Microsoft Excel is a spreadsheet
developed by
Microsoft for Windows, macOS, Android and iOS.
Excel is an incredibly powerful tool for
making huge data meaningful. But it also works really well for
simple calculations and tracking almost any kind of
information.
Excel
organizes data in columns and rows and allows to do mathematical
functions.
It features include
calculations, graphing tools, pivot tables, and a macro programming language
called Visual Basic for
Applications.
Excel is
typically used for:
Data entry, Data management, Analysis, Accounting, Budgeting, Data analysis, Visuals and graphs, Programming, Financial modeling
Why use Excel?
Excel is a versatile
and powerful tool, it's important to note
that for very large datasets or highly complex analyses, more specialized software like
databases, statistical
packages, or data visualization tools may be more appropriate. However, for almost all the
everyday tasks and
smaller-scale data management and analysis needs, Excel remains a valuable and accessible
choice.
Microsoft Excel is a widely used spreadsheet software application that offers numerous benefits across various industries and professions. The following are some of the reasons everyone uses Excel.
1. Data
Organization:
Excel is excellent for
organizing and
structuring data. It allows users to input data into cells and arrange it in rows and columns, making it
easy to
view, manipulate, and analyze.
2. Calculations and
Formulas:
Excel is equipped with
powerful
mathematical functions and formulas. Users can perform complex calculations, such as mathematical,
financial,
statistical, and logical operations, with ease.
3. Data
Analysis:
Excel provides tools for
data
analysis, including pivot tables, charts, and data filtering. These features enable users to visualize
data trends
and patterns, making it easier to draw insights and make informed decisions.
4. Graphs and
Charts:
Users can create a wide
variety of
charts and graphs to represent data visually. Excel's charting capabilities help in presenting
information in a more
understandable and persuasive way.
5. Budgeting and
Financial
Planning:
Excel is commonly used
for budgeting,
financial forecasting, and expense tracking. It allows individuals and businesses to manage their
finances
effectively.
6. Project
Management:
Excel can be used for
project
planning and tracking tasks, timelines, and dependencies. It's a versatile tool for project managers and
teams.
7. Inventory
Management:
Businesses often use
Excel to keep
track of inventory levels, manage stock, and reorder products when needed.
8. Reporting and
Dashboards:
Excel enables the
creation of
customized reports and dashboards, providing a snapshot of key metrics and performance indicators.
9. Data
Validation:
Excel allows you to set
rules and
validations to ensure data accuracy and consistency, reducing errors in data entry.
10. Data Import and
Export:
You can import data from
various
sources into Excel and export it to different formats, making it a valuable tool for data integration
and exchange.
11. Time Tracking and
Scheduling:
Excel can be used for
time tracking,
creating schedules, and managing appointments and deadlines.
12. Educational and
Academic
Use:
Students and educators
often use
Excel for various academic purposes, such as analyzing scientific data, conducting experiments, and
solving
mathematical problems.
13. Human
Resources:
HR departments use Excel
for tasks
like employee data management, payroll calculations, and tracking employee performance.
14. Sales and
Marketing:
Sales professionals and
marketers use
Excel for lead tracking, sales forecasts, and marketing campaign analysis.
15. Personal
Finance:
Many individuals use
Excel to manage
personal budgets, track expenses, and plan for savings and investments.
16. Data
Storage:
Excel can be used as a
simple
database for storing information, especially when the data volume is relatively small.
17.
Customization:
Excel is highly
customizable. Users
can create templates, macros, and add-ins to tailor it to their specific needs.
18.
Compatibility:
Excel is widely supported
and can
work seamlessly with other Microsoft Office applications and third-party software.
What is a primary function of Microsoft Excel?
Word Processing
Data Analysis and
Calculation
Graphic Design
Video Editing
2
Data Analysis and Calculation
Spreadsheet:
A spreadsheet is a software application or
program used for
organizing, storing, manipulating, and analyzing data in a tabular form.
The data in a spreadsheet
is
typically arranged in rows and columns, forming a grid of cells.
The key
for
unlocking all that potential is the grid of cells.
Each cell
can
contain text, numbers, formulas, or functions, allowing users to perform various calculations, data
analysis,
and data visualization tasks.
That
allows us to
add up our data, sort and filter it, put it in tables, and build good-looking and useful charts.
Spreadsheet is a concept or a process / software and MS Excel is one of the most popular Spreadsheet, which
is
widely used.
Workbook:
A workbook is a spreadsheet program file to be created in Excel by the
user. A workbook contains one or more worksheets. In simple terms, an Excel File is also
referred to as a workbook.
A worksheet consists of cells which is used to
enter
and calculate data. The cells are
organized
into columns and rows. A worksheet is a part of a workbook. We may also refer it as just 'Sheets'.
A workbook can contain many work
sheets. Think of it as a book. The book (workbook / file) usually have many pages (worksheet). The
Sheets are also called as Tabs.
See the image below to know how an excel spreadsheet looks like. It is made up of Columns (A,B,C..) and Rows (1,2,3...) and the
intersection every row and column make a Cell, like A1 is the active cell.
Just below the quick access toolbar, you can see
File,
Home, Insert and many more menu buttons as well.
Create a workbook
Open MS-Excel.
Select Blank workbook Or press Ctrl + N.
Ctrl stands for Control and N stands for New. Most of the key board shortcuts in Excel works with Ctrl or Alt.
Save a workbook
Every time one works in an excel file, it must be
saved to ensure
that your work is saved and protected.
Press Ctrl+S to save an
existing
workbook in its current location.
We can use Save As to save the
workbook
in a different location, or to create a copy of the workbook in the same or another location.
1. Click File > Save As.
2. Under Save As, pick the place where to save workbook. For example, to save to desktop or in a folder on computer, click Computer.
3. Click Browse to find the
location in
Documents folder.
To pick another location on
computer,
click Desktop, and then pick the exact place where to save workbook.
4. In the File
name box, enter a name for a new workbook. Enter a different name if creating a copy of an existing workbook.
5. To save workbook in a different
file format
(like .xls or .txt), in the Save as type list (under the File name box), pick the format as required. Usually
.xls
is used.
