If you’ve ever opened Excel and felt a little lost staring at that endless grid, you’re in good company — Microsoft Office serves over 1.2 billion users worldwide, and most of them started exactly where you are now. This guide walks you through the essential steps to create your first spreadsheet using the free web version or desktop app, with practical examples like an expense tracker, so you’ll end up with a working spreadsheet and confidence to explore Excel’s hundreds of built-in functions.

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Office users worldwide: Over 1.2 billion ·
Rows per sheet: 1,048,576 ·
Columns per sheet: 16,384 ·
Free access (web): Yes, with a Microsoft account ·
Built-in functions: More than 400

Quick snapshot

1Confirmed facts
  • Excel for the web is free with a Microsoft account (Microsoft Support)
  • Basic tasks — creating a workbook, entering data, using formulas — are documented by Microsoft (wikiHow)
2What’s unclear
  • Future feature updates for the free web version have not been publicly detailed (wikiHow notes limited features compared to the desktop app)
  • The claim that Excel supports more than 400 functions originates from Microsoft, but independent verification is limited (Coursera)
3Timeline signal
  • First released: 1985 (Mac), 1987 (Windows)
  • Current version: Microsoft 365 with continuous updates
4What’s next

Five core specs define every Excel workbook — here’s what you’re working with from the moment you click “Blank workbook”.

Specification Value
First released 1985 (Mac), 1987 (Windows)
Current version Microsoft 365 (continuous updates)
Max rows per sheet 1,048,576
Max columns per sheet 16,384 (column XFD)
Default file extension .xlsx (since Excel 2007)

How do I create a spreadsheet in Excel for beginners?

  1. Open Excel (desktop or web) and click Blank workbook.
  2. Add column headers in row 1 (e.g., Date, Description, Category, Amount).
  3. Enter data in rows below, using Tab to move across and Enter to move down.
  4. Save your workbook: click File > Save As, choose location, type a name, and click Save.

Opening Excel and creating a new workbook

  • Launch Excel (desktop app or go to Excel for the web).
  • On the start screen, click Blank workbook — this is your fresh grid.
  • Alternatively, choose File > New > Blank workbook from the backstage view.

Adding column headers and entering data

  • Click cell A1 and type your first header (e.g., “Date”). Press Tab to move to B1, C1, etc.
  • After headers, click into row 2 and begin typing data. Press Enter to move down, Tab to move across.
  • To edit a cell after entering, double-click the cell or press F2.

Saving and naming your spreadsheet

  • Click File > Save As (or Save a Copy in Excel for the web).
  • Choose a location — your computer, OneDrive, or SharePoint.
  • Type a file name (e.g., “My First Spreadsheet”) and click Save. Excel saves as .xlsx by default.
Bottom line: The beginner workflow is: open Excel → click Blank workbook → add headers in row 1 → enter data in rows below → save. That’s your first spreadsheet in under two minutes.
Why this matters

Most beginners overthink the first step. A blank workbook is exactly that — blank. You can’t break anything. Every pro started with a single entry in cell A1. If Excel runs slowly, our guide on fixing slow startup can help.

Can I make an Excel spreadsheet for free?

Using Excel for the web

  • Yes — visit Office.com and sign in with a free Microsoft account.
  • Click the Excel icon, then New blank workbook. You get the core editing experience without paying.
  • Files are saved to OneDrive and accessible from any device.

Free alternatives like Google Sheets

  • Google Workspace Learning Center explains how to create and edit spreadsheets in Google Sheets, a free competitor with similar features.
  • Google Sheets supports real-time collaboration and works entirely in the browser.

Limitations of free versions

  • Excel for the web lacks some advanced tools — macros, Power Query, and certain add-ins are desktop-only.
  • Storage is limited to 5 GB on OneDrive unless you purchase a subscription.
  • For most basic tasks (budgets, lists, simple analysis), the free version is fully sufficient.
Bottom line: You can create a fully functional spreadsheet in Excel without spending a cent. The free web version is a legitimate starting point for beginners, with only power-user features locked behind the desktop app.

What are the 7 basic Excel formulas?

Seven functions handle the vast majority of spreadsheet math. Here’s how each works with a concrete example.

Formula What it does Example Syntax
SUM Adds numbers in a range =SUM(A1:A10) sums cells A1 through A10 =SUM(number1, [number2], …)
AVERAGE Calculates the mean =AVERAGE(B1:B10) =AVERAGE(number1, [number2], …)
COUNT Counts numeric entries =COUNT(C1:C10) =COUNT(value1, [value2], …)
MAX Returns the largest number =MAX(D1:D10) =MAX(number1, [number2], …)
MIN Returns the smallest number =MIN(E1:E10) =MIN(number1, [number2], …)
IF Returns one value if true, another if false =IF(F1>100,”High”,”Low”) =IF(logical_test, value_if_true, [value_if_false])
VLOOKUP Looks up a value in the first column and returns a value in the same row from another column =VLOOKUP(102, A2:C10, 3, FALSE) =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
Bottom line: These seven formulas cover summing totals, averaging scores, counting entries, finding extremes, making conditional logic, and cross-referencing data. Master these, and you can handle 90% of everyday spreadsheet tasks.

How do I create a spreadsheet from data in Excel?

Importing from CSV or text files

  • Go to File > Open and select your .csv or .txt file. Excel parses it into columns automatically.
  • Use the Data > Get Data menu for more control over delimiters and encoding.

Copying and pasting data

  • Copy data from a web page, another spreadsheet, or a PDF.
  • Click the first cell where you want it to start, then press Ctrl+V (or right-click > Paste).
  • Use Paste Special (Ctrl+Alt+V) if you need only values, not formatting.

Using Power Query for advanced imports

  • Power Query (available in Excel for Microsoft 365) lets you connect to databases, web APIs, and other sources.
  • Go to Data > Get Data > From File > From JSON/CSV/XML.
  • Power Query transforms data before it loads into your worksheet — ideal for cleaning messy imports.
Bottom line: Whether you’re pasting a table from a website or importing a database export, Excel’s data tools make the process straightforward. Power Query is the heavy lifter for recurring data imports.

How do I create an expense spreadsheet in Excel?

Setting up columns for date, category, amount

  • In row 1, enter these headers: Date, Description, Category, Amount.
  • Below, start filling in your expenses. For example: 01/01/2025, “Groceries”, “Food”, 85.50.

Using SUM to calculate total expenses

  • To total all amounts, click the cell below your last amount and type =SUM(D2:D100) (adjust the range to fit your data).
  • Press Enter — the total updates automatically as you add rows.

Adding data validation for categories

  • Select the Category column (C2:C100). Go to Data > Data Validation.
  • Choose List and type your categories: Food, Transport, Utilities, Entertainment, Other.
  • Now each cell in that column shows a dropdown menu — no typing errors.

The pattern: a simple expense tracker with three steps takes about 10 minutes to build. Here’s a sample layout:

Date Description Category Amount
01/01/2025 Groceries Food 85.50
01/02/2025 Gas station Transport 45.00
01/03/2025 Netflix Entertainment 14.99
  Total   =SUM(D2:D4)
Bottom line: For beginners, the expense tracker is the perfect first real project. You practice headers, data entry, SUM, and data validation — all in one worksheet that actually saves you money.
The catch

Most free Excel tutorials skip data validation. Without it, you’ll end up with “Transport” in one row and “transport” in another — and your SUMIF formulas will miss half your data. A dropdown solves that before it starts.

“The easiest way to create a new workbook is to click File > New and select Blank workbook.”

Microsoft Support

“Users without a paid Microsoft Office version can use the free online version to create a basic spreadsheet.”

wikiHow

Additional sources

youtube.com, support.microsoft.com, youtube.com, support.microsoft.com, youtube.com, clickup.com, youtube.com

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Frequently asked questions

How do I merge cells in Excel?

Select the cells you want to merge, then click Home > Merge & Center. This combines the selected cells into one and centers the content. Use it for titles but avoid merging data ranges — it complicates sorting and formulas.

How do I freeze panes in Excel?

To keep headers visible as you scroll, go to View > Freeze Panes. Choose Freeze Top Row to lock the first row, or Freeze First Column for the leftmost column.

How do I sort data in Excel?

Select your data range, go to Data > Sort. Choose the column to sort by and whether A→Z or Z→A. For multiple levels (e.g., sort by date then by amount), use Add Level.

How do I filter data in Excel?

Click anywhere in your data, then go to Data > Filter. Dropdown arrows appear in each header. Click an arrow to filter by specific values or conditions.

How do I create a chart in Excel?

Select the data you want to chart, then go to Insert > Charts. Choose a type (column, line, pie). Excel generates the chart on the same sheet. Refine it using the Chart Design tab.

How do I use conditional formatting?

Select the cells, go to Home > Conditional Formatting. Choose a rule (e.g., highlight cells greater than $100). This visually flags data that meets your criteria.

How do I protect a spreadsheet with a password?

Go to File > Info > Protect Workbook > Encrypt with Password. Enter a password. Important: Microsoft cannot recover lost passwords, so store yours safely.

How do I print a spreadsheet in Excel?

Use File > Print or press Ctrl+P. Adjust settings like orientation, margins, and scaling — Fit Sheet on One Page is especially useful for wide tables.

For the beginner who wants a practical, reliable spreadsheet setup, the choice is clear: start with Excel for the web (free, no install) and build your first expense tracker using the steps above. The desktop version adds power but isn’t needed until you hit the limits of the free tool — and with over 400 functions at your fingertips, it might be a while before you do. For anyone in the Microsoft ecosystem, the path from blank workbook to functional spreadsheet is as short as one click and ten minutes of data entry.