DATA AND CELLS

Moving Around the Worksheet

In entering data, you must first select the cell. The default location of the cursor
upon opening MS Excel is cell A1 which is referred to as the cell address. The
cell address is the combination of column heading and the row number. As the
cursor is moved, the Name Box displays the new active cell.
Keyoard Shortcuts
To move right one cell ress right arrow !ey or Tab
To move left one cell ress left arrow !ey or Shift " Tab
To move down one cell ress arrow down
To move up one cell ress arrow up
To a specific cell ress !" then type the cell address
To the beginning of a row ress #o$e
To the end of a arrow ress #trl " Arrow $ight
To the beginning of a spreadsheet ress #trl " Arrow %p
To the end of the spreadsheet ress #trl " Arrow &own
'ou can immediately !now the cell address of the cell by loo!ing at the Na$e
box. It displays the cell address or the location of the active cell in the active
sheet.
Selecting Cells
Cell - The intersection of a column and row forms a cell( each cell has a uni)ue
address determined by the column letter and row number.
Range A range is one or more selected cells that you can edit, delete, format,
print, or use in a formula *ust li!e a single cell.
A range can be contiguous +all selected cells are ad*acent, or noncontiguous
+selected cells are not all ad*acent,.

A range reference list the upper-left cell address, a colon +.,, and the lower-right cell
address. #ommas separate noncontiguous cells. /or example, 01.&23,E4,561.

The Di%%erent !or$s o% a Mouse &ointer in he S'readsheet
Arrow %sed to select a command from the menu bar or toolbars
Thic! #ross %sed to select a cell or range of cells
I-beam %sed to edit text within a formula bar. This pointer appears when
your mouse pointer rests on the 7ame 0ox
/ill 8andle %sed to copy cell content
&ouble Arrow Allows you to ad*ust the column width by dragging it to the left
and right and the row height by dragging it up and down.
Entering Data
There are two basic types of data that you can enter in a cell, lael and value. The
firsts character in a cell determines whether the cell entry in numeric data +value,
or text +label,.
Entering (te)t* Laels
5abels are many type of data not used in calculations. 5abels are used for column
headings, titles, and descriptions in the spreadsheet and they are automatically left
aligned. They also consist of numerical data not used in any calculation, such as
dates and serial numbers.
Labels are text or numbers that identify the data on the wor!sheet columns and
rows. An apostrophe +9, before the number label prevents Excel from using the
number in any calculations.
&rocess or Method
Enter a Text 5abel 2. #lic! the cell where you want to enter a text
label.
6.Type a label. +A label can include uppercase and
lowercase letters, spaces, punctuations and numbers,
:.#lic! the Enter button on the formula bar or press
Enter.
&rocess or Method
Select a #ell #lic! cell to select it.
Select a #ontiguous $ange 2. #lic! the cell you want to include in the range.
6. &rag to the last cell you want to include in the
range. The upper-left cell of a selected range is active
and the others are highlighted.
Select a 7oncontiguous $ange 2. #lic! the first cell or select the first contiguous
range you want to include.
6. ress and hold #trl while you clic! additional
cells and select other ranges.
Enter a 7umber as a 5abel 2. #lic! the cell where you want to enter a number
label.
6. .Type 9 +apostrophe,. The apostrophe is a label
prefix and does not appear on the wor!sheet.
:. Type a number.
1. #lic! the Enter button on the formula bar or
press Enter

Entering +alues
;alues are numbers and other numerical data that are usually used in calculations.
A data is considered a value if it belongs to this type of numerical data. numbers,
dates, times, fractions, percentages, and currencies. <hen you enter a value it will
automatically be right-aligned.
Entering Date and Ti$e
&rocess or Method
To enter date 2. Type the data and press Enter or Tab.
6. ress #trl " (+semicolon,.
To enter time 2. Type the time and press Enter or Tab.
6. ress #trl " .+colon,.
MS Excel has different formats in entering dates( it may include the following.
26=>=32 M=d=yy
26=>=6332 M=d=yyyy
>-&ec-32 d-mmm-yy
3>-&ec-6332 dd-mmm-yyyy
Any date you type will be formatted according to the selected date format. 'ou
can change the display formatting of the cell by following these steps.
2. #hoose /ormat, clic! #ells.
6. Select the 7umerical tab and choose &ate in the category list.
:. Select format in the Type column list box.
1. #lic! ?@.
Working ,ith a Series (Auto !ill*
In Excel you can fill ad*acent cells with data or formulas. 'ou can do this with the
Excel feature which is called Auto fill. The auto fill uses fill handle that can be
recogniAed as a thin blac! cross at the lower right corner of the selected cell or
range. &ragging the fill handle across the cells can fill the cells with copies of
data series.
%sing the fill handle wit ha series of text will only copy the entire text.
%sing the fill handle with a text and numeric data will copy the text and increment
the numeric data by one.
%sing the handle with numeric data will increment it by one while pressing down
the Ctrl !ey.

Editing Cell Content
&rocess or Method
Edit #ell #ontent 2. &ouble-clic! the cell you want to edit. +The status bar
will display Edit instead of $eady.,
6. %se the mouse pointer or the 8ome, End, and arrow
!eys to position the insertion point in the cell.
:. To erase characters, press 0ac!space or &elete.
1. To enter characters, type new characters.
>. ress Enter.
&eleting a cell removes the actual cell from the wor!sheet, whereas clearing a cell
erases only the cell contents or format or both.
Cut- Co'y and &aste
<hen cut or copy an ob*ect, graphic or text, it goes to the <indows #lipboard.
'ou can paste any data from the clipboard to any program you want.
There are many ways to copy, cut, and move and paste cell+s, in your wor!sheet.
'ou can do any of the following.
2. Select the cell or range of cells, then do either the following.
To #opy.
#lic! Edit, choose #opy
ress #trl " #
#lic! the #opy button in the
standard toolbar
$ight-clic!, choose #opy
To #ut.
#lic! Edit, choose #ut
ress #trl " B
#lic! the #ut button in the
standard toolbar
$ight-clic!, choose #ut
6. Select the cell or range of cells where you want the cell content+s, to be
copied.
:. To aste, do any of the following
#lic! Edit, choose aste
ress #trl " ;
#lic! the aste button in the Standard Toolbar
$ight-clic!, choose aste
After pasting the content, the &aste option button will appear. The &aste .'tions
dropdown list displays choices on how your copied text will be formatted.
/sing !ind and 0e'lace
If you donCt !now the exact location of a in a wor!sheet you can ma!e use of the
!ind and 0e'lace feature of MS Excel. In the same way, it helps you edit text
that you entered incorrectly by using the 0e'lace command.
To find a text, follow these steps.
2. Activate the !ind dialog box.
ress Ctrl 1!
/rom the Edit menu, choose !ind. The !ind dialog box
opens.
6. Type the text you want to loo! for in the !ind What text box.
:. #lic! !ind. 7otice that the active cell indicator goes to the cell that
contains the text you are loo!ing for.
1. <hen you have finished, clic! Close.