# Objective 3. Enter and Edit Data in a Worksheet

Anything typed into a cell is referred to as cell content. Cell content can be only one of two thingseither a constant valuereferred to simply as a valueor a formula. A value can be numbers, text, dates, or times of day that you type into a cell. A formula is an equation that directs Excel to perform mathematical calculations.

After you enter values into a cell, they can be edited (changed) or cleared from the cell. Words (text) typed in a worksheet usually provide information about numbers in other worksheet cells. For example, a title such as Tableware Purchases - Dallas gives the reader an indication that the data in the worksheet relates to information about purchases for tableware in the Dallas restaurant.

Activity 1.5. Entering Text and Correcting Typing Errors

To enter text into a cell, select the cell and type. In this activity, you will enter a title for the worksheet and titles for the rows and columns that explain the types of tableware and when the purchase occurred.

Activity 1.6. Aligning Text and Adjusting the Size of Columns and Rows

You can make columns wider or narrower and make rows taller or shorter. In this activity, you will adjust the size of columns and rows to make space for long item names such as the item titles in column A.

Activity 1.7. Entering Numbers

When typing numbers in an Excel worksheet, you can use either the number keys across the top of your keyboard or the number keys and key on the numeric keypad. Try to develop some proficiency in touch control of the numeric keypad. On most keyboards, the number 5 key has a raised bar or dot that helps you identify it by touch. On a desktop computer, the Num Lock light indicates that the numeric keypad is active. Use these techniques to increase your speed while entering the purchases for the Dallas restaurant.

1.

Click cell B3, type 77.35 and then press .

By default, numbers align at the right edge of the cell. The default number formata specific way in which Excel displays numbersis the general format. The general format has no specific characteristicswhatever you type in the cell will display, with the exception that trailing zeros to the right of a decimal point will not display. For example, if you type 125.50 the cell will display 125.5 instead.

2.

Using the techniques you have practiced, enter the numbers shown in the table. You can type the rows first or the columns first, and use either or to confirm each entry.

 Item Jan Feb Mar Apr May Jun Plates - 6 inch 77.35 62.35 85.21 75.10 123.52 60.46 Plates - 8 inch 170.25 125.44 243.87 189.25 150.48 150.37 Coffee Mugs 125.50 157.54 120.45 145.73 155.46 235.71 Silverware 1245.79 865.89 350.13 160.28 262.78 265.33

3.

Use the technique you have practiced to change the width of column A to 80 pixels, and then click cell A3. Compare your screen with Figure 1.37.

Figure 1.37.

The text in cells A3 and A4 no longer extends into cells B3 or B4 because those cells are now occupied. The text is truncatedcut off. However, the entire text still exists and displays in the Formula Bar. Data displayed in a cell is referred to as the displayed value. Data displayed in the Formula Bar is referred to as the underlying value. The number of digits or characters that appear in a cellthe displayed valuedepends on the width of the column.

4.

On the Standard toolbar, click the Undo button to restore the column width to 90 pixels. Change the width of column B to 30 pixels, click cell B6, and then compare your screen with Figure 1.38.

Figure 1.38.

If the column is too narrow to display all of the decimal places in a number, the display of the number will be rounded to fit the available space. Rounding is a procedure in which you determine which digit at the right of the number will be the last digit displayed and then increase it by one if the next digit to its right is 5, 6, 7, 8, or 9.

If a cell width is too narrow to display the entire number even after it is rounded to a whole number, Excel displays a series of pound signs instead; displaying only a portion of a whole number would be misleading. The underlying values remain unchanged and are displayed in the Formula Bar for the selected cell. The underlying value also displays in the ScreenTip if you move the mouse pointer over the cell containing ###.

NoteMonitor Settings Affect Pixels

Depending on the settings for your monitor, changing the pixels for column B to 30 may result in all of the values displaying as ####. Examine Figure 1.38 and continue to step 5.

5.

On the Standard toolbar, click the Undo button to restore column B to a width of 64 pixels. In the Name Box, type b:g and press . In the column heading area, point to the boundary between any two column headings in the selected range to display the pointer, drag to 80 pixels, and notice that when a range of columns is selected in this manner, adjusting the width of one column adjusts the width of all.

6.

Select the range A1:G1, and then on the Formatting toolbar, click the Merge and Center button .

Cells A1 through G1 are merged together and now will function as a single cell; the text is centered across columns A through G in the newly formed cell. When practical to do so, delay centering of titles until other column adjustments are made.

Activity 1.8. Inserting Rows

In this activity, you will insert a new row of linen purchases.

1.

Point to the row 3 heading and right-clickpress the right mouse buttonto simultaneously select the row and display the shortcut menu. Compare your screen with Figure 1.39.

Figure 1.39.

A shortcut menu offers the most commonly used commands relevant to the selected area.

2.

From the displayed shortcut menu, click Insert.

A new row 3 is inserted above the selected row, and the existing rows are shifted down. Additionally, the Insert Options button displays.

3.

Point to the Insert Options button to display its ScreenTip and its arrow, click the arrow to display a menu, and then compare your screen with Figure 1.40.

Figure 1.40.

From this menu, you can format the new row like the row above or the row below, or you can leave it unformatted. The default is Format Same As Above.

4.

Click Format Same As Below.

The new row is formatted using the format from the row of data below instead of the row of column titles above that are centered. The Insert Options button remains visible until you perform another screen action.

5.

Click cell A3, type Linen and then press .

6.

Enter the values for Linen for each month as shown below. Use to confirm each entry and move the active cell across the row. As you type, notice that the number for March200.40will display as 200.4 because trailing zeros do not display when using the default (General) number format.

 Item Jan Feb Mar Apr May Jun Linen 1050.36 350.55 200.40 567.87 450.45 359.87

7.

On the Standard toolbar, click the Save button to save the changes you have made to your workbook.

### Objective 4 Construct a Formula and Use the Sum Function

GO! with Microsoft Office 2003 Brief (2nd Edition)
ISBN: 0131878646
EAN: 2147483647
Year: 2004
Pages: 448