IT 1 - WORKING WITH

DATA
Alejandro A. Orofeo IV
[email protected]
Lesson Objectives

● Understand different data types in MS Excel

(text, numbers, dates, formulas).
● Enter and format data effectively.
● Utilize basic formulas and functions for
calculations (SUM, AVERAGE, COUNT).
● Apply data filters and sorting to organize
data.
REVIEW

● Give a recap on how to rename a worksheet

● Give a recap on how to rename a workbook

● Give a reason why saving is important

● Give a reason why renaming is important

DATA CHALLENGE

P A N T
(Place) (Animal) (Name) (Thing)

E
KEY CONCEPT:

● DATA TYPES
● FORMATTING
DATA TYPES

1. Text:
● Definition: Text data encompasses any combination of
alphanumeric characters, symbols, and special characters. It can
include names, descriptions, addresses, or any information not
intended for calculations.
● Examples: "John Doe," "Product X," "123 Main St." (Note: Although
"123" appears to be a number, it's treated as text if entered with
quotation marks or precedes a letter).
● Formatting: Text data typically left-aligns by default in a cell. You
can further customize font styles, sizes, and colors for better
presentation.
DATA TYPES

2. Numbers:
● Definition: Numbers represent numeric values used for calculations.
This includes integers (whole numbers), decimals, and fractions.
● Examples: 10, -5.25, 123456.78
● Formatting: Excel automatically right-aligns numeric data. You can
apply specific number formats (e.g., currency, percentages) to
enhance readability.
DATA TYPES

3. Dates:
● Definition: Dates represent calendar dates and times. Excel stores
dates as serial numbers, but they are displayed in a user-friendly
format.
● Examples: 10/26/2024, 12-31-1999, 5:00 PM (depending on
formatting)
● Formatting: Dates can be displayed in various formats (e.g., short
date, long date, time only) to suit your needs.
DATA TYPES

4. Logical:
● Definition: Logical data represents Boolean values, which are either
TRUE or FALSE. These values are often used in formulas and
conditional formatting.
● Examples: TRUE, FALSE
● Formatting: Logical values are typically displayed as text (TRUE or
FALSE) but can be formatted differently based on conditional rules.
DATA TYPES

5. Errors:
● Definition: Error data types indicate problems or inconsistencies
within a cell. These can arise due to invalid formulas, missing data,
or incompatible data types used in calculations.
● Examples: #DIV/0! (division by zero), #NAME? (undefined name),
#VALUE! (invalid value)
● Formatting: Error values are typically displayed with a specific code
and description to help identify the issue.
FORMATTING

Reasons why you have to format your data in Excel

1. Improve Readability
2. It is a way to keep things organized
3. Provides Clarity when working with large spreadsheets
STEPS IN FORMATTING IN EXCEL

1. Selecting Cells:
● The first step to formatting is selecting the cells you want to modify.
○ Click on a single cell to format that specific cell.
○ Drag your mouse over a range of cells to format multiple cells at once.
○ Hold down the Ctrl key (or Command key on Mac) and click on
individual cells to select non-contiguous cells.
STEPS IN FORMATTING IN EXCEL

2. Formatting Options:
There are several ways to access formatting options in Excel:
● Home Tab: The "Home" tab in the ribbon contains most commonly used
formatting tools.
● Right-Click Menu: Right-click on the selected cells and choose "Format
Cells" from the context menu. This opens a more comprehensive
formatting window.
STEPS IN FORMATTING IN EXCEL

3. Common Formatting Options:

● Font: This section allows you to change the font style, size, and color of
your text.
● Alignment: Choose how you want your text to be positioned within the
cell (left, right, center, justify).
● Number Format: For numeric data, select a specific number format
(e.g., currency, percentage, decimal places).
● Borders: Apply borders around cells or specific edges for visual
separation.
● Fill Color: Change the background color of the selected cells for
emphasis or differentiation.
STEPS IN FORMATTING IN EXCEL

4. Applying Formatting:
● Once you've chosen your desired formatting options, simply click "Apply"
in the "Format Cells" window (if you used that method) or the formatting
will be applied directly to the selected cells.
HOW FORMATTING AFFECTS DATA TYPES IN EXCEL

Text: Use the "Font" section to adjust font style, size, and color. You can
also use text alignment options for better presentation.
Numbers: Select the appropriate number format from the "Number
Format" drop down menu. This ensures consistent decimal places,
currency symbols, or percentages for your numeric data.
Dates: Use the "Number Format" dropdown and choose a specific date
format (e.g., short date, long date, time only) to display dates in a user-
friendly way.
Logical Values (TRUE/FALSE): Limited formatting options are available
for logical values. However, you can use conditional formatting to apply
different colors or styles based on the value (TRUE or FALSE).
CHECKING
OF
UNDERSTA
NDING
HANDS-ON ACTIVITY:
PRODUCT INVENTORY TRACKER VERSION 2
Instructions:

1. Open your workbook “Product Inventory Tracker”

2. Create another worksheet and rename “Product Inventory Tracker Version 2”
3. Copy the same data found in the first activity.
4. Review what data types are the following and apply necessary formatting
a. Product Name
b. Product Code
c. Category
d. Unit Price
e. Stock Level
f. Purchase Date (New Column)
HANDS-ON ACTIVITY:
PRODUCT INVENTORY TRACKER VERSION 2
Formatting

1. Text: Adjust the font size and style (consistent font size and style).
2. Unit Price: Choose a currency (e.g. $, ₱) and put 2 decimal places.
3. Stock Level: Format should be General numbers but apply Fill Color.
4. Dates: Use Long Date.
 SECURE A COPY OF THE SLIDES

https://bit.ly/IT1-Lesson3
IT 1 - WORKING WITH
DATA
Alejandro A. Orofeo IV
[email protected]