3. ENTERING DATA
There are two basic types of data that can be typed into
worksheet cells: NUMBERS and TEXT. Entering data
into a spreadsheet always involves three steps.
1. Click on the cell where you want to type the data.
2. Type your data into the cell.
3. Press Enter key to move one cell down in the
column or Tab to move one cell to the right in the
row. You use the mouse in accessing these cells.
Press the Arrow keys to move the active cell in the
direction you prefer.
4. ENTERING TEXT
In Excel, text is defined as letters or any
combination of numbers and letters.
Text automatically aligns to the left in a cell. If it
is too long to fit within a cell, it appears as if it
has overlapped into the next cell. When text is
entered into the next cell, the long entry will
seem as if characters are deleted. You can let
them fit the entire cell by widening the column
that contains the long entry.
5. ENTERING NUMBERS
Numeric entries are entries that contain nothing
but numbers.
Numbers automatically align to the right when
entered into a cell.
To indicate a negative value, a minus sign is
typed before a number or the number is
enclosed in the parentheses ( ).
You can type a period for decimal points.
Numbers can stand as independent value or
they can be used in formulas to calculate other
values.
6. ENTERING DATE AND TIME
Numeric entries are entries that contain nothing
but numbers.
Numbers automatically align to the right when
entered into a cell.
To indicate a negative value, a minus sign is
typed before a number or the number is
enclosed in the parentheses ( ).
You can type a period for decimal points.
Numbers can stand as independent value or
they can be used in formulas to calculate other
values.
7. ENTERING DATE AND TIME
When entering a date, a slash or a hyphen (/ or –)
is used to separate the parts (7/16/2009 or 16July-2009). When entering time, type the
numbers, a space and then “a” or “p”. If you just
enter the number, Excel will read it as time and
will automatically affix AM.
8. ENTERING FRACTIONS
To enter a mixed number, leave a space
between the whole number and fraction. To
enter a fraction only, type a zero first. If you
enter ¼ without the zero, Excel will interpret
the number as a date. If you type (100) to
indicate a negative number by parentheses.
Excel will display the number as -100.
9. ENTERING NUMBERS
FORMATTED AS TEXT
When cells are formatted for text, all cell
contents – letters, numerals or alphanumeric
combinations – are treated as text.
Information is displayed exactly as entered.
There are two ways to enter numbers as text:
10.
Using Apostrophe Character
1. Select the cell you want to enter
information into.
2. Press [„], then type numeric information.
3. To accept the information, press Enter or
an Arrow key in the keyboard.
11.
Using the Dialog Box
1. From the Ribbon, select the Home
command tab.
2. In the Number group, click Format Cells
and the Format Cells dialog box
appears.
3. Select the Number tab.
12. 4.
5.
6.
7.
From the Category scroll list, select Text.
Type OK.
Type the desired numbers and/or text in
the cell and press Enter to accept the
text, or an Arrow to accept and go to the
next cell.
To force text to wrap at a specific point
in a cell, press Alt + Enter.
13. USING AUTOCOMPLETE TO
ENTER DATA
The AutoComplete function helps to enter
data easily. It can be used when entering
labels down a column. When you are
beginning to type text that has been entered
before, a black box containing the previous
entry will automatically appear in the cell. If
you want to re-enter the same text, press
Enter. If you are entering a different
label, continue typing and the AutoComplete
box will close.
14. Limitations of AutoComplete
Although AutoComplete is very helpful in
entering data, it also has some limitations.
One is that, it only works for data being
entered in columns and not for those entered
across a row, also it only applies for columns
of continuous data: as soon as a gap is left in
a column AutoComplete stops.
15. EXTENDING A SERIES WITH
AUTOFILL
When typing a data that starts a series such
as a day or month, AutoFill can complete the
series automatically. It works with days of the
week, months of the year or yearly quarters
such as second quarter.
16. 1.
2.
3.
Enter the entire word or the abbreviated
form (ex. Wed or Sep).
Press Enter.
Place the mouse pointer on the small black
box at the lower-right corner of the data cell.
The pointer turns into as small black cross
(+).
17. 4.
5.
Drag the small black box across the cells
you want to fill. You can drag the cells
up, down, left or right.
Release the mouse and the selected cells
will be filled in with a continuation of your
data.
18.
If you use AutoFill on a single value or a text
word, it will be duplicated. For example if you
use AutoFill on a cell with the word Apple, all
filled cells will contain Apple. To quickly use
the AutoFill, highlight the cell that has the
data and the cells you want to fill and then
double-click the fill-handle.
19. NUMBERING ROWS
AUTOMATICALLY
1.
2.
3.
4.
Click on Column A.
From the Home Tab>Cells group click on
Insert>Insert Sheet column is now Column
A.
In Cell A2, type the number 1.
Use the fill handle to drag the numbers to
the last cell number that you need.
20. 5.
6.
The AutoFill options box appears in the low
right corner of the last cell.
Click the down triangle and select Fill
Series.
21. UNDOING AND REDOING DATA
ENTRY
Undoing. To undo any actions or correct any
mistakes you make when entering data, you
may choose Undo for the Quick Access
toolbar or simply press Ctrl+Z. to undo
several steps at once, click the arrow on the
Undo icon and select the step from which
you want to begin the Undo action.
22.
Redoing. To redo action made after
choosing Undo, you may choose the Redo
from the Quick Access toolbar, or press
Ctrl+Y. to Redo several steps at once, click
the arrow on the Undo icon and select step
form which you want to begin the Redo
action.
23. QUIZ:
1.
2.
3.
What are the two types of data that you
enter into a cell?
Why do dates need to be entered in a
different way from numbers and text?
Why do you need to insert zero before a
fraction when typing one?
