MGIS-101 COMPUTER

BASED ANALYSIS
Entering, Editing and Managing Data
Formating Data
 Understand how to enter data into a worksheet.
 Examine how to edit data in a worksheet.
 Examine how Auto Fill is used when entering data.
 Understand how to delete data from a worksheet and use the Undo
command.
 Examine how to adjust column widths and row heights in a worksheet.
 Understand how to hide columns and rows in a worksheet.
 Examine how to insert columns and rows into a worksheet.
 Understand how to delete columns and rows from a worksheet.
 Learn how to move data to different locations in a worksheet.

Entering, Editing and Managing Data

Learning Objectives
 Adding column headings in Row 2 into the worksheet:
 1. Activate cell location A2 on the worksheet.
 2. Type the word Month.
 3. Press the RIGHT ARROW key. This will enter the word into cell A2 and
activate the next cell to the right.
 4. Type Unit Sales and press the RIGHT ARROW key.
 5. Repeat step 4 for the words Average Price and Sales Dollars.

 Avoid Formatting Symbols When Entering Numbers

 When typing numbers into an Excel worksheet, it is best to avoid adding
any formatting symbols such as dollar signs and commas. Although Excel
allows you to add these symbols while typing numbers, it slows down the
process of entering data.
 It is more efficient to use Excel’s formatting features to add these
symbols to numbers after you type them into a worksheet.

Entering, Editing and Managing Data

Entering data
 Data that has been entered in a cell can be changed by double clicking the cell location or using
the Formula Bar.
 As you were typing data into a cell location, the data you typed appeared in the Formula Bar.
 The Formula Bar can be used for entering data into cells as well as for editing data that already
exists in a cell.
 E.g. Tot(al)
 Mouseless command: Activate the cell that is to be edited and press the F2 key on your keyboard
 Autofill
 Auto Fill
 The Auto Fill feature is a valuable tool when manually entering data into a worksheet. This feature
has
 many uses, but it is most beneficial when you are entering data in a defined sequence, such as the
numbers 2, 4, 6, 8, and so on, or nonnumeric data such as the days of the week or months of the
year.
 1. Activate cell A3 in the Sheet1 worksheet.
 2. Type 1, 2
 3. Activate cells A2 and A3 again.
 4. Move the mouse pointer to the lower right corner of cell A4. You will see a small square in this corner of
the cell; this is called the Fill Handle. When the mouse pointer gets close to the Fill Handle, the white block
plus sign will turn into a black plus sign.

Entering, Editing and Managing Data

Editing data
 There are several methods for removing data from a worksheet
 With each method, you use the Undo command. This is a helpful command in the event you
mistakenly remove data from your worksheet.

 The following steps demonstrate how you can delete data from a cell or range of cells:
 1. Activate cell C2 by placing the mouse pointer over the cell and clicking the left mouse button.
 2. Press the DELETE key on your keyboard. This removes the contents of the cell.
 3. Highlight the range C3:C14 by placing the mouse pointer over cell C3. Then left click and drag
the mouse pointer down to cell C14.
 4. Place the mouse pointer over the Fill Handle. You will see the white block plus sign change to a
 black plus sign.
 5. Left click and drag the mouse pointer up to cell C3 (see Figure 1.23 "Using Auto Fill to Delete
 Contents of Cell"). Release the mouse button. The contents in the range C3:C14 will be removed.
 Click the Clear button (Clear All) in the Home tab of the Ribbon.

Entering, Editing and Managing Data

Deleting Data and the Undo Command
 The columns and rows on an Excel worksheet can be adjusted to accommodate the
data that is being entered into a cell.
 The following steps explain how to adjust the column widths and row heights in a
worksheet:
 1. Bring the mouse pointer between Column A and Column B in the Sheet1 worksheet, You will see
the white block plus sign turn into double arrows.
 2. Left click and drag the column to the right so the entire expression Average Price in cell A11 can
be seen.
 As you drag the column, you will see the column width tip box. This box displays the number of
characters that will fit into the column using the Calibri 11-point font.
 3. Release the left mouse button. You may find that using the click-and-drag method is inefficient
if you need to set a specific character width for one or more columns.
 Steps 4 through 7 illustrate a second method for adjusting column widths when using a specific
number of characters:
 4. Activate any cell location in Column A by moving the mouse pointer over a cell location and
 clicking the left mouse button. You can highlight cell locations in multiple columns if you are
 setting the same character width for more than one column.
 5. In the Home tab of the Ribbon, left click the Format button in the Cells group
 6. Click the Column Width option from the drop-down menu. This will open the Column Width
dialog box.
 7. Type the number 15 and click the OK button on the Column Width dialog box. This will set
Column A to this character width.

 EXERCISE: IN CELL A15 SET ROW HEIGHT AT 20

Entering, Editing and Managing Data

Adjusting Columns and Rows
 Highlight the range B1:D1 by activating cell B1 and clicking and dragging
over to cell D1.
 Click the Format button in the Home tab of the Ribbon.
 Place the mouse pointer over the Hide & Unhide option in the drop-down
menu
 Click the (Un)hide Columns option in the submenu of options

 You can quickly see whether a row or column is hidden if a row number or
column letter is missing.

Entering, Editing and Managing Data

Hiding Columns and Rows
 1. Activate cell C1 in the Sheet1 worksheet by placing the mouse pointer
over the cell location and clicking the left mouse button.
 2. Click the down arrow on the Insert button in the Home tab of the
Ribbon
 Click the Insert Sheet Columns option from the drop-down menu
 A blank column will be inserted to the left of Column C. The contents that
were previously in Column C now appear in Column D.
 Note that columns are always inserted to the left of the activated
cell.
 4. Activate cell A3 in the Sheet1 worksheet by placing the mouse pointer
over the cell location and clicking the left mouse button.
 5. Click the down arrow on the Insert button in the Home tab of the
Ribbon
 6. Click the Insert Sheet Rows option from the drop-down menu A blank
row will be inserted above Row 3. The contents that were previously in
Row 3 now appear in Row 4.
 Note that rows are always inserted above the activated cell.

Entering, Editing and Managing Data

Inserting Columns and Rows
 1. Highlight the range D2:D15 by activating cell D2 and clicking and
dragging down to cell D15.
 2. Bring the mouse pointer to the left edge of cell D2. You will see the
white block plus sign change to cross arrows. This indicates that you can
left click and drag the data to a new location.
 3. Left click and drag the mouse pointer to cell C2.
 4. Release the left mouse button. The data now appears in Column C.
 5. Click the Undo button in the Quick Access Toolbar.

Entering, Editing and Managing Data

Moving Data
 However, if you do not want a blank row or column in your workbook, you
can delete it using the following steps:
 1. Activate cell A3 by placing the mouse pointer over the cell location and
clicking the left mouse button.
 2. Click the down arrow on the Delete button in the Cells group in the
Home tab of the Ribbon.
 3. Click the Delete Sheet Rows option from the drop-down menu
 This removes Row 3 and shifts all the data (below Row 2) in the
worksheet up one row.
 Activate cell C1 by placing the mouse pointer over the cell location and
clicking the left mouse button.
 5. Click the down arrow on the Delete button in the Cells group in the
Home tab of the Ribbon.
 6. Click the Delete Sheet Columns option from the drop-down menu.
This removes Column C and shifts all the data in the worksheet (to the
right of Column B) over one column to the left.

Entering, Editing and Managing Data

Deleting Columns and Rows
 Column headings should be used in a worksheet and should accurately
describe the data contained in each column.
 Using symbols such as dollar signs when entering numbers into a
worksheet can slow down the data entry process.
 The Undo command is a valuable tool for recovering data that was deleted
from a worksheet.
 When using a worksheet that was developed by someone else, look
carefully for hidden column or rows.

Entering, Editing and Managing Data

Takeaways
1. When entering numeric data into an Excel worksheet, you should omit symbols such as commas or
dollar signs because:
 a. These numbers will not be usable in mathematical functions or formulas.
 b. Excel will convert this to text data.
 c. Excel will not accept these entries into a cell location.
 d. It slows down the data entry process.

2. Which of the following statements is true with respect to editing the content in a cell location?
 a. Activate the cell location and press the F2 key on your keyboard to edit the data in the cell.
 b. Double click the cell location to edit the data in a cell location.
 c. Activate the cell location, click the Formula Bar, and make any edits for the cell location in the
Formula Bar.
 d. All of the above are true.

3. Which of the following will enable you to identify hidden columns in a worksheet?
 a. The column letter appears in a tip box when the mouse pointer is moved over a hidden column.
 b. Clicking the Page Layout View button in the View tab of the Ribbon shows all columns in the
worksheet and shades hidden columns.
 c. The column letters that appear above the columns in a worksheet will be missing for hidden
columns.
 d. Click the Hidden Columns indicator in the Status Bar.

Entering, Editing and Managing Data

Exercises
 Use formatting techniques to enhance the
appearance of a worksheet.
 Understand how to align data in cell locations.
 Examine how to enter multiple lines of text in a
cell location.
 Understand how to add borders to a worksheet.

Formatting Data
Learning objectives
 Highlight the range A2:D2 in the Sheet1
 Click the Bold button in the Font group of commands in the
Home tab of the Ribbon.
 Highlight the range A15:D15
 Click the Bold and Italics button in the Font group of commands
in the Home tab of the Ribbon
 Click the Underline button in the Font group of commands in the
Home tab of the Ribbon
 Notice that there is a drop-down arrow next to the Underline
button. This is for selecting a double underline format, which
is common in careers that deal with accounting or budgeting
activities.

Formatting and Data Analysis

Formatting data and Cells
 Highlight the range B3:B14
 click the Comma Style button in the Number group of
commands in the Home tab of the Ribbon
 click the Decrease Decimal button in the Number group of
commands in the Home tab of the Ribbon - The numbers will also
be reduced to zero decimal places.
 Highlight the range C3:C14
 Click the Accounting Number Format button in the Number
group of commands in the Home tab of the Ribbon - This will add
the US currency symbol and two decimal places to the values.
This format is common when working with pricing data.

Formatting and Data Analysis

Formatting data and Cells
 Highlight the range A1:D1
 Click the down arrow next to the Fill Color button in the Font
group of commands in the Home tab ofnthe Ribbon
 Notice that as you move the mouse pointer over the color palette,
you will see a preview of how the color will appear in the
highlighted cells.
 Click the Increase Font Size button in the Font group of
commands in the Home tab of the Ribbon
 Highlight the range A1:D15
 Click the drop-down arrow on the right side of the Font button in
the Home tab of the Ribbon
 Notice that as you move the mouse pointer over the font style
options, you can see the font change in the highlighted cells.
 Expand the row width of Column D to 10 characters.

Formatting and Data Analysis

Formatting data and Cells
 Highlight the range B2:D2
 Click the Center button in the Alignment group of commands in
the Home tab of the Ribbon - This will center the column
headings in each cell location.
 Click the Wrap Text button in the Alignment group
 The height of Row 2 automatically expands, and the words that
were cut off because the columns were too narrow are now
stacked vertically
 The benefit of using the Wrap Text command is that it
significantly reduces the need to expand the column width to
accommodate multiword column headings. The problem with
increasing the column width is that you may reduce the amount
of data that can fit on a piece of paper or one screen. This makes
it cumbersome to analyze the data in the worksheet and could
increase the time it takes to make a decision.

Formatting and Data Analysis

Data Alignment
 Highlight the range A1:D1
 Click the down arrow on the right side of the Merge & Center
button in the Alignment group of
 commands in the Home tab of the Ribbon.
 Left click the Merge & Center option. This will create one large
cell location running across the top of the data set.
 One of the most common reasons the Merge & Center command
is used is to center the title of a worksheet directly above the
columns of data.
 Once the cells above the column headings are merged, a title can
be centered above the columns of data. It is very difficult to
center the title over the columns of data if the cells are not
merged.

Formatting and Data Analysis

Data Alignment
 Entering Multiple Lines of Text
 In the Sheet1 worksheet, the cells in the range A1:D1 were merged
for the purposes of adding a title to the worksheet. This title will
require that two lines of text be entered into a cell.
 Activate cell A1 in the Sheet1 worksheet by placing the mouse
pointer over cell A1 and clicking the left mouse button. Since the cells
were merged, clicking cell A1 will automatically activate the range
A1:D1.
 Type the text General Merchandise World.
 Hold down the ALT key and press the ENTER key. This will start a new
line of text in this cell location.
 Type the text 2011 Retail Sales (in millions) and press the ENTER
key.
 Select cell A1. Then click the Italics button in the Font group of
commands in the Home tab of the Ribbon.
 Increase the height of Row 1 to 30 points. Once the row height
is increased, all the text typed into the cell will be visible

Formatting and Data Analysis

Data Alignment
 Borders are different from the grid lines that appear on a worksheet and that define
the perimeter of the cell locations. The Borders command lets you add a variety of
line styles to a worksheet that can make reading the worksheet much easier.
 Note that when you click on cell A1, cells B1:D1 will also activate since they are
merged.
 Click the down arrow to the right of the Borders button in the Font group of
commands in the Home page of the Ribbon
 Left click the All Borders option from the Borders drop-down menu
 Highlight the range A2:D2 by placing the mouse pointer over cell A2 and left clicking
and dragging over to cell D2.
 Click the down arrow to the right of the Borders button.
 Left click the Thick Bottom Border option from the Borders drop-down menu.
 Highlight the range A1:D15.
 Click the down arrow to the right of the Borders button.
 This will open the Format Cells dialog box
 In the Style section of the Borders tab, left click the thickest line style
 Left click the Outline button in the Presets section
 Click the OK button at the bottom of the dialog box

Formatting and Data Analysis

Borders
1. The pound signs (####) that appear in a cell location indicate that:
 a. A computational error has occurred.
 b. The AutoSum feature was applied to text data instead of numeric data.
 c. A number is too long for the current width of a column.
 d. You must click the Calculate Sheet command in the Formulas tab of the Ribbon.

2. Which of the following is most accurate with respect to the Wrap Text
command?
 a. It allows you to designate which words are placed on a second line in a cell.
 b. It reduces the need to expand the width of the columns in a worksheet.
 c. It converts any numeric data to text data.
 d. It can be accessed only through the right-click menu of options.

Formatting Data
Exercises