Excel for beginners: the basics that actually matter

The short version: a formula starts with =, points at cells instead of containing typed numbers, and can be filled down to every row. Get those three ideas and you have the Excel basics.

Cells, references and ranges

A worksheet is a grid. Columns are labeled with letters, rows with numbers, and each cell is named after both: C4 is column C, row 4. That name is a cell reference. A block of cells is a range, written with a colon: A2:A9 means every cell from A2 down to A9.

A cell holds either a value (a number, some text, a date) or a formula. By default Excel lines numbers up on the right and text on the left, which is a handy clue when a number has quietly been stored as text.

Your first formula, then AutoFill

Type =B2*C2 and Excel multiplies whatever sits in B2 and C2. Change either value and the result updates on its own. That is the whole point of referencing cells: never write =12*4.5 when the numbers are already in the sheet.

You only write the formula once. Drag the small square at the bottom right corner of the cell, the fill handle, down the column, or double-click it to fill as far as the data next to it goes. Excel shifts the references as it goes, so row 3 gets =B3*C3. Ctrl+D does the same for a selected range.

Task In D2, calculate the revenue for printer paper: quantity times price. The formula is then filled down to D7 and has to be right in every row.

	A	B	C	D
1	Item	Qty	Price $	Revenue $
2	Printer paper	40	4.99
3	Toner	6	59.9
4	Binder	25	2.49
5	Ballpoint pen	120	0.79
6	Sticky notes	30	1.89
7	USB stick	10	8.5

SUM

=SUM(B2:B7) replaces a long chain of plus signs. Like every function it has a name, a pair of brackets and its arguments inside. The shortcut is AutoSum: select the cell under your numbers, press Alt+= and Excel suggests the range for you.

Task In B9, use SUM to calculate the office supply expenses for the first half of the year.

	A	B
1	Month	Expenses $
2	January	1240
3	February	980
4	March	1105
5	April	1320
6	May	1015
7	June	1190
8
9	Total:

The dollar sign: absolute references

When you fill a formula down, its references move with it. Usually that is exactly right. It goes wrong when every row needs the same cell, say a tax rate in F1. Write $F$1 and the reference stays put. You do not have to type the dollar signs: put the cursor on the reference and press F4.

Task In C2, calculate the gross price using the tax rate in F1. The formula is then filled down to C6 and must be right in every row.

	A	B	C	D	E	F
1	Item	Net $	Gross $		Tax rate	0.19
2	Monitor	120
3	Keyboard	45.5
4	Printer	230
5	Mouse	18
6	Headset	99.9

A 10 step path for beginners

Work through these in order and you go from your first formula to the functions people use every day at work. Most lessons take 10 to 20 minutes.

1. Add, subtract, multiply and divide
2. SUM for one column and for several ranges
3. AVERAGE, MIN, MAX and COUNT
4. Relative and absolute references
5. Percentages
6. ROUND
7. Creating and totaling tables
8. The IF function
9. COUNTIF and SUMIF
10. Sort and filter

After that, the online course moves on to VLOOKUP and XLOOKUP. For every exercise on the site in one place, see Excel practice.

Excel for students

For coursework you rarely need more than the first half of that path. Lab results and survey data call for AVERAGE, MIN and MAX. Group projects and budgets need SUM and percentages. Grading or pass/fail columns are a job for IF, and a report usually wants a chart. All of it runs in the browser, so a school laptop or a library computer is enough, and the lessons are free.

Beginner mistakes to watch for

No equals sign

Without the leading =, SUM(B2:B7) is just text and the cell shows exactly what you typed.

Typing the answer instead of calculating it

Working out a total on a calculator and typing it in gives you a sheet that is wrong the moment any number changes. Let the formula do the math.

Units inside the cell

“120 USD” or “5 pcs” typed into a cell is text, and formulas cannot add text. Enter the number alone and use a number format for the currency.

References that slide when filled down

The first row is right, every row below shows zero or an error. Almost always a reference that should stay fixed is missing its $.

Hash signs instead of a number

A cell full of ##### means the column is too narrow for the number or date. Double-click the right edge of the column header to fit it.

Keyboard basics

A handful of keys saves a lot of clicking. Ctrl plus an arrow key jumps to the edge of your data, add Shift to select along the way. F2 edits the active cell and Ctrl+Z undoes your last step. You can drill these in two short lessons: shortcuts for navigating and selecting and shortcuts for editing and formulas.

Frequently asked questions