1. Lesson 4: DATA MANAGEMENT
ENTERING DATA
1. Click on the cell where you
want to type data.
2. Type your data in the cell.
3. Press the ENTER key to move one
cell down in the column or TAB
key to move one cell to the right
in the row.

2. You use the mouse in accessing these cells.
Press the ARROW KEYS to move the active
cell to the next cell in the cell to the next in
the direction you prefer.
ENTERING TEXT
text automatically align to the left in
a cell. If it is too long to fit within the cell,
it appears as if it has overlapped over into
the next cell. When text is entered into
the next cell, the long entry will seem as if

3. Characters have been deleted. You can let them
fit the entire cell by widening the column that
contain the long text.
ENTERING NUMBERS
NUMERIC ENTRIES are entries that
contains nothing but numbers. Numbers
automatically align to the right when entered
into the cell.

4. To indicate negative value, a minus sign is
type before a number or the number is enclosed
in parenthesis(). You can type a period for
decimal points. Number can stand as
independent values, or they can be used I
formulas to calculate other values.
ENTERING DATE AND TIME

5. When entering a date, a slash or a
hyphen(/ or -) is used to separate the parts.
When entering time, type the numbers, a space,
and then “a” or “p” . If you just enter the
number, Excel automatically read it as time and
will automatically affix AM.
ENTERING FRACTIONS
To enter mixed number, leave a space
between the whole number and the fraction.

6. To enter a fraction only, type in a
zero first. If you enter 1/4 without the
zero, Excel will interpret the number as
a date. If you type (100) to indicate a
negative number by parenthesis, Excel
will display the number as negative 100.

7. ENTERING NUMBERS AS FORMATTED AS
TEXT
When cells are formatted as text , all cell
content – letters, numerals, or alpha numeric
combinations – are treated as text.
Information is displayed exactly as entered.
TWO WAYS TO ENTER NUMBER AS
TEXT

8. USING THE 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.
USING THE DIALOG BOX

9. 1. From the RIBBON, select HOME command
tab.
2. In the number group, click FORMAT CELLS,
and the FORMAT CELLS dialog box .
3. Select Number Tab.
4. From the category scroll list, select text.
5. click OK.
6. Type the desired numbers and/ or text in
the cell and press ENTER to accept and go to
the next cell.
7. To force text to wrap at a specific point in a
cell press [alt] + [ENTER].

10. USING AUTOCOMPLETE TO ENTER
DATA
The auto complete function help 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 AUTO COMPLETE box
will close.

11. LIMITATIONS OF AUTO COMPLETE
1. It works only for data being entered in
columns and not for those entered across a
row.
2. It only applies for columns of continuous
data: as soon as a gap is left in a column,
AUTO COMPLETE stops.

12. EXTENDING A SERIES WITH AUTO FILL
When typing data that starts a series such
as a day or month, AUTO FILL can complete
the series automatically. It works wit days of
the week, months of the year, or yearly
quarters such as second quarters.
1. Enter the entire word or the abbreviated
form.

13. 2. Press enter.
3. Place the mouse pointer on the small black
box at the lower-right corner of the data cell.
The pointer turns into small black cross(+)
4. Drag the small black box across the cells you
want to fill.
5. Release the mouse and the selected cells will
be filled in with a continuation of your data.