Most excel interview questions and answers organized by topics useful for freshers, experienced, data analysts.
Basic Excel Questions:
What is Excel?
Excel is a spreadsheet application developed by Microsoft for organizing, formatting, and analyzing data.
What are cells in Excel?
Cells are the basic building blocks in Excel where data is entered. Each cell is located at the intersection of a row and column (e.g., A1, B5).
How can you merge cells in Excel?
Select the cells to merge, right-click, and choose "Merge & Center" from the toolbar.
What is a formula in Excel?
A formula is an expression that calculates the value of a cell.
What is a function in Excel?
A function is a predefined formula in Excel that performs specific calculations using data from a range of cells.
How do you create a formula in Excel?
Start with an equal sign (=) followed by the required calculation (e.g., =A1+B1).
How do you apply the same formula to an entire column in Excel?
Drag the formula from one cell down using the fill handle or double-click the bottom right corner of the cell.
What is the difference between a relative and absolute cell reference?
Relative reference changes when copied to another location, whereas absolute reference (e.g., $A$1) remains constant.
What is the shortcut to auto-sum in Excel?
Select the range and press Alt + =.
How can you freeze rows or columns in Excel?
Use the "Freeze Panes" option in the "View" tab.
Intermediate Excel Questions:
What are conditional formatting rules in Excel?
Conditional formatting allows you to format cells based on the content, such as coloring cells with values above a threshold.
How do you apply conditional formatting?
Select the cells, go to the "Home" tab, and choose "Conditional Formatting" to apply the desired rule.
What is VLOOKUP, and how is it used?
VLOOKUP searches for a value in the first column of a table and returns a value in the same row from another column.
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
Explain the difference between VLOOKUP and HLOOKUP.
VLOOKUP looks for data vertically in a column, while HLOOKUP searches horizontally in a row.
How does the IF function work?
The IF function tests a condition and returns one value if true and another if false.
=IF(logical_test, value_if_true, value_if_false)
What is the purpose of the COUNTIF function?
COUNTIF counts the number of cells that meet a specific condition.
=COUNTIF(range, criteria)
How can you protect a worksheet in Excel?
Go to the "Review" tab and select "Protect Sheet," then set a password.
What is data validation in Excel?
Data validation is used to restrict the type of data that can be entered into a cell.
What is the difference between COUNT and COUNTA?
COUNT counts only numerical cells, while COUNTA counts all non-empty cells.
How can you create a dropdown list in Excel?
Use "Data Validation" and choose "List" under the "Allow" section.
Advanced Excel Questions:
What is a Pivot Table in Excel?
A pivot table is a tool that summarizes large datasets and allows for data analysis by reorganizing rows and columns.
How do you create a Pivot Table?
Select your data, go to the "Insert" tab, and choose "Pivot Table."
What is a Pivot Chart?
A Pivot Chart is a graphical representation of the data in a Pivot Table.
How do you use the SUMIF function?
SUMIF adds the values in a range that meet a single criterion.
=SUMIF(range, criteria, [sum_range])
Explain the difference between a workbook and a worksheet.
A workbook is an Excel file containing multiple worksheets. A worksheet is an individual sheet within the workbook.
What is the use of the INDEX and MATCH functions?
INDEX returns the value of a cell at a specific row and column. MATCH finds the position of a value in a range.
What is the purpose of the SUMPRODUCT function?
SUMPRODUCT multiplies corresponding items in arrays and returns the sum of those products.
How do you remove duplicates in Excel?
Select the range, go to the "Data" tab, and click "Remove Duplicates."
What is the use of the TEXT function?
TEXT formats numbers into a specific text format.
=TEXT(value, format_text)
What is Power Query?
Power Query is a tool for importing, cleaning, and transforming data in Excel.
Formulas & Functions Questions:
How do you calculate the average in Excel?
Use the AVERAGE function:
=AVERAGE(range)
What does the NOW function do?
The NOW function returns the current date and time.
=NOW()
How do you calculate the difference between two dates?
Use the DATEDIF function:
=DATEDIF(start_date, end_date, "unit")
What is the purpose of the CONCATENATE function?
It joins two or more text strings into one.
=CONCATENATE(text1, text2, ...)
How do you calculate the percentage in Excel?
Divide the part by the whole and multiply by 100:
=(part/whole)*100
Formatting & Customization:
How do you change the number format in Excel?
Select the cell, right-click, choose "Format Cells," and select the appropriate number format.
What are cell comments, and how are they used?
Cell comments are annotations added to a cell for notes or explanations. Right-click a cell and choose "Insert Comment."
How do you change the orientation of text in a cell?
Select the cell, right-click, choose "Format Cells," and adjust the "Alignment" to change text orientation.
What is conditional formatting, and how do you apply it to highlight duplicates?
Go to the "Home" tab, select "Conditional Formatting," and choose "Highlight Cells Rules," then select "Duplicate Values."
Shortcuts & Efficiency:
What is the shortcut to insert a new row or column in Excel?
Use Ctrl + Shift + + to insert a new row/column.
How do you lock cells to prevent editing in Excel?
Select cells, go to "Format Cells," and choose "Locked." Then protect the sheet.
Advanced Excel Formulas & Functions (cont.):
What is the purpose of the OFFSET function?
OFFSET returns a reference to a range that is offset from a specified cell or range.
=OFFSET(reference, rows, cols, [height], [width])
How does the CHOOSE function work?
CHOOSE returns a value from a list based on the index number.
=CHOOSE(index_num, value1, value2, ...)
Explain the difference between FIND and SEARCH functions.
FIND is case-sensitive, whereas SEARCH is not. Both return the position of a substring within a string.
=FIND(find_text, within_text, [start_num])
=SEARCH(find_text, within_text, [start_num])
What is the purpose of the LEN function?
LEN returns the number of characters in a text string.
=LEN(text)
What does the LEFT, RIGHT, and MID function do?
LEFT extracts characters from the beginning, RIGHT from the end, and MID from the middle of a text string.
=LEFT(text, num_chars)
=RIGHT(text, num_chars)
=MID(text, start_num, num_chars)
How does the ROUND function work?
ROUND rounds a number to a specified number of digits.
=ROUND(number, num_digits)
What is the difference between ROUND, ROUNDUP, and ROUNDDOWN?
ROUND rounds normally, ROUNDUP always rounds up, and ROUNDDOWN always rounds down.
How do you use the RANK function?
RANK returns the rank of a number within a dataset.
=RANK(number, ref, [order])
What is the purpose of the TRIM function?
TRIM removes extra spaces from text, leaving only single spaces between words.
=TRIM(text)
What does the SUBSTITUTE function do?
SUBSTITUTE replaces occurrences of a specified text with new text.
=SUBSTITUTE(text, old_text, new_text, [instance_num])
How does the ISERROR function work?
ISERROR returns TRUE if the evaluated expression results in an error, otherwise FALSE.
=ISERROR(value)
Explain the purpose of the AND and OR functions.
AND checks if all conditions are TRUE, and OR checks if at least one condition is TRUE.
=AND(logical1, logical2, ...)
=OR(logical1, logical2, ...)
What is the purpose of the ISBLANK function?
ISBLANK checks if a cell is empty, returning TRUE or FALSE.
=ISBLANK(value)
Data Analysis & Visualization:
What is Excel’s Data Table, and how do you use it?
A Data Table is a tool for performing what-if analysis with one or two variables. You can access it via the "Data" tab under "What-If Analysis."
How can you create a chart in Excel?
Select your data, go to the "Insert" tab, and choose a chart type (e.g., bar, pie, line).
What is the difference between a Line Chart and a Bar Chart?
A Line Chart shows trends over time, while a Bar Chart compares quantities across different categories.
How do you insert a Sparkline in Excel?
A Sparkline is a mini-chart within a cell. Select the cell, go to the "Insert" tab, and choose "Sparklines."
What is the purpose of a Histogram?
A Histogram shows the frequency distribution of numerical data.
What is a Waterfall Chart?
A Waterfall Chart is used to visualize cumulative effects of sequential positive and negative values.
How do you create a Combo Chart in Excel?
A Combo Chart combines two different chart types, such as a bar and line chart. Go to the "Insert" tab and select "Combo Chart."
What is the purpose of a slicer in Excel?
Slicers are used to filter data visually in PivotTables and PivotCharts.
How do you apply a filter in Excel?
Select the data, go to the "Data" tab, and click "Filter."
How do you sort data in Excel?
Go to the "Data" tab and click "Sort," then specify the sorting criteria (e.g., ascending or descending).
Excel Tables & Data Handling:
What is an Excel Table, and how do you create one?
An Excel Table is a structured way to organize data. Select your data, go to the "Insert" tab, and click "Table."
What are the benefits of using Excel Tables?
Tables make it easier to manage data, apply formulas, and update charts automatically when new data is added.
How do you remove duplicates in Excel?
Select the range, go to the "Data" tab, and click "Remove Duplicates."
What is Flash Fill in Excel?
Flash Fill automatically fills in values based on patterns it detects in adjacent columns. It’s found under the "Data" tab.
How do you split text into columns in Excel?
Use the "Text to Columns" feature under the "Data" tab, specifying the delimiter or fixed width.
Collaboration & Protection:
How do you share an Excel workbook with others?
Go to the "File" tab, click "Share," and select the sharing options.
How can you track changes in an Excel workbook?
Go to the "Review" tab and select "Track Changes."
How do you protect a workbook or worksheet with a password?
For a worksheet, go to the "Review" tab and click "Protect Sheet." For a workbook, use "Protect Workbook" under the same tab.
What is the purpose of locking cells in Excel?
Locking cells prevents users from editing specific cells when the sheet is protected.
How can you hide rows and columns in Excel?
Right-click the row or column and choose "Hide."
Macros & Automation:
What is a macro in Excel?
A macro is a series of commands that can be recorded and played back to automate repetitive tasks.
How do you record a macro in Excel?
Go to the "View" tab, click "Macros," and choose "Record Macro."
What is the use of VBA (Visual Basic for Applications) in Excel?
VBA is used to write custom macros and automate tasks beyond the basic capabilities of Excel.
How do you run a macro in Excel?
Go to the "View" tab, click "Macros," select the macro from the list, and click "Run."
What are some common uses of Excel macros?
Automating repetitive tasks like formatting, data entry, and report generation.
How can you assign a macro to a button in Excel?
Insert a button from the "Insert" menu, then right-click the button and assign the macro.
Shortcuts & Efficiency Tips:
What is the shortcut to copy and paste in Excel?
Use Ctrl + C to copy and Ctrl + V to paste.
What is the shortcut to insert a new worksheet in Excel?
Press Shift + F11.
How do you quickly switch between different worksheets in Excel?
Use Ctrl + Page Up and Ctrl + Page Down.
What is the shortcut to format cells in Excel?
Press Ctrl + 1.
How do you delete a row or column in Excel?
Select the row or column and press Ctrl + -.
Excel Errors & Debugging:
What does the #N/A error mean?
#N/A means a value is not available or can’t be found in a lookup function.
What does the #DIV/0! error mean?
#DIV/0! occurs when a number is divided by zero or an empty cell.
How do you trace errors in Excel?
Go to the "Formulas" tab and use "Error Checking" and "Trace Error" tools.
What is the #REF! error in Excel?
#REF! occurs when a cell reference is invalid, usually due to deleted cells.
Excel Miscellaneous:
How do you change the page orientation in Excel?
Go to the "Page Layout" tab and choose "Portrait" or "Landscape."
How do you print only a selected range in Excel?
Select the range, go to "File" > "Print," and choose "Print Selection."
What is the use of Goal Seek in Excel?
Goal Seek finds the input value needed to achieve a specific goal in a formula.
What is Solver in Excel?
Solver is an advanced tool for performing optimization and finding solutions to complex problems.
How do you create hyperlinks in Excel?
Select the cell, right-click, and choose "Hyperlink" to link to a website, file, or another cell.
How can you consolidate data from multiple sheets in Excel?
Use the "Consolidate" feature under the "Data" tab to combine data from different sheets.
What is a Scenario Manager in Excel?
Scenario Manager allows you to create different scenarios and analyze the impact of changes on your data.
How do you insert comments in Excel?
Right-click a cell and select "Insert Comment."
What is Power Pivot in Excel?
Power Pivot is an advanced data modeling tool that allows users to build relationships and calculations for large datasets.
What is the shortcut to auto-fit columns in Excel?
Select the columns and press Alt + H + O + I.
How do you transpose data in Excel?
Copy the data, right-click where you want to paste, and select "Transpose" from the Paste Options.
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