The student will be able to: © select cells. learn to change cell contents. ‘insert and delete, columns and rows. ‘learn how to enter Numbers team to insert and » ot as Text, Date, and Time. learn to use Undo, Redo, Auto Fill, tearn how to copy and move data. and Flash Fill features. are, In the previous class, you were introduced to one of the most popular spreadsheet softw i.e., Excel 2019. It is widely used to process complicated mathematical calculations and also allows you to store, organise, and analyse the data. You also learnt about its basic features, like how to enter data, perform calculations, save a workbook, etc. In this chapter, you will learn the various ways to select and enter data, modify the cell contents, insert or delete cells, columns and rows, and use Auto Fill and Flash Fill features in MS Excel 2019. ® Selecting Cells You often need to select a group of cells to perform the various operations, such as copying, moving, inserting, or deleting. Selection of cells can be made in any of the following ways: | Press Ctrl#A or click the Select All button | located on the top of the first row Eoeniees 5 <1 | can & i i bh well [Adjacent rows/ | Select the first row/column, then hold down the Shift key while you select the last columns row/column. Non-adjacent Click the row/column, then hold down the Ctrl key while you select the other Fows/columns _rows/columns for selection. ®> Entering Numbers as Text You know that there are three types of data that are commonly used, Text, Numbers, and Date. Let us learn more about them. If a number is entered in the format, such as 01481, Excel will drop the leading ‘0’. To Preserve the leading 0, required in case of telephone area codes, roll number, etc., type an apostrophe before the number, like this, (01481. Kios | Cyber Questro The data is now Typically, © Entering Date and Time Select the cell and type the date and time. You Can separate the date elements with a slash (/) or hypen, -) or use a format, such as 3/14/2012. Excel, recognises and supports a ¢ Variety of date formats, To display the entered date in a different format: Select the cett Containing the date, * Click on the Format drop-down button in the Cells group on the Home tab and Select the Format Cells option, In the Format Celts dialog box, choose any desired format of date by clicking on the Date option in the Category ist on the Number tab. Similarly, you can choose different time format by clicking on the Time option in the Category list. ® Changing ceil Contents Ce Fe] laure 5.1: Format Cells Dialog Box Bar to accept the entry, When you type in the new data in the cell, the two buttons Cancel [i and Enter (¥ present on the left of the Formula Bar become active. Cell contents can be modified in two ways: Replacing cell contents Replacing Cell Contents You can edit the cell contents directly and replace them with a new entry. + Using Edit mode + Open a new worksheet and type in the data as shown in Figure 5.2.4 Select the cell, for example D6, whose content has to be changed. 4 Now, type 65 in that cell and press the Enter key. e Note that the previous value 56 is replaced with 65. + similarly, try to change the contents of the other cells. Using Edit Mode Select the cell D6. Double- click on the cell. The insertion point will blink within the cell. é Note that the Edit mode is indicated on the left side of the Status bar. Position the pointer at the desired place and change the content of the cell. 4 Press the Enter key. The changes will be entered in the current cell. 4 Note that the Edit mode indicator changes to Ready mode. You can also edit the cell contents in the following ways: 4 Select the cell and then click on the Formula Bar. Move the pointer to the position where you want to insert the characters. Now, make the required modifications in the Formula Bar. 4 Tum on the Overtype mode by double-clicking the cell. When the COvertype mode is turned on, the cursor changes to a blinking bar and the character to the right of the blinking bar gets highlighted. Press the Insert key from the keyLoard. Start typing in the cell. The existing characters will get replaced with the new characters you type in. ® Using Undo and Redo Features After making modifications in a cell, you may wish to cancel the changes. and retrieve the previous data. Crea Crea Cerleshitte7 to. utline border aro s selected cello COR‘To undo the last action(s) Performed, use the Undo button IMJ on the Quick Access Toolbar. The Redo command is used to quickly repeat the last action(s) that you have undone using the Undo command. < To do so, click on the Redo button Tl on the Quick Access Toolbar, 301 [aman 5] 302 Rina eI 308 lay ia 104 [Priyanka | 9 [105 Ranjeet, Bc [rues pate | ae le bette or] ie ee Figure 54 Using Undo Boron Figur 55; Using Redo Baton * Some actions, such as using a functi on in a cell cannot be repeated. If the command or action cannot be repeated, the Redo button changes into Can't Repeat. Let us learn how it can be done: Inserting Blank Cells There are two ways to insert blank cells. % Select the range of cells where you want to insert the bla ink cells. You should select the same number of cells as you want to insert in the spreads} sheet. Now, right-click on the range and select the Insert option, Or Select the Insert option in the Cells group on the Home tab. Click on the Insert Cells option from the drop-down list. | *Figure 5.6: Selecting the Figure 5.7: Insert Dialog Box Insert Cells Option 4 Inboth the cases, you will get the Insert dialog box. There are four different options to choose within the dialog box as displayed in Figure 5.7. Select the desired option and click on OK. Inserting a Column/Row To insert a column: “Select the column or cell to the left of which a new column is to be inserted. Here, you have selected column ‘E”. + Click on the drop-down arrow of the Insert button in the Cells group on the Home tab and choose the Insert Sheet Columns option. Excel inserts a blank column to the left of column ‘E’ and shifts the entries of column ‘E’ to ‘F’. “Figure 5.8: Inserting a Column Figure 5.9: Inserting a Row You can insert a row in the same way as you insert a column, Select the row or cell above which a new row is to be inserted and choose Insert Sheet Rows from the options of Insert drop-down menu in the Cells group. arate each cell addres Pmeaie ero ‘bya comma.> Deleting Cells, Columns, and Rows Deleting Cells To delete the cells from the worksheet, follow the given steps: * Select the range of cells to be deleted. + On the Home tab, click on the drop-down arrow of the Delete button and select the Delete Cells option. ‘ The Delete dialog box appears displaying four options. Choose the appropriate option and || observe the change. Figure 510; Deleting Cells Deleting Columns/Rows To delete any column or row from the worksheet, follow the given steps: + Select the column to be deleted by clicking on its header. “Click on the Delete drop-down menu in the Cells group on the Home tab and select the Delete Sheet Columns option. Or Right-click on the header of the | selected column and choose the | Delete option from the Context | | Be e=— | Figure 5.1: Selecting Column to be Deleted menu. ‘You can delete a row in the same way as you delete a column, i.e., by clicking on the row: and choosing Delete Sheet Rows from the options of Delete drop-down button. Or Right-click on the row header and choose the Delete option. + To insert multiple columns/rows/cells, select the same number of columns/rows/cells that you want to insert. «To insert non-adjacent columns, hold down the Ctrl key while you select the non-adjacent columns.> Changing Row Height and Column Width In Excel, you can adjust the row height and column width of the worksheet as per the requirement. The default value for row height and column width 's 15 points and 8.43 points, respectively. To Change the Row Height. ‘Tochange the row height, follow the given steps: 4 Select the row (or a cell in that row). 4 Click on the drop-down arrow of the Format button in the Cells group on the Home tab. 4 Click on the Row Height option. 4 The Row Height dialog box appears. Enter the desired value and click OK. The change will be reflected on the selected row. To Change the Column Width To change the column width, follow the given steps: % Select the column (or a cell in that column). 4 On the Home tab, click on the drop-down arrow of the Format button. From the displayed list of options, click on Column Width. Figure 5.12: Changing Column Width 4 The Column Width dialog box appears. Enter the desired value and click OK. Observe the change on the selected column. > Copying and Moving Data Copying data refers to duplicating the data, i.e., text, numbers, formulas, either in the same worksheet or a different one. Moving data refers to changing the position of the data either in the same worksheet or different one. The moved or copied data is stored temporarily in a location in the computer memory called Clipboard. To move or copy data, use the Cut, Copy, and Paste commands. Copying and Pasting Data To make a duplicate copy of the data, follow the given steps: % Select the cell or a range of cells that you want to copy. Let us say B4:D4.4 Click on the Copy button in the Clipboard , group. The dashed line will appear around the selected cells. ‘> Select the destination cell, let us say Fé and click on the Paste button in the Clipboard group. The text will be copied to the new location. + If you want to paste the same data repeatedly, you need to click on the Paste button in different cells. To clear the selection, press the Esc k Moving Data Around Sometimes, you find that the placement of the data is not appropriate. You do not need to delete or retype it. Excel allows you to move the data around the worksheet. Figure 6.14: Copying the Range of Cells Using Drag and Drop Method 4 Select acell or range of cells. Position the mouse pointer at the edge of the selected cells. % Notice that the pointer changes from a white cross symbol to a move pointer symbol +. Drag the selected cell or a range of cells to a new destination and release the mouse button. The data will" Figure 6.15: Using Drag and be moved to a new location. Drop Method Using Cut, and Paste Commands 4 You can also move the data by using the Shortcut menu. Right-click on the cell to open the Shortcut menu and select the Cut command. Now, select the destination cell, right-click ‘on it and choose Paste option. ‘%& Youcan also move the data by selecting the Cut % and Paste |i} buttons in the Clipboard group. © Using Auto Fill and Flash Fill Features Excel provides two wonderful features, Auto Fill and Flash Fill, to enter the data quickly in a worksheet, instead of entering it manually. Cyber Quest | Kies wattks Pe Using Drag. Drop Method ne cell to open the on cell, right-click s in the Clipboard ‘data quickly in a ‘Auto Fill Auto Fill is the easiest method to ‘fil the secutive data items automatically in the worksheet cells @ Type ‘January’ in cell B1. 4 Position the pointer at the lower right comer of the cell. 4 The mouse pointer changes into a black cross hair "+" symbol, @ Hold down the left mouse button and drag the fill handle up to cell BS. Release the button, 4 The months February to May would appear in anaes the cells B2 to BS, Figure 6.16: Using Auto Fill Feature | [ « Ifthe source cell contains text, a number, formula, day, or month, the Auto Fill feature copies the data from the source cell to the destination cells. ‘+ Incase of numbers, type two consecutive numbers to fill the series, while using the Auto Fil feature. Flash Fill Flash Fill, introduced in Excel 2013, is a time-saving feature, which identifies the data fill pattern that you use frequently in a worksheet and then fills the remaining series, accordingly. Let us try it practically. 4 Make two columns, NAMES and INITIALS in the Excel sheet. Fill the data in NAMES ‘column as shown in Figure 5.17. The INITIALS column should have data that is ‘a combination of the first characters of the first name and last name, e.8., RK for Ravi Kumar. ‘Type RK in the INITIALS column and press the Enter key. Figure 617; Using Flash Fil Feature os | cyber Questar re EET 4 Click on the Fill drop-down arrow present in the Editing group on the Home tab and Select 15 the Flash Fill option. You can also use the shortcut key Ctrl + ‘ a % The initials of the rest of the entries will be automatically added in the remaining cells of the INITIALS column. + Toenter numbers as text, you have to begin the entry with an apostrophe ('). | + The appearance of date and time on a worksheet depends on the date format applied to the cell. | * You can edit the cell contents directly and replace them with a new entry. + The Overtype mode can be turned on by double-clicking the cell and pressing the Insert + The shortcut keys to perform Cut, Copy, and Paste operations are Ctrl + X, Ctrl+C, and Ctrl + V, respectively. + Auto Fill is the easiest method to fill data in the cells automatically. - Flash Fill is a time-saving feature, which identifies the data fill pattern that you use Juently in a worksheet and then fills the remaining series accordingly. A. Fill in the blanks. 1. The appearance of date and time on a worksheet depends on the .. applied to the cell. 2. The moved or copied data is stored temporarily in a location in the computer memory called 3: . identifies the data fill pattern that you use frequently in a worksheet and then fills the remaining series, accordingly. 4. . and .. .. buttons are present on the Formula 5. To copy the data, the .. key combination can be used. ee... © Clipboard © Format © Flash Fill”—---. Sopa Write T for True and F for False. Copying refers to placing data from one place to another. 2, Ctrl + Akey combination is used to select a row. 3, To tum on the Overtype mode, press the Insert key from the keyboard. 4, Copy, Cut, and Paste buttons are present in the Font group. 5, To insert a new column in the Excel sheet, select the Add button on the Insert tab. 6. The shortcut key for Flash Fill i Shift + E. 0 DODO ¢, Application-based questions. 1. Ritu has created progress reports of the students of her class in Excel. But she forgot to add an important column in the table. Suggest an option that will help her insert a new column without disturbing the existing table settings. 2, Surabhi was assigned the task to write a series of numbers from one to ten without using the keyboard. Help her complete the assignment. D. Select the correct option. function key is used to change the cell contents of a selected cell. 1, The é a. F5 b. FA FR 2. When you finish editing within a cell, Excel returns to the mode. a. Edit b. Finish c. Ready key and click on the adjacent cells. mputer memory 3. To select a range, hold down the .. . Ct Alt y in a worksheet ee : {5 the shortcut key to undo the last action. on the Formula b. Ctrl +¥ c. Ctrl +X key combination can be used to apply the outline border around b. Ctrl + Shift +7 c. Ctrl +EET ah a yorisneet! F. You have been asked to 11. How can you edit the data #9 make an estimate of theses ‘expend 4, State the formula that: cells: Would be use D4 ri 2. Write down the address of the tal numberof glassine 3, Write down the cell address that 3. What are the four options inthe Delete dialog bow 14, Which mode is displayed on the s 4. ECs ‘Open Microsoft Excel. Enter the + Save the file using the Save t ‘Access Toolbar. Specify a filen + Insert a row after row 12 an data: Karan, Juneja, 58, 65 6 Inserted row. + Insert a column before the ‘ center the heading—'tin’. E students in this newly added + Activate the cell A6 and chan + Change the cell content to + Copy the contents of cel ‘combinations, respectively + Insert a column before clu + Type 1 and 2 in cells Mand + Save the file using the Ctrl 6. What is the use of Flash Fill feature in Excel?f, You have been asked to plan a friend’s birthday party, Create a spreadsheet f° make an estimate of the expenditure. eter > PARTY EXPENSE Tenet LT 4, State the formula that would be used in the following cells: 04 = 09, 2s ao 12. Write down the address of the cell that contains the FE} mesme> total number of guests. EEE Beh Perfection Through Practice + Open Microsoft Excel. Enter the given data ina worksheet. + Save the file using the Save button on the Quick aes a + Insert a row after row 12 and enter the following data: Karan, Juneja, 58, 65, 66, and 55 in the newly Inserted row. + Insert @ column before the ‘Computer’ column and enter the heading—‘Hind'. Enter the marks of the students inthis newly added column. + Activate the cell Ab and change its content to ‘Rohit’ + change the cel content to “68° in cell C7 by using the Eat mode, + Copy the contents of cell 611 and paste them in cell BB using the Ctrl+C and CtrleV key combinations, respectively. + Insert a column before column A. Type the heading ‘Sr. No’ in cell A3. Type 1 and in cells Ad and AS. Fill the rest ofthe entries using the Auto Fill feature, Save the file using the Ctrl + S key combination. lelelele|z ee lelfor concent Cat 1 Discuss the following topics: re following topi | A, Fillin the blanks, + Various Ways of Selecting Cells ‘tums and ROWS tars [+ Different ways of inserting and Deleting © al * Creativity 2. 4 cies Bt Neate nary shoe of the 4, The ably tomo —— nl Your school is organising a cultural festival in waa Me tee of your 001 ofthe cul | city are participating. You are the member fng the participants. and you have to collect the data from the other schools regarding Create an Excel sheet as shown here to do the same a : in the worksheet cell © Inke B. Write T for True an 4. You can drag and dro 2. Emphasis effects det the slide show. Prepare the sheet by applying the required formatting effects as shown in the image, + + Insert a column, ‘Points’, before the ‘Rank’ column. 3. The programs writtes + Set the column width and row height to 15 points and 30 points, respectively. 4, The default value fo + Make use of Flash Fill to fill up the ‘Code’ column. 5. In PowerPoint 2019, j presentation. €. Select the correct a. Reading View To know more about Microsoft Excel, visit the website: + https: / support. microsoft.com /en-us/office/what-s-new-in-excel-2019-for- windows 2. The 5a201203-1155-4055-8295-B2/0994631f into low-tevel fang a. Source 3. Youcanchangethef dialog box. a. Format Date 4. Which feature allo a. Bing 5. Which feature allo a. Disk Cleanup Hs | cyber uest ‘uhee vest | WAEe ———- Chapters 1-5 | Fill in the blanks, language uses mnemonic codes or symbols in place of Os and 13. allows you to change Windows 10 into a touch-friendly interface 2 called Tablet Mode. ._ The ability to move objects, like text, graphics, charts, logos, etc., on the slide is called Can be used to add maths equations in a presentation. 's the easiest method to fill the consecutive data items automatically "jn the worksheet cells, B, Write T for True and F for False. } You can drag and drop an app from one desktop to another in the Task View pane. (__} Emphasis effects determine how the objects on the slide draw attention during (__} the slide show, © Ink Equations © Assembly © Continuum .. The programs written in machine language are not machine-dependent. ee . The default value for row height in Excel is 15 points. . In PowerPoint 2019, you can create three different types of zoom for your ES) presentation. Select the correct option. is the view used to create and design slides. a. Reading View b. Slide Sorter View c. Normal View . The Programs are used to convert high-level language programs into low-level language programs. a. Source b. Translator c. Object . Youcanchange the format of thedatetobedisplayedinacellusingthe.. dialog box. a. Format Date b. Format Cells c. Format Data + Which feature allows you to find the information for the selected word on the web? a. Bing b. Search Bar ¢. Smart Lookup . Which feature allows you to free up the disk space to improve the computer speed? 8. Disk Cleanup b. Recycle Bin ¢. Contro\ PanelName: ...... hortcut comm A. Complete the following 5! _ ply outline border around the SET Fata in matic tines inthe Te minimise a workbook window _ a... To display the Delete dialog box y B. Answer in one word. am into Name the translator program that converts 2 Pros machine language, line by line. 2. Name the feature to hightight the key points 07 # a presentation. Name the method to fill data automaticall cells. 4, Name the biometric security system for Windows 10. C. Answer the following questions. 1. How is assembly language different from machine language? he slide during ly in the worksheet be