If you’re new to data, Microsoft Excel is the best place to start. You can download Microsoft office from Google and you will find excel there.
If you`re new to data, before you learn Power BI, SQL, Python, or Data Science you start with Excel. It’s simple, powerful, and used everywhere: in schools, businesses, NGOs, startups, and tech companies.
This guide explains how data works using Excel in a way that is friendly for complete beginners.
What Is Data?
Data is simply information.
Examples of data:
- Names of students
- Exam scores
- Sales records
- Monthly expenses
- Attendance lists
When the above information is listed it holds simple to no meaning but when the information is organized, it becomes meaningful. Excel helps you to organize this data in a way that you will understand.
What Is Microsoft Excel?
Microsoft Excel is a spreadsheet application developed by Microsoft which is used to:
- Store data
- Organize data
- Calculate values
- Analyze information
- Create charts and reports
Think of Excel as a digital notebook with calculation powers.
Understanding the Excel Workspace
When you open Excel, you’ll see several important parts.
Workbook
A workbook is the entire Excel file.
Excel startup screen showing a blank workbook
Worksheet
Inside a workbook are worksheets (tabs at the bottom).
Sheet tabs labeled Sheet1, Sheet2, Sheet3
Each worksheet holds data. You have have different or same data in each worksheet. You add a worksheet using the plus (+) Infront of the sheet.
Rows, Columns, and Cells
- Rows → horizontal (1, 2, 3…)
- Columns → vertical (A, B, C…)
Where a row and column meet is a cell.
Example:
- A1
- B3
- C10
Excel grid highlighting rows, columns, and a selected cell
How Data Is Stored in Excel.
Data is stored in tables.
A good table has:
- Clear headers
- One idea per column
- One record per row
Example Table
| Student Name | Subject | Score |
|---|---|---|
| Amina | Math | 78 |
| Brian | English | 65 |
| Faith | Science | 82 |
Simple student results table in Excel
Types of Data in Excel
1. Text Data
Used for names and descriptions.
Examples:
John
Nairobi
Economics
2. Number Data
Used for calculations.
Examples:
450
78.5
12000
3. Date & Time Data
Used for tracking time-based records.
Examples:
25/01/2026
14:26
Cells formatted as date and time
Why Data Structure Matters
Bad structure leads to:
- Errors
- Wrong results
- Confusion
Good structure allows:
- Accurate calculations
- Easy analysis
- Clean reports
NB: Golden rule of data:
One column = one type of data
Basic Excel Skills Every Beginner Must Know
1. Entering Data
- Click a cell
- Type your data
- Press Enter
Typed data into Excel cells
2. Saving Your Work
Always save your file.
Shortcut:
Ctrl + S
Use clear file names:
January Sales 2026.xlsx
3. Formatting Data
Formatting improves readability:
- Bold headers
- Adjust column width
- Add borders
- Apply number formats
Formatted table with bold headers and borders
For Student name and subject use text (for all columns that aren`t calculated)
For score and any data that you can calculate use numbers.
NB: Number formats change how numbers look without changing their actual value.
Common formats:
- General (default)
- Number (can show decimal places)
- Currency (shows a currency symbol)
- Accounting
- Percentage (%)
- Date
- Time
Steps:
- Select the cells with numbers.
- Home tab > Number group.
- Use the dropdown to choose Number, Currency, Percentage, Short Date, etc.
Introduction to Excel Formulas
This is now the powerhouse of Excel.
What Is a Formula?
A formula tells Excel to calculate something.
Something key to note is that all formulas start with =
Common Beginner Formulas
SUM – Add Numbers
=SUM(c2:c4)
SUM formula calculating total score
AVERAGE – Find the Mean
=AVERAGE(c2:c4)
Average score calculation
MAX and MIN – Highest & Lowest Values
Max is the highest value in the dataset
Min is the lowest value in the dataset
=MAX(C2:C4)
=MIN(C2:C4)
Highest and lowest score highlighted
Why Excel Is Important for Data Beginners
Excel helps you learn:
- Data organization
- Logical thinking
- Accuracy
- Problem solving
Once you understand Excel, moving to:
- Power BI
- SQL
- Python
- Data Analytics
becomes so much easier and understandable.
Common Beginner Mistakes
- Mixing text and numbers in one column
- Missing headers
- Using merged cells in raw data
- Not saving regularly
- Clean data beats fancy formatting.
How to Practice Excel as a Beginner
Try these simple projects:
- Personal budget tracker
- Daily expenses list
- Student marks sheet
- Shop inventory list
- Monthly sales report
| Date | Description | Category | Amount (KES) |
|---|---|---|---|
| 01/01/2026 | Transport to work | Transport | 200 |
| 02/01/2026 | Lunch | Food | 350 |
| 03/01/2026 | Internet bundle | Utilities | 500 |
| 04/01/2026 | Groceries | Food | 1,200 |
| 05/01/2026 | Movie night | Entertainment | 600 |
EXAMPLE: A Simple expense tracker created in Excel
Conclusion
Excel is not just for accountants or finance bros. It’s a foundational data skill used in almost every profession. If you’re new to data, start here, master the basics, and build confidently.
Happy learning
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