Module 5 entering data in worksheet


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Module 5 entering data in worksheet

  1. 1. Module No. -5 Entering Data in Worksheet: Entering Data in a Cell: The data can only be entered in the active cell, so following are the steps that have to be performed for entering the data into a cell. (a) Make the cell active, in which you want to enter the data, by moving the cell pointer to the desired cell. (b) Enter the data, using keyboard. Note that when you key-in the data then it gets entered in formula bar, a copy of it gets displayed in the current cell also. Any changes that you make in the data will have to be made in the formula bar. (c) Press Enter or click the tick mark button, which appears in the Formula bar. Basically there are two types of entries, which can be made in any cell. They are categorized as follows: (a) (b) (a) Constants Formula Constants: Constants can be defined as data, whose values do not change, unless you physically change them yourself. For example, if you write "12500" in cell B1 then the value "12500" will be treated as constant. Similarly if you write “Sales” in cell D1 then the text "Sales" will be treated as constant. Constant entries can further be classified into four categories as follows: i. Numbers ii. Text iii. Date iv. Time
  2. 2. (i) Entering Numbers - Numbers are the basic data for any worksheet. They are often referred to as constant value or simply value. Any valid number is a combination of ten digits i.e. from 0 to 9 and few special characters like + ( ) / $ % - etc. Excel supports negative, commas, dollar signs and scientific notations. For Example, some valid constant numbers are: 159, 168.89, 10 e 6, $750, -188, and 1,302. All the numbers that you enter, by default, get right aligned in the cell. (ii) Entering Text - Text is generally used to put the labels so that the data of a row or column could be identified. Any data, which is neither number, nor date or time is treated as Text. For example, "JAN", "FEB", "Lucknow" etc. A cell can hold up to 255 characters. The text that you enter in the cell always gets left aligned in the cell. (iii) Date and Time – The date and time can be entered as independent entities. (b) Formula: Formula is a function, which comprises of constant values, function and mathematical operators. The basic objective of defining the formula is to calculate the values automatically. Mostly formulae are defined to manipulate numerical values but some times they are utilized to manipulate date, time and text also. For example (A1+B1)*60 is a valid formula, which instructs Excel to add the values in cell A1 and cell B1 and then multiply it by 60. If we enter 5 in A1 and 6 in cell B1 then Excel interprets the formula as (6+5)*60 which results in 660. In fact, this formula has to be entered as =(A1+B1)*60. The formula that you enter in Excel can be up to 255 characters long. Excel formula can be classified into three categories: (a) Numeric Formula (b) Logical Formula (c) Text Formula (a) Numeric Formula - Numeric formulae are created for performing arithmetic operations on cell values. A formula that uses arithmetic operators will be categorized as numeric formula. The arithmetic operators are +, -, *, /, %, and ^. 2
  3. 3. For example, Following are valid numerical formula: (a) =(A1+B1+C1) (b) =(B1+C1) (c) =(B1+C1)-D1 (d) =(A1+B1)*10% (e) =(3^2)+B1 (b) Logical Formula - Logical formulae are the formulae that are formed for performing comparison operations. The result of comparison is displayed as TRUE or FALSE. Any formula that contains logical operators (< <= > >= = <>) is termed as logical formula. For Example, say the cell B1 contains the value 500 and the cell A1 contains 200 then following logical formula will have results as displayed below: Formula =(B1<A1) =(B1>A1) =(B1=A1) =(B1<>A1) (d) Result TRUE FALSE FALSE TRUE Text Formula - Text formulae are written to join two or more strings of characters. Any formula that contains text operator is called Text formula. "&" is a text operator (called concatenation operator) which joins two or more strings. For example, if the cell A1 contains "Information" and B1 contains "Technology" then the formula =A1&B1 will produce the result, "InformationTechnology". Note that there will be no gap between Information and Technology. Say the cell C1 has one blank space in it then the formula=A1&C1&B1 will result into "Information Technology”. Editing a Workbook: Making error is a common phenomenon in data entry operation, but before worksheet is finalized, all the mistakes have to be rectified. Excel provides many powerful editing features as follows: Opening an Existing File: 3
  4. 4. Select File option from bar menu, Excel displays a submenu. Select Open, which will display a dialog box. From this dialog box, select the drive, folder and the name of the file that you have to open. Select Open button from this dialog box. On selecting this button, Excel will load the selected file and place you in the first worksheet of the workbook. Once you have been placed in the worksheet, you can move around in the worksheet or workbook and work with any cell of the worksheet. Editing the Contents of a Cell: To edit the contents of a cell, simply click the mouse at that cell and its contents will appear in the formula bar. Now the contents can be modified either in the formula bar or in the cell itself. Modifying the Contents in Formula Bar: To modify the contents in the formula bar, take the mouse pointer there. As soon as you point the mouse pointer in the formula bar, its shape changes to that of Insertion Pointer. Using, either arrow keys or mouse you can place the insertion pointer at the desired place and modify the contents with the help of keyboard. Modifying the Contents within the Cell: To modify the contents within the cell, double click on the cell, whose contents have to be modified. As soon as you double click on the cell, mouse pointer will change to Insertion Pointer. you can edit the contents of the current cell and after modifying the contents, press Enter key. Apart from editing the contents of the cell, there are various other activities to be performed e.g. copying the cells, moving the cells, inserting rows, inserting columns etc. Selecting a Cell or Group of Cells: A cell can be selected by moving the cell pointer to that cell. Recall that when you select a cell, it's border gets outlined by a thick frame. On the right hand side lower corner of which, appears a black square spot. This spot is called Handle. The exact shape of the selected cell is illustrated below for you reference. 4
  5. 5. A Border 2 Handle Following steps are observed to select a group of cells: 1. Click the mouse on the first cell of the range. 2. Drag the mouse over all the cells of the range. 3. Release the mouse on the last cell of the range. This process will select the desired group of cells and the selected cells will get blackened/dark, indicating that this is the portion, which has been selected for operation. If you click the mouse outside the selected then the entire range gets deselected. Assignment No. – 5 Q.1 What is the significance of formula in Excel? Also write the categories in which the formula is classified. Q.2 How will you generate the following series, automatically in Excel? March, April, May, …………. Q.3. Write short notes on: i) ii) Logical Formula iii) Q.5. Numeric Formula Text Formula How do you copy the contents of a cell to another by dragging the mouse? 5
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