Excel Data Management

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Excel Data Management

  1. 1. DATA MANAGEMENT
  2. 2. PRELIMINARY ACTIVITY  Give your definition of the following words: TEXT NUMBER
  3. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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?

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