🚀 Excel Interview Questions with Answers — Part 1

1. What is Microsoft Excel and what is it mainly used for?
Microsoft Excel is a spreadsheet application used to store, organize, analyze, and visualize data. It is part of Microsoft 365.

Main Uses of Excel:
- Data entry and management
- Calculations using formulas and functions
- Data analysis and reporting
- Creating charts and dashboards
- Budgeting and financial analysis
- Automation using macros and VBA

📌 Example:
A data analyst may use Excel to analyze sales data and create monthly KPI dashboards.

2. What is the difference between a workbook and a worksheet?

Workbook | Worksheet
A workbook is the entire Excel file | A worksheet is a single sheet/tab inside the workbook
It can contain multiple worksheets | It contains rows and columns of data
Saved as .xlsx, .xls, etc. | Appears as tabs at the bottom

📌 Example:
Sales_Report.xlsx = Workbook
January Sales = Worksheet inside the workbook

3. What is a cell, row, and column?
Cell: Intersection of a row and column
Example: B5

Row: Horizontal arrangement of data
Rows are numbered: 1, 2, 3...

Column: Vertical arrangement of data
Columns are labeled: A, B, C...

📌 Example:
If “Sales” is written in cell C2, then:
- C = Column
- 2 = Row
- C2 = Cell

4. How do you rename, insert, or delete a worksheet?

Rename a Worksheet:
- Double-click the sheet tab
OR
- Right-click → Rename

Insert a Worksheet:
- Click the + icon beside sheet tabs
OR
- Press Shift + F11

Delete a Worksheet:
- Right-click sheet tab → Delete

⚠️ Important:
Deleting a worksheet permanently removes its data unless recovered immediately.

5. How do you select a range, entire row, or entire column?

Select a Range:
Click and drag across cells
Example: A1:D10

Select Entire Row:
- Click the row number
OR
- Shortcut: Shift + Space

Select Entire Column:
- Click the column letter
OR
- Shortcut: Ctrl + Space

📌 Useful for formatting, filtering, or applying formulas quickly.

6. How do you copy, paste, and cut data?

Action | Shortcut
Copy | Ctrl + C
Paste | Ctrl + V
Cut | Ctrl + X

Paste Special:
Used when you want to paste:
- Values only
- Formulas only
- Formatting only

Shortcut: Ctrl + Alt + V

📌 Example:
Copy formulas without changing formatting using “Paste Special → Formulas”.

7. How do you use Zoom, Freeze Panes, and Split Window?

Zoom:
Used to increase or decrease worksheet view size.
- Bottom-right zoom slider
OR
- View → Zoom

Freeze Panes:
Keeps headers visible while scrolling.
Path: View → Freeze Panes
Common options:
- Freeze Top Row
- Freeze First Column

📌 Example:
Freeze headers in large sales reports.

Split Window:
Splits worksheet into multiple scrollable sections.
Path: View → Split
Useful when comparing distant parts of the same sheet.

8. How do you hide/unhide rows and columns?

Hide:
- Select row/column
- Right-click → Hide

Unhide:
- Select surrounding rows/columns
- Right-click → Unhide

📌 Example:
Hide helper columns containing intermediate calculations.

9. How do you insert/delete rows and columns without breaking formulas?

Best Practice:
Use Excel insert/delete options instead of manual copy-paste.

Insert:
Right-click row/column → Insert

Delete:
Right-click row/column → Delete

Why?
Excel automatically adjusts formulas and references.

📌 Example:
If formula is: =SUM(A1:A5)
After inserting a new row inside the range, Excel updates automatically: =SUM(A1:A6)

⚠️ Avoid deleting cells individually unless necessary because it may shift references incorrectly.

10. How do you save, open, and share an Excel file (including via OneDrive / Microsoft SharePoint)?

Save a File:
- Ctrl + S
- File → Save As

Open a File:
- File → Open
OR
- Double-click the Excel file

Share via OneDrive: 
1. Save file to OneDrive 
2. Click Share 
3. Generate link or invite users 

Share via Microsoft SharePoint: 
- Upload workbook to SharePoint 
- Collaborate with multiple users in real time 

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