Microsoft Excel:

Complete Features
and Functions
What is Microsoft
Excel?
• Spreadsheet software developed by Microsoft
• Used for data entry, analysis, computation, and
visualization
• Essential in business, education, and research
Excel Interface -
Overview
• Workbook & Worksheets
• Rows and Columns
• Cells and Ranges
• Cell Addressing (A1, B2, etc.)
 Excel Window
Components
Title Bar – Shows workbook name

Menu Bar / Ribbon Tabs – Home, Insert, Formulas, etc.

Ribbon – Contains tools grouped by tab

 Excel Window
Components
Quick Access Toolbar – Customizable toolbar for quick commands (e.g., Save, Undo,
Redo)

Column Headings – Labeled A, B, C… representing each column

Row Headings – Numbered 1, 2, 3… representing each

row
 Excel Window
Formula Bar –Components
Displays contents/formula of selected cell

Name Box – Displays active cell name or range

Sheet Tabs – Navigate between worksheets

 Excel Window
Components
Scroll Bars – Move vertically/horizontally Status Bar – Shows sum, average, and
more

Zoom Control – Zoom

in/out
 Basic Data
Handling Formatting
Features Feature
• Enter numbers, text, and dates • Font style, size, bold, italic,
underline
• AutoFill – Fill sequences (e.g., 1, 2,
• Cell alignment and wrapping
3…) • Merge & Center
• Cut, Copy, Paste • Borders and Shading
• Undo / Redo • Number formatting: General,
• Insert/Delete Rows/Columns Currency, %, Date
Worksheet Common Mathematical
Features Functions

1 Rename sheets
• SUM()
• AVERAGE()
2 Add, delete, or move sheets
• MIN() / MAX()
• COUNT() / COUNTA()
3 Group/Ungroup sheets

4 Hide/unhide sheets
Logical AND Lookup & REFERENCE
CONDITIONAL FUNCTIONS
FUNCTIONS
• VLOOKUP(), HLOOKUP()
• IF() • XLOOKUP()
• AND(), OR(), • INDEX() and MATCH()
NOT() • INDIRECT()
• IFS() (Multiple • ADDRESS()
conditions)

TEXT
FUNCTIONS
• CONCAT(), TEXTJOIN()
• LEFT(), RIGHT(), MID()
• LEN(), TRIM()
• UPPER(), LOWER(),
PROPER()
DATE AND TIME FUNCTIONS
TODAY() – Returns the current date (e.g., =TODAY())
NOW()– Returns the current date and time (e.g., =NOW())
DATEDIF() – Calculates the difference between two dates (e.g.,
=DATEDIF(A1, B1, "Y"))
EDATE() – Returns a date a specific number of months before/after a
date (e.g., =EDATE(A1, 3))
EOMONTH()– Returns the last day of the month (e.g.,
=EOMONTH(A1, 0))
TEXT() – Formats a date into a specific format (e.g., =TEXT(A1,
"mm/dd/yyyy"))
DATA TOOLS
Sort and Filter– Organize data in ascending/descending order or based on
criteria
Data Validation – Create dropdown lists and control data input (e.g., restrict to
numbers 1-100)
Remove Duplicates– Eliminate repeated entries in a dataset
Flash Fill – Automatically fills in values based on a pattern (e.g., separate first
and last names)
Text to Columns – Split a single column into multiple columns based on a
delimiter (e.g., comma, space)
 CHARTS AND GRAPHS
When you create a chart in an Excel worksheet, a Word document, or a PowerPoint
presentation, you have a lot of options. Whether you’ll use a chart that’s
recommended for your data, one that you’ll pick from the list of all charts, or one
from our selection of chart templates, it might help to know a little more about
each type of chart.
• Column, Bar, Line, Pie, Area, Scatter
• Insert Chart Tool
• Customize chart elements (title, legend, axes)
 PIVOTTABLES & PIVOTCHARTS
A PivotTable is a powerful tool to calculate, summarize, and analyze data that lets
you see comparisons, patterns, and trends in your data. PivotTables work a little bit
differently depending on what platform you are using to run Excel.
• Summarize large datasets
• Drag-and-drop analysis
• Dynamic grouping and filtering
• Visual insights with Pivot Charts

• Use clean, tabular data for best

results.
• Organize your data in columns, not
rows.
• Make sure all columns have
headers, with a single row of
unique, non-blank labels for each
column. Avoid double rows of
headers or merged cells.
 CONDITIONAL FORMATING
Things can help make patterns and trends in your data more apparent. To use it,
you create rules that determine the format of cells based on their values, such as
the following monthly temperature data with cell colors tied to cell values. You can
apply conditional formatting to a range of cells (either a selection or a named
range), an Excel table, and in Excel for Windows, even a PivotTable report.
Conditional format
• Highlight Cells Rules
• Top/Bottom Rules
• Data Bars, Color Scales, Icon Sets
• Custom formulas for formatting
 PAGE LAYOUT AND PRINTING
FEATURES
When you select one or more sheets and then click File > Print, you'll see a
preview of how the data will appear on the printout.
1.Select the worksheet(s) you want to preview.
2.Click File, and then click Print to display the Preview window and printing
options

• Page Break Preview

• Print Titles and Gridlines
• Adjust margins, orientation, and scaling
• Header and Footer options
REVIEW AND
PROTECTION TOOLS
To prevent other users from accidentally or deliberately
changing, moving, or deleting data in a worksheet, you can lock
the cells on your Excel worksheet and then protect the sheet
with a password. Say you own the team status report
worksheet, where you want team members to add data in
specific cells only and not be able to modify anything else. With
worksheet protection, you can make only certain parts of the
sheet editable, and users will not be able to modify data in any
other region in the sheet.
• Spell Check
• Comments and Notes
• Protect Worksheet/Workbook
• Track Changes
VEIW FEATURES
To keep an area of a worksheet visible while you scroll to another area of the
worksheet, go to the View tab, where you can Freeze Panes to lock specific rows and
columns in place, or you can Split panes to create separate windows of the same
worksheet.
Freeze the first two columns
1.Select the third column.
2.Select View > Freeze Panes > Freeze Panes.
Freeze columns and rows
3.Select the cell below the rows and to the right of the columns you want to keep
visible when you scroll.
4.Select View > Freeze Panes > Freeze Panes.

• Spell Check
• Comments and Notes
• Protect Worksheet/Workbook
• Track Changes
 COLABORATION FEATURES

You and your colleagues can open and work on the same Excel workbook. This is called
co-authoring. When you co-author, you can see each other's changes quickly—in a
matter of seconds. And with certain versions of Excel, you'll see other people's
selections in different colors. If you're using a version of Excel that supports co-
authoring, you can select Share in the upper-right corner, type email addresses, and
then choose a cloud location. But if you need more details, like which versions are
supported and where the file can be stored, this article will walk you through the
process.
• Share Workbook
• Co-authoring (real-time collaboration)
• Comments for discussion
• Version History
REAL-LIFE APPLICATIONS
OF EXCEL
Real-Life Applications of Excel
• Microsoft Excel is not just for numbers—it’s a real-life helper for everyday
tasks:
• Budgeting and Personal Finance: Track income, expenses, and savings using
ready-made templates.
• Grade Computation: Teachers can quickly calculate averages, percentages,
and final grades.
• Inventory and Sales Management: Keep track of product stocks, sales, and
orders efficiently.
• Data Analysis and Reports: Organize data, use formulas, and charts to make
smart decisions.
• Scheduling and Planning: Create calendars, timetables, and to-do lists for
better time management.
Example: Budgeting Template
• You can use an Excel budgeting template to list your monthly income and
expenses, letting Excel automatically calculate totals and show you how much
money you’re saving or overspending.
 Conclusion
Microsoft Excel is a versatile and user-friendly spreadsheet
program that allows you to enter, organize, and analyze
different types of data—like numbers, dates, or text—using
built-in tools and formulas for quick calculations, formatting for
clear presentation, charts and graphs to visualize trends, and
features like sorting, filtering, conditional formatting, and
PivotTables to make sense of large amounts of information; it's
widely used in education, business, and everyday life for tasks
such as budgeting, grading, inventory tracking, and planning,
and also supports real-time collaboration, printing options, and
protection tools to keep your work accurate, professional, and
secure.
Thank
You
BY: HSU MYATT / ODESSA GAPUZ