How to Use Excel Basics – Step-by-Step Guide

When I opened Microsoft Excel for the first time, I only saw a jungle of cells and lines. I could not understand where to start. If you are also confused about how to use Excel basics, then in this guide everything has been explained to you in an easy way – right from the beginner level.

 

🧠 What is Excel?

Excel is spreadsheet software that is a part of Microsoft Office. It is used to organize data, calculate, create charts and analyze it. I feel Excel is a digital copy of registers – just like we write numbers in columns and rows in school, it is the same here – just in digital form.

📥 How to install Excel?

If you don’t have Excel installed then:

Get a Microsoft Office 365 plan (or a free trial).

Or use Google Sheets (free and similar)

Pro Tip: Google Sheets is also a very good option for beginners – it is like basic Excel.

📑 Understand the interface of Excel – Home Screen Overview

Imagine if you are opening a new notebook – Excel files are also blank. It is important to understand some
important parts:

1. Cell: Every small box of Excel (where value can be written)
2. Row: Horizontal line (numbered)
3. Column: Vertical line (lettered A, B, C…)
4. Formula Bar: Upper line where formulas are visible
5. Ribbon Tabs: Upper menus like Home, Insert, Formulas, and View

When I started searching, I first understood these terms – this forms the base for the future.

 

 

✍️ Basic Data Entry – manner of writing

How to use Excel the first step of basics is data entry:

• Click on any cell
• Type something like: “Name” or “100”
• Press Enter

You will notice that each data is written separately in a cell — this keeps the data organized.

🔢 Numbers
and Calculations – Magic of Excel!

If you want Excel to automatically do the calculations for you, use formulas.

Basic Formula Examples:

• Work Formula
• Add (add) =A1+B1
• Subtract (minus) =A1-B1
• Multiply =A1*B1
• Divide =A1/B1
• Average calculation =AVERAGE (A1:A5)
• Total Sum calculation =SUM
  (A1:A5)

I feel the real power of Excel is hidden in formulas. When you learn this, time is saved and there is no
error.

🎨 Formatting Tips – Make Data Beautiful

Just like we format text in Word, in Excel also you can highlight data with bold, color, and border.

Useful Formatting Options:

• Font Size & Bold
• Cell Color (Highlight)
• Borders (for making tables)
• Alignment (center, left, right)

When I use Excel for data presentation, formatting helps a lot – the boss or client gets impressed 😄

 

 

📅 Sorting and Filtering – Learn to Manage Data

When there is too much data, it is tough to arrange. Excel has 2 powerful tools:

Sort: organize information in numerical or alphabetical order.

Filter: show only specific things (like “Only Karachi”)

Example: If you have a record of 100 people, and want to show only those from Lahore – then use filter
and select only Lahore.

 

📈 Make Charts – Make Data Visual

How to use Excel basics making charts is the most fun part:

Select Data

Insert > Charts > Select Column, Pie or Line

Real Example: I made a chart of my YouTube channel views – Excel made it visual in just one click. It became more simple for the viewer to easily understand the information.

🔍 Useful Excel Shortcuts – Make your work fast

Work Shortcut

Save Ctrl + S

Create a new file Ctrl + N

Undo Ctrl + Z

Redo Ctrl + Y

Copy Ctrl + C

Paste Ctrl + V

Select All Ctrl + A

I think if you start using these shortcuts daily then Excel work will become 2x faster.

🧠 Practice Ideas – Use Excel in Daily Routine

Try some real-life examples for practice:

1. Monthly Expense Sheet
2. Attendance Sheet
3. Mark sheet
4. Invoice Template
5. To-Do List

Imagine if you start writing every month’s expenses in Excel then budgeting will also improve.

🧾 Final Thoughts – Excel Learning is Now Easy

If you are wondering how to
use Excel basics, then now it seems that you have understood the whole basics. Excel is not just for office people – it is an important skill for students, freelancers, and every digital worker. I also learned from YouTube, you can also learn – just start. Excel will save your time, organize work and increase productivity 2 times.

If you’re new to digital tools, you’ll find more such helpful guides on our homepage.