10 Excel Basics Every Beginner Should Know

Here are 10 Excel basics every beginner should know to get started with confidence:

1. The Excel Interface

Before anything else, get familiar with the Excel layout:

Ribbon: The top toolbar with tabs like Home, Insert, Formulas, and Data.

Formula Bar: Displays the contents or formulas of the selected cell.

Worksheet Tabs: Navigate between multiple sheets at the bottom.

Cells, Rows, and Columns: Each spreadsheet consists of a grid where rows are numbered and columns are lettered.

📝 Tip: Use Ctrl + Arrow Keys to quickly jump to the edge of data ranges.

2. Entering and Formatting Data

Start by simply typing into a cell and pressing Enter or Tab. You can:

Bold, italicize, and underline with formatting tools.

Use Ctrl + 1 to open the Format Cells dialog for more options.

Adjust column widths and row heights to make your data more readable.

📝 Tip: Use the “Wrap Text” and “Merge & Center” features for clean layouts.

3. Basic Formulas and Functions

Excel starts formulas with =.

Some essential functions:

=SUM(A1:A5) – Adds values in A1 to A5.

=AVERAGE(B1:B5) – Calculates the mean.

=MIN() and =MAX() – Finds smallest or largest values.

=IF() – Creates simple logical conditions.

📝 Tip: Use Alt + = to quickly insert a SUM formula.

4. Autofill and Flash Fill

Save time by letting Excel do the work:

Autofill: Drag the fill handle (bottom-right corner of a cell) to copy formulas or continue sequences.

Flash Fill: Type a pattern (like splitting names), and press Ctrl + E to auto-complete based on Excel’s prediction.

5. Sorting and Filtering Data

Sort: Organize data alphabetically or numerically using the Sort tool.

Filter: Use drop-down arrows in table headers to show/hide specific values.

📝 Tip: Use Ctrl + Shift + L to apply filters instantly.

6. Creating Basic Charts

Turn numbers into visuals:

Select your data.

Go to Insert > Charts and choose from Column, Line, Pie, etc.

Use Chart Elements to add titles, labels, or legends.

📝 Tip: Always label your axes and title your charts clearly.

7. Freezing Panes

Keep headers visible when scrolling:

Select a cell.

Go to View > Freeze Panes to lock the top row or first column.

8. Using Excel Tables

Convert ranges to structured tables:

Select your data and press Ctrl + T.

Tables auto-expand, auto-format, and allow easy sorting/filtering.

📝 Tip: Give your table a name under Table Design > Table Name to reference it in formulas.

9. Keyboard Shortcuts to Save Time

A few useful ones:

Ctrl + C / Ctrl + V – Copy/Paste

Ctrl + Z – Undo

Ctrl + S – Save

Ctrl + Arrow Keys – Navigate faster

Ctrl + Space / Shift + Space – Select column/row

10. Saving and Sharing Your Work

Save regularly using Ctrl + S.

Use File > Save As to create different versions.

To share, save as a .xlsx file or export as a PDF via File > Export.

📝 Tip: Use OneDrive to back up and collaborate in real-time.

✅ Final Thoughts

Mastering the basics is your first step to unlocking Excel’s full potential. Once you're confident with these skills, you’ll be ready to explore PivotTables, Power Query, dashboards, and automation tools.