What are records in excel

In database terminology, a record holds all the information or data about one specific object in the database. In Excel, each cell in a worksheet contains one item of information or value.

How do I find records in Excel?

How to use search criteria to find table records

1. Click the Form button in the Quick Access toolbar to open the data form.
2. Click the Criteria button in the data form.
3. Enter criteria in one or more fields of the data form.
4. Click the Find Next button or the Find Prev button.

How many records are there in Excel?

1,048,576 rows
Worksheet and workbook specifications and limits

What is a record in Excel quizlet?

they are normally organized in worksheet rows with each cell in the row containing one item of information or value. FIELD. each individual item of information, or cell, in a database record. FIELD NAMES. headings added to each column of a table to ensure that data is entered in the same order for each record.

What is record in MS?

Access Records
A record is simply one entry in a table. You enter data into a table from left-to-right and you can only enter one record per row.

What is a cell in Excel?

Cells are the boxes you see in the grid of an Excel worksheet, like this one. Each cell is identified on a worksheet by its reference, the column letter and row number that intersect at the cell’s location. This cell is in column D and row 5, so it is cell D5. The column always comes first in a cell reference.

What is Pivot in Excel?

A pivot table in Excel is an extraction or resumé of your original table with source data. A pivot table can provide quick answers to questions about your table that can otherwise only be answered by complicated formulas.

What is the difference between worksheet and workbook?

Workbook is an excel file containing many worksheets. A worksheet has a single spreadsheet containing data.

Why Excel has 16384 columns?

Excel 2007 and above supports 2^14 columns, i.e. 16384 columns. They are labeled with the 26 letters of the alphabet, so the labeling is a 26 base system, not a 10 base system like our numbers.

What is the difference between Vlookup and Hlookup?

The only basic difference between VLOOKUP and HLOOKUP is that VLOOKUP works when the table is vertically set up, and HLOOKUP works when the setup of the table is horizontal.By using HLOOKUP, we will get exactly the same result, but the table is arranged differently.

What is the difference between a field and a record quizlet?

A structured range of data has related records and fields organized in rows and columns. Explain the difference between a field and a record. Each column represents a field, which is a single piece of data. Each row represents a record, which is a group of related fields.

What is a field what is a record quizlet?

What is a field and a record? In computer science, data that has several parts, known as a record, can be divided into fields. Relational databases arrange data as sets of database records, also called rows. Each record consists of several fields; the fields of all records form the columns.

What is filtering in Excel?

Filtering data in MS Excel refers to displaying only the rows that meet certain conditions. (The other rows gets hidden.) Using the store data, if you are interested in seeing data where Shoe Size is 36, then you can set filter to do this.Choose Data Tab » Filter to set filter.

Which is a record?

A record is any document (paper or electronic) created or received by offices or employees that allows them to conduct business. This definition includes, but is not limited to: correspondence. forms.

What are records in a table?

A table has records (rows) and fields (columns). Fields have different types of data, such as text, numbers, dates, and hyperlinks. A record: Contains specific data, like information about a particular employee or a product.A field value: Each record has a field value.

What is record and field in database?

Fields and records are two basic components of a database, which is an organized collection of information, or data. The term “fields” refers to columns, or vertical categories of data; the term “records” refers to rows, or horizontal groupings of unique field data.

What is row and?

A row is a series of data placed out horizontally in a table or spreadsheet. It is a horizontal arrangement of the objects, words, numbers, and data. In Row, data objects are arranged face-to-face with lying next to each other on the straight line.

What is cell 1 Excel?

In Microsoft Excel, a cell is a rectangular box that occurs at the intersection of a vertical column and a horizontal row in a worksheet.In the example above, we are positioned on cell A1 which is the intersection of column A and row 1. A cell can only store 1 piece of data at a time.

What are the 3 types of cell references in Excel?

Relative, Absolute and Mixed
A key element of a formula is the cell reference, and there are three types: Relative. Absolute. Mixed.

What is macro in Excel?

If you have tasks in Microsoft Excel that you do repeatedly, you can record a macro to automate those tasks. A macro is an action or a set of actions that you can run as many times as you want. When you create a macro, you are recording your mouse clicks and keystrokes.

How does a VLOOKUP work?

The VLOOKUP function performs a vertical lookup by searching for a value in the first column of a table and returning the value in the same row in the index_number position. The VLOOKUP function is a built-in function in Excel that is categorized as a Lookup/Reference Function.

Excel does not have the data management capabilities of relational database programs such as SQL Server and Microsoft Access. What it can do, however, is serve as a simple database that fills data management requirements.

In Excel, data is organized using the rows and columns in a worksheet. The table feature makes it easy to enter, edit, and manipulate data.

Database Terms: Records, and Fields

A database is a collection of related information stored in one or more computer files. Often the data is organized into tables in such a way that it can easily be updated, sorted, corrected, and filtered.

A simple database, such as Excel, holds all information about one subject in a single table. Relational databases, on the other hand, consist of many tables with each one containing information about different, but related topics.

Records

In database terminology, a record holds all the information or data about one specific object in the database. In Excel, each cell in a worksheet contains one item of information or value.

Fields

Each item of information in a database record, such as a telephone number or street number, is referred to as a field. In Excel, the individual cells of a worksheet serve as fields, since each cell can contain a single piece of information about an object.

Field Names

It is vital to organize a database so that you can sort or filter the data to find specific information. Adding column headings, known as field names, makes it easier to enter data in the same order for each record.

Sample Database

In the image above, each student has a separate row in the table which contains all available information about them.

Each cell in a row is a field containing one piece of information. The field names in the header row help ensure that the data stays organized by keeping all the data on a specific topic, such as name or age, in the same column for all students.

Excel’s Data Management Tools

Additionally, Microsoft has several data tools to make it easier to work with vast amounts of data stored in Excel tables and to help keep it in good condition.

Using a Form for Records

One of those tools is the data form. You can use it to find, edit, enter, or delete records, in tables containing up to 32 fields or columns.

The default form includes a list of field names in the order they are arranged in the table, to ensure that users enter records correctly. Next to each field name is a text box for entering or editing the individual fields of data.

While it is possible to create custom forms, creating and using the default form is often all that is needed.

Remove Duplicate Data Records

A common problem with all databases is data errors. In addition to simple spelling mistakes or missing fields of data, duplicate data records can be a concern as a data table grows in size.

Another of Excel’s data tools can be used to remove these duplicate records — either exact or partial duplicates.

Sorting Data in Excel

Sorting means to reorganize data according to a specific property, such as sorting a table alphabetically by last names or chronologically from oldest to youngest.

Excel’s sort options include sorting by one or more fields, custom sorting, such as by date or time, and sorting by rows which makes it possible to reorder the fields in a table.

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Even if you’re a complete newbie to the world of Excel VBA, you can easily record a macro and automate some of your work.

In this detailed guide, I will cover all that you need to know to get started with recording and using macros in Excel.

If you’re interested in learning VBA the easy way, check out my Online Excel VBA Training.

What is a Macro?

If you’re a newbie to VBA, let me first tell you what a macro is – after all, I will keep using this term in the entire tutorial.

A macro is a code written in VBA (Visual Basic for Applications) that allows you to run a chunk of code whenever it is executed.

Often, you will find people (including myself) refer to a VBA code as a macro – whether it’s generated by using a macro recorder or has been written manually.

When you record a macro, Excel closely watches the steps you’re taking and notes it down in a language that it understands – which is VBA.

And since Excel is a really good note taker, it creates a very detailed code (as we will see later in this tutorial).

Now, when you stop the recording, save the macro, and run it, Excel simply goes back to the VBA code it generated and follows the exact same steps.

This means that even if you know nothing about VBA, you can automate some tasks just by letting Excel record your steps once and then reuse these later.

Now let’s dive in and see how to record a macro in Excel.

Getting the Developer Tab in the Ribbon

The first step to record a macro is to get the Developer tab in the ribbon.

If you can already see the developer tab in the ribbon, go to the next section, else follow the below steps:

The above steps would make the Developer tab available in the ribbon area.

Recording a Macro in Excel

Now that we have everything in place, let’s learn how to record a macro in Excel.

Let’s record a very simple macro – one that selects a cell and enters the text ‘Excel’ in it. I am using the text ‘Excel’ while recording this macro, but feel free to enter your name or any other text that you like.

Here are the steps to record this macro:

1. Click the Developer tab.
2. In the Code group, click on the Macro button. This will open the ‘Record Macro’ dialog box.
3. In the Record Macro dialog box, enter a name for your macro. I am using the name EnterText. There are some naming conditions that you need to follow when naming a macro. For example, you can not use spaces in between. I usually prefer to keep my macro names as a single word, with different parts with a capitalized first alphabet. You can also use underscore to separate two words – such as Enter_Text.
4. (Optional Step) You can assign a keyboard shortcut if you want. In this case, we will use the shortcut Control + Shift + N. Remember that the shortcut you assign here would override any existing shorcuts in your workbook. For example, if you assign the shortcut Control + S, you will not be able to use this for saving the workbook (instead, everytime you use it, it will execute the macro).
5. In the ‘Store macro in’ option, make sure ‘This Workbook’ is selected. This step ensures that the macro is a part of the workbook. It will be there when you save it and reopen again, or even if you share it with someone.
6. (Optional Step) Enter a description. I usually don’t do this, but if you’re extremely organized, you may want to add what the macro is about.
7. Click OK. As soon as you click OK, it starts to record your actions in Excel. You can see the ‘Stop recording’ button in the Developer tab, which indicates that the macro recording is in progress.
8. Select cell A2.
9. Enter the text Excel (or you can use your name).
10. Hit the Enter key. This will select cell A3.
11. Click on the Stop Recording button the Developer tab.

Congratulations!

You have just recorded your first macro in Excel. You’re no longer a macro virgin.

While the macro doesn’t do anything useful, it’ll serve its purpose in explaining how a macro recorder works in Excel.

Now let’s go ahead and test this macro.

Follow the steps below to test the macro:

1. Delete the text in cell A2. This is to test if the macro inserts the text in cell A2 or not.
2. Select any cell – other than A2. This is to test whether the macro selects cell A2 or not.
3. Click the Developer tab.
4. In the Code group, click the Macros button.
5. In the Macro dialog box, click on the macro Name – EnterText.
6. Click the Run button.

You will notice that as soon as you click the Run button, the text ‘Excel’ gets inserted into cell A2 and cell A3 gets selected.

Now, this may all happen in a split second, but in reality, the macro  – just like an obedient elf – followed the exact steps you showed it while recording the macro.

So the macro first selects the cell A2, then enters the text Excel in it, and then selects the cell A3.

Note: You can also run the macro using the keyboard shortcut Control + Shift + N (hold the Control and the Shift keys and then press the N key). This is the same keyboard shortcut that we assigned to the macro when recording it.

What Recording a Macro does in the Backend

Now let’s go to the Excel backend – the VB Editor – and see what recording a macro really does.

Here are the steps to open the VB Editor in Excel:

1. Click the Developer tab.
2. In the Code group, click the Visual Basic button.

Or you can use the keyboard shortcut – ALT + F11 (hold the ALT key and press F11), instead of the above two steps. This shortcut also opens the same VB Editor.

Now if you’re seeing the VB Editor for the first time, don’t be overwhelmed.

Let me quickly make you familiar with the VB Editor anatomy.

• Menu Bar: This is where you have all the options of VB Editor. Consider this as the ribbon of VBA. It contains commands that you can use while working with the VB Editor.
• Toolbar – This is like the Quick Access Toolbar of the VB editor. It comes with some useful options, and you can add more options to it. Its benefit is that an option in the toolbar is just a click away.
• Project Explorer Window – This is where Excel lists all the workbooks and all the objects in each workbook. For example, if we have a workbook with 3 worksheets, it would show up in the Project Explorer. There are some additional objects here such as modules, user forms, and class modules.
• Code Window – This is where the VBA code is recorded or written. There is a code window for each object listed in the Project explorer – such as worksheets, workbooks, modules, etc. We will see later in this tutorial that the recorded macro goes into the code window of a module.
• Properties Window – You can see the properties of each object in this window. I often use this window to name objects or change the hidden properties. You may not see this window when you open the VB editor. To show this, click the view tab and select Properties Window.
• Immediate Window – I often use the immediate window while writing code. It’s useful when you want to test some statements or while debugging. It may not be visible by default and you can make it appear by clicking the View tab and selecting the Immediate Window option.

When we recorded the macro – EnterText, the following things happened in the VB Editor:

• A new module was inserted.
• A macro was recorded with the name that we specified – EnterText
• The code was written in the code window of the module.

So if you double-click on the module (Module 1 in this case), a code window as shown below would appear.

Here is the code that the macro recorder and given us:

Sub EnterText()
'
' EnterText Macro
'
' Keyboard Shortcut: Ctrl+Shift+N
'
Range("A2").Select
ActiveCell.FormulaR1C1 = "Excel"
Range("A3").Select
End Sub

In VBA, any line that follows the ‘ (apostrophe sign) is not executed. It’s a comment that’s placed for information purpose only. If you remove the first five lines of this code, the macro will still work as expected.

Now let me quickly cover what each line of code does:

The code starts with Sub followed by the name of the macro and empty parenthesis. Sub is short for Subroutine. Every subroutine (also called Procedure) in VBA starts with Sub and ends with End Sub.

• Range(“A2”).Select – This line selects the cell A2.
• ActiveCell.FormulaR1C1 = “Excel” – this line enters the text Excel in the active cell. Since we selected A2 as the first step, it becomes our active cell.
• Range(“A3”).Select – This selects cell A3. This happens as we hit the Enter key after entering the text, result of which was to select cell A3.

I hope by now you have some basic understanding of how to record a macro in Excel.

Keep in mind that the code written by a macro recorder is by no means an efficient code.

Macro recorder sometimes adds a lot of fluff to the code which is not necessary at times. But this does not mean that it’s not useful. For someone learning VBA, a macro recorder can be a great way to analyze how things work in VBA.

Absolute Vs Relative Macro Recording

You already know about absolute and relative references in Excel.. right?

If you don’t – read this tutorial on references first.

Read it? Let’s move on.

Now let me tell you how to record a macro in relative references mode:

1. Select cell A1.
2. Click the Developer tab.
3. In the Code group, click on the ‘Use Relative References’ button. It will turn green, indicating that it’s turned on.
4. Click the Record Macro button.
5. In the Record Macro dialog box, enter a name for your macro. I am using the name EnterTextRelRef.
6. In the Store macro in option, make sure ‘This Workbook’ is selected.
7. Click OK.
8. Select cell A2.
9. Enter the text Excel (or you can enter your name).
10. Hit the Enter key. This will take the cursor to the cell A3.
11. Click on the Stop Recording button the Developer tab.

This would record the macro in the relative reference mode.

Now do this.

1. Select any cell (other than A1).
2. Click the Developer tab.
3. In the Code group, click the Macros button.
4. In the Macro dialog box, click on the macro Name – EnterTextRelRef.
5. Click the Run button.

What happens? Did the cursor go back to cell A3.

It wouldn’t – because you have recorded the macro in the relative reference mode. So the cursor would move relative to the active cell. For example, if you do this when cell K3 is selected, it will enter the text Excel is cell K4 and end up selecting cell K5.

Here is the code that gets recorded in the backend (VB Editor module code window):

Sub EnterTextRelRef()
'
' EnterTextRelRef Macro
'

'
ActiveCell.Offset(1, 0).Range("A1").Select
ActiveCell.FormulaR1C1 = "Excel"
ActiveCell.Offset(1, 0).Range("A1").Select
End Sub

Note that this entire code doesn’t refer to the cells K3 or K4 anywhere. Instead, it uses the Activecell to refer to the selected cell and Offset to move relative to the active cell.

Don’t worry about Range(“A1”) part that the code has. It is one of those unnecessary codes that the macro recorder adds that serves no purpose and can be removed. The code would work just fine without it.

‘Use Relative Reference’ button in the Developer tab is a toggle button. You can turn it off (and switch back to absolute reference) by clicking it.

What a Macro Recorder Cannot Do

Macro recorder is great at following you in Excel and recording your exact steps, but it may fail you when you need it to do more.

• You can’t execute a code without selecting the object. If you want the macro recorder to go to the next worksheet and highlight all the filled cells in column A, without leaving the current worksheet, then it won’t be able to do this. It’s because if I ask you to do this, even you won’t be able to do that (without leaving the current sheet). And if you can’t do it yourself, how will the macro recorder capture your actions. In such cases, you need to manually go and create/edit the code.
• You can’t create a custom function with a macro recorder. With VBA, you can create custom functions that you can use in the worksheet as regular functions. You can create this by writing the code manually.
• You can’t run codes based on Events: In VBA you can use many events – such as opening a workbook, adding a worksheet, double-clicking on a cell, etc, to run a code associated with that event. You can use a macro recorder to do this.
• You can’t create loops with a macro recorder. When you manually enter the code, you can leverage the power of loops in VBA (such as For Next, For Each Next, Do While, Do until). But you can’t do this when you record a macro.
• You can’t analyze conditions: You can check for conditions within the code using macro recorder. If you write a VBA code manually, you can use the IF Then Else statements to analyze a condition and run a code if true (or another code if false).
• You can’t pass arguments in a macro procedure: When you record a macro, it will never have any arguments. A subroutine can take input arguments that can be used within the macro to perform a task. While recording a macro, this can not be done as the recorded macros are independent and are not connected to any other existing macros.

Macro-Enabled File Extensions

When you record a macro, or you manually write VBA code in Excel, you need to save the file with a macro-enabled file extension (.xlsm).

Before Excel 2007, there was one single file format that used to suffice – .xls.

But from 2007 onwards, .xlsx was introduced as the standard file extension. The files that are saved as .xlsx cannot hold a macro in it. So if you have a file with .xlsx extension and you record/write a macro and save it, it will warn you to save it in macro-enabled format, and show you a dialog (as shown below):

If you select No, Excel allows you to save it in a macro-enabled format. But if you click Yes, Excel will automatically remove all the code from your workbook and save it as a .xlsx workbook.

So if you have a macro in your workbook, you need to save it in the .xlsm format to keep that macro.

Different Ways to Run a Macro in Excel

So far, we have seen only one way to run a macro in Excel – which is using the Macro dialog box.

But there are a number of ways you can run macros.

1. Run a Macro from the Ribbon (Developer Tab)
2. Using a keyboard shortcut (which you have to assign)
3. Assign the Macro to a Shape
4. Assign the Macro to a Button
5. Run a Macro from the VB Editor

Conclusion – Record a Macro when Stuck

I already mentioned that a macro recorder is a useful tool for anybody working with VBA in Excel.

As you use the macro recorder a few times, you will notice that it spits out a lot of unnecessary code. However, it’s still useful and gives you some ideas on where to start. For example, if I ask you to filter a column of cells using VBA, and you have no idea what the syntax is, you can quickly record a macro and check out the code.

A macro recorder is an indispensable tool and even after years of VBA coding experience under my belt, I often resort to the macro recorder for help.

You May Also like the Following Excel Tutorials:

• How to Sort Data in Excel using VBA (A Step-by-Step Guide)
• How to Create and Use an Excel Add-in
• Excel Personal Macro Workbook | Save & Use Macros in All Workbooks
• How to Use Excel VBA InStr Function (with practical EXAMPLES)
• Working with Cells and Ranges in Excel VBA
• Working with Worksheets in Excel VBA
• Working with Workbooks in Excel VBA
• Creating a User Defined Function in Excel using VBA
• Excel VBA Events – The Easy Guide.
• How to Enable Macros in Excel?

In Microsoft Excel, a record is a row or range that has been grouped together so that we can do actions to the entire group instead of individual cells. Records are usually separated from each other by a line that runs along the top and left sides of your worksheet. Often records are used for gathering and sorting data or for labeling purposes.

A record is a set of data that has been grouped together. In Excel, you can create a record by grouping data in a specific way. You can then use the records to analyze your data in different ways.

For example, if you have a list of names and addresses, you could group them into records by state. This allows you to analyze the results for each state separately, rather than having to look at everything together.

Excel records are similar to what database programs call “tables.” A table is simply a collection of related data items stored in rows and columns.

Components of a Record in Excel

When you’re working with records in Excel, it’s important to understand how each component works together. To help, here are the components of a record:

Row: The row is your data point for each record. It may contain different fields or values. The data can be numbers or text; it doesn’t matter as long as there’s enough space for it.

Column: The column is the way you organize your data into rows and columns, which helps make it easier to read and understand.

Cell: Each cell contains a single piece of information — one value or one piece of text — that belongs in its row and column location. Cells are also known as “boxes” when they hold text instead of numbers.

Column header: A column header is the label at the top of each column and tells you what information is contained within that column. You can also change this label to whatever makes sense for your needs (for example, if you want an easy way to organize your data).

How to Create a Record in Excel

To create a record in Excel, you can follow these steps:

1. Open a new or existing Excel workbook.
2. Click on the cell where you want to enter the first piece of information for your record. For example, if you are creating a record for a customer, you might start by entering their name in the first cell.
3. Enter the remaining pieces of information for your record in the cells to the right of the first cell. For example, you might enter the customer’s address, phone number, email address, and any other relevant information in the cells to the right of the name.
4. Once you have entered all of the information for your record, you can move on to the next record by selecting a new row and repeating the process.

Methods for Sorting and Filtering Records

Sorting and filtering are two ways to limit the records of a datasheet. Sorting is an ascending or descending order of a column, and filtering is to narrow down the records by specific criteria.

Ascending Order

In an ascending order, the first record will be placed at the top of the datasheet and then it will be followed by other records in the same order. This is done by clicking the column name and selecting Ascending from the Sort By drop-down menu. The Ascending option is shown in yellow color, while all other options are grayed out.

Descending Order

In this method, we can arrange our data in descending order by clicking on any column name and selecting Descending from the Sort By drop-down menu. The Descending option is shown in yellow color, while all other options are grayed out.

Random Order

Random order is the last option in the Sort By drop-down menu. This option allows us to arrange our data randomly by clicking on any column name and selecting Random from the Sort By drop-down menu. The Random option is shown in yellow color, while all other options are grayed out.

Tips for Managing and Organizing Records in Excel

When you have a lot of data, it can be hard to keep track of everything. You may have important documents that need to be stored securely, but you don’t want to risk losing them in the shuffle.

Here are some tips for managing and organizing your records in Excel:

Use a spreadsheet program like Excel to store all of your records in one place. This will make it easier to find specific information when you need it.

Label each tab with the category of information stored on that tab so it’s easy to find what you’re looking for. For example, label one tab “Tax Information,” another “Medical Information” and another “Financial Information.”

Use form fields within the spreadsheet program to store different types of information about each record. For example, create a field called “Name” and then fill in the name of each record in that field. Each time you add new records, use this field as a way to organize them into categories or groups by name.

Common Errors and Troubleshooting Tips when Working with Records in Excel

Here are some common errors and troubleshooting tips when working with records in Excel:

-You can’t select a cell or range of cells that includes a filtered record. If you try to do so, the cell is automatically un-filtered. To see the data in the cell or range, click anywhere in the worksheet outside of the filtered area.

-If your filter is based on an expression that includes a reference to another worksheet, you must provide this information in the correct order. For example, if you have a formula like =SUM(Sheet2!B4:B6) , the sheet reference must be followed by an exclamation mark (!) followed by the name of the worksheet (Sheet2), then followed by any other relative references such as B4:B6 .

-If you’re using a custom sort order for a column of data and then later change it back to “Automatic”, it will not revert back to its original sort order if you select all cells in that column and then choose Data>Sort from the menu bar. Instead, select all cells in that column again, right-click them and choose Sort from there instead.

A spreadsheet is a computer application that is designed to add, display, analyze, organize, and manipulate data arranged in rows and columns. It is the most popular application for accounting, analytics, data presentation, etc. Or in other words, spreadsheets are scalable grid-based files that are used to organize data and perform calculations. People all across the world use spreadsheets to create tables for personal and business usage. You can also use the tool’s features and formulas to help you make sense of your data. You could, for example, track data in a spreadsheet and see sums, differences, multiplication, division, and fill dates automatically, among other things. Microsoft Excel, Google sheets, Apache open office, LibreOffice, etc are some spreadsheet software. Among all these software, Microsoft Excel is the most commonly used spreadsheet tool and it is available for Windows, macOS, Android, etc. 

A collection of spreadsheets is known as a workbook. Every Excel file is called a workbook. Every time when you start a new project in Excel, you’ll need to create a new workbook. There are several methods for getting started with an Excel workbook. To create a new worksheet or access an existing one, you can either start from scratch or utilize a pre-designed template.

A single Excel worksheet is a tabular spreadsheet that consists of a matrix of rectangular cells grouped in rows and columns. It has a total of 1,048,576 rows and 16,384 columns, resulting in 17,179,869,184 cells on a single page of a Microsoft Excel spreadsheet where you may write, modify, and manage your data.

In the same way as a file or a book is made up of one or more worksheets that contain various types of related data, an Excel workbook is made up of one or more worksheets. You can also create and save an endless number of worksheets. The major purpose is to collect all relevant data in one place, but in many categories (worksheet).

Feature of spreadsheet

As we know that there are so many spreadsheet applications available in the market. So these applications provide the following basic features:

1. Rows and columns: Rows and columns are two distinct features in a spreadsheet that come together to make a cell, a range, or a table. In general, columns are the vertical portion of an excel worksheet, and there can be 256 of them in a worksheet, whereas rows are the horizontal portion, and there can be 1048576 of them.

The color light green is used to highlight Row 3 while the color green is used to highlight Column B. Each column has 1048576 rows and each row has 256 columns.

2. Formulas: In spreadsheets, formulas process data automatically. It takes data from the specified area of the spreadsheet as input then processes that data, and then displays the output into the new area of the spreadsheet according to where the formula is written. In Excel, we can use formulas simply by typing “=Formula Name(Arguments)” to use predefined Excel formulas. When you write the first few characters of any formula, Excel displays a drop-down menu of formulas that match that character sequence. Some of the commonly used formulas are:

• =SUM(Arg1: Arg2): It is used to find the sum of all the numeric data specified in the given range of numbers.
• =COUNT(Arg1: Arg2):  It is used to count all the number of cells(it will count only number) specified in the given range of numbers.
• =MAX(Arg1: Arg2): It is used to find the maximum number from the given range of numbers.
• =MIN(Arg1: Arg2): It is used to find the minimum number from the given range of numbers.
• =TODAY(): It is used to find today’s date.
• =SQRT(Arg1): It is used to find the square root of the specified cell.

For example, you can use the formula to find the average of the integers in column C from row 2 to row 7:

= AVERAGE(D2:D7)

The range of values on which you want to average is defined by D2:D6. The formula is located near the name field on the formula tab.

We wrote =AVERAGE(D2:D6) in cell D9, therefore the average becomes (2 + 3 + 4 + 5 + 6 + 7)/6 = 27/6 = 4.5. So you can quickly create a workbook, work on it, browse through it, and save it in this manner.

3. Function: In spreadsheets, the function uses a specified formula on the input and generates output. Or in other words, functions are created to perform complicated math problems in spreadsheets without using actual formulas. For example, you want to find the total of the numeric data present in the column then use the SUM function instead of adding all the values present in the column. 

4. Text Manipulation: The spreadsheet provides various types of commands to manipulate the data present in it. 

5. Pivot Tables: It is the most commonly used feature of the spreadsheet. Using this table users can organize, group, total, or sort data using the toolbar. Or in other words, pivot tables are used to summarize lots of data. It converts tons of data into a few rows and columns.

Use of Spreadsheets

The use of Spreadsheets is endless. It is generally used with anything that contains numbers. Some of the common use of spreadsheets are:

• Finance: Spreadsheets are used for financial data like it is used for checking account information, taxes, transaction, billing, budgets, etc.
• Forms: Spreadsheet is used to create form templates to manage performance review, timesheets, surveys, etc.
• School and colleges: Spreadsheets are most commonly used in schools and colleges to manage student’s data like their attendance, grades, etc.
• Lists: Spreadsheets are also used to create lists like grocery lists, to-do lists, contact detail, etc.
• Hotels: Spreadsheets are also used in hotels to manage the data of their customers like their personal information, room numbers, check-in date, check-out date, etc.

Components of Spreadsheets

The basic components of spreadsheets are:

1. TitleBar: The title bar displays the name of the spreadsheet and application. 

2. Toolbar: It displays all the options or commands available in Excel for use.  

3. NameBox: It displays the address of the current or active cell.

4. Formula Bar: It is used to display the data entered by us in the active cell. Also, this bar is used to apply formulas to the data of the spreadsheet. 

5. Column Headings: Every excel spreadsheet contains 256 columns and each column present in the spreadsheet is named by letters or a combination of letters. 

6. Row Headings: Every excel spreadsheet contains 65,536 rows and each row present in the spreadsheet is named by a number.

7. Cell: In a spreadsheet, everything like a numeric value, functions, expressions, etc., is recorded in the cell. Or we can say that an intersection of rows and columns is known as a cell. Every cell has its own name or address according to its column and rows and when the cursor is present on the first cell then that cell is known as an active cell.

8. Cell referring: A cell reference, also known as a cell address, is a way for describing a cell on a worksheet that combines a column letter and a row number. We can refer to any cell on the worksheet using cell references (in excel formulae). As shown in the above image the cell in column A and row 1 is referred to as A1. Such notations can be used in any formula or to duplicate the value of one cell to another (by using = A1).

9. Navigation buttons: A spreadsheet contains first, previous, next, and last navigation buttons. These buttons are used to move from one worksheet to another workbook. 

10. Sheet tabs: As we know that a workbook is a collection of worksheets. So this tab contains all the worksheets present in the workbook, by default it contains three worksheets but you can add more according to your requirement.

Create a new Spreadsheet or Workbook

To create a new spreadsheet follow the following steps:

Step 1: Click on the top-left, Microsoft office button and a drop-down menu appear.

Step 2: Now select New from the menu.

Step 3: After selecting the New option a New Workbook dialogue box will appear and then in Create tab, click on the blank Document.

A new blank worksheet is created and is shown on your screen. 

Note: When you open MS Excel on your computer, it creates a new Workbook for you.

Saving The Workbook 

In Excel we can save a workbook using the following steps:

Step 1: Click on the top-left, Microsoft office button and we get a drop-down menu:

Step 2: Now Save or Save As are the options to save the workbook, so choose one.

• Save As: To name the spreadsheet and then save it to a specific location. Select Save As if you wish to save the file for the first time, or if you want to save it with a new name.
• Save: To save your work, select Save/ click ctrl + S if the file has already been named.

So this is how you can save a workbook in Excel.

Inserting text in Spreadsheet

Excel consists of many rows and columns, each rectangular box in a row or column is referred to as a Cell. So, the combination of a column letter and a row number can be used to find a cell address on a worksheet or spreadsheet. We can refer to any cell in the worksheet using these addresses (in excel formulas). The name box on the top left(below the Home tab) displays the cell’s address whenever you click the cell.

To insert the data into the cell follow the following steps:

Step 1: Go to a cell and click on it

Step 2: By typing something on the keyboard, you can insert your data (In that selected cell).

Whatever text you type displays in the formula bar as well (for that cell).

Edit/ Delete Cell Contents in the Spreadsheet

To delete cell content follow the following steps:

Step 1: To alter or delete the text in a cell, first select it. 

Step 2: Press the Backspace key on your keyboard to delete and correct text. Alternatively, hit the Delete key to delete the whole contents of a cell. You can also edit and delete text using the formula bar. Simply select the cell and move the pointer to the formula bar.