MS Excel — Complete Study Guide

Module 1 & Module 2 — Detailed Notes

with Keywords, Definitions & Shortcuts

MODULE 1 — INTRODUCTION TO
EXCEL

1.1 Overview of MS Excel

Keywords: Spreadsheet, Workbook, Worksheet, Microsoft Office
Suite, Data Analysis, Rows & Columns, Formulas, Charts

Definition: Microsoft Excel is a spreadsheet software developed by

Microsoft, part of the MS Office Suite, used to store, organize,
calculate, analyze, and visualize data in a tabular (row-column)
format.

Key Uses: | Use Case | Description | |—|—| | Data Entry & Storage |
Store structured data in tables | | Calculations | Perform arithmetic,
statistical, financial calculations | | Data Analysis | Sort, filter, pivot
tables, what-if analysis | | Visualization | Charts, graphs, conditional
formatting | | Reporting | Dashboards, MIS reports | | Automation |
Macros, VBA scripting |

File Extensions: - .xlsx — Standard Excel Workbook (2007 onward,

XML-based) - .xls — Legacy Excel Workbook (97-2003) - .xlsm —
Macro-enabled workbook - .xltx — Excel Template - .csv — Comma
Separated Values (data only, no formatting)

1.2 Understanding the Excel Interface

Keywords: Ribbon, Quick Access Toolbar (QAT), Formula Bar, Name
Box, Title Bar, Status Bar, Tabs, Backstage View, Worksheet Grid

Definitions of Interface Components:

Component Definition
Topmost bar showing file name
Title Bar
and application name
Customizable toolbar with
Quick Access Toolbar (QAT) frequently used commands
(Save, Undo, Redo)
Horizontal strip containing tabs
(Home, Insert, Page Layout,
Ribbon
Formulas, Data, Review, View)
grouped into commands
Categories on the ribbon — e.g.,
Tabs
Home, Insert, Formulas
Sections within a tab (e.g.,
Groups
“Font” group under Home tab)
Displays the active cell’s address
Name Box or lets you name/jump to a
cell/range
 Displays/edits the content (data
Formula Bar
or formula) of the active cell
The main area with rows and
Worksheet Grid Area
columns where data is entered
Located at bottom, allow
Sheet Tabs
navigation between worksheets
Bottom bar showing quick stats
Status Bar (Sum, Average, Count) of
selected cells, Zoom control
Accessed via File tab — contains
Backstage View Save, Open, Print, Export,
Options

Shortcuts — Interface Navigation:

Action Windows Shortcut Mac Shortcut

Open Backstage
Alt + F Cmd + , (partial)
(File) View
Access Ribbon via Alt (then letter
Ctrl + F2 (varies)
keyboard shown)
Minimize/Expand
Ctrl + F1 Cmd + Option + R
Ribbon
Zoom In/Out Ctrl + Scroll Cmd + Scroll
Show Formula Bar
Via View tab Via View tab
toggle

1.3 Navigating Worksheets & Workbooks

Keywords: Workbook, Worksheet, Sheet Tab, Active Cell, Cell
Reference, Scroll, Freeze Panes, Split View

Definitions:

Term Definition
An entire Excel file; can contain
Workbook
multiple worksheets
A single page/tab within a
Worksheet (Sheet) workbook consisting of a grid of
cells
The worksheet currently
Active Sheet
open/visible
The currently selected cell,
Active Cell
shown with a bold border
Locks specific rows/columns so
Freeze Panes they remain visible while
scrolling
Divides the window into multiple
Split View
scrollable panes

Shortcuts — Navigation:

Action Windows Shortcut Mac Shortcut

Move to next
Ctrl + Page Down Fn + Control + →
worksheet
Move to previous
Ctrl + Page Up Fn + Control + ←
worksheet
Insert new
Shift + F11 Shift + Fn + F11
worksheet
Move to cell A1 Ctrl + Home Cmd + Home
Move to last used
Ctrl + End Cmd + Fn + →
cell
Go to a specific cell Ctrl + G or F5 Cmd + G
Move one screen
Page Down / Page Up Page Down / Page Up
down/up
Switch between open
Ctrl + Tab Cmd + ~
workbooks
New workbook Ctrl + N Cmd + N
Open workbook Ctrl + O Cmd + O
Save workbook Ctrl + S Cmd + S
Close workbook Ctrl + W Cmd + W

1.4 Introduction to Cells, Rows, and

Columns
Keywords: Cell, Cell Address/Reference, Row, Column, Range, Cell
Pointer, Alphanumeric Grid

Definitions:

Term Definition
The intersection of a row and
Cell column; smallest unit for data
entry
Identifies a cell’s location, e.g.,
Cell Reference (Address)
A1 = Column A, Row 1
Horizontal line of cells, labeled
Row with numbers (1, 2, 3…) — max
1,048,576 rows
Vertical line of cells, labeled with
Column letters (A, B, C…Z, AA…) — max
16,384 columns (up to XFD)
A group of contiguous cells, e.g.,
Range
A1:B10
The rectangular outline
Cell Pointer indicating the currently active
cell

Cell Referencing Types: | Type | Format | Behavior | |—|—|—| |

Relative Reference | A1 | Changes when copied to another cell | |
Absolute Reference | $A$1 | Stays fixed when copied | | Mixed
Reference | $A1 or A$1 | Column or row fixed, other changes |

Shortcuts — Cells/Rows/Columns:

Windows
Action Mac Shortcut
Shortcut
Select entire row Shift + Space Shift + Space
Select entire column Ctrl + Space Ctrl + Space
Insert row/column Ctrl + + Cmd + +
Delete row/column Ctrl + - Cmd + -
Select entire worksheet Ctrl + A Cmd + A
Shift + Arrow Shift + Arrow
Select a range
keys keys
Toggle absolute/relative
F4 Cmd + T
reference
Hide selected row Ctrl + 9 Cmd + 9
Hide selected column Ctrl + 0 Cmd + 0

MODULE 2 — BASIC EXCEL

FUNCTIONS

2.1 Entering Data into Cells

Keywords: Data Types, Text, Number, Date/Time, Formula, Constant,
Auto-complete, Wrap Text

Definitions:

Data Type Definition Example

Alphanumeric data,
Text (Label) left-aligned by “Sales Report”
default
Numeric data, right-
Number (Value) 1500
aligned by default
Special numeric
Date/Time format representing 07/07/2026
calendar dates
Expression starting
Formula with = that performs =A1+B1
calculation
Fixed value not
Constant calculated by a 100, “Yes”
formula

Methods to enter data: Type directly into a cell, use the Formula
Bar, or copy-paste from another source.

Shortcuts — Data Entry:

Action Windows Shortcut Mac Shortcut

Confirm entry &
Enter Return
move down
Confirm entry &
Tab Tab
move right
Cancel entry Esc Esc
Edit active cell F2 Fn + F2
Insert current date Ctrl + ; Cmd + ;
Insert current time Ctrl + Shift + ; Cmd + Shift + ;
Line break within a Control + Option +
Alt + Enter
cell Return
Repeat last action Ctrl + Y Cmd + Y
Cmd + Z / Cmd + Shift
Undo / Redo Ctrl + Z / Ctrl + Y
+ Z
Fill down (copy cell
Ctrl + D Cmd + D
above)
Fill right (copy cell to
Ctrl + R Cmd + R
left)

2.2 Formatting Cells

Keywords: Font, Alignment, Border, Fill Color, Merge Cells,
Conditional Formatting, Format Painter

Definitions:

Term Definition
Changing typeface, size, style
Font Formatting
(bold/italic/underline), color
Positioning text horizontally
Alignment (left/center/right) & vertically
(top/middle/bottom) within a cell
Lines drawn around cell(s) for
Border
visual separation
Background color applied to a
Fill Color
cell
Combines multiple cells into one
Merge & Center
and centers the content
Tool to copy formatting from one
Format Painter
cell to another
Automatically formats cells
Conditional Formatting based on defined rules (e.g.,
highlight values > 100)

Shortcuts — Formatting:

Action Windows Shortcut Mac Shortcut

Open Format Cells
Ctrl + 1 Cmd + 1
dialog
Bold Ctrl + B Cmd + B
Italic Ctrl + I Cmd + I
Underline Ctrl + U Cmd + U
Add border to
Ctrl + Shift + & Cmd + Option + 0
selection
Remove all borders Ctrl + Shift + _ —
Strikethrough Ctrl + 5 Cmd + Shift + X
Ctrl + Shift + C
Copy formatting
then Ctrl + Shift + Same
(Format Painter)
V
Wrap text Via Home tab Via Home tab

2.3 Cell Formats (Number Formats)

Keywords: General, Number, Currency, Accounting, Date, Time,
Percentage, Fraction, Scientific, Text, Custom Format

Definitions:

Format Definition Example

Default format; no
General specific formatting 1000
applied
Displays value with
decimal places,
Number 1,000.00
thousand separator
options
Adds currency
₹1,000.00 /
Currency symbol, aligns
$1,000.00
decimal points
Aligns currency
 Accounting symbols and ₹ 1,000.00
decimals in a column
Displays value as
Date 07-Jul-2026
calendar date
Displays value as
Time 10:30 AM
clock time
Multiplies value by
Percentage 25%
100 and adds % sign
Displays decimal as a
Fraction 1/2
fraction
Displays number in
Scientific 1.00E+06
exponential notation
Treats numbers as
Text text (left-aligned, no “007”
calculation)
User-defined format
Custom 0.00”kg”
codes

Shortcuts — Number Formats:

Action Windows Shortcut

General format Ctrl + Shift + ~
Currency format Ctrl + Shift + $
Percentage format Ctrl + Shift + %
Number format (2 decimals) Ctrl + Shift + !
Date format Ctrl + Shift + #
Time format Ctrl + Shift + @
Scientific format Ctrl + Shift + ^

2.4 Basic Arithmetic Operations

Keywords: Operator, Formula, Order of Operations
(BODMAS/PEMDAS), Cell Reference in Formulas

Definitions & Operators:

Operator Operation Example Result

+ Addition =A1+B1 Sum
- Subtraction =A1-B1 Difference
* Multiplication =A1*B1 Product
/ Division =A1/B1 Quotient
^ Exponentiation =A1^2 Power
% Percentage =50% 0.5
= Formula starter Required for all formulas —

Order of Operations (Precedence): Parentheses () → Exponents ^

→ Multiplication/Division * / → Addition/Subtraction + - (left to right)

Example: =(A1+B1)*C1 calculates the sum first, then multiplies.

Shortcuts — Formulas:

Action Windows Shortcut Mac Shortcut

Start a formula = =
Toggle formula view
(show formulas Ctrl + ~ Cmd + ~
instead of results)
Calculate all F9 Fn + F9
worksheets now
Insert Function
Shift + F3 Shift + Fn + F3
dialog
Sum selected range
Alt + = Cmd + Shift + T
(see AutoSum below)

2.5 Using AutoFill and AutoSum Functions

Keywords: AutoFill, Fill Handle, Series, AutoSum, SUM Function,
Flash Fill

Definitions:

Term Definition
Small square at the bottom-right
Fill Handle corner of a selected cell, used to
drag and extend data
Feature that automatically
extends a series (numbers,
AutoFill dates, days, months) or copies a
formula by dragging the fill
handle
Auto-generates a sequential
Series Fill pattern, e.g., 1,2,3… or Jan, Feb,
Mar…
A built-in Excel button/feature
that automatically inserts the
AutoSum
SUM() function for a selected
range
Automatically fills data based on
a recognized pattern from
Flash Fill
adjacent columns (e.g.,
splitting/combining names)

How AutoSum Works: Select a cell below/beside a range of numbers

→ Click AutoSum (Σ) on Home tab (or shortcut) → Excel auto-detects
the range → Press Enter to confirm. Also supports Average, Count,
Max, Min via the dropdown next to AutoSum.

Shortcuts — AutoFill / AutoSum:

Mac
Action Windows Shortcut
Shortcut
Cmd +
AutoSum Alt + =
Shift + T
Fill Down (extend from
Ctrl + D Cmd + D
cell above)
Fill Right (extend from
Ctrl + R Cmd + R
cell to left)
Flash Fill Ctrl + E Cmd + E
Mouse drag on bottom-right
Drag Fill Handle Same
corner of cell

2.6 Import / Export — CSV, PDF, HTML

Keywords: Import, Export, CSV, PDF, HTML, Save As, Data Source,
Delimiter

Definitions:
 Format Definition Notes
Plain text file where
each value is
Used for data
CSV (Comma separated by a
exchange between
Separated Values) comma; stores data
systems/databases
only (no
formatting/formulas)
Fixed-layout
document format,
Used for
PDF (Portable preserves visual
sharing/printing
Document Format) appearance; not
reports
editable as
spreadsheet
Web page format;
HTML (HyperText Excel data can be Used for publishing
Markup Language) exported as a web data online
table

How to Import Data: 1. Go to Data tab → Get Data / From Text-

CSV (or Get External Data in older versions) 2. Browse and select
the file (.csv, .txt, .html, .json, etc.) 3. Preview and choose delimiter
(comma, tab, semicolon) if CSV 4. Click Load or Load To to bring
data into the worksheet

How to Export Data: 1. Go to File → Save As (or Export) 2. Choose

file type: CSV (Comma delimited) (*.csv), PDF (*.pdf), or Web Page
(*.htm; *.html) 3. Set file name and location → Click Save 4. For PDF:
can also use File → Export → Create PDF/XPS Document to control
print area, page range, and quality

Shortcuts — Import/Export:

Action Windows Shortcut Mac Shortcut

Save As (choose
format: F12 Cmd + Shift + S
CSV/PDF/HTML)
Save (keep current
Ctrl + S Cmd + S
format)
Print (preview before
Ctrl + P Cmd + P
PDF export)
Via Data tab (no
Open Get Data dialog Via Data tab
default shortcut)

Quick-Reference Shortcut Cheat Sheet

(Most Used)
Action Windows Mac
New / Open / Save / Ctrl+N / Ctrl+O / Cmd+N / Cmd+O / Cmd+S /
Print Ctrl+S / Ctrl+P Cmd+P
Ctrl+C / Ctrl+X /
Copy / Cut / Paste Cmd+C / Cmd+X / Cmd+V
Ctrl+V
Undo / Redo Ctrl+Z / Ctrl+Y Cmd+Z / Cmd+Shift+Z
Bold / Italic / Ctrl+B / Ctrl+I /
Cmd+B / Cmd+I / Cmd+U
Underline Ctrl+U
AutoSum Alt+= Cmd+Shift+T
Format Cells dialog Ctrl+1 Cmd+1
Insert row/column Ctrl++ Cmd++
Delete row/column Ctrl+- Cmd+-
Go to cell A1 Ctrl+Home Cmd+Home
 Select all Ctrl+A Cmd+A
Toggle absolute
F4 Cmd+T
reference
Edit cell F2 Fn+F2
Save As F12 Cmd+Shift+S
New worksheet Shift+F11 Shift+Fn+F11

Tip: These fundamentals (cell referencing, formatting, AutoSum,

import/export) directly feed into later Data Analyst skills — especially
since CSV import/export is exactly how you’ll move data between
Excel and tools like Python/Pandas or Power BI.