade tracking

Whether for personal, school, or business use, Excel helps you organize data and perform calculations quickly.

2. Getting to Know the Excel Window

When you open Excel, here are the main parts you’ll see:

Workbook – The entire file (like a book with many pages)
Worksheet – One sheet inside the workbook (like a single page)
Cell – A small box where you enter data (like A1, B2)
Row – Runs horizontally (left to right), numbered (1, 2, 3…)
Column – Runs vertically (top to bottom), labeled (A, B, C…)
Formula Bar – Shows what’s typed in a cell
Name Box – Displays the address of the active cell
Ribbon – Top toolbar with tabs like Home, Insert, Page Layout, etc.
Sheet Tabs – At the bottom; let you switch between sheets

3. Entering and Editing Data

Typing Data

• Click a cell and type your text or number

• Press Enter to move down, Tab to move right

Types of Data:
✅ Text (e.g., “Name”)
✅ Numbers (e.g., 200)
✅ Dates (e.g., 01/01/2025)
✅ Formulas (e.g., =A1+B1)

Editing Data

• Double-click the cell or click and type in the Formula Bar

• Press Delete to clear a cell

• Use Backspace to edit as you type

Copy and Paste:

• Select the cell → Press Ctrl + C (Copy)

• Go to another cell → Press Ctrl + V (Paste)

4. Understanding Cells and Cell References

Each cell has a unique name, like A1 (column A, row 1). You can refer to cells in formulas.

Examples:
=A1 + B1 → Adds the values in A1 and B1
=C3 * 2 → Multiplies the value in C3 by 2

Cell Reference Types:

• Relative (A1): Changes when copied

• Absolute ($A$1): Stays the same when copied

• Mixed (A$1 or $A1): One part stays, the other changes

5. Basic Formulas and Functions

Formulas begin with an equals sign (=). Excel uses built-in functions to make calculations easier.

Simple Formulas:
=A1 + B1 → Add
=C1 - D1 → Subtract
=E1 * F1 → Multiply
=G1 / H1 → Divide

Common Functions:

Type =SUM( then select the cells you want to add.

6. Formatting Your Spreadsheet

Formatting makes your data easier to read and more professional.

Text Formatting:

• Highlight cells → Use the Home tab:
  ✅ Font type and size
  ✅ Bold, Italic, Underline
  ✅ Font color

Cell Formatting:

• Use Fill Color to highlight cells

• Use Borders to create boxes around cells

• Use Wrap Text so long text fits in the cell

Number Formatting:

• Format numbers as: ✅ Currency
  ✅ Percentage
  ✅ Date
  ✅ Time

Select the cells → Click Number dropdown on the Home tab.

7. Organizing Data: Sort, Filter, and Tables

Sort Data:

• Select your table

• Go to Data tab → Click Sort A to Z or Z to A

Filter Data:

• Go to Data tab → Click Filter

• Small dropdowns appear in column headers

• Select what you want to view

Insert a Table:

• Highlight your data

• Click Insert tab → Table

• Excel automatically adds style, filters, and headings

Tables make it easier to manage and analyze data.

8. Visualizing Data with Charts

Charts turn numbers into pictures to make data easier to understand.

Steps to Create a Chart:

1. Select your data

2. Go to Insert tab

3. Choose a chart type: 

 ✅ Column
✅ Line
✅ Pie
✅ Bar
✅ Area

Modify Chart:

• Click the chart → Use Chart Tools to edit titles, colors, labels, and layout

Examples:

• Use Pie Charts to show parts of a whole

• Use Line Charts to show trends

• Use Bar Charts to compare values

9. Saving, Printing, and Sharing Your Excel File

Save Your File:

• Click File → Save As

• Choose your folder

• Give your file a name

• Click Save

Excel files are saved as .xlsx

To Print:

• Click File → Print

• Choose your printer

• Use Print Preview to see how it looks

• Click Print

To Share:

• Click File → Share

• Send via email or save to OneDrive and share the link

10. Real-Life Examples and Practice Ideas

Here are simple tasks you can try to practice:

1. Monthly Budget Planner

2. Attendance Sheet

3. Test Score Tracker

4. Daily Sales Report

✅ Final Tips for Excel Beginners

 🔹 Always start formulas with =
🔹 Use Ctrl + Z to undo mistakes
🔹 Save your work often
🔹 Practice with real data
🔹 Explore tabs like Formulas, Review, and View when you feel ready