5/4/24, 10:22 PM Excel: Getting Started with Excel

Excel
Getting Started with Excel

Introduction
Excel is a spreadsheet program that allows you to store, organize, and analyze
information. While you may think Excel is only used by certain people to process
complicated data, anyone can learn how to take advantage of the program's
powerful features. Whether you're keeping a budget, organizing a training log, or
creating an invoice, Excel makes it easy to work with different types of data.

Watch the video below to learn more about Excel.

Excel: Getting Started

About this tutorial

The procedures in this tutorial will work for all recent versions of Microsoft Excel,
including Excel 2019, Excel 2016, and Office 365. There may be some slight differences,
but for the most part these versions are similar. However, if you're using an earlier
version, you may want to refer to one of our other Excel tutorials instead.

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The Excel Start Screen

When you open Excel for the first time, the Excel Start Screen will appear. From here,
you'll be able to create a new workbook, choose a template, and access your recently
edited workbooks.

▶ From the Excel Start Screen, locate and select Blank workbook to
access the Excel interface.

The parts of the Excel window

Some parts of the Excel window (like the Ribbon and scroll bars) are standard in most
other Microsoft programs. However, there are other features that are more specific to
spreadsheets, such as the formula bar, name box, and worksheet tabs.

Click the buttons in the interactive below to become familiar with the
parts of the Excel interface.

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Working with the Excel environment

The Ribbon and Quick Access Toolbar are where you will find the commands to
perform common tasks in Excel. The Backstage view gives you various options for
saving, opening a file, printing, and sharing your document.

The Ribbon
Excel uses a tabbed Ribbon system instead of traditional menus. The Ribbon
contains multiple tabs, each with several groups of commands. You will use these
tabs to perform the most common tasks in Excel.

▶ Each tab will have one or more groups.

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▶ Some groups will have an arrow you can click for more options.

▶ Click a tab to see more commands.

▶ You can adjust how the Ribbon is displayed with the Ribbon Display
Options.

Certain programs, such as Adobe Acrobat Reader, may install additional

tabs to the Ribbon. These tabs are called add-ins.

To change the Ribbon Display Options:

The Ribbon is designed to respond to your current task, but you can choose to
minimize it if you find that it takes up too much screen space. Click the Ribbon
Display Options arrow in the upper-right corner of the Ribbon to display the drop-
down menu.

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There are three modes in the Ribbon Display Options menu:

▶ Auto-hide Ribbon: Auto-hide displays your workbook in full-screen

mode and completely hides the Ribbon. To show the Ribbon, click the
Expand Ribbon command at the top of screen.

▶ Show Tabs: This option hides all command groups when they're not in
use, but tabs will remain visible. To show the Ribbon, simply click a

tab.
▶ Show Tabs and Commands: This option maximizes the Ribbon. All of the
tabs and commands will be visible. This option is selected by default when
you open Excel for the first time.

The Quick Access Toolbar

Located just above the Ribbon, the Quick Access Toolbar lets you access common
commands no matter which tab is selected. By default, it includes the Save, Undo,
and Repeat commands. You can add other commands depending on your
preference.

To add commands to the Quick Access Toolbar:

1 Click the drop-down arrow to the right of the Quick Access Toolbar.

2 Select the command you want to add from the drop-down menu.
To choose from additional commands, select More Commands.

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3 The command will be added to the Quick Access Toolbar.

How to use Tell me:

The Tell me box works like a search bar to help you quickly find tools or commands
you want to use.

1 Type in your own words what you want to do.

2 The results will give you a few relevant options. To use one, click it like
you would a command on the Ribbon.

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Worksheet views
Excel has a variety of viewing options that change how your workbook is displayed.
These views can be useful for various tasks, especially if you're planning to print the
spreadsheet. To change worksheet views, locate the commands in the bottom-
right corner of the Excel window and select Normal view, Page Layout view, or Page
Break view.

The worksheet view commands

▶ Normal view is the default view for all worksheets in Excel.

Normal view

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▶ Page Layout view displays how your worksheets will appear when
printed.
You can also add headers and footers in this view.

Page Layout view

▶ Page Break view allows you to change the location of page breaks, which is
especially helpful when printing a lot of data from Excel.

Backstage view
Backstage view gives you various options for saving, opening a file, printing,

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and sharing your workbooks.

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To access Backstage view:

1 Click the File tab on the Ribbon. Backstage view will appear.

Click the buttons in the interactive below to learn more about using
Backstage view.

Challenge!
1 Open Excel.

2 Click Blank Workbook to open a new spreadsheet.

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3 Change the Ribbon Display Options to Show Tabs.

4 Using the Customize Quick Access Toolbar, click to add New, Quick Print,
and Spelling.

5 In the Tell me bar, type the word Color. Hover over Fill Color and choose
yellow. This will fill a cell with the color yellow.

6 Change the worksheet view to the Page Layout option.

7 When you're finished, your screen should look like this:

8 Change the Ribbon Display Options back to Show Tabs and Commands.

9 Close Excel and Don't Save changes.

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