100 questions and answers on Spreadsheet Software primarily focused on Microsoft Excel

Basic Excel Questions

1. What is Microsoft Excel?
   Microsoft Excel is a spreadsheet software developed by Microsoft, used for data analysis, calculations, and visualization.

2. What is a spreadsheet?
   A spreadsheet is a grid of rows and columns used to organize, calculate, and analyze data.

3. What is a cell in Excel?
   A cell is an individual box in an Excel sheet where data is entered. It is identified by a column letter and row number (e.g., A1).

4. How do you select an entire row in Excel?
   Click the row number on the left side.

5. How do you select an entire column in Excel?
   Click the column letter at the top.

6. How do you merge cells in Excel?
   Select the cells, go to the "Home" tab, and click "Merge & Center."

7. What is the shortcut key to save an Excel file?
   Press Ctrl + S.

8. How do you insert a new worksheet in Excel?
   Click the "+" icon next to existing sheet tabs or press Shift + F11.

9. What is the default file extension of an Excel workbook?
   .xlsx (for Excel 2007 and later).

10. How do you rename a worksheet?
    Double-click the sheet tab and type the new name.

Formatting and Editing

11. How do you apply bold formatting to text in Excel?
    Select the text and press Ctrl + B.

12. What is the shortcut to italicize text in Excel?
    Press Ctrl + I.

13. How do you change the font size in Excel?
    Select the text, go to the "Home" tab, and change the font size from the toolbar.

14. How do you adjust column width automatically?
    Double-click the right edge of the column header.

15. What is the shortcut to cut data in Excel?
    Press Ctrl + X.

16. What is the shortcut to copy data in Excel?
    Press Ctrl + C.

17. What is the shortcut to paste data in Excel?
    Press Ctrl + V.

18. How do you insert a row in Excel?
    Right-click a row number and select "Insert."

19. How do you delete a column in Excel?
    Right-click the column letter and select "Delete."

20. What is Conditional Formatting?
    A feature that applies formatting based on specific conditions, such as highlighting cells greater than a certain value.

Formulas and Functions

21. What is a formula in Excel?
    A formula is an expression that performs calculations using cell values, e.g., =A1+B1.

22. What is a function in Excel?
    A function is a predefined formula that simplifies calculations, e.g., =SUM(A1:A5).

23. How do you start a formula in Excel?
    Type = in a cell, followed by the formula.

24. What does the SUM function do?
    Adds the values of selected cells, e.g., =SUM(A1:A5).

25. How do you calculate the average in Excel?
    Use the =AVERAGE(A1:A5) function.

26. What is the use of the COUNT function?
    Counts the number of numeric values in a range, e.g., =COUNT(A1:A5).

27. What does the IF function do?
    Performs a logical test and returns one value if TRUE and another if FALSE, e.g., =IF(A1>10, "High", "Low").

28. How do you find the maximum value in a range?
    Use =MAX(A1:A5).

29. How do you find the minimum value in a range?
    Use =MIN(A1:A5).

30. What does the CONCATENATE function do?
    Joins text from multiple cells, e.g., =CONCATENATE(A1, " ", B1). (Now replaced with TEXTJOIN and & operator).

Data Handling & Analysis

31. How do you sort data in Excel?
    Select the data, go to the "Data" tab, and click "Sort."

32. How do you filter data in Excel?
    Select the data, go to the "Data" tab, and click "Filter."

33. What is a Pivot Table?
    A tool that summarizes and analyzes large data sets dynamically.

34. How do you create a Pivot Table?
    Select the data, go to "Insert," and click "PivotTable."

35. What is Data Validation in Excel?
    A feature that restricts the type of data entered in a cell.

36. How do you remove duplicates in Excel?
    Select the data, go to the "Data" tab, and click "Remove Duplicates."

37. How do you freeze panes in Excel?
    Go to the "View" tab and click "Freeze Panes."

38. What is Goal Seek in Excel?
    A tool that finds the input needed to achieve a specific result.

39. What is the use of VLOOKUP?
    Searches for a value in a column and returns a corresponding value, e.g., =VLOOKUP(1001, A2:B10, 2, FALSE).

40. What is the use of HLOOKUP?
    Searches for a value in a row and returns a corresponding value.

Advanced Excel

41. What is the INDEX function?
    Returns the value at a specified row and column in a range.

42. What is the MATCH function?
    Finds the position of a value in a range.

43. What is the difference between VLOOKUP and XLOOKUP?
    XLOOKUP is more flexible, works with both vertical and horizontal data, and doesn’t require a sorted list.

44. How do you use the TEXT function?
    Formats numbers as text, e.g., =TEXT(A1, "dd-mmm-yyyy").

45. What is Power Query?
    A tool for importing, transforming, and analyzing data.

46. How do you create a drop-down list in Excel?
    Use Data Validation under the "Data" tab.

47. What is a macro in Excel?
    A recorded set of actions that automate repetitive tasks.

48. How do you enable macros in Excel?
    Go to "File" > "Options" > "Trust Center" > "Trust Center Settings" > "Enable Macros."

49. What is Power Pivot?
    A tool for handling large datasets and performing advanced calculations.

50. How do you create a chart in Excel?
    Select data, go to the "Insert" tab, and choose a chart type.

Shortcuts & Tips

51. What is the shortcut for undo?
    Press Ctrl + Z.

52. What is the shortcut for redo?
    Press Ctrl + Y.

53. How do you quickly go to a specific cell?
    Press Ctrl + G and enter the cell reference.

54. How do you insert a comment in a cell?
    Right-click a cell and select "Insert Comment."

55. How do you split text into columns?
    Use "Text to Columns" under the "Data" tab.

56. What does the TRIM function do?
    Removes extra spaces from text.

57. What does the LEN function do?
    Counts the number of characters in a text string.

58. What is the shortcut to apply a filter?
    Press Ctrl + Shift + L.

59. How do you check for errors in a formula?
    Use Formula Auditing under the "Formulas" tab.

60. How do you lock a formula in Excel?
    Use the $ sign (e.g., $A$1).

61. What does the LEFT function do?
    Extracts a specified number of characters from the beginning of a text string. Example: =LEFT(A1, 5).

62. What does the RIGHT function do?
    Extracts a specified number of characters from the end of a text string. Example: =RIGHT(A1, 3).

63. What does the MID function do?
    Extracts a substring from a text string based on a specified starting position and length. Example: =MID(A1, 3, 4).

64. What does the FIND function do?
    Returns the position of a substring within a text string, case-sensitive. Example: =FIND("b", A1).

65. What does the SEARCH function do?
    Similar to FIND but case-insensitive. Example: =SEARCH("b", A1).

66. What is the difference between FIND and SEARCH?
    FIND is case-sensitive, while SEARCH is not.

67. How do you extract the year from a date in Excel?
    Use =YEAR(A1).

68. How do you extract the month from a date in Excel?
    Use =MONTH(A1).

69. How do you extract the day from a date in Excel?
    Use =DAY(A1).

70. What does the TODAY function do?
    Returns the current date. Example: =TODAY().

Excel Charts & Graphs

71. What is a Pie Chart used for?
    To show proportions or percentages in a dataset.

72. What is a Bar Chart used for?
    To compare values across categories using horizontal bars.

73. What is a Column Chart used for?
    Similar to a Bar Chart but uses vertical bars.

74. What is a Line Chart used for?
    To show trends over time.

75. What is a Scatter Plot used for?
    To show relationships between two sets of data.

76. How do you add a trendline to a chart?
    Click the chart, go to "Chart Elements," and select "Trendline."

77. How do you change the chart type in Excel?
    Right-click the chart and select "Change Chart Type."

78. What is a Combo Chart?
    A chart that combines two different chart types in one.

79. How do you format a chart in Excel?
    Click the chart and use the "Chart Tools" tab.

80. How do you add data labels to a chart?
    Click the chart, go to "Chart Elements," and select "Data Labels."

Data Security & Protection

81. How do you protect an Excel worksheet?
    Go to "Review" > "Protect Sheet" and set a password.

82. How do you protect an Excel workbook?
    Go to "File" > "Info" > "Protect Workbook" and set a password.

83. How do you hide a worksheet in Excel?
    Right-click the sheet tab and select "Hide."

84. How do you unhide a worksheet?
    Right-click any sheet tab and select "Unhide."

85. What is the difference between hiding and protecting a sheet?
    Hiding a sheet makes it invisible, while protecting a sheet restricts editing.

86. How do you lock specific cells in Excel?
    Select cells, right-click, go to "Format Cells," and enable "Locked" under the "Protection" tab.

87. How do you enable read-only mode in Excel?
    Go to "File" > "Save As" > "Tools" > "General Options" and check "Read-only recommended."

88. How do you remove password protection from an Excel file?
    Go to "File" > "Info" > "Protect Workbook" and remove the password.

89. What is the difference between "Protect Sheet" and "Protect Workbook"?
    "Protect Sheet" locks individual cells, while "Protect Workbook" prevents structural changes like adding or deleting sheets.

90. How do you encrypt an Excel file with a password?
    Go to "File" > "Info" > "Protect Workbook" > "Encrypt with Password."

Excel Troubleshooting & Optimization

91. What should you do if an Excel file is not opening?
    Try opening it in Safe Mode by pressing Ctrl while launching Excel.

92. How do you fix circular reference errors in Excel?
    Check for formulas that refer to themselves and correct them.

93. How do you recover an unsaved Excel file?
    Go to "File" > "Info" > "Manage Workbook" > "Recover Unsaved Workbooks."

94. What is the Excel AutoSave feature?
    A feature that automatically saves files periodically.

95. How do you speed up a slow Excel file?
    Remove unnecessary formulas, limit conditional formatting, and reduce the number of active worksheets.

96. What is the difference between XLS and XLSX file formats?
    XLS is the older Excel format (binary), while XLSX is the modern XML-based format.

97. How do you check for duplicate values in Excel?
    Use "Conditional Formatting" > "Highlight Cells Rules" > "Duplicate Values."

98. What is the purpose of the "Evaluate Formula" tool?
    It allows you to step through a formula to understand how it calculates a result.

99. What is the shortcut to switch between open Excel workbooks?
    Press Ctrl + Tab.

100. How do you export an Excel file to PDF?
     Go to "File" > "Save As" and choose PDF as the file type.