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Microsoft Excel can help
you organize information,

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perform calculations, and
discover patterns in your data

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all in one place, and you
can get to it on your PC,

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your Mac, your phone, or on the web.

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I'm Jeremy Chapman,

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and I've been part of the product team

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responsible for Office
at Microsoft since 2012.

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And today, I'll walk you
through the essentials

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of Excel and how to use it.

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So first, if you have a Microsoft account,

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like outlook.com, OneDrive, or Xbox,

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or if you use Microsoft 365 at work,

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you can use Excel on the
web, in your browser,

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and you can get to Excel
by navigating to excel.new.

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And by the way, if you have
the Excel app installed,

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you can open that on your
computer or your phone

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and follow along.

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When you're signed into your work

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or personal Microsoft account,

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Excel saves your files to OneDrive,

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so you can easily find them

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and pull them up on other devices later.

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So for today, I'll keep things simple.

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So I'll start with a blank
workbook Using Excel on the web.

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Wherever you use Excel,

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it's designed to be a
consistent experience

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on large screen devices,

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so you can follow along if you're using

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the local app on Windows or on a Mac.

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And Excel is designed to
organize any kind of information,

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numbers, dates, texts, and more.

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In the main view, you can see
that I have columns and rows

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all ready to enter data.

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In most cases, there's a one-time step

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to create what's called
a workbook in Excel,

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which I have one open here.

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Now this is where you'll use
and create a blank workbook,

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or you can choose from
dozens of different templates

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that are filled in with
sample data and formatting

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to get you started.

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At that point, you can enter
your data, your headers,

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and start formatting your cells.

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Now if you have existing data
in a table in another app,

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you can open it with Excel

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or just paste in the contents
to start working with it.

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On top, Excel has what's
called the ribbon,

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with groups of controls presented as tabs

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that you can use.

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Within each tab, there are
smaller groups of controls,

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like you can see here with the
fonts, alignment, and number.

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Now let me define a few
core names and concepts

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that you'll use when you work
with Excel in this workbook

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to manage data.

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So each field or rectangle
that you can see here

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as I'm highlighting them,
these are called cells.

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Then you have columns,

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and those are the vertical lines of cells,

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and those are represented
with letters on top.

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Next you have rows, and those
are the horizontal lines,

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and those are represented by numbers.

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For example, the upper
left cell is called A1,

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A for the column name
and 1 for the row name.

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Now a block of multiple connected
cells is called a range.

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So here, for example, I've
selected range A1 to D4.

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Right now I'm in a sheet called Sheet1,

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and you can see in the lower left corner,

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I can add more sheets, like I'll do now,

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and then I can move
between multiple sheets

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and reference data across them as well.

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But I won't do that today.

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So now I'm going to go
ahead and go back to Sheet1.

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And if you right-click
and go to Format Cells,

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you'll find options for
things like number formats,

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for example, currency,
date, time, and percentage.

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And on the Home tab,

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the font group is another
place to change these settings,

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as well as Fill,

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which lets you change the background color

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for cells, columns, or rows.

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I'm going to add some text in this cell

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as a title for what I
want to create today,

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a monthly expense tracker.

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Now this text looks like
it's spilling into cell B1,

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but it's actually just in cell A1.

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So I can widen or narrow the
columns as much as I want.

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And if I want this title
to span several columns,

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like in my case, I know that
I'm going to need 12 months.

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So I'll go ahead and select rows M1

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all the way back to A1.

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Then in the alignment group,

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I'll choose the Merge &
Center option right here,

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and that makes my 13 cells into
one with the text centered.

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So now, in the font group,

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I can choose the fill color that I want.

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So in my case, I'll pick blue.

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Then for the font color,

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I'd like to choose something contrasting.

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So I'll choose white in my case.

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And by using these formatting options,

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you can make things a
lot easier to understand

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as you work with your data.

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But we still need some
content, so let's add some.

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So for that, I can use AI with Copilot

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to generate sample data.

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So I'm going to go ahead
and pull up Copilot

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and type, "Generate monthly
personal finance data

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for one year with months for columns

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and expense categories as
rows, including sample data.

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Do not add columns or rows with totals."

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Now I added that last sentence
because I want to show you

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how to calculate totals
yourself in a moment.

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The Copilot is part of Excel
on the web and in the desktop

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and mobile apps if you're
using Microsoft 365 Personal

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or a work or school account.

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And you'll see, once it's finished,

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that Copilot generated a Category column

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and several month columns,
as well as multiple rows

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with different expense types

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all filled in with the
sample data that I asked for.

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Now notice that it also
formatted the row 2 and column A

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using formatting options
that I mentioned before.

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And each cell in the
middle is also formatted

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as a currency number with a dollar sign.

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So I want to add a row here,
in my case, for car payment.

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And you'll see that it
doesn't match the others yet,

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and I'll fix that in a second.

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Now I'll add an amount for January, 300.

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And since this is the
same amount every month,

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I can just select the cell.

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Then using this square in
the lower right corner,

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I can just drag across the other months,

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and each, in this case, will
have the same number, 300.

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Let's fix our formatting.

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Now, to make the dollar
amounts match the cells above,

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I'll select this one above my new row,

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then click on the Format painter,
this paintbrush icon here,

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then I'll select my new cells.

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And now they all match.

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Now I can do the same thing
for my Car Payment label

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in cell A16.

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So now I have some
formatted data to work with

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and I can show you how to
work with those numbers.

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I'll use the Formulas ribbon

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where you'll see the most
common options to analyze data.

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For example, if I select all the cells

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with numbers in column B,

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then I go up and click on AutoSum,

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it adds all of the numbers in that column.

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In fact, now if I click on
that cell in the formula bar,

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I can see a simple formula.

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Now these start with an equal sign,

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in my case, SUM as the function itself.

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Then I have an open
parentheses with my range,

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in my case, B3 to B16,

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and close parentheses for
what I want to calculate.

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Now that was an example
of a very simple formula.

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Like I did before with the numbers,

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I can even drag formulas into blank cells.

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So I'll go ahead and grab this one again

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by the lower right corner square

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and drag it across all of my columns.

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So that now has copied
the original formula

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from the B column and duplicated it

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for each of the other columns.

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But as I click into each one,

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notice something that just happened,

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I have the column letters
B all the way through M

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to each corresponding formula.

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That makes each sum specific
to each of these column months.

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Likewise, I can select
and drag entire columns

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into blank areas to fill in that data too.

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And because Excel detected a
series of month names in row 2,

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it even filled in Jan
as the new month name

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for the new cells that I added.

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Now let's try another basic formula.

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For that, I'm going to
select all the numbers

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above the totals row in column B.

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Now I'm going to choose Average,

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and that adds a cell with the average

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across the entire range
that I just selected.

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So now I want to clean up a few cells.

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And when you go to delete data,

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you'll need to know a
few different options.

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So first, I'll select the
month cells that I just added.

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And if I just hit the Delete key,

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it leaves the formatting in those columns,

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like this blue cell here.

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This is also called clearing content.

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I'll use the Control
key + Z simultaneously

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to bring that content
back and undo changes.

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Now I'm going to go ahead
and select the same cells.

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And when I right-click,

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you'll see that there are
options to Insert or Delete

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along with Clear Contents

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like I just did using the Delete key.

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So this time, I'll choose Delete,

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and then I have options to delete a column

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or shift cells left or up.

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In my case, deleting column
N and shifting cells left

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will clear the contents and formatting.

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I'll choose Shift cells left.

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So now I'll clear the
contents of rows 17 and 18

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with my sums and the average

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to get my content data ready
for other ways to analyze it.

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And there are hundreds of
formula options in Excel.

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In fact, if I expand Financial functions,

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there are dozens related
to accounting and finance.

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and hovering over each
explains how they are used.

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And in math and trig, for example,

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there are dozens more
that may look familiar

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if you've ever used a
scientific calculator.

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And here I'm just scratching the surface.

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Those are just a few
highlights of the functions

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that you can use.

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But what if you know how
to describe what you want

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but don't know the function for it?

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And that's another area where
Copilot helps you get started.

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So this time, I'll use Copilot
to calculate the totals.

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I'll type, "Add a row
and column with totals

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for each month in category."

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And Copilot adds the totals by month

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and even a new column with
the totals per category.

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Copilot will also help
with cell formatting.

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So if I add, "Make the
cells you just added

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with formulas white and bold
text in black," in my prompt,

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Copilot then reformats those cells too.

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And you can also add colors to each cell

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to easily spot differences
across these numbers

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using something called
conditional formatting,

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which is something else
that Copilot can help with.

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I'll type, "Add conditional
formatting in each row

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to highlight low and high numbers."

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And now we can see where
the numbers are the lowest

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and the highest

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compared to the others in
the same expense category

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for each month.

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So you just need to describe what you want

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and Copilot will do the rest.

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Now let's go ahead and move on

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to deeper analysis of our data.

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With conditional formatting applied,

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it's easier to see each month

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and how it varies in costs
across our different categories.

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So let's find some outliers.

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So I'll ask Copilot,

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"What months have the
highest expenses and why?"

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And Copilot analyzes the information

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and finds the months with
the highest expenses.

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Then for each, it explains why
with the most likely reasons.

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In this case, December is my highest,

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and that's likely due to holiday
spending and seasonality.

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July is the next highest,

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likely due to air conditioning
for utilities costs

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and the rest of the summer activities

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that were happening in July.

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Then August was third highest,

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also with more travel,
AC costs, and dining out.

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The key insights here
summarize what Copilot found

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with reasoning for increases and decreases

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along with the lowest months as well.

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And one more core component
that I'll touch on today

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is how Excel lets you edit workbooks

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simultaneously with others.

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As I mentioned in the beginning,
when you're using Excel,

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signed in with a Microsoft account,

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or using Microsoft 365
at work or at school,

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it stores your files
in OneDrive by default.

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Now, it also means that when
you share an Excel workbook

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with other people using
their name, group, or email,

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I'll add Adele here, for
example, and hit Send.

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Then they will be able to
open the Excel workbook

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on their computer or phone

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and simultaneously edit it with you.

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And while you co-author with other people

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as changes are made,

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like with Adele here, changing
the amounts for dining out

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and entertainment in January,

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they are saved to the same file.

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So those are the basic
concepts to navigate Excel,

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format data, analyze it, and
work with others using sharing.

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And I showed you how Copilot AI

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can help you as you get started.

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To learn more, check
out microsoft.com/excel.

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And be sure to subscribe
to Microsoft Mechanics

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00:12:39,450 --> 00:12:41,850
for the latest updates,
and thanks for watching.