Entering Data into Worksheet

How To Enter Text (Label) Into A Cell

TIPS

1. Click the cell A1. Cell A1 becomes the active cell. You will enter text in the active cell.

2. Type Jan. The text appears in cell A1.

3. Press <Enter> to confirm the entry. You can also press <Tab> to confirm the entry.

How To Edit The Contents Of A Cell

SUMMARY

1. Click the cell A1. You are going to edit `Jan’ to `January’ in cell A1.

2. Press <F2>. The blinking insertion cursor appears at the end of the cell content.

3. Type uary. This is to add text after the word `Jan’.

4. Press <Enter>. The cell is now updated.

How To Edit Text In A Cell Using The Formula Bar

SUMMARY

1. Click the cell A1. You are going to change `January’ to `Report for January’.

2. M ove the mouse over the formula bar and click at the left of the word January. When you position the mouse pointer over the formula bar, the pointer changes to a text editor, also know as I-beam, as shown below.

3. Type Report for and press <Enter>. You have just added text before the word `January’. You can use the arrow keys to move the cursor to the right and the left.

How To Replace The Contents Of A Cell

1. Click the cell A1. You are going to replace `Report for January’ with `Feb’.

2. Type Feb and press <Enter>. The text in cell A1 is replaced.

How To Delete The Contents Of A Cell

1. Click the cell A1. You are going to delete `Feb’ in cell A1.

2. Press <Delete>. The content is deleted.

How To Undo And Redo Changes

SUMMARY

TIPS

1. Click the cell A1, type February and press <Enter>. The text appears in cell A1. The active cell is now A2.

2. Click the Undo button on the Quick Access Toolbar. Your active cell returns to A1. The previous action, which was typing the word February in the cell A1, is undone. The word `February' is removed.

3. Click the Redo button on the Quick Access Toolbar. The action that you reversed previously is carried out again. The word February reappears in A1.

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How To Enter A Number As A Value In A Cell

SUMMARY

1. Click the cell A1. You will enter a number into this cell.

2. Type 100 and press <Enter>. The value is aligned to the right instead of the left for labels or text.

How To Enter A Number As A Label In A Cell

SUMMARY

1. Click the cell A2. You will enter a number as a label into this cell.

2. Type ‘200. The apostrophe is a label prefix that will not appear on the worksheet.

3. Press <Enter>. Click the cell A2 again. A SmartTag appears to let you know the cell is formatted as text. You can convert the text to a number if you want.

4. Click the SmartTag drop-down arrow and click Ignore Error from the list. The SmartTag indicator disappears, as you have chosen to ignore it.

How To Enter Date Into A Cell

SUMMARY

TIPS

1. Click the cell A3. You want to enter a date into this cell.

2. Type 6/20/07. If the date aligned to left, your computer date is probably set to DD/MM/YY instead of MM/DD/YY. You should then enter the date as 20/6/01 or change the date format in your control panel.

3. Press <Enter>. The date format changes automatically, as shown below:

How To Use AutoFill To Enter Text

SUMMARY

TIPS

1. In the cell A2, type Jan. This is the first cell of the series of data.

2. P lace the mouse pointer over the AutoFill Handle. The pointer changes to a `+’ sign.

3. C lick and drag to the right until cell D2. You can also drag down to fill the cells below it. The cells are filled, as shown below.

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How To Use AutoFill Options

SUMMARY

4. Click the AutoFill Options. The options list appears, as shown below.

5. Click the Copy Cells option from the list. AutoFill copies the cell content instead of filling the data series, as shown below.

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How To Use AutoFill To Enter A Sequence Of Numbers

SUMMARY

TIPS

1. In the cell A2, type 1. In the cell B2, type 2. You need to enter data in the first and second cells.

2. Select both of the cells A2 and B2. To highlight the cells, click and drag from the center of cell A2 to cell B2.

3. M ove the mouse pointer to the AutoFill Handle The pointer changes to a `+’ sign.

4. Click and drag to the right to fill the contents until cell D2. The subsequent cells are filled with a series of numbers, as shown below.

How To Customize AutoFill

SUMMARY

TIPS

1. Click the Office Button, and then click the Excel Options button. Excel Options dialog box appears.

2. Click Popular. Then click the Edit Custom Lists button. The Custom Lists dialog box appears.

3. In the List entries box, type Spring, Summer, Autumn, Winter. You can also press <Enter> to separate the list entries instead of using commas.

4. Click the Add button. Then click the OK button. The new list is created.

How To Use A List To Enter Data

SUMMARY

1. Right-click the cell A4. The shortcut menu appears.

2. Click Pick From Drop-down List from the shortcut menu. The list of all the entries above the active cell appears, as shown below:

3. Click the item you want from the list. The item is entered into the cell A4.

How To Enter Data Into A Range Of Cells

SUMMARY

TIPS

1. Select the range A1:C3, in which you wish to enter data. The range is highlighted.

2. Type Report. Press <Enter> to move the cursor down to cell A2 and type John. Press <Enter>. When the range is selected, the cell A1 as the first cell in the selected range is the active cell, where the data entry begins.

3. In the cell A3, type Mary and press <Enter>. The active cell moves to the top of the next column within the selected range.

4. Enter the remaining data as below. Always remember to press <Enter> to move to the next cell.

How To Fill A Range Of Cells With The Same Data

SUMMARY

1. Select the range A1:C3, in which you wish to fill data. The range is highlighted.

2. Type Table. You will fill the highlighted range with the word `Table’.

3. Press <Ctrl>+<Shift>+<Enter>. All the cells in the range are filled with the word `Table’, as shown below.

How To Document Workbook Properties

SUMMARY

TIPS

The document properties (metadata) describe and identify a file or workbook. Some of the properties are documented and updated automatically (such as the file size, the last modified date, the location of the file, etc) and some are editable (such as the title, author name, subject, and keywords). You can even create custom properties if you want.

These properties help you to organize and identify your documents more easily. You can even search for documents based on their properties using the search tools.

1. Click the Office button >> Prepare >> Properties. The Document Information Panel appears at the top of the worksheet.

2. Enter the information you want. Click the Close button when you finish. You can also add more advanced properties using the properties dialog box. In the Document Information Panel, click the Document Properties drop-down arrow, and then click Advanced Properties.

How To Save A Workbook For The First Time

SUMMARY

TIPS

1. Click the Office Button >> Save. The Save As dialog box appears.

2. I n the File name box, type Excel Training. Excel has already entered a placeholder name in the File name box before you type your own file name. Since the name is highlighted. You just need to type in the new file name to overwrite it without having to click in the box.

3. Click the Save button. The file is saved in the default folder, My Documents.

How To Save Another Copy Using `Save As’

TIPS

1. Click the Office Button >> Save As. The Save As Dialog Box appears.

2. You can type in another file name. You can specify a new folder and/or a different file type.

3. Click the Save button. Another copy of the file is created.

How To Save With A Different File Format

SUMMARY

TIPS

1. Click the Office Button >> Save As. The Save As dialog box appears.

2. Click the Save as type drop-down arrow, and then select the file type you want. You can select different Excel format as shown below. If you save a workbook in a different file format, some of the formatting, data, and features unique to Microsoft Office Excel will not be retained. Use Excel help to get more information on the formatting and features that are not transferred in Excel file format conversions.

Format	Description
Excel Workbook (.xlsx)	The default Excel 2007 XML-based file format with no VBA macro code or Microsoft Office Excel 4.0 macro sheets (.xlm).
Excel Workbook (code) (.xlsm)	The Excel 2007 XML-based and macro-enabled file format. It is able to store VBA macro code or Excel 4.0 macro sheets (.xlm).
Excel Binary Workbook (.xlsb)	The Excel 2007 Binary file format (BIFF12).
Template (.xltx)	The default Excel 2007 template file format with no VBA macro code or Excel 4.0 macro sheets (.xlm).
Template (code) (.xltxm)	The Excel 2007 macro-enabled template file format. It is able to stores VBA macro code or Excel 4.0 macro sheets (.xlm).
Excel 97- Excel 2003 Workbook (.xls)	The Excel 97 - Excel 2003 Binary file format (BIFF8).
Excel 97- Excel 2003 Template (.xlt)	The Excel 97 - Excel 2003 Binary file format (BIFF8) for an Excel template.
XML Spreadsheet 2003 (.xml)	XML Spreadsheet 2003 file format (XMLSS).
Excel Add-In (.xlam)	The Excel 2007 XML-based and macro-enabled Add-In, a supplemental program that is designed to run additional code. It supports the VBA projects and Excel 4.0 macro sheets (.xlm).

How To Save To Another Folder

SUMMARY

TIPS

1. Click the Office Button >> Save As. The Save As dialog box appears.

2. In the File name box, type the new file name. You will save the file with a different name.

3. Click the Create New Folder button. The New Folder Dialog Box appears.

4. In the Name box, type Training. This will create a new folder ‘Training’ in the C:\My Documents folder.

5. Click the OK button. The training folder is created.

6. Click the Save button. The file is saved in the Training folder.

How To Save On A Diskette

SUMMARY

1. Click the Office Button >> Save As. The Save As dialog box appears.

2. In the File name box, type the new file name. You will save the file with a different name.

3. Click the Save in drop-down arrow and click 3½ Floppy (A:) from the list. Then, click the Save button. The file will be saved on the diskette.

How To Close The Current Workbook

SUMMARY

1. Click the Office Button >> Close. Excel prompts you to save the changes you have just made.

2. Click the Yes button. The changes are saved and the workbook closes.

How To Open A Workbook

SUMMARY

TIPS

1. Click the Office Button >> Open. The Open dialog box appears.

2. In the Look in box, select the drive or folder that contains the file you want to open. This is necessary only if the workbook is not saved in the default folder.

3. Double-click at the file name Excel Training. This is the workbook you saved in previous task.

How To Exit Excel 2007

SUMMARY

1. Click the Office Button. Then click the Exit Excel button. If you have not saved the existing file. Excel prompts you to save before exiting the application.

Performing Calculations

Objectives:

When you have completed these lessons, you will be able to:

• Understand formulas

• Resize The Formula Bar

• Use simple calculations

• Enter A Formula Using The Keyboard

• Enter A Cell or A Range Reference Using The Mouse

• Use AutoSum To Calculate Totals

• Use Relative References

• Use Absolute References

• Enter A Function Directly

• Use AutoComplete To Create Formulas

• Turn Formula AutoComplete On Or Off

• Insert Other Functions Using AutoSum Button

• Use The Insert Function

• Use AutoCalculate To Do A Calculation Without Using A Formula