How to Create Your First Excel Spreadsheet

Opening Excel for the first time can feel overwhelming. The grid of blank cells, the ribbon packed with buttons, the menus hiding dozens of options — it's a lot. But here's the good news: you only need to understand a small handful of concepts to build something genuinely useful on day one. This guide walks you through everything from launching Excel to saving a finished, formula-powered spreadsheet. No prior experience required.

If you want the broader picture before diving in, the Excel for Beginners: Complete Getting Started Guide 2025 is a great companion resource. For now, let's focus on building your very first spreadsheet from scratch.

Understanding the Excel Interface

Before touching a cell, take sixty seconds to orient yourself. Excel's workspace has a few key areas:

• Ribbon: The toolbar at the top, organized into tabs (Home, Insert, Formulas, Data, etc.). Each tab groups related commands.
• Name Box: The small box on the left above the grid that shows the address of the currently selected cell (e.g., A1).
• Formula Bar: The wide bar to the right of the Name Box. Whatever you type into a cell appears here, and you can edit it here too.
• Worksheet Grid: The main area made up of columns (labeled A, B, C…) and rows (labeled 1, 2, 3…). Their intersection creates cells, each with a unique address like B3 or D12.
• Sheet Tabs: At the bottom, you can have multiple sheets in one file. By default, you start with one called Sheet1.
• Status Bar: The strip at the very bottom. Select a range of numbers and it instantly shows SUM, AVERAGE, and COUNT — no formula needed.

Step 1 — Open a New Workbook

Launch Excel and choose Blank Workbook from the start screen. You now have an empty workbook with one worksheet. A workbook is the file (saved as .xlsx); a worksheet is an individual sheet inside it. Think of a workbook as a binder and each worksheet as a page inside that binder.

Step 2 — Plan Your Data Before You Type

The single biggest mistake beginners make is jumping straight into typing without any structure. Spend two minutes answering these questions:

1. What is this spreadsheet tracking? (Expenses, a to-do list, sales figures, etc.)
2. What categories of information do I need? (These become your column headers.)
3. Will rows represent individual records or time periods?

For this walkthrough, we'll build a simple monthly expense tracker. It's practical, teaches every core skill, and can be extended into something like the Excel Budget Template: Track Personal or Business Finances once you're comfortable.

Step 3 — Enter Your Column Headers

Click cell A1 and type the word Date, then press Tab to move to B1. Continue across the row:

A1	B1	C1	D1	E1
Date	Description	Category	Amount	Notes

Press Enter after the last header. Now select the entire header row (click the row number 1 on the left to highlight the whole row), go to Home → Font, click Bold, and optionally fill it with a light color using the Fill Color bucket. This visual separation between headers and data is a habit worth building from day one.

Step 4 — Enter Sample Data

Starting in row 2, type a few rows of realistic expense data. Here's an example set:

Date	Description	Category	Amount	Notes
01/05/2025	Grocery Run	Food	84.50
03/05/2025	Monthly Internet	Utilities	59.99	Auto-pay
05/05/2025	Coffee Shop	Food	12.40
07/05/2025	Bus Pass	Transport	45.00
10/05/2025	Electricity Bill	Utilities	112.30

Tips while entering data:

• Press Tab to move right across columns. When you press Enter at the end of a row, Excel jumps back to the first column of the next row.
• For dates, type them consistently (DD/MM/YYYY or MM/DD/YYYY — whichever matches your regional setting). Excel stores dates as numbers internally, which lets you sort and filter them later.
• Type numbers in column D without currency symbols; you'll format them as currency shortly.

Step 5 — Format Your Data

Format Numbers as Currency

Select cells D2:D6 (click D2, hold Shift, click D6). On the Home tab, click the dropdown in the Number group that says "General" and choose Currency. Your numbers now display with a currency symbol and two decimal places.

Format the Date Column

Select A2:A6, right-click, choose Format Cells, select Date, and pick a display format you prefer. The underlying value doesn't change — only how it looks.

Adjust Column Widths

If text is cut off, hover over the line between two column letters at the top until the cursor becomes a double arrow, then double-click. Excel auto-fits the column to its widest content. You can also select all columns and do this at once.

Step 6 — Write Your First Formulas

This is where a spreadsheet transforms from a glorified table into a living tool. Understanding Excel Cell References: Relative vs Absolute will make everything below click faster.

SUM — Total Your Expenses

Click cell D8. Type a label in C8: Total. Now in D8, type:

=SUM(D2:D6)

Press Enter. Excel adds up every number in D2 through D6 and displays the result. The SUM function is the most-used function in Excel. Its syntax is straightforward:

=SUM(number1, [number2], ...)
=SUM(D2:D6)          ' adds a continuous range
=SUM(D2, D4, D6)     ' adds specific cells

AVERAGE — Find the Mean Expense

In C9 type Average, and in D9 type:

=AVERAGE(D2:D6)

This gives you the mean transaction amount across your five entries. For more statistical functions like MEDIAN and STDEV, see Statistical Functions: AVERAGE, MEDIAN, STDEV.

SUMIF — Total by Category

Now let's answer a real question: how much did you spend on Food? In G1 type Category, in H1 type Subtotal. In G2 type Food, and in H2 type:

=SUMIF(C2:C6, G2, D2:D6)

SUMIF checks each cell in C2:C6; when it matches the value in G2 ("Food"), it adds the corresponding cell from D2:D6. The result is 96.90 (84.50 + 12.40). You can add rows for Utilities and Transport in G3 and G4, then copy the formula down. To go deeper on conditional summing, the SUMIF and SUMIFS: Conditional Summing in Excel guide covers multi-condition scenarios.

IF — Flag Large Expenses

In F1, type Flag. In F2, type:

=IF(D2>80, "Review", "")

This says: if the amount in D2 is greater than 80, show the word "Review"; otherwise show nothing. Copy F2 down to F6 by clicking F2, then dragging the small green square at the bottom-right corner of the cell down to F6. The IF Function: Logical Tests and Nested IFs article shows how to stack multiple conditions when you're ready.

Step 7 — Apply Conditional Formatting

Select D2:D6, go to Home → Conditional Formatting → Highlight Cell Rules → Greater Than, enter 80, and choose a red fill. Now any expense above $80 is instantly visible without scanning the column manually. This is a tiny taste of what's possible — Conditional Formatting: Visualize Data with Colors explores it fully.

Step 8 — Save Your Workbook

Never lose your work. Use Ctrl + S (Windows) or Cmd + S (Mac). The first time you save:

1. A dialog box opens. Choose a location: your computer, OneDrive, or another cloud service.
2. Give the file a clear name, such as May_2025_Expenses.
3. The default file format is .xlsx (Excel Workbook). Keep this unless you have a specific reason to change it.
4. Click Save.

Going forward, press Ctrl + S every few minutes. If Excel crashes (it happens), you lose only what's unsaved. Enable AutoSave in the top-left corner if you're using OneDrive or SharePoint — it saves every few seconds automatically.

Step 9 — Use Keyboard Shortcuts to Work Faster

Even as a beginner, a few shortcuts will save you enormous time:

• Ctrl + Z — Undo the last action
• Ctrl + C / Ctrl + V — Copy and Paste
• Ctrl + Arrow Key — Jump to the last filled cell in a direction
• Ctrl + Shift + End — Select from current cell to the last used cell in the sheet
• F2 — Edit the active cell without using the mouse
• Alt + = — Auto-insert a SUM formula for the range above

For a full cheat sheet, Excel Keyboard Shortcuts: 50 Essential Shortcuts is worth bookmarking.

What to Build Next

Your expense tracker is a working spreadsheet. From here, the logical next steps are:

• Add a chart: Select D2:D6 and insert a bar chart to visualize spending at a glance.
• Create a Pivot Table: With a longer dataset, a pivot table lets you summarize by category, month, or any dimension in seconds. The Pivot Tables: The Complete Beginner Guide walks you through it.
• Use Data Validation: Restrict column C to a dropdown list of categories so entries stay consistent.
• Try AI assistance: When you need a formula you're not sure how to write — say, one that finds the highest expense in each category — describe what you need in plain English at GPTExcel and get the exact formula instantly, without searching through documentation.

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Frequently Asked Questions

What is the difference between a workbook and a worksheet?

A workbook is the entire Excel file (the .xlsx document you save and share). A worksheet — also called a sheet — is a single tab inside that file. One workbook can contain many worksheets, which is useful for organizing related data, such as one sheet per month in an annual budget.

How do I fix a formula that shows an error instead of a result?

Excel displays error codes when something is wrong. The most common ones are: #DIV/0! (you're dividing by zero or an empty cell), #VALUE! (a formula expects a number but found text), #REF! (a cell reference points to a deleted row or column), and #NAME? (Excel doesn't recognize a function name — check for typos). Click the cell with the error, read the formula bar carefully, and check that all referenced cells contain the right type of data.

Should I use Excel's Table feature from the start?

Yes, and it's easy. Select your data range including headers, press Ctrl + T, confirm the range, and click OK. Excel converts your range into a structured Table. Tables automatically expand when you add rows, apply consistent formatting, and make formulas more readable. They also play nicely with PivotTables and Power Query, so starting with a Table is almost always the right choice.

How do I prevent someone from accidentally editing my formulas?

Go to Review → Protect Sheet. By default, all cells are "locked" but protection isn't active until you enable it here. You can choose a password and specify what users are allowed to do (e.g., select cells but not edit them). To allow editing in specific cells (like data-entry areas) while protecting formula cells, first select those input cells, press Ctrl + 1 to open Format Cells, go to the Protection tab, and uncheck Locked before enabling sheet protection.