Microsoft Excel is one of the most powerful organisational, analytical and presentation tools. It looks very confusing and complicated to a beginner, especially with the number of available commands.
Yet once those commands are learned, users start to become more confident. An invaluable tool that introduces the fundamental Microsoft Excel commands for newcomers and to assist in using it can be found below.
Understanding the Excel Interface
Before diving into commands, it’s important to understand the structure:
- Grid System: Excel consists of columns (labeled A, B, C…) and rows (numbered 1, 2, 3…). The intersection of a column and row forms a cell.
- Active Cell: The selected cell where data is entered or edited.
- Ribbon: Located at the top, it contains Tabs (e.g., File, Home, Insert, Page Layout) with grouped commands.
- Formula Bar: Displays the content or formula of the selected cell.
Mastering these basics will help you navigate Excel effortlessly.
How to choose cells?
Using a Mouse:
- Click a cell to select it.
- Click and drag to select multiple cells.
Using a Keyboard:
- Shift + Arrow Keys: Expand your selection in the chosen direction.
- Ctrl + A: Select the entire worksheet.
Entering Data:
- Click on a cell and type your data.
- Press Enter to move down, or Tab to move right.
- For quick edits, double-click the cell or press F2.
AutoFill Feature
This feature allows users to save so much time. By utilizing the AutoFill feature, you can fill quantities of data into a series of cells by using values or a pattern. These could be numbers, dates, text and more.
Here is a basic example:
- Enter a value – Type “1” in cell A1 and type “1” in cell A2
- Select/highlight the cells A1 and A2 that you want to auto fill
- Hover the mouser pointer over the bottom/right corner of cell A2, the curser will change to (+)
- Click/hold and drag the (+) to row 10. After releasing the mouse the below will be displayed:
Excel will automatically fill the cells with a sequence (3, 4, 5…).
Use Cases:
- Sequential Numbers
- Days of the Week
- Monthly Names
Formulas and Functions
Formulas and functions are the backbone of Excel. To begin, type an equal’s sign (=) in a cell, followed by your calculation or function.
Here are some basic examples:
- Formulas: Always start with an equal sign (
=).- Addition:
=A1+A2 - Subtraction:
=A1-A2
- Addition:
- Functions: Predefined calculations in Excel.
- SUM:
=SUM(A1:A5) - AVERAGE:
=AVERAGE(A1:A5)
- SUM:
These basic formulas help you perform quick and accurate calculations.
Formatting Your Data
Proper formatting improves the readability of your data. You can also have Conditional Formatting so you can highlight specific cells based on certain criteria.
Basic Formatting Tools (Home Tab):
- Font Styles and Sizes: Bold, Italics, Underline.
- Cell Borders: Add gridlines or highlight specific cells.
- Number Formatting: Currency, Percentages, Dates
Conditional Formatting:
Highlight cells based on specific conditions (e.g., values greater than 100).
Sort and Filter Data
Sort and filter data are great for big datasets.
Sorting Data:
- Highlight the data.
- Go to Data Tab > Sort.
- Choose sorting options (e.g., Alphabetically, Numerically).
Filtering Data:
- Select your dataset.
- Go to Data Tab > Filter.
- Use dropdown arrows to select or deselect data criteria.
Sorting and filtering make large datasets manageable and easier to interpret.
Easy Short Cuts for Productivity
Some simple shortcuts of Excel can be extremely useful to remember which will enable the user to save time and maximize productivity.
Save time with these keyboard shortcuts:
- Ctrl + C: Copy
- Ctrl + V: Paste
- Ctrl + Z: Undo
- Ctrl + S: Save
- Alt + Enter: Insert a line break in a cell
Shortcuts can significantly speed up your workflow.
Working with Excel Tables
Tables improve data organization and analysis.
Steps to Create a Table:
- Select your data.
- Press Ctrl + T or go to Insert > Table.
Benefits of Tables:
- Automatic Filtering
- Easy Formatting
- Dynamic Data Ranges
Creating Charts for Data Visualization
Charts turn raw data into insightful visuals.
Steps to Create a Chart:
- Select your data range.
- Go to Insert > Charts.
- Choose a chart type (e.g., Bar, Line, Pie).
You can customize titles, labels, and colors for better presentation.
Troubleshooting Common Excel Errors
Common errors that a first-time user may face include the following:
- #DIV/0!: Division by zero or empty cell reference.
- #REF!: Invalid cell reference.
- #VALUE!: Incorrect data type in a formula.
Solution: Hover over the error message for suggestions or corrections.
Final Thoughts
Mastering these essential Excel commands lays the foundation for becoming proficient with this powerful tool. From entering data and applying formulas to visualizing information through charts, Excel has endless possibilities for productivity and data management.
As you grow more confident, consider exploring advanced features like PivotTables, Macros, and Data Analysis Tools.
Start practicing these commands today, and Excel will soon become your go-to tool for efficient data management!
