Lesson 1.4: Entering and Editing Data in Excel

Objective:

In Lesson 1.4, we will focus on the basic skills of entering and editing data in Microsoft Excel. This lesson is designed to provide you with the essential techniques to input information efficiently, make edits easily, and navigate through your spreadsheet with confidence. If you missed Lesson 1.3, then check from the link.

Entering and Editing Data in Excel:

A worksheet is organized into columns labeled with letters and rows labeled with numbers. Data is input into cells, the intersection points of columns and rows. Each cell has a cell reference, indicating its location with a column letter and row number (e.g., Cell A1 is at the intersection of column A and row 1).

Cells can be organized into a range, like A1:B3, which identifies six cells in two columns and three rows. Column and row headings, as well as gridlines, help locate data on the worksheet. 

To customize your view, you can adjust options like Gridlines and Headings from the View tab. These settings, found in the Show group, act as toggles to display or hide these visual features for a cleaner background in your work.

• From the Viewtab, you can also display or hide the formula bar and the ruler.

Entering Labels and Values in Excel:

Data Types:

• In a worksheet cell, data can be text, a number, or a formula.
• Labels are descriptive text, such as names, titles, or column/row headings. Labels are not used in calculations.
• Values are numbers that can be used in calculations or are the results of calculations.
• Formulas are expressions that display calculation results.

Handling Alphanumeric Data:

• When entering data with both alphabetic characters and numbers (e.g., street addresses, IDs like ABC123), Excel treats it as a label.

Figure: Entering and Editing Data in Excel

• For numeric data not used in calculations, like a phone or Social Security number, enter it as a label by typing an apostrophe (‘) before the data.

• If you enter a Social Security number in Excel with hyphens, Excel will recognize it as a label.

When a label in a cell exceeds the cell’s size, it spills into an adjacent empty cell. However, if the adjacent cells are occupied, the label gets cut off within the cell while the full entry remains visible in the Formula bar, located below the Ribbon, displaying the contents of the selected cell.

If a value is too large for the cell’s width, it shows either as a series of # symbols or in exponential notation (e.g., 1235E+4). You can resolve this by widening the column to reveal all cell contents.

To enter data, click on the cell with the pointer, represented as a solid white cross when selecting data in the worksheet. The active cell showcases a solid border, and its address is visible in the Name box.

HOW TO: Enter Data into a Workbook 

Select the Cell and Type data:

• Click on the cell where you want to enter data.
• Type the label or value; it will display in the cell and the Formula bar with an insertion point.

Complete the Entry:

• Press Enter to finish the entry and activate the cell below.
• Press Tab to finish the entry and activate the cell to the right.
• Use any directional arrow key to finish the entry and activate the cell in that direction.
• Press Ctrl+Enter to finish the entry and maintain focus on the current cell.
• Alternatively, click the Enter button in the Formula bar to complete the entry and keep the cell active.

Editing Cell Contents:

You can edit cell data either as you type or after the entry is complete. While typing, use the Backspace key to delete characters to the left of the insertion point. Alternatively, use arrow keys to move the insertion point and press the Delete key to erase characters to the right of the insertion point.

To edit a completed entry, enter Edit mode by double-clicking the cell or pressing F2 (FN+F2). The word Edit appears in the Status bar to indicate that data entry is in progress. Position the insertion point in the cell or the Formula bar, make the changes, and press any completion key.

Note: When using certain function keys, you may need to press the FN key along with the function key to access the command. This depends on the type of computer and keyboard. The text will show a shortcut like this F2 (FN+F2) as a reminder to check your keyboard layout.

Figure:  Edit mode

How to Edit Cell Contents:

1. Double-click the cell you want to edit.
   • Alternatively, click the cell and press F2 (FN+F2) to enter Edit mode.
2. Position the insertion point in the cell or the Formula bar (see Figure Edit mode).
3. Edit the data as needed.
4. Press Enter to confirm the changes.

Replacing or Clearing Cell Contents:

To Replace Data:

• Select the cell with the data you want to replace.
• Type the new data.
• Press Enter, click the Enter button in the Formula bar, or press any completion key.

To Clear Data:

• Select the cell containing data you want to delete.
• Press Delete or click the Clear button [Home tab, Editing group].
• From the Clear button options, choose Clear All, Clear Formats, or Clear Contents (see Figure clear button ).
•  Pressing the Delete key removes the contents while preserving formatting.

How to Clearing Cell Contents:

1. Select the Cell or Cells:
   • Choose the cell or cells whose contents you want to clear.
2. Press Delete on the Keyboard:
   • Simply press the Delete key on your keyboard to remove the content.
3. Use the Clear Button [Home tab, Editing group]:
   • Click the Clear button in the Editing group on the Home tab.
   • Choose one of the following options:
     • Clear All: Removes both formatting and content.
     • Clear Formats: Retains data while removing formatting.
     • Clear Contents: Deletes content while preserving formatting.

Follow the instructions and try yourself. Let’s imagine you’re creating a simple list of your favorite books using Excel.

Launch Excel and open a new worksheet.

• Setting Up Columns:
  • In cell A1, type “Book Title.”
  • In cell B1, type “Author.”
  • In cell C1, type “Genre.”

• Entering Data:
  • Starting from A2, enter the title of your first book (e.g., To Kill a Mockingbird ) in column A.
  • In column B, enter the author’s name (e.g., Harper Lee ).
  • In column C, enter the genre of the book (e.g., Fiction ).

• Auto-Fill Feature:
  • Drag the bottom right corner of cell A2 down to quickly add more book titles.

• Editing Data:
  • To edit, click on the cell with the data you want to change.
  • Make your edits directly in the cell and press Enter.

• Adding More Books:
  • Continue entering data for additional books in the respective columns.

• Saving Your Workbook:
  • Click on the File tab, choose “Save As,” and give your workbook a name (e.g., “BookList.xlsx”).

Congratulations! You’ve completed Lesson 1.4 on entering and editing data in Microsoft Excel. You’ve gained valuable insights into the core processes of data input, allowing you to seamlessly manage information within your spreadsheets. As you continue your Excel journey, remember that the ability to efficiently enter and edit data is the foundation for more complex tasks and analyses. Practice these skills regularly to build confidence and proficiency in your Excel endeavors. Well done!