Opening Excel and Starting a Blank Spreadsheet
To create a spreadsheet in Excel, open the program and select Blank workbook from the start screen. If Excel is already open, go to File in the top left, then New, and choose Blank workbook. A new spreadsheet appears with a grid of empty cells ready for your data.
The spreadsheet opens with a default name like "Book1" at the top. You do not have to name it right away — you can work first and save with a real name later. The grid itself is made of columns (labeled A, B, C across the top) and rows (numbered 1, 2, 3 down the left side). Each cell is identified by its column letter and row number, so the cell in column A, row 1 is called A1.
Key Takeaways
- A new blank spreadsheet opens automatically when you select that option from the Excel start screen or from File > New.
- Cells are the individual boxes in the grid, identified by their column letter and row number (A1, B2, C3, and so on).
- You enter data by clicking a cell and typing, then pressing Enter to move to the next row or Tab to move to the next column.
- Saving your spreadsheet with a real filename happens through File > Save As, and you choose where to store it on your computer.
- Basic formatting like bold text, column width, and cell borders is found in the toolbar at the top of the screen.
Entering Data Into Cells
Click on any cell to select it — the cell will show a dark border around it. Type your data directly into that cell. You can enter text, numbers, dates, or formulas. As you type, you will see the text appear both in the cell and in the formula bar at the top of the screen.
Press Enter to confirm your entry and move down to the next row in the same column. Press Tab to confirm and move to the right to the next column. If you make a mistake before pressing Enter, press Backspace to delete characters, or press Escape to cancel the entire entry and start over.
You can also click directly into the formula bar at the top and type or edit there. This is useful if you are working with long text or complex formulas and want more space to see what you are typing.
Organizing Data Into Rows and Columns
Rows run horizontally across the spreadsheet and are numbered on the left (1, 2, 3, and so on). Columns run vertically down the spreadsheet and are lettered at the top (A, B, C, and so on). Most spreadsheets use the first row as headers — labels that describe what each column contains.
To add a header row, click on cell A1 and type the name of your first column (for example, "Name"). Press Tab to move to B1 and type the next header ("Email"), and continue across. This layout makes it straightforward to understand what data belongs in each column when you or someone else looks at the spreadsheet later.
If you need to insert a new row or column in the middle of existing data, right-click on the row number or column letter where you want the new one to appear. Select Insert from the menu, and Excel creates a blank row or column and shifts your existing data over.
Adjusting Column Width and Row Height
By default, columns are a standard width and rows are a standard height. If your text does not fit, you can make columns wider. Position your cursor on the line between two column letters at the top of the spreadsheet (for example, between A and B) until the cursor changes to a resize arrow. Click and drag to the right to widen the column.
To make a column automatically fit its content, double-click on the line between column letters instead of dragging. Excel measures the widest entry in that column and adjusts the width to fit it. You can do the same with row height by positioning your cursor on the line between row numbers on the left side and double-clicking.
If you want to adjust multiple columns at once, click on the first column letter, hold Shift, and click on the last column letter to select them all. Then double-click the border between any two selected column letters to auto-fit all of them at once.
Saving Your Spreadsheet
To save your spreadsheet with a filename, press Ctrl+S (on Windows) or Command+S (on Mac). If this is the first time saving, a dialog box appears asking where you want to save the file and what you want to name it. Type a descriptive name — for example, "Monthly Budget" or "Contact List" — and choose a folder on your computer.
Excel saves the file with the extension .xlsx by default, which is the standard format that works on most computers. If you need to share the file with someone using an older version of Excel or a different program, you can save it in a different format. Click File, then Save As, and choose the format from the dropdown menu labeled Save as type.
After you save once, pressing Ctrl+S (or Command+S) saves your changes to the same file without asking for a filename again. If you want to keep the original and create a copy with a new name, use File > Save As instead.
Basic Formatting to Make Data Readable
Once your data is entered, straightforward formatting makes it easier to read. To make text bold, select the cells you want to format by clicking and dragging across them, then click the Bold button (B) in the toolbar at the top. You can also use Italic (I) or Underline (U) the same way.
To change the background color of a cell, select it and click the paint bucket icon in the toolbar (it may be labeled Fill Color). A color palette appears — choose the color you want. This is useful for highlighting header rows or important information.
To add borders around cells, select the cells you want to border, then click the borders icon in the toolbar (it looks like a grid). A menu shows different border options — you can add borders around all sides, just the outside, or just between cells. Borders make it clear where one cell ends and another begins, which is especially helpful when printing.
Moving and Copying Data
To move data from one cell to another, click on the cell with the data you want to move, then press Ctrl+X (or Command+X on Mac) to cut it. Click on the cell where you want it to go and press Ctrl+V (or Command+V) to paste. The data moves to the new location and disappears from the old one.
To copy data instead of moving it, press Ctrl+C (or Command+C) instead of Ctrl+X. Paste it the same way with Ctrl+V. The original stays in place and a copy appears in the new location. You can copy a single cell or select multiple cells by clicking and dragging across them before copying.
If you want to copy a formula down a column, enter the formula in the first cell, then select that cell and the cells below where you want the formula to repeat. Press Ctrl+D (or Command+D) to fill down. Excel adjusts the cell references in the formula automatically for each row.
Frequently Asked Questions
What is the difference between rows and columns?
Rows run left to right and are numbered on the left side (1, 2, 3). Columns run top to bottom and are lettered at the top (A, B, C). A cell is where a row and column meet — cell A1 is in column A, row 1.
Can I undo a mistake I just made?
Yes. Press Ctrl+Z (or Command+Z on Mac) to undo your last action. You can press it multiple times to undo several actions in reverse order. Press Ctrl+Y (or Command+Y) to redo an action you just undid.
How do I delete a row or column I no longer need?
Right-click on the row number or column letter you want to remove, then select Delete from the menu. The row or column disappears and the remaining data shifts up or to the left to fill the space.
What happens if I close Excel without saving?
Excel will ask you if you want to save your changes before closing. Click Save to keep your work, or Don't Save if you want to discard the changes. If you close by accident, you can reopen Excel and look for a recovery option, though unsaved work is usually lost.
Can I use Excel on my phone or tablet?
Yes. Microsoft offers Excel apps for iPhone, iPad, and Android devices. The mobile version has fewer features than the desktop version, but you can view, edit, and create basic spreadsheets. You can also access Excel through OneDrive or SharePoint online using a web browser on any device.