How to Use Excel on Mobile

Microsoft Excel is no longer limited to desktops and laptops. With the Excel mobile app available on both Android and iOS, you can create, edit, analyze, and share spreadsheets directly from your smartphone or tablet. Whether you are reviewing reports on the go, entering quick data updates, or collaborating with a team remotely, Excel on mobile provides a surprisingly powerful set of tools in a compact interface.

This guide explains how to use Excel on mobile effectively, covering everything from installation and navigation to data entry, formulas, formatting, charts, collaboration, and practical tips. By the end, you will understand how to make the most of Excel on your mobile device while knowing its limitations compared to the desktop version.

Understanding Excel on Mobile

Excel on mobile is designed for portability and efficiency, not full feature parity with the desktop version. The app focuses on the most commonly used tools, optimized for touch interaction and smaller screens.

Key Characteristics of Excel Mobile

• Available for Android and iOS
• Free for basic editing on phones
• Requires a Microsoft account
• Premium features unlocked with Microsoft 365
• Seamless integration with OneDrive and SharePoint
• Optimized for touch, gestures, and quick actions

Excel mobile is ideal for:

• Viewing and editing existing spreadsheets
• Entering data on the go
• Quick analysis and formatting
• Collaborating and sharing files

Installing and Setting Up Excel on Mobile

Step 1: Download the App

• Android: Google Play Store → Search for Microsoft Excel
• iOS: Apple App Store → Search for Microsoft Excel

Step 2: Sign In

• Sign in with a Microsoft account
• Work or school accounts unlock additional features
• Files sync automatically via OneDrive

Step 3: Grant Permissions

Allow access to:

• Storage (for opening files)
• Camera (for data capture)
• Notifications (for collaboration alerts)

Once set up, you are ready to start using Excel on mobile.

Navigating the Excel Mobile Interface

The Excel mobile interface is simplified but intuitive.

Main Interface Elements

• Home Screen: Recent files, templates, and cloud storage
• Worksheet Grid: Touch-friendly cells and scrolling
• Formula Bar: Appears when editing cells
• Ribbon Menu: Condensed toolbar at the bottom or top
• More Options (⋮): Additional tools and settings

Basic Gestures

• Tap: Select a cell
• Double-tap: Edit a cell
• Swipe: Scroll through the worksheet
• Pinch: Zoom in or out
• Long press: Select ranges or access context menus

Understanding these gestures is essential for efficient mobile usage.

Creating and Opening Workbooks

Creating a New Workbook

1. Open Excel mobile

2. Tap “+” or “New”

3. Choose:

   • Blank workbook
   • Prebuilt template (budget, invoice, tracker)

4. The workbook opens instantly for editing

Opening Existing Files

You can open files from:

• OneDrive
• SharePoint
• Google Drive (linked)
• Device storage
• Email attachments

Excel mobile automatically saves changes to the cloud.

Entering and Editing Data

Typing Data

• Tap a cell to activate it
• Use the on-screen keyboard
• Numbers, text, and dates are auto-recognized
• Press Enter or tap another cell to save

Editing Existing Data

• Double-tap a cell
• Use the formula bar for precise edits
• Copy, cut, and paste via long-press menu

Autofill and Copying

• Drag the fill handle (small blue dot)
• Quickly repeat values or extend patterns
• Works for numbers, dates, and formulas

Excel mobile makes everyday data entry quick and accessible.

Working with Rows, Columns, and Sheets

Selecting Rows and Columns

• Tap a row number or column letter
• Drag selection handles to extend
• Use multi-select for formatting or deletion

Inserting and Deleting

• Long press a row or column
• Choose Insert or Delete
• Excel automatically shifts data

Managing Worksheets

• Swipe left or right to change sheets
• Tap the sheet tab to rename
• Add new sheets using the + button

Using Formulas and Functions on Mobile

Excel mobile supports many popular formulas.

Entering a Formula

1. Tap a cell
2. Type =
3. Enter the formula (e.g., =SUM(A1:A10))
4. Tap the checkmark to apply

Common Supported Functions

• SUM
• AVERAGE
• COUNT
• IF
• MIN / MAX
• VLOOKUP / XLOOKUP (limited UI support)
• TODAY / NOW

Formula Tips

• Tap cells instead of typing references
• Use parentheses carefully
• Formula suggestions appear automatically

While advanced formulas are better created on desktop, Excel mobile handles most everyday calculations well.

Formatting Cells and Data

Formatting tools are streamlined but powerful.

Basic Formatting Options

• Font style and size
• Bold, italic, underline
• Text color and fill color
• Alignment (left, center, right)
• Wrap text

Number Formatting

• Currency
• Percentage
• Date formats
• Decimal places

To format:

1. Select cells
2. Tap the Format icon
3. Choose the desired option

Creating Charts and Visuals

Excel mobile allows you to create and view charts.

Creating a Chart

1. Select data range

2. Tap Insert

3. Choose a chart type:

   • Column
   • Line
   • Pie
   • Bar

Editing Charts

• Resize by dragging handles
• Change chart style and layout
• Edit titles and labels

Charts created on desktop display correctly on mobile and can be lightly edited.

Sorting and Filtering Data

Sorting

• Select a column
• Tap Sort
• Choose ascending or descending

Filtering

• Enable filters from the menu
• Use dropdowns to filter values
• Apply multiple conditions

These tools are especially useful for reviewing large datasets on the go.

Collaboration and Sharing

One of Excel mobile’s biggest strengths is collaboration.

Sharing a File

1. Tap Share

2. Enter email addresses

3. Choose permission:

   • View only
   • Edit

4. Send invite

Real-Time Collaboration

• See who is editing
• Changes sync instantly
• Comment on specific cells

Adding Comments

• Long press a cell
• Select Comment
• Type feedback or questions

This makes Excel mobile ideal for teamwork and remote workflows.

Using Excel Mobile with Cloud Storage

Excel mobile integrates tightly with Microsoft services.

OneDrive Integration

• Automatic saving
• Version history
• Offline access
• Secure file storage

Offline Mode

• Open files while offline
• Changes sync when connected
• Ideal for travel or fieldwork

Limitations of Excel on Mobile

While powerful, Excel mobile has limitations.

What’s Missing or Limited

• Advanced macros (VBA)
• Power Query and Power Pivot
• Complex conditional formatting
• Advanced chart customization
• Large dataset performance

Excel mobile is best used as a companion, not a full desktop replacement.

Tips for Using Excel on Mobile Efficiently

• Use templates to save time
• Zoom in for precise editing
• Rotate your phone for wider views
• Use tablets for larger spreadsheets
• Create complex formulas on desktop first
• Rely on cloud syncing for continuity

When to Use Excel Mobile vs Desktop

Use Excel Mobile When

• Reviewing spreadsheets
• Making quick edits
• Entering small amounts of data
• Collaborating on the go

Use Excel Desktop When

• Building complex models
• Working with large datasets
• Using advanced features
• Creating automation

Understanding when to switch improves productivity.

Conclusion

Excel on mobile brings the core power of spreadsheets into your pocket. While it does not replace the desktop version, it excels at portability, collaboration, and quick data management. With support for formulas, charts, formatting, cloud syncing, and real-time collaboration, Excel mobile is a valuable tool for students, professionals, and businesses alike.

By learning how to navigate the interface, enter data efficiently, use formulas, format worksheets, and collaborate effectively, you can confidently use Excel on your mobile device anytime and anywhere. When paired with Excel on desktop, it becomes part of a flexible and powerful productivity ecosystem.