The fastest way to start a new spreadsheet

Open Excel, click the blank workbook tile, and you have a new file ready to use. On Windows, search for "Excel" in the Start menu. On Mac, open Launchpad and find Excel there. If you do not have Excel installed, you can use the free web version at office.com — sign in with a Microsoft account (you can create one free), then click "Create" and select "Blank workbook".

The file opens with a grid of empty cells. Each cell has a column letter (A, B, C) and a row number (1, 2, 3). You can start typing in any cell right away. Press Tab to move to the next cell to the right, or Enter to move down to the next row.

Key Takeaways

  • A new Excel file opens as a blank grid; you can type directly into any cell without any setup steps.
  • Save your file by pressing Ctrl+S (Windows) or Command+S (Mac), then choose a location and give it a name ending in .xlsx.
  • The web version of Excel at office.com works in any browser and saves automatically, so you do not have to remember to save manually.
  • Column width and row height adjust automatically as you type, but you can widen them by dragging the border between column or row headers.
  • A single Excel file can hold multiple sheets (tabs at the bottom), so you can organize related data across separate tabs within one file.

Saving your file so you can find it later

Press Ctrl+S on Windows or Command+S on Mac. A dialog box appears asking where you want to save the file and what to name it. Choose a folder you will remember — your Documents folder is a common choice. Type a name for your file, and Excel automatically adds the .xlsx extension (the file type that tells your computer this is an Excel spreadsheet).

If you are using the web version at office.com, the file saves automatically as you work. You still need to give it a name the first time you create it, but after that you do not have to think about saving again. The file lives in your OneDrive (Microsoft's cloud storage), so you can open it from any computer as long as you sign in with the same Microsoft account.

Understanding the layout: columns, rows, and sheets

An Excel file is organized in three layers. At the smallest level, a cell is a single box where you type one piece of information. Cells are arranged in columns (vertical) labeled with letters (A, B, C) and rows (horizontal) labeled with numbers (1, 2, 3). A sheet is an entire grid of cells — like a single page in a notebook. One Excel file can hold multiple sheets, shown as tabs at the bottom of the window.

Most people start with a single sheet and do not need more than one. But if you are tracking data for different months, different departments, or different categories, you can add a new sheet by right-clicking the sheet tab at the bottom and selecting "Insert Sheet". Each sheet is independent — data in Sheet1 does not affect Sheet2.

Entering data and moving around

Click any cell and start typing. When you press Enter, Excel moves down to the cell below. When you press Tab, it moves to the right. If you want to go back and edit something you already typed, double-click the cell or press F2 to enter edit mode, then use the arrow keys to move the cursor within that cell.

You can select multiple cells at once by clicking one cell, then holding Shift and clicking another cell — Excel highlights all the cells in between. This is useful if you want to make all those cells bold, or change their color, or delete them all at once. You can also click and drag to select a range, or click the column letter to select an entire column.

Adjusting column width and row height

Excel makes columns and rows just wide and tall enough to fit what you type. If your text is longer than the column is wide, the text spills over into the next cell (if that cell is empty) or gets cut off (if the next cell has data). To widen a column, position your cursor on the border between two column letters at the top — the cursor changes to a resize arrow. Click and drag to the right to make the column wider.

You can also double-click that border and Excel auto-fits the column to the width of the longest text in that column. The same method works for row height: position your cursor on the border between two row numbers on the left side, then drag or double-click.

Adding more sheets and organizing your work

Right-click the sheet tab at the bottom of the window (it says "Sheet1" by default) and select "Insert Sheet". A dialog appears where you can name the new sheet. Give it a descriptive name like "January Sales" or "Contact List" so you remember what data goes there. You can have as many sheets as you want in a single file.

To rename a sheet you already created, right-click its tab and select "Rename Sheet", then type the new name. To delete a sheet, right-click and select "Delete Sheet" — Excel asks you to confirm because this cannot be undone. Moving between sheets is straightforward: just click the tab you want to see.

Using templates to start faster

If you do not want to build a spreadsheet from scratch, Excel offers templates for common tasks like budgets, invoices, expense tracking, and schedules. When you open Excel, the start screen shows template tiles below the blank workbook option. Click any template to see a preview, then click "Create" to open it. The template comes pre-built with labels and formatting — you just fill in your own data.

Templates are also available in the web version at office.com. Click "Create" and scroll down past the blank workbook to see template options. Keep in mind that templates are starting points — you can change any part of them, delete rows or columns you do not need, or add new ones.

Frequently Asked Questions

Can I use Excel on my phone or tablet?

Yes. Microsoft offers free Excel apps for iPhone, iPad, and Android. The app syncs with your OneDrive account, so files you create on your phone appear on your computer and vice versa. The phone version has fewer features than the desktop version, but it works for viewing and editing basic spreadsheets.

What is the difference between .xlsx and other file types like .xls or .csv?

.xlsx is the current standard Excel format and works with all modern versions of Excel. .xls is an older format that still works but is no longer the default. .csv (comma-separated values) is a simpler format that stores only data with no formatting or formulas — use it when you need to share data with a program that does not read Excel files.

Can I share an Excel file with someone who does not have Excel?

Yes. You can email the file as an attachment, and the other person can open it in the free web version at office.com. They can also open it in Google Sheets (Google's free spreadsheet tool) by uploading the file there. If you want them to view it without editing, you can save it as a PDF instead.

How do I undo a mistake?

Press Ctrl+Z (Windows) or Command+Z (Mac) to undo your last action. You can press it multiple times to undo several steps in a row. Press Ctrl+Y or Command+Y to redo something you just undid. This works for typing, deleting, formatting, or any other change you make.

Is my file safe if I save it to my computer instead of the cloud?

A file saved to your computer is only on that one device. If your computer breaks or gets stolen, the file is gone. Saving to OneDrive (the web version does this automatically) means your file exists in the cloud and on your computer, so you have a backup. You can also access it from any other device you sign into.