What is Microsoft 365 Excel?

Microsoft 365 Excel is the cloud-powered version of Excel, included in the Microsoft 365 subscription. It enables you to create spreadsheets, perform calculations, and analyze data with ease. You can access Excel from web browsers, desktop apps, or mobile devices, ensuring flexibility. Its cloud integration through OneDrive supports real-time collaboration, automatic updates, and seamless file access across multiple devices, making it a powerful tool for individuals, families and teams.

Is Microsoft 365 Excel different from regular Excel?

Yes, Microsoft 365 Excel offers advanced features beyond the traditional standalone version. It includes cloud-based capabilities like real-time collaboration, automatic updates, and shared access via OneDrive. You can edit and work on spreadsheets from anywhere. It allows for seamless integration with other Microsoft 365 apps like Teams and Word, and ensures you always have the most up-to-date tools without the need for manual installations.

How do I create a new spreadsheet in Microsoft 365 Excel?

To create a new workbook in Microsoft 365 Excel, click “File” > “New” and choose “Blank Workbook” or a template. Templates offer pre-designed formats for tasks like budgets or schedules. If your files are saved to OneDrive, Excel will automatically save changes, ensuring you’re always backed up. You can also explore Microsoft’s extensive template library for additional options.

How can I format cells for better organization in Microsoft 365 Excel?

You can improve data presentation in Microsoft 365 Excel by selecting the desired cells and using the formatting tools under the “Home” tab. Modify fonts, apply bold or italic styles, or change cell colors for better organization. Use alignment options like “Wrap Text” for clearer readability. Features like Conditional Formatting allow you to apply rules-based highlights for values, such as marking high sales or overdue amounts.

How can I freeze rows or columns in Microsoft 365 Excel?

Freezing rows or columns helps keep headers or key data visible while scrolling. Go to the “View” tab, select “Freeze Panes,” and choose an option, such as freezing the top row or first column. For custom selections, click “Freeze Panes” while on the desired row or column. This makes your data easy to reference, even with large spreadsheets.

What’s the best way to sort and filter data in Microsoft 365 Excel?

Navigate to the “Data” tab to access Excel’s sorting and filtering tools. Sorting organizes your data alphabetically, numerically, or by custom rules. Filtering allows you to display specific rows based on criteria, such as showing data for a specific month or value. These features streamline large datasets, making it easy to focus on what matters.

How can I create drop-down lists in my Microsoft 365 Excel spreadsheet?

Use the Data Validation feature to create drop-down lists. Select the cells where you want the drop-down, then go to Data > Data Validation and set the criteria as a list of values. This is especially useful for controlling data inputs like status updates or categories. Anytime you click a drop-down cell, you’ll see preset options.

How do I insert a basic chart in Microsoft 365 Excel?

Excel makes visualizing data simple. Select the data you want to represent, go to “Insert” > “Charts,” and choose a chart type such as bar, pie, or line. Customize your chart by adding axis titles, adjusting colors, or enabling data labels. Charts make it easier to communicate insights or trends effectively, whether for a presentation or report.

Can I highlight duplicates easily in Excel?

Yes, use Conditional Formatting to find duplicate entries in your spreadsheets. Select the range of data, then go to “Home” > “Conditional Formatting” > “Highlight Cell Rules” > “Duplicate Values.” Duplicates will be highlighted immediately, making it perfect for cleaning up lists or identifying redundancies.

Can I lock cells to protect my spreadsheet Microsoft 365 Excel?

You can lock cells to prevent unauthorized edits while allowing others to view your data. First, highlight the cells to lock, then go to Review > Protect Sheet. Add a password to enable protection. You can even unlock specific cells for editing while keeping others secure. This ensures sensitive or critical information remains untouched.

How can I split text into separate columns in Microsoft 365 Excel?

Use the Text-to-Columns tool for splitting text. Highlight your data, go to “Data” > “Text-to-Columns,” and choose a delimiter, like spaces or commas. Excel will split the text into adjacent columns. This tool is great for separating data, such as extracting first and last names from a full name column.

How can I adjust column width automatically in Microsoft 365 Excel?

To auto-adjust column width, double-click on the boundary of a column heading. Excel will resize the column to fit the widest cell content automatically. You can also select multiple columns and resize them all at once. This feature ensures your data is neatly displayed without overlapping or hidden rows.

When should I use Microsoft 365 Excel tables instead of regular ranges?

Use tables when working with structured data. Insert a table by going to Insert > Table, which makes sorting, filtering, and formatting faster. Tables also expand automatically when you add new data, maintaining consistent styling. They’re ideal for lists, inventories, or datasets that require frequent updates and analysis.

Can I simplify form entry with drop-down lists in Microsoft 365 Excel?

Yes, creating drop-down lists is a great way to ensure accurate and consistent data entry. By restricting inputs to predefined values, you minimize errors and standardize categories or responses. This is especially useful for repetitive tasks, like project statuses or department labels.

How do I remove duplicates in my data in Microsoft 365 Excel?

To remove duplicates, select your data and go to Data > Remove Duplicates. Office 365 Excel will identify and delete duplicate rows while keeping one instance. This is particularly useful when cleaning up lists or datasets with redundant entries. Use this feature carefully and make a backup if your data is critical.

How do I add comments to specific cells for clarity in Microsoft 365 Excel?

Right-click the relevant cell and select “New Comment.” Add notes to provide context, explanations, or instructions. Comments are especially useful in collaborative files to share feedback or clarify data without altering the actual content.

What’s a quick way to identify duplicate entries in Microsoft 365 Excel?

Select your range and use Conditional Formatting under the Home tab. Choose "Highlight Cell Rules" > "Duplicate Values." Excel will mark duplicate entries in your dataset. This is a simple and effective way to identify and track repeated data points, especially in large spreadsheets.

How can I split full names into first and last names in Microsoft 365 Excel?

Select the column with full names and use Data > Text-to-Columns. Choose a delimiter such as spaces, then preview the separation. Excel will place first and last names into separate columns. It’s a handy tool for organizing contact lists or registration forms where you need individual name components.

Does Microsoft 365 Excel have options for automatic calculations?

Yes, Excel automatically recalculates formulas whenever data updates in the referenced cells. For example, budget totals will refresh as new expenses are added. Enable automatic calculations by checking Formulas > Calculation Options > Automatic. You can also set triggers for manual calculations if working with large, complex spreadsheets.

What’s the benefit of Conditional Formatting in Microsoft 365 Excel?

Conditional Formatting highlights cells that meet specific conditions, like values above a threshold or duplicate entries. For instance, you can use it to highlight overdue dates and tasks in red. It’s accessed under Home > Conditional Formatting, and you can customize rules to suit your needs. It helps make trends and issues visually apparent.