Key Functions of Excel, Essay Example

Excel is a Microsoft Office program that allows users to create spreadsheets, calculate values and organize data. It also has some pre-set input formats that helps people quickly insert data. It is used by several companies, comes with templates and can be printed, exported for better functionality. The basic functions of Excel will be reviewed below.

Creating a spreadsheet and adding data

Opening the program will automatically create a blank spreadsheet. Users can add headers at the top that relate to all data and define the input formats. Saving and editing are the basic functions, however, cell styles can be changed and templates can be used to make one’s job easier. The program comes with pre-set templates, however, accounting and financial spreadsheet formulas can be also downloaded from the Microsoft Office website. By clicking the save button on the top, the spreadsheet can be saved in a designated folder and named by the user. (Microsoft Excel Part 1: The Basics)

Before adding data, users usually need to define the input format, unless the system creates it automatically. By clicking on the cells, the user can define which type of data will be placed in each row or column. Dates, currencies, numbers can be used, as well as free text. Users can prep-define how many decimals they would like to use and the system automatically rounds the input figures.

Input formats

Input formats can be defined by the user as general, number, currency, accounting, date, time, percentage, fraction, scientific, simple text. Further, custom formats can be also added. This function makes working with Excel much easier because the administrator does not need to manually format records. Further, in Excel, in case the same entry record occurs more than once in the same column, the program auto-fills the entry.

Calculation functions

Calculation can be done manually or automatically in Excel. The AutoSum button automatically adds the value of the cells selected, while functions can manually be added to the table for calculation. An example is when a business records revenues and the system automatically generates entries for tax, using the simple formula defined for the column “Tax” as ~value invoice amount * 0.25.  Likewise, total amount rows can be calculated using the Sum button while highlighting the records to be added together and placed in the given cell. ( Calculations in Excel)

Sorting and filtering data

Users can also sort data by defining the sorting criterion’s column. Sorting can be automatic or custom. Automatic sorting of entries can be initiated  by clicking on the column and the “A-Z” button. Custom Sort can allow the user to sort based on column, values, cell color, icon, and either ascending or descending values. A company can use this function to sort orders based on value, volume or amount of discount.

Filtering can be initiated by clicking on the “Filter” button and selecting the column to filter records. This is a useful function when one only wants to see one type of record. For example, when a company would like to see the sales of only green cars.

Creating graphs and charts

Graphs are statistical tools that can help administrators quickly review trends and processes. Users can choose to automatically create a pie chart, a bar chart or a graph to create a graphical aid for a meeting. Graphs can be created to show revenue changes from year to year or month to month, bar charts can represent and compare the different products’ sales volume in the company.

Works Cited

“Microsoft Excel Part 1: The Basics” 2013. Web. http://www.hchc.edu/assets/files/IT/knowledge_base/excel1.pdf

“Calculations in Excel” 2005. Web. http://www.oneil.com.au/pc/excel/UsingMicrosoftExcel2-Calculations.pdf