How to use Excel ® - A worksheet overview and how to select, columns, rows and cells

Welcome to the first part in our Microsoft Excel Tutorial: How to use Excel.

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The Worksheet layout in Microsoft Excel ®

The first topic we will cover in our how to use Microsoft Excel tutorial is the worksheet layout, which is vital to understanding how to use Excel.

In fig 1.1 on the left we have labeled the important parts of the worksheet (spreadsheet).

As you can see the Microsoft Excel worksheet is split into columns and rows, the columns are labeled A, B, C, etc and the rows are labeled 1, 2, 3, etc.

Each location in the worksheet is referred to as a cell, each cell is referenced by its column and row. In our diagram we have pointed out cell D14, it is in column D and at row 14.

When you use Excel it is important that you understand how to correctly reference the columns, rows and cells.

To select a cell in Excel, you simply click on it with the left mouse button. Once selected you can enter text, numbers, formulas (covered later), etc.

To select an entire column at once, you click on the name of the column at the top of the worksheet. For example, to select column B, you would click where we have labeled CS in fig 1.1.

To select an entire row, you would click on the row number. For instance, if you wanted to select row 17, you would click where we have labeled RS in fig 1.1

How to select more than one column, row, or cell in Excel

There will be times when you are using Excel that you want to select more than one column, row, or cell.

To select more than one neighbouring column, start with the same process as selecting a single column, except keep the mouse button held down and drag the mouse pointer over the names of the other columns that you wish to select.

The above will work if the columns you want to select are neighbouring each other. If the columns you want to select are not next to each other, then click on the first column you want, then hold the CTRL key down and click on the next column you want. Repeat the process (hold CTRL and select the next column) until you have selected all of the required columns.

The procedure for selecting more than one row is identical to selecting more than one column, except you drag the mouse over the row numbers. You can also use the CTRL key procedure (as above for columns) to select a group of individual rows, by holding down the CTRL key and clicking on the row numbers.

To select more than one cell in Microsoft Excel, click on one of the cells, hold your mouse button down and drag the mouse pointer over the neighbouring cells. If you want to select cells that are not neighbouring each other, then hold the CTRL key and click the individual cells.

Continue to Changing cell formats in Excel