How to Use Excel: 25 Tips Every Beginner Should Know - Full Tutorial

Microsoft Excel is the go-to software for organizing data and performing complex calculations. If you’re a beginner, our full Excel tutorial is here to guide you. Here are 25 tips you should know.

1. Understanding Excel’s Interface:

First up is understanding the layout. The horizontal band at the top is the “Ribbon” consisting of different tabs, each hiding a set of functions. For example, the “Home” tab includes basic formatting and editing features.

2. Learning to Navigate:

Use arrows to move between cells. Page Up and Page Down buttons jump a screenful at a time, or add Control (CTRL) to jump to the bottom and top.

3. Entering Data:

To enter data, click on the desired cell, type, and press enter. You can also copy and paste, or drag and drop information from other cells.

4. Using Auto Fill:

For repeated data, use the AutoFill feature. Input data into the first cell, select it, move your cursor to the right bottom corner until it becomes a black plus sign, then drag.

5. Creating Formulas:

Excel’s most powerful feature is its formula bar. For example, to add cells A1 and B1, click on a blank cell and type "=A1+B1" and press Enter. Excel calculates results automatically.

6. Summing up Values:

To quickly total a row or column, click an empty cell and type "=SUM(A1:B1)", substituting for your range. Press Enter.

7. Using Excel Functions:

Excel houses hundreds of inbuilt functions. From the “Home” tab, click "More Functions" under the ribbon's "auto sum" button and choose the desired function.

8. Creating Tables:

Select your data range then from the “Insert” tab, click “Table”. Excel will add sorting and filtering functionality automatically.

9. Formatting Cells:

Highlight the wanted cells, go to the “Home” tab then under the “Number” section, select the desired format.

10. Conditional Formatting:

This allows you to apply specific formats to cells that fulfill prescribed conditions. Via the “Home” tab, select “Conditional Formatting” and set your rules.

11. Sorting and Filtering:

By using the arrows that appear in your column headers when you create a table, you can sort or filter to help analysis.

12. Creating Charts:

Select your data, hit the “Insert” tab, and pick the chart from the “Charts” group.

13. Using PivotTables:

This tool helps by summarizing and analyzing large datasets. Go to "Insert > PivotTable" and select your data range.

14. Using "Find and Replace":

If you need to change any specific information throughout your spreadsheet, use the "Find & Select > Replace" option under the “Home” tab.

15. Freezing Panes:

Freeze the top row or first column to keep header rows or columns visible. Go to "View > Freeze Panes".

16. Data Validation:

Data validation ensures consistency and correctness of data entry. Go to "Data > Data Validation", choose your settings and analyze your data.

17. Protecting Sheets:

You can limit changes made by other users. Go to "Review > Protect Sheet".

18. Using Text to Columns:

This feature helps parse data from one column into multiple ones. Select the column then click "Data > Text to Column".

19. Removing Duplicates:

To remove duplicate entry, go to "Data > Remove Duplicates".

20. Using VLOOKUP:

VLOOKUP is a vital function that finds and extracts data from tables. Go to "Formulas > More Functions > Lookup & Reference > VLOOKUP" and set up your criteria.

21. Macros:

Macros automate repetitive tasks. To create a macro, "View > Macros > Record Macro", perform your task, then stop the recording. Use "View > Macros > View Macros” to manage existing macros.

22. Handling Errors:

Errors like #DIV/0!, #####, and #N/A can be fixed by troubleshooting. Excel has specific error checking tools under "Formulas > Error Checking".

23. Custom Views:

To save specific views of your worksheet, go to "View > Custom Views". You can switch between saved views anytime.

24. Importing External Data:

To import data from external sources like webpages, go to "Data > Get External Data".

25. Consolidating Data:

Combine data from various sources using "Data > Consolidate".

Take the time to learn these Excel basics to boost your data handling and analytic skills. Whether you’re a student, business owner, or an employee, knowing Excel will undoubtedly add to your efficiency.