Microsoft Excel Interview Questions and Answers

MS Exel Interview Questions and Answers

This section covers commonly asked and expert level MS Excel Interview questions and answers. The types of questions covered are general, conceptual, situational, logical and experience based. You can also find interesting examples and sample answers with each question.

Who are these MS Excel Interview Questions useful for?

These interview questions will be very useful to all the candidates interviewing for the roles that need to deal with a large amount of data and its analysis like Accountants, Auditors, Administrative assistants, Office clerks, IT staff, Market analysts, Cost estimators, Financial analysts, Investment bankers, Loan officers, Project Coordinators etc.

Both entry level freshers and experienced candidates will be benefited by these questions and answers.

1. What is Microsoft Excel?

Microsoft Excel is an electronic spreadsheet tool which enables the users to manage their data with formulae.The spreadsheet is divided into rows and columns which help the users to calculate, format and organize their data.

It is a time-saving tool that can use an external database to make dynamic reports and analysis. It is a tool that helps in manipulation of data.

2. What is the order of operation formula in MS Excel?

In MS Excel an order is used for operations when evaluating different operators. The short form of this order is PEDMAS. It stands for:
  • Parentheses
  • Exponents
  • Multiplication
  • Division
  • Addition
  • Subtraction

3. Other than spreadsheets, what is the use of MS Excel?

Excel has become a professional tool for anything that requires management of huge data. It is a tool that allows flexibility. Here are the uses of MS Excel that one can use professionally and personally:

i.) Calculating and accounting: Excel provides customized calculator by programming your commonly used formulae. You can prepare a budget plan, forecast, and prepare financial reports in Excel. It has certain functions that are specially designed to meet financial accounting needs.

ii.) Prepare charts: MS Excel can transform rows and columns of a digit in a pie chart, bar chart, line chart, etc. It helps you to present the data in a more visual way.

iii.) Help with the inventory: It helps the employees with inventory tracking.

iv.) Data Analysis: Pivot tables allow the user to consolidate and focus on a certain set of data from large sets and create snapshots that can be used in the report summary.  

v.) Helps in administrative and managerial duties: Excel is an effective tool for organizing procedures and scenarios. It helps in creating and outlining business processes.

vi.) Personal time manager: Excel helps an individual in time management. You can prepare your timesheet and to do list to manage your day to day activity. This helps in efficient and productive use of your time.

4. Why are charts used?

A chart helps to present the data in graphical visualization. It helps the user to understand the data and highlights the important insights of the data. It helps to give the appropriate information to the user.

5. What are the options to format cell?

To format cell you can use the option "Format Cell". There are six options. They are:

i.) Number
ii.) Alignment
iii.) Font
iv.) Border
v.) Fill
vi.) Protection

6. While creating complex models in Excel, what are a few practices you should keep in mind?

Excel is an effective tool for preparing complex models as it helps to predict the outcomes, track data and project financial results.

In order to keep your spreadsheet clean, organized and flexible you need to follow a few practices. Some of them are as follows:

i.) Create multiple tabs: Keeping separate tabs can keep the model organized and will also help someone new to the spreadsheet to understand it easily if you are planning to hand it over to someone else.

ii.) Avoid hard-coded values: Always keep assumptions and inputs on their own tabs and use cell references instead of hard-coded values to pull them off into your formulae.

iii.) Always add a table of content: Large data can be complex and hence a table of content can help to keep things organized and easy to use.

iv.) Add comment:The person who prepares the model would be able to understand the model best but others may have a difficulty in understanding it. So adding a comment to explain the calculation will make it easier for other users to follow your calculation.

7. What is a Pivot table and when do you use it?

A Pivot table is one of the most used Excel features by businesses. When you are attending an Excel interview be sure you are prepared for what Pivot tables are and what its use is.

Pivot tables are mostly used when you have to analyze large data quickly and easily. It helps to analyze thousands of rows with minimum efforts using a number of predefined functions.

8. What are the important functions of the Pivot Tables?

The important functions of the Pivot Tables are as follows:

i.) Report Filter: This allows you to focus on specific portions of the data. You can focus on one specific part of the entire report.

ii.) Column labels: Placing the data labels along the side of the screen, this section allows summarizing the data across the columns.

iii.) Row Labels: Like column labels, this section allows to summarize the data across the rows. Placing data labels across the rows.

iv.) Values: This allows you to specify what you are summarizing for example- total cost, total no of items purchased, etc.

9. What are the keys used to go to the next worksheet?

To go to the next worksheet you will have to use Ctrl+ PgDown.

10. What steps do you follow to group items in date field by week?

In order to group items in a Date field by week you need to follow the following steps:

i.) Right-click on one of the dates in the pivot table.
ii.) A pop-up menu will appear, click on Group.
iii.) A Grouping dialog box will appear, select Days from the 'By' list.
iv.) For 'Number of Days' select 7.
v.) The week range is determined by the date in the 'Starting at' Box so adjust if required.
vi.) The last step is to click on OK.