Features Of MS Excel

Updated on February 2, 2024
Article byJeevan A Y
Edited byAshish Kumar Srivastav
Reviewed byDheeraj Vaidya, CFA, FRM

What Are Microsoft Excel Features?

Almost all the professionals use this spreadsheet tool. MS Excel is the universal language that speaks in practically all the offices. However, as a starter or intermediate-level user, you need to know some of the important features of MS Excel. This article will show you the features of MS Excel.

Features of MS Excel

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Key Takeaways

  • Most professionals use Microsoft Excel, as it is a commonly used spreadsheet tool in almost all offices. However, if you are a beginner or intermediate-level user, it is essential to know some of the basic features of MS Excel. 
  • These are some of the primary and cool features of Excel. To effectively utilize a spreadsheet tool, it’s essential to have proficiency in using shortcut keys.
  • Before delving into working with functions, it’s crucial to have a good grasp of the basic formulas.

Top 9 Main Features Of Microsoft Excel With Examples

Now, we shall discuss the 9 different features of Microsoft Excel with examples which are as follows:

You can download this Features of MS Excel Template here – Features of MS Excel Template

#1 – You Can Insert New Worksheets At Will

You might have seen one to three default worksheets while opening the new workbook (the number of worksheets may vary depending on the settings).

We can insert a new worksheet in excelInsert A New Worksheet In ExcelTo add a new worksheet, go to the bottom of the screen and press the '+' button. You can also navigate to 'Home', 'Insert,' and then 'Insert Sheet' to add a new sheet.read more and delete the same at any time. First, press the “+” icon key to insert any new worksheet available at the bottom.

Features of MS Excel Example 0

Now, click on this button to insert a new worksheet.

We can also insert a new worksheet by pressing the shortcut key “Shift + F11.

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#2 – Time Saving Shortcut Keys

The time on Excel can be reduced drastically by masterful Excel shortcut keys. Apart from universal “Ctrl + C, Ctrl + X, and Ctrl + V,” we can use many other abundant shortcut keys in excelShortcut Keys In ExcelAn Excel shortcut is a technique of performing a manual task in a quicker way.read more.

Shortcut key for Copy:

Copy Example 0.5

Shortcut key for Cut:

Features of MS Excel Example 0.6

Shortcut key for Paste:

Paste Example 0.7

You can refer to our article on “Excel Shortcut Keys” to learn some of the important shortcut keys.

#3 – Get Quick Sum Of Numbers

If we have serial numbers or any numerical data, we can quickly get the sum of these numbers with simple shortcut keys.

Assume we have numbers in 10 cells, and imagine how long it will take us to get the total of these numbers.

Features of MS Excel Example 0.1

We can say less than a second!

Yes, you hear it right, less than a second.

Select the cell where we need to get the total of these numbers and press the shortcut key “ALT + =” to get the AutoSum.

Features of MS Excel Example 0.3
 Example 0.2

We get the following result:

Features of MS Excel Example 0.4

#4 – Filtering Data

Filtering the excel dataFiltering The Excel DataThe filter in excel helps display relevant data by eliminating the irrelevant entries temporarily from the view. The data is filtered as per the given criteria. The purpose of filtering is to focus on the crucial areas of a dataset. For example, the city-wise sales data of an organization can be filtered by the location. Hence, the user can view the sales of selected cities at a given time. read more is one of the important features of Microsoft Excel. We can filter any data available under the “Filter” section.

We can use more advanced techniques to filter the data. For example, to insert a short filter, we can press the shortcut key “Ctrl + Shift + L” or “Alt + D + F + F.”

Shortcut key to Insert the Filter:

Features of MS Excel Example 0.8


Example 0.9

For example,

Features of MS Excel Example 0.10

#5 – Paste Special Feature

We love paste specialPaste SpecialPaste special in Excel allows you to paste partial aspects of the data copied. There are several ways to paste special in Excel, including right-clicking on the target cell and selecting paste special, or using a shortcut such as CTRL+ALT+V or ALT+E+S.read more because it gives us more edge to increase workplace productivity. For example, look at the below data.

Example 1

In the A5 cell, we have a formula that takes the range of cells from A1 to 4. So, the A5 cell is dependent on the above cells. So, if we copy and paste this cell to other cells, we may get this formula only, not value.

So, we can use the Paste Special technique to paste as only values. Therefore, we must copy cell A5 and place a cursor on the cell where we need to paste.

Features of MS Excel Example 1.1

We have copied cell A5 and placed the cursor on the C5 cell.

Now, press the “ALT + E + S” shortcut key and open the “Special” dialog box.

Features of MS Excel Example 1.2
Example 1.3

We have plenty of options under “Paste Special” features. However, we want to paste only the value in this example, so we must select the “Values” option to paste as the only value.

Features of MS Excel Example 1.4

So, this will paste only the value from the A5 cell to the C5 cell.

Example 1.5

Like this, under “Paste Special,” we can use other available techniques like “Formulas,” “Formats,” etc.

#6 – Insert Random Numbers

Excel has plenty of formulas and functions in its arsenal. For example, if we want to insert random numbers with an Excel worksheet, we can use a built-in function called RANDBETWEENRANDBETWEENRANDBETWEEN excel formula determine random numbers between two extreme variables (bottom and top numbers). The user needs to fill in the bottom and top numbers in the syntax =RANDBETWEEN (bottom, top) to acquire the random integer.read more.”

Features of MS Excel Example 2

We must supply the least number we want to insert for the first argument.

Example 2.1

For the last argument, we must enter the highest number that we want to insert.

Features of MS Excel Example 2.2

So, now, the RANDBETWEEN function inserts numbers from 100 to 1,000.

 Example 2.3

#7 – Insert Random Fraction Numbers

As seen above, we can insert random numbers. Now, we will see how we can insert random fraction numbers.

We must use the RAND functionUse The RAND FunctionThe RAND function in Excel, also known as the random function, generates a random value greater than 0 but less than 1, with an even distribution among those numbers when used on multiple cells. read more to insert random fraction numbers greater than 0 and less than 1.

Features of MS Excel Example 3

The RAND function does not have any parameters, so we must close the bracket and insert the function.

Example 3.1


The RAND and RANDBETWEEN are volatile functions and keep varying whenever we make any changes in the workbook.

#8 – Goal Seek Analysis Tool

The Goal Seek analysisGoal Seek AnalysisThe Goal Seek in excel is a “what-if-analysis” tool that calculates the value of the input cell (variable) with respect to the desired outcome. In other words, the tool helps answer the question, “what should be the value of the input in order to attain the given output?” read more tool is extremely useful for determining what needs to be done to achieve the desired goal. For example, Mr. A wants to get an overall average score of 90 in 6 subjects. However, Mr. A has already attended five exams. Below are his anticipated scores.

Features of MS Excel Example 4.0

Now, Mr. A is left with only one examination. He wants to know how much he must score in the final examination to get an overall average of 90.

So, first, we must apply the AVERAGE function for the first five exams.

Example 4.1.0

We get the following result.

Features of MS Excel Example 4.2.0

Now, go to the “Data” tab and click on the What-If AnalysisWhat-If AnalysisWhat-If Analysis in Excel is a tool for creating various models, scenarios, and data tables. It enables one to examine how a change in values influences the outcomes in the sheet. The three components of What-If analysis are Scenario Manager, Goal Seek in Excel, and Data Table in Excel.read more tool to open the “Goal Seek” tool.

Example 4.3

In the “Goal Seek” window, we can see three options.

Features of MS Excel Example 4.4

We must select “Goal Seek.” Then, we may get the following options: “Set cell,” “To value,” and “By changing cell.”

 Example 4.5

The average function applies to the cell for the “Set cell,” the B8 cell.

In the “To value,” the cell enters the value as 90.

The “Changing cell” gives the cell reference to the B7 cell.

Features of MS Excel Example 4.6

Now, we must click on “OK.” As a result, the “Goal Seek” analysis tool will help Mr. A to know how much he needs to score in the final examination to get the overall average of 90.

 Example 4.7

Mr. A has to score 99 on his final examination to get an overall average of 90.

#9 – Insert Serial Numbers

If we want to insert serial numbers incremented by 1, we can do this by the “Fill Series” option. Then, enter the value 1 in any of the cells.

Features of MS Excel Example 5

Using the Excel FILL HandleExcel FILL HandleThe fill handle in Excel allows you to avoid copying and pasting each value into cells and instead use patterns to fill out the information. This tiny cross is a versatile tool in the Excel suite that can be used for data entry, data transformation, and many other applications.read more function, we must drag until the cell where we want to insert serial numbers.

 Example 5.1

Now, click on the “AutoFill” option and choose “Fill Series” to get the serial numbers incremented by 1.

Features of MS Excel Example 5.2

We get the following result.

 Example 5.3

Important Things To Note

  • These are some of the basic and cool features of Excel.
  • We have so many uses that other features will also cover incoming topics.
  • We must use the shortcut keys to use an excellent spreadsheet tool skillfully.
  • We must first learn the basic formulas to get started with functions.

Frequently Asked Questions

1. What is the most advanced feature in Excel?

The most advanced feature in Excel is Pivot tables. A pivot table helps you summarise, total, rearrange, sort, count, group or average data, charts, VLOOKUP, Pivot table slicers, power pivots, conditional formatting, IFERROR, Flash fill, macros, and data simulators.

2. What is the form feature of Excel?

Excel forms are data collection tools in Microsoft Excel. Each form contains fields for a single record and can hold up to 32 fields. Column headers in Excel worksheets become field names in the form.

3. Which feature of MS Excel allows?

MS Excel offers a basic feature of Spreadsheets and Data Organization, which enables users to create multiple sheets within a single workbook. This feature makes it easy to organize and categorize data. The grid-based structure of Excel allows for efficient data entry and management.

Recommended Articles

This article is a guide to the features of MS Excel. Here, we discuss the top 9 features of Microsoft Excel, including “Time Saving Shortcut Keys,” “Get Quick Sum of Numbers,” “Filtering Data,” “Paste Special” feature, etc., along with examples and a downloadable Excel template. You may learn more about Excel from the following articles: –