Microsoft Excel is a popular spreadsheet software used worldwide by millions of people. It is a powerful tool that allows you to organize, analyze, and manipulate data in many ways. This article will guide you through the basics of using Microsoft Excel and how to sort, filter, share, and print data.
Sorting Data in Excel
Sorting data is an essential feature in Excel, especially when working with large datasets. It allows you to arrange data in ascending, descending, or custom order based on one or more columns. Here’s how to sort data in Excel:
Step 1: Select the Data Range
Click on any cell within the data range you want to sort. Press “Ctrl+A” to select all data, or drag over the range manually.
Step 2: Open the Sort Dialogue Box
Click on the “Data” tab, then click on “Sort” in the “Sort and Filter” section. Or you can simply right-click within the selected data range and choose “Sort.”
Step 3: Choose the Column to Sort by
Choose the column you want to sort by from the “Sort By” dropdown menu. You can select up to three columns to sort by.
Step 4: Choose the Sort Order
Choose the sort order you prefer from the “Order” dropdown menu. You can select “A to Z” for ascending order or “Z to A” for descending order.
Step 5: Choose the Data Type
If you’re sorting a column that contains text, numbers, or dates, choose the appropriate data type from the “Sort On” dropdown menu.
Step 6: Add a Custom Sort
If you want to sort by a custom list or add a new custom list, click “Add Level,” then choose “Custom List” from the “Sort On” dropdown menu. Enter your custom list in the “List Entries” box, with each item separated by a comma.
Step 7: Apply and Save the Sort
Click “OK” to apply the sort. If you want to save the sort as a custom sort, click on “Options” and choose “Sort Order” and whether to apply the sorting to headers and footer. Click “OK” again to save the custom sort.
Filtering Data in Excel
Filtering data is another useful feature in Excel when you need to view specific data based on certain criteria. Here’s how to filter data in Excel:
Step 1: Select the Data Range
Click on any cell within the data range you want to filter. Press “Ctrl+A” to select all data, or drag over the range manually.
Step 2: Open the Filter Dialogue Box
Click on the “Data” tab, then click on “Filter” in the “Sort and Filter” section. Or you can simply right-click within the selected data range and choose “Filter.”
Step 3: Choose the Column to Filter by
Choose the column you want to filter by from the dropdown menu.
Step 4: Select the Filter Criteria
Choose the specific criteria you want to filter by from the “Filter by/Custom” dropdown menu. You can select “equals,” “does not equal,” “begins with,” “ends with,” “contains,” “does not contain,” and also text, number, or date filters.
Step 5: Apply and Save the Filter
Click “OK” to apply the filter. If you want to save the filter as a custom filter, click on “Advanced” and configure the criteria accordingly. Click “OK” again to save the custom filter.
Sharing Excel Files
Sharing Excel files allows multiple users to view and edit the same data concurrently. Here’s how to share an Excel file:
Step 1: Open the Excel File
Open the Excel file you want to share.
Click on the “Share” button on the top-right side of the Excel window.
Choose the people you want to share the file with by entering their email addresses or selecting them from your contacts. You can also choose whether the person can “Edit” or “View” the file.
Step 4: Add a Message
Add a message to the person you’re sharing the file with if necessary.
Step 5: Send the Sharing Invitation
Click “Send” to send the sharing invitation to the selected person.
Printing Excel Files
Printing Excel files is a quick and easy task, especially when you need a hard copy of your data. Here’s how to print an Excel file:
Step 1: Open the Excel File
Open the Excel file you want to print.
Step 2: Click on File
Click on “File” on the top-left side of the Excel window.
Step 3: Choose Print
Click on “Print” from the menu.
Step 4: Select the Printer and Paper Size
Select the printer you want to use and the paper size you prefer.
Step 5: Configure the Print Settings
Configure the print settings you prefer under the “Settings” section such as orientation, scale, margins, and page order.
Step 6: Print the File
Click “Print” to print the file.
FAQ
1. How do I add a formula in Excel?
To add a formula in Excel, select the cell where you want to enter the formula and click on the “Formulas” tab. Choose the formula you want to use from the “Function Library” section, or enter the formula manually into the formula bar. Click “Enter” to apply the formula to the cell.
2. How do I create a chart in Excel?
To create a chart in Excel, select the data you want to use for the chart, click on the “Insert” tab, and choose the chart type from the “Charts” section. You can customize the chart further by adding titles, labels, and formatting options.
Watch this video tutorial for more information on how to use Microsoft Excel:
