Microsoft Excel Interview Questions
1. What is Excel?
Excel is a spreadsheet program made by Microsoft. It helps you organize, analyze, and
show data in a clear way.
2. How is Excel used in data analysis?
Excel makes it easy to organize and work with data. You can use formulas to calculate
numbers, create charts to visualize data, and pivot tables to summarize large amounts
of information.
3. What is a cell in Excel?
A cell is a small box in Excel where you can enter data. Each cell is identified by its
position, like A1, where "A" is the column and "1" is the row.
4. What are Excel workbooks and worksheets?
A workbook is an Excel file that can contain several worksheets. Each worksheet is like a
separate page where you can store and analyze different sets of data.
5. What is the purpose of formulas in Excel?
Formulas are used to do calculations automatically. You can add numbers, find
averages, or run checks on data without doing it manually.
6. How do you create a pivot table?
To make a pivot table, select your data, go to the Insert tab, and click on PivotTable. This
helps you summarize and analyze data easily.
7. What is the importance of a pivot table in data analysis?
Pivot tables help you look at large amounts of data quickly. They let you summarize
information, making it easier to find trends and insights.
8. Explain the difference between relative and absolute cell references.
Relative references (like A1) change when you copy a formula to another cell. Absolute
references (like $A$1) stay the same no matter where you copy them.
9. What is conditional formatting?
Conditional formatting changes how cells look based on certain rules. For example, you
can highlight cells that are above a certain number, making it easy to spot important
information.
10. How does Excel handle missing data?
Excel helps you deal with missing data by letting you filter it out, replace it, or ignore it.
You can also use functions to handle errors in your data.
11. What is VLOOKUP, and how is it used?
VLOOKUP is a function that searches for a value in the first column of a table and gives
you information from another column in the same row. It’s useful for comparing different
sets of data.
12. What does the IF function do?
The IF function checks if a condition is true or false. For example, =IF(A1>10, "Yes", "No")
means if the value in A1 is greater than 10, it will show "Yes"; otherwise, it will show "No."
13. How do you use the SUM function?
The SUM function adds up all the numbers in a range. For example, =SUM(A1) will give
you the total of the values in cells A1 to A10.
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Microsoft Excel Interview Questions
14. What is the COUNT function?
The COUNT function counts how many cells have numbers in them. For example,
=COUNT(A1) tells you how many of the cells from A1 to A10 contain numbers.
15. Explain the difference between COUNT and COUNTA.
COUNT counts only the cells with numbers, while COUNTA counts all non-empty cells,
including those with text or errors.
16. What is data validation?
Data validation is a way to control what data can be entered into a cell. You can set rules
to allow only certain types of data, which helps prevent mistakes.
17. How do you use the AVERAGE function?
The AVERAGE function finds the mean of a group of numbers. For example,
=AVERAGE(A1) calculates the average of the values in those cells.
18. How do you remove duplicates in Excel?
To remove duplicates, select your data, go to the Data tab, and click on Remove
Duplicates. This helps keep your data clean and unique.
19. What is the CONCATENATE function?
The CONCATENATE function joins text from different cells into one cell. For example,
=CONCATENATE(A1, " ", B1) combines the contents of A1 and B1 with a space in
between.
20. How do you create a chart in Excel?
To create a chart, select the data you want to visualize, go to the Insert tab, and choose
the type of chart you want, like a bar or line chart.
21. What is a trendline in Excel, and how is it used?
A trendline shows the general direction of data in a chart. It helps you see patterns and
make predictions based on past data.
22. Explain the LEFT function.
The LEFT function takes characters from the start of a text string. For example, =LEFT(A1,
3) gets the first three characters from the text in A1.
23. What is the purpose of the RIGHT function?
The RIGHT function takes characters from the end of a text string. For instance,
=RIGHT(A1, 3) retrieves the last three characters from A1.
24. How does the MID function work?
The MID function extracts text from the middle of a string. For example, =MID(A1, 2, 3)
starts at the second character of A1 and gets three characters.
25. What is data cleaning, and how does Excel help with it?
Data cleaning means fixing or removing mistakes in your data. Excel provides tools to
help, like TRIM to remove extra spaces and conditional formatting to highlight errors.
26. How do you sort data?
To sort data, select it, go to the Data tab, and click Sort. You can choose how you want to
arrange the data, like in ascending or descending order.
27. How does the FILTER function work?
The FILTER function lets you display only the data that meets certain criteria. For
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Microsoft Excel Interview Questions
example, =FILTER(A1, B1>10) will show only the rows where column B has values greater
than 10.
28. Explain the use of the TODAY function.
The TODAY function gives you the current date. For example, =TODAY() shows today’s
date and updates automatically.
29. What does the NOW function do?
The NOW function shows the current date and time. For instance, =NOW() provides an
exact timestamp, which can be useful for logging entries.
30. How do you use the INDEX function?
The INDEX function retrieves a value from a specific location in a range. For example,
=INDEX(A1, 2, 1) gives you the value in the second row and first column of that range.
31. What is the purpose of the MATCH function?
The MATCH function finds the position of an item in a list. For example, =MATCH("Apple",
A1, 0) will tell you where "Apple" is located in the range A1 to A10.
32. How does the SUMIF function work?
The SUMIF function adds up values based on a condition. For example, =SUMIF(A1,
">5") adds all the values in A1 to A10 that are greater than 5.
33. What is Goal Seek, and how is it used?
Goal Seek is a tool that helps you find the right input for a formula to reach a desired
outcome. You can find it under Data > What-If Analysis > Goal Seek.
34. Explain the HLOOKUP function.
HLOOKUP is similar to VLOOKUP but looks for values horizontally in the first row of a
table and returns data from other rows.
35. How do you create a drop-down list in Excel?
To create a drop-down list, use Data Validation to set up a list of options that users can
choose from in a cell.
36. What are Excel macros?
Macros are recorded actions that automate repetitive tasks in Excel, helping you save
time and reduce errors.
37. How do you use the TEXT function?
The TEXT function converts numbers to text in a specific format. For example, =TEXT(A1,
"0.00") changes a number into a text format with two decimal places.
38. What is the use of sparklines in Excel?
Sparklines are small charts that show trends in data within a single cell. They give a
quick visual summary of information.
39. What is a dashboard in Excel?
A dashboard is a collection of charts and tables that display important metrics and
summaries, helping users see key information at a glance.
40. Explain the RANK function.
The RANK function tells you the position of a number in a list. For example, =RANK(A1,
A1) will show the rank of the value in A1 compared to the values in A1 to A10.
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Microsoft Excel Interview Questions
41. What is data visualization in Excel?
Data visualization is the process of representing data graphically through charts and
graphs. This helps people understand complex information quickly.
42. How do you add data labels to a chart?
To add data labels to a chart, select the chart, go to Chart Design, click on Add Chart
Element, and then choose Data Labels.
43. What is the purpose of the SUBSTITUTE function?
The SUBSTITUTE function replaces specific text in a string with new text. For example,
=SUBSTITUTE(A1, "old", "new") changes "old" to "new" in the text from A1.
44. How does the ROUND function work?
The ROUND function rounds numbers to a specific number of decimal places. For
example, =ROUND(A1, 2) rounds the number in A1 to two decimal places.
45. What is a lookup table in Excel?
A lookup table is a reference table used with functions like VLOOKUP or HLOOKUP to
find data based on a specific key.
46. How do you protect a worksheet?
To protect a worksheet, go to the Review tab and click on Protect Sheet. You can set a
password to restrict editing.
47. How is Excel used for trend analysis?
Excel helps you analyze trends by plotting data over time using charts. You can see
patterns and make predictions based on historical data.
48. What is the FIND function?
The FIND function locates the position of a specific substring within a text string. For
example, =FIND("a", A1) tells you where the letter "a" appears in the text from A1.
49. Explain how to group rows or columns in Excel.
To group rows or columns, select them, go to the Data tab, and click on Group. This lets
you easily expand or collapse sections of your data.
50. What is the use of AutoSum?
AutoSum quickly adds up selected cells or provides other quick calculations, making it
easy to total numbers without manually entering formulas.
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