How to Use Excel Online

Microsoft Excel Online, also known as Excel for the web, is a browser-based version of Microsoft Excel that allows users to create, edit, and share spreadsheets without installing any software. As part of Microsoft 365, Excel Online has become an essential tool for students, professionals, and businesses that need quick access to spreadsheets from anywhere.

This article provides a comprehensive guide on how to use Excel Online, covering everything from getting started and navigating the interface to working with formulas, collaborating in real time, and understanding its limitations compared to the desktop version. Whether you are new to Excel or transitioning from the desktop application, this guide will help you use Excel Online effectively.

What Is Excel Online?

Excel Online is the cloud-based version of Microsoft Excel that runs entirely in a web browser. It is accessible through:

• Microsoft 365 website
• OneDrive
• SharePoint

Unlike the desktop version of Excel, Excel Online does not require installation and works across different operating systems, including Windows, macOS, Linux, and ChromeOS.

Key Characteristics of Excel Online

• Free to use with a Microsoft account
• Automatically saves files to the cloud
• Enables real-time collaboration
• Works on any modern web browser
• Offers core Excel functionality

Getting Started with Excel Online

Creating a Microsoft Account

To use Excel Online, you need a Microsoft account. If you already use services like Outlook, OneDrive, or Xbox, you can use the same account. Otherwise, you can create one for free.

Accessing Excel Online

1. Open your web browser
2. Go to the Microsoft 365 website
3. Sign in with your Microsoft account
4. Select Excel from the app launcher

You can also access Excel Online directly through OneDrive by clicking New → Excel workbook.

Understanding the Excel Online Interface

Excel Online closely resembles the desktop version, making it easy for existing Excel users to adapt.

Main Interface Components

• Ribbon: Contains tabs such as Home, Insert, Formulas, Data, Review, and View
• Worksheet grid: Rows, columns, and cells where data is entered
• Formula bar: Displays and edits formulas
• Sheet tabs: Switch between worksheets
• Status bar: Shows quick calculations and view options

While the layout is familiar, some advanced features are simplified or unavailable.

Creating and Managing Workbooks

Creating a New Workbook

You can start a new workbook by:

• Clicking New → Blank workbook
• Choosing from built-in templates such as budgets, schedules, or invoices

Templates are especially useful for beginners and help save time.

Opening Existing Excel Files

Excel Online supports most Excel file formats, including:

• .xlsx
• .xls
• .csv

You can upload files from your computer or open files already stored in OneDrive or SharePoint.

Entering and Formatting Data

Entering Data

To enter data:

1. Click a cell
2. Type text, numbers, or dates
3. Press Enter or Tab to move to the next cell

Excel Online supports basic data types such as text, numeric values, dates, and percentages.

Formatting Cells

Using the Home tab, you can:

• Change font type, size, and color
• Apply bold, italic, or underline
• Format numbers as currency, percentage, or date
• Adjust cell alignment
• Add borders and background colors

While formatting options are slightly limited compared to the desktop version, they are sufficient for most everyday tasks.

Working with Formulas and Functions

Using Basic Formulas

Excel Online supports standard Excel formulas, including:

• =SUM()
• =AVERAGE()
• =COUNT()
• =IF()

To enter a formula:

1. Select a cell
2. Type = followed by the formula
3. Press Enter

Formula Assistance

Excel Online provides:

• Function suggestions while typing
• Syntax hints
• Error notifications

This makes it beginner-friendly and reduces common formula mistakes.

Supported Functions

Most commonly used Excel functions are available, including:

• Logical functions
• Math and statistical functions
• Text functions
• Date and time functions

However, some advanced or niche functions may not be supported.

Sorting and Filtering Data

Sorting and filtering are essential for working with large datasets.

Sorting Data

You can sort data by:

• Alphabetical order
• Numerical values
• Dates

Simply select a column and choose Sort A to Z or Sort Z to A from the Data tab.

Filtering Data

Filters allow you to:

• Show or hide specific values
• Filter by text, number, or date conditions

Excel Online supports standard filtering tools, making it easy to analyze data quickly.

Using Tables in Excel Online

Converting a data range into a table improves readability and functionality.

Creating a Table

1. Select your data range
2. Click Insert → Table
3. Confirm the selection

Tables provide features such as:

• Automatic filtering
• Header formatting
• Structured references

Tables in Excel Online work similarly to those in the desktop version, although advanced table customization is limited.

Creating Charts and Visualizations

Excel Online allows you to create basic charts to visualize data.

Supported Chart Types

• Column and bar charts
• Line charts
• Pie charts
• Area charts

Creating a Chart

1. Select the data range
2. Click Insert → Chart
3. Choose a chart type

Charts update automatically when the underlying data changes. While customization options are fewer than in desktop Excel, they are sufficient for most reporting needs.

Collaboration and Sharing Features

One of Excel Online’s strongest features is real-time collaboration.

Sharing a Workbook

You can share a workbook by:

1. Clicking the Share button
2. Entering email addresses
3. Choosing permission levels (view or edit)

Real-Time Co-Authoring

Multiple users can:

• Edit the same file simultaneously
• See each other’s changes instantly
• View colored cell indicators showing who is editing

This makes Excel Online ideal for team projects, group assignments, and collaborative reporting.

Version History and AutoSave

Excel Online automatically saves your work.

AutoSave

There is no need to manually save files—changes are saved automatically to the cloud.

Version History

You can view or restore previous versions of a file using Version History, which is helpful if:

• Mistakes are made
• Data is accidentally deleted
• You need to review earlier changes

Keyboard Shortcuts in Excel Online

Excel Online supports many familiar keyboard shortcuts, such as:

• Ctrl + C / Ctrl + V (Copy / Paste)
• Ctrl + Z / Ctrl + Y (Undo / Redo)
• Ctrl + S (Save, though AutoSave is enabled)
• Ctrl + Arrow keys (Navigation)

Some advanced shortcuts available in the desktop version may not work, but most common ones are supported.

Limitations of Excel Online

While Excel Online is powerful, it does have limitations.

Features Not Fully Supported

• Macros (VBA) cannot be created or edited
• Advanced Power Query features are limited
• Some advanced charts and PivotTable features are missing
• Large datasets may perform slower

Files containing unsupported features can still be opened, but certain elements may be read-only or simplified.

Excel Online vs Desktop Excel

Excel Online is best suited for everyday spreadsheet tasks, collaboration, and quick edits, while desktop Excel is ideal for advanced analysis and automation.

Best Practices for Using Excel Online

• Store files in OneDrive for easy access
• Use clear naming conventions for shared files
• Take advantage of tables and filters
• Keep formulas simple for compatibility
• Use comments for team communication

These practices help ensure smooth collaboration and better file management.

Conclusion

Excel Online is a versatile and accessible tool that brings the core functionality of Microsoft Excel to the web. With its cloud-based design, automatic saving, and powerful collaboration features, it is an excellent choice for users who need flexibility and teamwork without sacrificing essential spreadsheet capabilities.

While it may not replace the desktop version for advanced users, Excel Online excels at everyday tasks such as data entry, basic analysis, chart creation, and real-time collaboration. By understanding its features and limitations, you can confidently use Excel Online as part of your productivity workflow.

For beginners, Excel Online provides a gentle introduction to spreadsheets. For experienced users, it offers a convenient way to work on Excel files anytime, anywhere.