UNIT ONE

Enter data manually in worksheet cells

You have several options when you want to enter data manually in Excel. You can
enter data in one cell, in several cells at the same time, or on more than one
worksheet at once. The data that you enter can be numbers, text, dates, or times.
You can format the data in a variety of ways. And, there are several settings that you
can adjust to make data entry easier for you.
OBJECTIVES
At the end this unit students will be able to;

Enter text or a number in a cell

Enter a number that has a fixed decimal point

Enter a date or a time in a cell

Enter the same data into several cells at the same time

Enter the same data on several worksheets at the same time

Adjust worksheet settings and cell formats

Reference a cell

Enter text or a number in a cell

1. On the worksheet, click a cell.
2. Type the numbers or text that you want to enter, and then press ENTER or
TAB.
TIP To enter data on a new line within a cell, enter a line break by pressing
ALT+ENTER.
Enter a number that has a fixed decimal point
1. Click the Microsoft Office Button

, and then click Excel Options.

2. Click Advanced, and then under Editing options, select the Automatically
insert a decimal point check box.
3. In the Places box, enter a positive number for digits to the right of the decimal
point or a negative number for digits to the left of the decimal point.

For example, if you enter 3 in the Places box and then type 2834 in a cell, the
value will appear as 2.834. If you enter -3 in the Places box and then type 283,
the value will be 283000.
1. On the worksheet, click a cell, and then enter the number that you want.
NOTE Data that you typed in cells before selecting the Fixed decimal option
is not affected.
TIP To temporarily override the Fixed decimal option, type a decimal point
when you enter the number.
Enter a dates or a time in a cell
2. On the worksheet, click a cell.
3. Type a date or time as follows:

To enter a date, use a slash mark or a hyphen to separate the parts of a

date; for example, type 9/5/2008 or 5-Sep-2008.

To enter a time that is based on the 12-hour clock, enter the time followed
by a space, and then type a or p after the time; for example, 9:00 p.
Otherwise, Excel enters the time as AM.
TIP To enter the current date and time, press CTRL+SHIFT+;
(semicolon).
Notes
To enter a date or time that stays current when you reopen a worksheet, you
can use the TODAY and NOW functions.

Enter the same data into several cells at the same time
1. Select the cells into which you want to enter the same data. The cells do not
have to be adjacent.
To select

Do this

A single cell

Click the cell, or press the arrow keys to move to

the cell.

A range of cells

Click the first cell in the range, and then drag to

the last cell, or hold down SHIFT while you press
2

the arrow keys to extend the selection.

You can also select the first cell in the range, and
then press F8 to extend the selection by using the
arrow keys. To stop extending the selection, press
F8 again.
A large
cells
All
cells
worksheet

range

of

on

Click the first cell in the range, and then hold

down SHIFT while you click the last cell in the
range. You can scroll to make the last cell visible.
Click the Select All button.

To select the entire worksheet, you can also press

CTRL+A.
NOTE If the worksheet contains data, CTRL+A
selects the current region. Pressing CTRL+A a
second time selects the entire worksheet.
Nonadjacent cells or
cell ranges

Select the first cell or range of cells, and then hold

down CTRL while you select the other cells or
ranges.
You can also select the first cell or range of cells,
and then press SHIFT+F8 to add another
nonadjacent cell or range to the selection. To stop
adding cells or ranges to the selection, press
SHIFT+F8 again.
NOTE You cannot cancel the selection of a cell
or range of cells in a nonadjacent selection
without canceling the entire selection.

An entire
column

row

or

Click the row or column heading.

Row heading
Column heading
You can also select cells in a row or column by
selecting the first cell and then pressing
3

CTRL+SHIFT+ARROW key (RIGHT ARROW or LEFT

ARROW for rows, UP ARROW or DOWN ARROW for
columns).
NOTE If the row or column contains data,
CTRL+SHIFT+ARROW key selects the row or
column to the last used cell. Pressing
CTRL+SHIFT+ARROW key a second time selects
the entire row or column.
Adjacent
columns

rows

or

Drag across the row or column headings. Or

select the first row or column; then hold down
SHIFT while you select the last row or column.

Nonadjacent rows or
columns

Click the column or row heading of the first row or

column in your selection; then hold down CTRL
while you click the column or row headings of
other rows or columns that you want to add to the
selection.

The first or last cell

in a row or column

Select a cell in the row or column, and then press

CTRL+ARROW key (RIGHT ARROW or LEFT
ARROW for rows, UP ARROW or DOWN ARROW for
columns).

The first or last cell

on a worksheet or in
a Microsoft Office
Excel table

Press CTRL+HOME to select the first cell on the

worksheet or in an Excel list.

Cells to the last

used cell on the
worksheet
(lowerright corner)

Select
the
first
cell,
and
then
press
CTRL+SHIFT+END to extend the selection of cells
to the last used cell on the worksheet (lower-right
corner).

Cells
to
beginning of
worksheet

the
the

Select
the
first
cell,
and
then
press
CTRL+SHIFT+HOME to extend the selection of
cells to the beginning of the worksheet.

More or fewer cells

than
the
active
selection

Hold down SHIFT while you click the last cell that
you want to include in the new selection. The
rectangular range between the active cell and the
cell that you click becomes the new selection.

Press CTRL+END to select the last cell on the

worksheet or in an Excel list that contains data or
formatting.

2. TIP To cancel a selection of cells, click any cell on the worksheet.

3. In the active cell, type the data, and then press CTRL+ENTER.

TIP You can also enter the same data into several cells by using the fill handle
to automatically fill data in worksheet cells.

Enter the same data on several worksheets at the same time

By making multiple worksheets active at the same time, you can enter new data or
change existing data on one of the worksheets, and the changes are applied to the
same cells on all the selected worksheets.
1. Click the tab of the first worksheet that contains the data that you want to edit.
Then hold down CTRL while you click the tabs of other worksheets in which
you want to synchronize the data.

NOTE If you don't see the tab of the worksheet that you want, click the tab
scrolling buttons to find the worksheet and then click its tab. If you still can't find
the worksheet tabs that you want, you might have to maximize the document
window.
2. On the active worksheet, select the cell or range in which you want to edit
existing or enter new data.
TIP To cancel a selection of cells, click any cell on the worksheet.
3. In the active cell, type new data or edit the existing data, and then press
ENTER or TAB to move the selection to the next cell.
4. Repeat the previous step until you have completed entering or editing data.

Adjust worksheet settings and cell formats

There are several settings in Excel that you can change to help make manual data
entry easier. Some changes affect all workbooks, some affect the whole worksheet,
and some affect only the cells that you specify.
5

Change the direction for the ENTER key

When you press TAB to enter data in several cells in a row and then press ENTER at
the end of that row, by default, the selection moves to the beginning of the next row.
Pressing ENTER moves the selection down one cell, and pressing TAB moves the
selection one cell to the right. You cannot change the direction of the move for the
TAB key, but you can specify a different direction for the ENTER key. Changing this
setting affects the whole worksheet, any other open worksheets, any other open
workbooks, and all new workbooks.
1.

Click the Microsoft Office Button

, and then click Excel Options.

2.

In the Advanced category, under Edit, select the After pressing Enter, move
selection check box, and then click the direction that you want in the
Direction box.

Change the width of a column

At times, a cell might display #####. This can occur when the cell contains a number
or a date and the width of its column cannot display all the characters that its format
requires. For example, suppose a cell with the Date format "mm/dd/yyyy" contains
12/31/2008. However, the column is only wide enough to display six characters. The
cell will display #####. To see the entire contents of the cell with its current format,
you must increase the width of the column.
1.

Click the cell for which you want to change the column width.

2.

On the Home tab, in the Cells group, click Format.

3.

Under Cell Size, do one of the following:

To fit all text in the cell, click AutoFit Column Width.

To specify a larger column width, click Column Width, and then type the
width that you want in the Column width box.

Wrap text in a cell

You can display multiple lines of text inside a cell by wrapping the text. Wrapping text
in a cell does not affect other cells.
1.

Click the cell in which you want to wrap the text.

2.

On the Home tab, in the Alignment group, click Wrap Text.

Change the format of a number

In Excel, the format of a cell is separate from the data that is stored in the cell. This
display difference can have a significant effect when the data is numeric. For
example, when a number that you enter is rounded, usually only the displayed
number is rounded. Calculations use the actual number that is stored in the cell, not
the formatted number that is displayed. Hence, calculations might appear inaccurate
because of rounding in one or more cells.
After you type numbers in a cell, you can change the format in which they are
displayed.
1. Click the cell that contains the numbers that you want to format.
2. On the Home tab, in the Number group, point to General, and then click the
format that you want.

TIP To select a number format from the list of available formats, click More,
and then click the format that you want to use in the Category list.

Format a number as text

For numbers that should not be calculated in Excel, such as phone numbers, you
can format them as text by applying the Text format to empty cells before typing the
numbers.
1. Select an empty cell.
2. On the Home tab, in the Number group, point to General, and then click Text.

3. Type the numbers that you want in the formatted cell.

CELL REFERENCES
In Excel, a cell reference identifies the location a cell or group of cells in the
spreadsheet. Sometimes referred to as a cell address, a cell reference consists of
the column letter and row number that intersect at the cell's location. Note that when
listing a cell reference, the column letter is always listed first.
There are three types of cell references, namely; absolute, relative and mixed
references.

Absolute Cell Reference

In a formula, the exact address of a cell, regardless of the position of the
cell that contains the formula is referred to as Absolute reference. An
absolute cell reference takes the form $A$1.
Relative Cell Reference
In a formula, the address of a cell based on the relative position of the cell
that contains the formula and the cell referred to is known as relative
reference. If you copy the formula, the reference automatically adjusts. A
relative reference takes the form A1.
Mixed Cell Reference
This combines the absolute and relative cell references. For example, A$1.
Switch between relative, absolute, and mixed references
1. Select the cell that contains the formula.
2. In the formula bar

, select the reference that you want to change.

3. Press F4 to switch between the reference types.

The following table summarizes how a reference type updates if a formula
containing the reference is copied two cells down and two cells to the right.

For a formula

If the reference is:

9

It changes

being copied:

to:
$A$1 (absolute column and absolute
row)

$A$1

A$1 (relative column and absolute

row)

C$1

$A1 (absolute column and relative

row)

$A3

A1 (relative column and relative

row)

C3

10

UNIT TWO
Overview of formulas
Using constants in formulas
A constant is a value that is not calculated. For example, the date 10/9/2008, the
number 210, and the text "Quarterly Earnings" are all constants. An expression, or a
value resulting from an expression, is not a constant. If you use constant values in
the formula instead of references to the cells (for example, =30+70+110), the result
changes only if you modify the formula yourself.
Using calculation operators in formulas
Operators specify the type of calculation that you want to perform on the elements of
a formula. There is a default order in which calculations occur, but you can change
this order by using parentheses.
Types of operators
There are four different types of calculation operators: arithmetic, comparison, text
concatenation, and reference.
Arithmetic operators
To perform basic mathematical operations such as addition, subtraction, or
multiplication; combine numbers; and produce numeric results, use the following
arithmetic operators.
Arithmetic
operator

Meaning

Example

+ (plus sign)

Addition

3+3

(minus sign)

Subtraction
Negation

31
1

* (asterisk)

Multiplication

3*3

/ (forward slash)

Division

3/3

% (percent sign)

Percent

20%

^ (caret)

Exponentiation)

3^2

Comparison operators
You can compare two values with the following operators. When two values are
compared by using these operators, the result is a logical value either TRUE or
FALSE.
11

Comparison operator

Meaning

Exampl
e

= (equal sign)

Equal to

A1=B1

> (greater than sign)

Greater than

A1>B1

< (less than sign)

Less than

A1<B1

>= (greater than or equal to

sign)

Greater than or
equal to

A1>=B1

<= (less than or equal to

sign)

Less than or equal to

A1<=B1

<> (not equal to sign)

Not equal to

A1<>B1

Text concatenation operator

Use the ampersand (&) to join, or concatenate, one or more text strings to produce a
single piece of text.
Text operator
& (ampersand)

Meaning

Example

Connects, or concatenates, two values to

produce one continuous text value

"Actua"&"ri
al"

Reference operators
Combine ranges of cells for calculations with the following operators.
Reference
operator

Meaning

Example

: (colon)

Range operator, which produces

one reference to all the cells
between two references, including
the two references

B5:B15

, (comma)

Union operator, which combines

multiple references into one
reference

SUM(B5:B15,D5:D
15)

(space)

Intersection operator, which

produces on reference to cells
common to the two references

B7:D7 C6:C8

The order in which Excel performs operations in formulas

12

In some cases, the order in which calculation is performed can affect the return value
of the formula, so it's important to understand how the order is determined and how
you can change the order to obtain desired results.

Calculation order
Formulas calculate values in a specific order. A formula in Excel always begins with
an equal sign (=). The equal sign tells Excel that the succeeding characters
constitute a formula. Following the equal sign are the elements to be calculated (the
operands), which are separated by calculation operators. Excel calculates the
formula from left to right, according to a specific order for each operator in the
formula.

Operator precedence
If you combine several operators in a single formula, Excel performs the operations
in the order shown in the following table. If a formula contains operators with the
same precedence for example, if a formula contains both a multiplication and
division operator Excel evaluates the operators from left to right.
Operator
: (colon)

Description
Reference operators

(single
space)
, (comma)

Negation (as in 1)

Percent

Exponentiation

* and /

Multiplication and division

+ and

Addition and subtraction

&

Connects two strings of text

(concatenation)

=
<>
<=

Comparison

13

>=
<>
Use of parentheses
To change the order of evaluation, enclose in parentheses the part of the formula to
be calculated first. For example, the following formula produces 11 because Excel
calculates multiplication before addition. The formula multiplies 2 by 3 and then adds
5 to the result.
=5+2*3
In contrast, if you use parentheses to change the syntax, Excel adds 5 and 2
together and then multiplies the result by 3 to produce 21.
=(5+2)*3
In the example below, the parentheses around the first part of the formula force
Excel to calculate B4+25 first and then divide the result by the sum of the values in
cells D5, E5, and F5.
=(B4+25)/SUM(D5:F5)
Using functions and nested functions in formulas
Functions are predefined formulas that perform calculations by using specific values,
called arguments, in a particular order, or structure. Functions can be used to
perform simple or complex calculations.
The syntax of functions
The following example of the ROUND function rounding off a number in cell A10
illustrates the syntax of a function.

Structure of a function
14

Structure. The structure of a function begins with an equal sign (=), followed by
the function name, an opening parenthesis, the arguments for the function separated
by commas, and a closing parenthesis.
Function name. For a list of available functions, click a cell and press SHIFT+F3.
Arguments. Arguments can be numbers, text, logical values such as TRUE or
FALSE, arrays, error values such as #N/A, or cell references. The argument you
designate must produce a valid value for that argument. Arguments can also be
constants, formulas, or other functions.
Argument tooltip. A tooltip with the syntax and arguments appears as you type the
function. For example, type =ROUND( and the tooltip appears. Tooltips only appear
for built-in functions.

Entering functions
When you create a formula that contains a function, the Insert Function dialog box
helps you enter worksheet functions. As you enter a function into the formula, the
Insert Function dialog box displays the name of the function, each of its arguments,
a description of the function and each argument, the current result of the function,
and the current result of the entire formula.
To make it easier to create and edit formulas and minimize typing and syntax errors,
use formula autocomplete. After you type an = (equal sign) and beginning letters or a
display trigger, Microsoft Office Excel displays below the cell a dynamic drop down
list of valid functions, arguments, and names that match the letters or trigger. You
can then insert an item in the drop-down list into the formula.

Nesting functions
In certain cases, you may need to use a function as one of the arguments of another
function. For example, the following formula uses a nested AVERAGE function and
compares the result with the value 50.

The AVERAGE and SUM functions are nested within the IF function.
15

Valid returns When a nested function is used as an argument, it must return the
same type of value that the argument uses. For example, if the argument returns a
TRUE or FALSE value, then the nested function must return a TRUE or FALSE. If it
doesn't, Microsoft Excel displays a #VALUE! error value.
Nesting level limits A formula can contain up to seven levels of nested functions.
When Function B is used as an argument in Function A, Function B is a second-level
function. For instance, the AVERAGE function and the SUM function are both
second-level functions because they are arguments of the IF function. A function
nested within the AVERAGE function would be a third-level function, and so on.
Using references in formulas
A reference identifies a cell or a range of cells on a worksheet and tells Microsoft
Excel where to look for the values or data you want to use in a formula. With
references, you can use data contained in different parts of a worksheet in one
formula or use the value from one cell in several formulas. You can also refer to cells
on other sheets in the same workbook, and to other workbooks. References to cells
in other workbooks are called links or external references.
The A1 reference style
The default reference style By default, Excel uses the A1 reference style, which
refers to columns with letters (A through XFD, for a total of 16,384 columns) and
refers to rows with numbers (1 through 1,048,576). These letters and numbers are
called row and column headings. To refer to a cell, enter the column letter followed
by the row number. For example, B2 refers to the cell at the intersection of column B
and row 2.
To refer to

Use

The cell in column A and row 10

A10

The range of cells in column A and rows 10 through 20

A10:A2
0

The range of cells in row 15 and columns B through E

B15:E1
5

All cells in row 5

5:5

All cells in rows 5 through 10

5:10

All cells in column H

H:H

All cells in columns H through J

H:J
16

The range of cells in columns A through E and rows 10

through 20

A10:E2
0

Making a reference to another worksheet In the following example, the

AVERAGE worksheet function calculates the average value for the range B1:B10 on
the worksheet named Marketing in the same workbook.

Reference to a range of cells on another worksheet in the same workbook

Refers to the worksheet named Marketing
Refers to the range of cells between B1 and B10, inclusively
Separates the worksheet reference from the cell range reference

The 3-D reference style

Conveniently referencing multiple worksheets. If you want to analyze data in the
same cell or range of cells on multiple worksheets within the workbook, use a 3-D
reference. A 3-D reference includes the cell or range reference, preceded by a range
of worksheet names. Excel uses any worksheets stored between the starting and
ending names of the reference. For example, =SUM(Sheet2:Sheet13!B5) adds all
the values contained in cell B5 on all the worksheets between and including Sheet 2
and Sheet 13.

You can use 3-D references to refer to cells on other sheets, to define
names, and to create formulas by using the following functions: SUM,
AVERAGE, AVERAGEA, COUNT, COUNTA, MAX, MAXA, MIN, MINA,
PRODUCT, STDEV, STDEVA, STDEVP, STDEVPA, VAR, VARA, VARP,
and VARPA.

3-D references cannot be used in array formulas.

3-D references cannot be used with the intersection operator (a single

space) or in formulas that use implicit intersection.

What happens when you move, copy, insert, or delete worksheets?

17

The following examples explain what happens when you move, copy, insert, or
delete worksheets that are included in a 3-D reference. The examples use the
formula =SUM(Sheet2:Sheet6!A2:A5) to add cells A2 through A5 on worksheets 2
through 6.
Insert or copy If you insert or copy sheets between Sheet2 and Sheet6

(the endpoints in this example), Microsoft Excel includes all values in cells A2
through A5 from the added sheets in the calculations.
Delete If you delete sheets between Sheet2 and Sheet6, Excel removes

their values from the calculation.

Move If you move sheets from between Sheet2 and Sheet6 to a location

outside the referenced sheet range, Excel removes their values from the
calculation.
Move an endpoint If you move Sheet2 or Sheet6 to another location in

the same workbook, Excel adjusts the calculation to accommodate the new
range of sheets between them.
Delete an endpoint

If you delete Sheet2 or Sheet6, Excel adjusts the

calculation to accommodate the range of sheets between them.

The R1C1 reference style

You can also use a reference style where both the rows and the columns on the
worksheet are numbered. The R1C1 reference style is useful for computing row and
column positions in macros. In the R1C1 style, Excel indicates the location of a cell
with an "R" followed by a row number and a "C" followed by a column number.
Referenc
e

Meaning

R[-2]C

A relative reference to the cell two rows up and in the same

column

R[2]C[2]

A relative reference to the cell two rows down and two

columns to the right

R2C2

An absolute reference to the cell in the second row and in

the second column

R[-1]

A relative reference to the entire row above the active cell

An absolute reference to the current row

18

Using names in formulas

You can create defined names to represent cells, ranges of cells, formulas, constant
values, or Excel tables. A name is a meaningful shorthand that makes it easier to
understand the purpose of a cell reference, constant, formula, or table, each of which
may be difficult to comprehend at first glance. The following information shows
common examples of names and how they can improve clarity and understanding.
Exampl
e Type

Example with no name

Example with a name

Referenc
e

=SUM(C20:C30)

=SUM(FirstQuarterSales)

Constant

=PRODUCT(A5,8.3)

=PRODUCT(Price,WASalesT
ax)

Formula

=SUM(VLOOKUP(A1,B1:F20,5,FALSE),
G5)

=SUM(Inventory_Level,
Order_Amt)

Table

C4:G36

=TopSales06

19