Excel can look overwhelming at first, but you only need a handful of skills to handle most everyday work. Learn these 15 essentials in order and you’ll be comfortable with any basic spreadsheet.
1. Workbooks, worksheets and cells
An Excel file is a workbook. Each workbook contains worksheets (the tabs at the bottom). Each sheet is a grid of cells, named by column letter and row number: B3 is column B, row 3.
2. Entering and editing data
Click a cell and type. Press Enter to move down or Tab to move right. To edit a cell without retyping it, press F2 or double-click it.
3. Keep one type of data per column
Put one header in row 1 and one kind of information per column: dates in one, names in another, amounts in another. Avoid blank rows and merged cells inside your data. This single habit makes sorting, filtering, formulas and pivot tables work smoothly.
4. Your first formula
Every formula starts with =. Try:
=B2+C2Operators: + add, – subtract, * multiply, / divide, ^ power. Excel follows normal maths order, so use brackets when needed: =(B2+C2)*D2.
5. The five functions to learn first
| Function | What it does | Example |
|---|---|---|
| SUM | Adds numbers | =SUM(B2:B20) |
| AVERAGE | Calculates the average | =AVERAGE(B2:B20) |
| COUNT | Counts cells with numbers | =COUNT(B2:B20) |
| MIN / MAX | Smallest / largest value | =MAX(B2:B20) |
| IF | Makes a decision | =IF(B2>=50,”Pass”,”Fail”) |
Tip: select a range and press Alt + = to insert SUM automatically.
6. AutoFill
Drag the small square at the bottom-right of a cell (the fill handle) to copy a formula down, or to continue a series like 1, 2, 3 or Jan, Feb, Mar. Double-click the fill handle to fill down to the end of your data instantly.
7. Relative and absolute references
When you copy =B2*C2 down, Excel adjusts it to =B3*C3. That’s a relative reference. To keep a reference fixed, like a tax rate in F1, add $ signs: =B2*$F$1. Press F4 while editing to add them.
8. Number formatting
Formatting changes how a number looks, not its value. Use the Home tab to apply Currency, Percentage, Date or decimal places, or press Ctrl + 1 for all options.
9. Sorting
Click any cell in a column, then go to Data → Sort A to Z (or Z to A). Excel sorts the whole table and keeps each row together. For multiple levels (by department, then by name), use Data → Sort.
10. Filtering
Click inside your data and press Ctrl + Shift + L. Arrows appear in the headers; click one to show only the rows you need. Press the shortcut again to remove filters.
11. Excel tables
Press Ctrl + T to turn a range into a table. You get banded rows, automatic filters, formulas that copy themselves down, and ranges that grow when you add data.
12. Freeze the header row
Go to View → Freeze Panes → Freeze Top Row so headers stay visible as you scroll. More options in our guide to freezing rows and columns.
13. Basic charts
Select your data, go to Insert, and pick a chart. Column charts compare categories; line charts show trends over time. Press Alt + F1 for an instant chart.
14. Saving and file types
Save normal workbooks as .xlsx. Use .xlsm only if the file contains macros, and .csv for plain data to import into other systems (CSV keeps only one sheet and no formatting). Turn on AutoSave if your file is stored in OneDrive or SharePoint.
15. Ten shortcuts worth learning now
| Shortcut | Action |
|---|---|
| Ctrl + C / Ctrl + V | Copy / paste |
| Ctrl + Z / Ctrl + Y | Undo / redo |
| Ctrl + S | Save |
| Ctrl + Arrow | Jump to the edge of your data |
| Ctrl + Shift + Arrow | Select to the edge of your data |
| Ctrl + Home | Go to cell A1 |
| Ctrl + T | Create a table |
| Ctrl + Shift + L | Toggle filters |
| Alt + = | AutoSum |
| F2 | Edit the active cell |
Download our full Excel shortcuts cheat sheet to keep next to your keyboard.
What to learn next
- 25 Excel Formulas Every Office Worker Should Know
- How to Use IF, AND and OR
- VLOOKUP Explained Simply
- How to Make a Pivot Table