Excel Basics Explained

Microsoft Excel is used virtually everywhere—from offices to schools to personal projects—so learning the basics can be incredibly helpful. In this quick tutorial, you’ll discover how to perform essential Excel tasks efficiently. We’ll cover how to move around, select data, enter information, and more.

💡 Note: We mostly use the keyboard shortcuts instead of using the mouse. Why?

a) It's much faster,
b) It’s easier than you think,
c) It makes you look like an Excel wizard. 🧙

Navigating & Selecting Data

• Move through the spreadsheet using the arrow keys: ↑ ↓ ← →

• Press Ctrl + Arrow Key (or ⌘ on Mac) to jump to the last non-empty cell in a row or column—perfect for large data sets.

• Hold Shift + Arrow Key to select one cell at a time.

• Combine Ctrl + Shift + Arrow Key to quickly select entire rows, columns, or tables. This is great for bulk actions.

Entering Data

• Just start typing to enter data in a cell.

• Press Enter to move down to the next cell, or Tab to move right.
  For example: Enter → Enter → Enter, then Tab → Tab → Tab.

• Mix Enter and Tab for rapid data entry.
  Example: Tab → Tab → Enter → Tab → Tab → Enter.
  (Notice how pressing Enter at the end of a row brings you back to the start of the next one.)

• To repeat values, use your mouse:

  • Select the cells

  • Hover over the bottom-right corner (the fill handle)

  • Drag downward to copy

• To delete data, simply press the Delete key. You can remove one or multiple cells at once.

Working with Formulas

• To create a formula, type =, select a cell using the arrow keys, type your operation (e.g., +), select another cell, and hit Enter.
  Example: =(B3*5)/C3 for basic calculations.

• Want to apply the same formula to multiple rows? Just drag the fill handle down—Excel will automatically adjust the references.

• To edit a cell’s content:

  • Double-click the cell to modify its contents (this also highlights the cells used in formulas).

  • Or, just select the cell and start typing to overwrite it entirely.

✅ Quick Recap

• Move around: ↑ ↓ ← →

• Move faster: Ctrl + Arrow (or ⌘ on Mac)

• Select cells: Shift + Arrow

• Select multiple fast: Ctrl + Shift + Arrow

• Enter data: Just type → use Enter & Tab to navigate

• Repeat data: Drag using the fill handle

• Delete: Press Delete

• Formulas: Type = → select cells → use math symbols → press Enter

• Edit cells: Double-click or type directly

And that’s it! 🎉

You now know more about Excel than the average user—congrats! Keep practicing, and soon these shortcuts will become second nature.

Various Applications of VLOOKUP in Excel

Microsoft Excel is one of the most powerful tools for data management, and VLOOKUP (Vertical Lookup) is among its most widely used functions. It helps users search for a value in the first column of a table and return related information from another column. Though simple in concept, VLOOKUP has a wide range of practical applications across industries.

1. Employee Data Management
In HR, VLOOKUP can quickly pull employee details such as department, designation, or contact number by entering the employee ID. This saves time compared to searching manually through large spreadsheets.

2. Sales and Inventory Tracking
Businesses often use VLOOKUP to find product prices, stock levels, or supplier information. For instance, typing in a product code can instantly display its price and availability, making it easier to manage sales and reorder decisions.

3. Financial Analysis
Finance professionals use VLOOKUP to match customer IDs with outstanding balances, retrieve tax rates from slabs, or calculate loan eligibility based on predefined criteria.

4. Education and Academics
Schools and colleges rely on VLOOKUP for grading systems. Entering a student’s roll number can instantly bring up marks, grades, and attendance records.

5. Error Handling and Reports
Combined with functions like IFERROR, VLOOKUP can create cleaner reports by avoiding error messages and ensuring smooth data retrieval even with missing values.

6. Everyday Use
Even outside professional fields, VLOOKUP helps individuals organize personal budgets, price comparisons, or simple databases like contact lists.

In short, VLOOKUP is more than just a formula—it’s a productivity booster. Whether you are managing employees, analyzing sales, or preparing student results, VLOOKUP streamlines the process, reduces manual work, and ensures accuracy. Mastering it is a must for anyone serious about Excel.

Here’s a visual example you can add to your blog — a simple employee database table where VLOOKUP can be used to find an employee’s details (e.g., type =VLOOKUP(103, A2:D6, 2, FALSE) to get “Charlie”).

Here’s the second visual showing how VLOOKUP is applied in Excel:

• Enter 103 in cell A8.

• Use formulas like =VLOOKUP(A8, A2:D6, 2, FALSE) to fetch the employee’s Name, Department, or Salary.

 

 

 

 

 

List of Shortcuts in Excel

Shortcuts are keyboard combinations that can do specific actions in Excel 

Here’s a comprehensive list of Excel shortcuts categorized for easy reference, along with examples to illustrate their use.

Basic Shortcuts

Shortcut	Action	Example
Ctrl + N	Create a new workbook	Opens a blank Excel file.
Ctrl + O	Open an existing workbook	Opens the file selection window.
Ctrl + S	Save the workbook	Saves your changes to the file.
Ctrl + P	Print the workbook	Opens the print menu.
Ctrl + W	Close the workbook	Closes the current workbook.
Ctrl + C	Copy	Copies selected text or cell content.
Ctrl + X	Cut	Cuts selected text or cell content.
Ctrl + V	Paste	Pastes copied/cut data.
Ctrl + Z	Undo	Reverses the last action.
Ctrl + Y	Redo	Restores an undone action.

Navigation Shortcuts

Shortcut	Action	Example
Arrow Keys	Move between cells	Moves selection in the arrow's direction.
Ctrl + Arrow Key	Jump to the last non-empty cell in the direction	If A1 is selected, pressing Ctrl + ↓ moves to the last filled cell in column A.
Ctrl + Home	Go to A1	Jumps to the first cell (A1).
Ctrl + End	Go to the last used cell	Moves to the last used row and column.
Page Up/Page Down	Scroll one screen up/down	Scrolls through the worksheet.
Alt + Page Up/Page Down	Move one screen left/right	Helps navigate large sheets.

Selection Shortcuts

Shortcut	Action	Example
Ctrl + A	Select the entire worksheet	Selects all the data in the sheet.
Shift + Arrow Key	Extend selection	Expands the selected range.
Ctrl + Shift + Arrow Key	Select a range to the last non-empty cell	Selects from the current cell to the last filled cell in a direction.
Shift + Space	Select entire row	Selects the entire row of the active cell.
Ctrl + Space	Select entire column	Selects the entire column of the active cell.

Editing Shortcuts

Shortcut	Action	Example
F2	Edit active cell	Places the cursor inside the cell for editing.
Alt + Enter	Insert a new line within a cell	Adds a line break inside a cell.
Ctrl + D	Fill down	Copies the content of the topmost cell down.
Ctrl + R	Fill right	Copies the leftmost cell’s content to the right.
Ctrl + "-"	Delete selected cells/rows/columns	Removes the selection and shifts adjacent data accordingly.
Ctrl + "+"	Insert new cells/rows/columns	Adds new space to the sheet.

Formula Shortcuts

Shortcut	Action	Example
= (Equal Sign)	Start a formula	=SUM(A1:A10) sums the values in A1 to A10.
Ctrl + `	Show formulas instead of values	Toggles between formula view and normal view.
F4	Toggle absolute/relative cell reference	Changes A1 → $A$1 → A$1 → $A1 when editing a formula.
Alt + =	AutoSum	Quickly sums up a range.
Ctrl + Shift + Enter	Enter an array formula (for older versions)	Used to enter legacy array formulas.

Formatting Shortcuts

Shortcut	Action	Example
Ctrl + B	Bold	Makes text bold.
Ctrl + I	Italic	Italicizes text.
Ctrl + U	Underline	Underlines text.
Ctrl + 1	Open Format Cells dialog	Allows formatting of numbers, alignment, etc.
Ctrl + Shift + $	Apply currency format	Converts numbers to currency format (e.g., $123.45).
Ctrl + Shift + %	Apply percentage format	Converts a number into a percentage (e.g., 0.5 → 50%).
Ctrl + Shift + #	Apply date format	Formats numbers as a date (e.g., 03/15/2025).

Worksheet Shortcuts

Shortcut	Action	Example
Shift + F11	Insert a new worksheet	Adds a new worksheet to the workbook.
Ctrl + Page Up	Move to the previous worksheet	Switches to the previous sheet.
Ctrl + Page Down	Move to the next worksheet	Switches to the next sheet.
Alt + H + O + R	Rename a worksheet	Opens the rename option for the current sheet.

Data Handling Shortcuts

Shortcut	Action	Example
Ctrl + T	Create a table	Converts a range into a table.
Ctrl + Shift + L	Apply/Remove filters	Adds or removes filters on column headers.
Alt + Down Arrow	Open drop-down list in filtered column	Displays available filter options.
Ctrl + Shift + U	Expand or collapse formula bar	Adjusts formula bar visibility.

Pivot Table Shortcuts

Shortcut	Action	Example
Alt + N + V	Insert a PivotTable	Opens the Create PivotTable dialog.
Alt + J + T + R	Refresh PivotTable	Updates PivotTable data.
Alt + J + T + I	Insert PivotChart	Adds a chart to PivotTable.

Miscellaneous Shortcuts

Shortcut	Action	Example
F7	Spell check	Runs spell check on selected text.
F12	Save As	Opens the Save As dialog.
Ctrl + Shift + " (Quotation)	Copy value from the cell above	Copies the above cell's value into the active cell.
Ctrl + Shift + :	Insert current time	Inserts the system's current time in the selected cell.
Ctrl + ;	Insert current date	Inserts today's date.

This list covers most Excel shortcuts that boost productivity.

Excel is used extensively for Data collection, analysis and presentation of information in a user understandable format which can be easily understood by the normal user. It is the most commonly used application as it is easily accessible and available for all users. 

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Why you should join an Excel course in Kolkata

 

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Why Advanced Excel?

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The most effective tools for data analysis can be found in advanced Excel. Such analysis functions are PivotTables, lookup functions, and data visualization tools like charts and graphs. It makes it possible for you to convert the raw data collected into sources of vital information. Organization to analyze the trends, spot patterns, and come up with decision-making based on the continuous flow of data.

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Unlike many other courses, this one offers a range of practical learning experiences apart from reading and analyzing texts. It uses real-life case studies as usual and exercises so that one can be able to apply them when back at work.

Finding The Right Advanced Excel Course In Kolkata:

Course Curriculum: 

Look at the course content and confirm if it meets your individual course needs and/or your Career objectives.  The next thing to look for is a course that deals with top trending issues.

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Make sure about the background and experience of the instructor.

Learning Format: 

Select one of the formats which will allow having online classes, in-person meeting, or both.

Cost and Value:

Consider comparing the costs of different courses and the value proposition that accompanied them. 

So you should begin your way towards becoming a true master of Excel and increasing effectiveness in your work.

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