MS-Excel Tutorial (Part-2)

ms excel tutorial
Editing Cell Content
When you enter new information in the formula bar, you can edit it before you press the enter key. You can delete characters using the backspace key. You can also move the insertion point with the arrow keys and either insert text by typing or delete text by pressing the Delete of Backspace key.
-Click on a cell. The cell will be highlighted.
-Click in the Formula bar to place the insertion point in the entry. You will now be able to insert or delete text.
-Press the right or left arrow key to move the insertion point where you need to make a change.
-Press the backspace key to delete the character to the left of the insertion point, or press the delete key to delete the character to the right.
-Type new text as needed. The text will appear in the formula bar and the selected cell.
-Press the Enter Key. The cells will be cleared.
Removing Cell Content
You can remove all content from a single cell or a range of cells, leaving the cell or cells back.
-Select the cell or range of cells to clear.
-Press the Delete key. The cells will be cleared.
Moving Data
One advantage of using Excel is the ease with which you can move and copy data.
Select a range of cells the cells will be highlighted.
-Click on the cut button, Moving dashes (called a marquee) will appear around you selection.
-Click in the cell that will be the upper-left corner of the new location of the range. The cell will be selected.
-Click on the paste button. The data will be pasted in the new location.
Copying Data
Copying places selected data in new location. Unlike moved data; copied data also remains in the original location.
-Select a range of cells. The cells will be highlighted.
-Click on the copy button. A marquee (running, dashes) will appear around your selection.
-Click in the cell at the top left of the range where you want to place the copy.
-Click on the past button. The selected range will appear in both the original location and the now location.
-Repeat steps 3 and 4 . Another copy of the same selection will be pasted in different spot.
-Press the Esc key to turn off the marquee around the selection.
-You can also use shortcut keys as a substitute for the cut, copy and paste button. To cut, Press Ctrl+x ; to copy Ctrl+C,to paste Ctrl+V.
Using Drag and Drop
A quick way to move or copy, if you’re good with a mouse, is by using the Drag and Drop feature.
-Select the cells you want to move or copy. The cells will be highlighted.
-Hold down the Ctrl key if you want to copy. (To move, skip this step)
-Position the mouse pointer over the border of the selected area. The mouse        pointer will become an arrow.
-Press and hold the mouse button. if you drag the cells to a new location. The cell location you’re dragging over will appear in a box below the mouse arrow.
-Release the mouse button. The cells will be dropped in the new location. This is much quicker than using buttons or menus.
Filling a Range
The fill feature is for those who hate date entry. Excel can’t do all the data entry for you , but it can do some of those repetitive tasks.
-Select a cell. The cell will be highlighted.
-Click in the fill handle (the extra little square on the bottom right corner of highlighted cell). The mouse arrow will change a plus sign.
-Press and hold down the mouse button and drag the fill handle to the right or down a number of cells.
-Release the mouse button. The original contents of the highlighted cell, whether it was a number or a formula will be copied to all the cells you selected.
Filling with a series
Not only can you fill a range with a number or formula, but you also can do it with a series. This really how to the fill features saves you time and efforts. Suppose that you need to type the months of the years to construct a budget.
Type the name of the month in a cell.
Click to the fill handle of that cell.
Press and hold the mouse button and drag the fill handle to the right .you don’t even need to count the cells because as you drag. Excel will show you exactly which month you’re on!
Release the mouse button. The months of the year following the one you typed in will be automatically inserted.
Transposing cells  
Imagine that you’ve entered five columns of data. Your fingers are aching are aching from all that data entry, but now you realize that you don’t really want the names in a row across the top of the worksheet. The worksheet would be much more effective and easier to work with if the names were in a column. In this situation, you use the transpose features. Transpose features switches row of cells to columns or columns or columns to row.
Select the cells you want to transpose. The cells will be highlighted.
Click on the copy button. The cells you selected will be coped to the clipboard.
Click in the cell that will be the top-left corner of your new range. The cells will be highlighted.
Click in Home menu>paste button.
Click the Esc key.
Naming a Range:       
Naming a range is useful because names are easier to read and remember than cell addresses. Named ranges can be used to quickly select text and move around a worksheet in a combination with the go to command. They can also be used in formula.
Click in a cell or drag the mouse arrow across a range of highlighted.
Click in the name text box to the left of the formula bar. The text box will be highlighted.
Type a name for the highlighted cells.
Press the enter key. The name will appear in the name text box.
To quickly select a name cell or range, click on the down arrow at the end of the name text box and select from the drop down list.
You can also name entries rows and columns, and then use those names to find the values contained in the cell at their intersection.   
Finding cell entries
To modify data in your worksheet, you can must first find the cell (or cells) that contain the data you want to change.
Click on the >home find &search >find (ctrl+f)
The find dialogue box will open.
Type the word or number you want to find in the find what text box. Be sure to enter it exactly as it was originally entered into the worksheet.
Click on the down arrow next to the look in: text box. The look in: drop down list will appear.
Click on the formulas, values, or comments, depending on what kind of data you want to find to search.
Click on find next.
Replacing cells:
When a cell that needs to be modified is found, you can use Excel to automatically replace the data for you without you having manually enter the changes.
Click on Edit >home>find and select. >replace (Ctrl+H)
The replace dialog box will appear.
Type the word or number you want to replace in the find what: textbox.
Type the revised entry in the replace with textbox.
Click on find next Excel will find the first occurrence of the word or number.
Do one of following:
Click on replace .the item will be replaced.
 Click on find next .Excel will find the next occurrence of the word or number.
Click on close button.
Hiding Rows and columns
If your worksheet has columns or rows that you really don’t need to work in anymore, or that don’t want to print, you can hide them.
 Selected the column or row to hide. The column or row will be highlighted.
Click on home >format >hide and Unhide
The column or row will be hidden.
Displaying Hidden Rows or Columns 
If you decide you do need to see those hidden rows or columns, you can make them reappear the worksheet.
Select the rows or columns on both sides of the missing rows or columns. The cells will be highlighted.
Click on the Home menu >format>Unhide.
 Keeping Row or Column labels visible
 When you are entering data, you need to know which row and column you are on. The letter and numbers Excel provides are not very informative. You need to be able to see the labels you set up for certain columns and rows, such as months of the year or employer names. You can do this by freezing columns and rows that contain labels you need to see all the time.

Click in the cell below the column labels and to the right of the row labels. The cell will be highlighted.
Click on view>freeze pane.
The column and row labels will stay on screen while you work with the spreadsheet.
Removing the freeze
If you do not need to see column and row labels all the time, you can remove the freeze so that the column and row labels scroll as usual.
Click on view>Unfreeze panes
The column and row labels will now move as you work with the spread sheet.
Sorting Data
If you enter a large amount of data into a worksheet, it may be easier to find information need by sorting your data. You can easily sort data in Excel either alphabetically or numerically in ascending or descending order.
Click and drag the mouse arrow to highlight the cells of the range you want to sort. In the example, all the columns that contain data have been selected.
Click on the data menu>sort.
Sort dialog box will appear.
Click on ascending or descending in the sort boy box. Ascending will sort alphabetically. A through Z numerically, smallest to largest. Descending will do the opposite: Z through A and largest to smallest.
Click on continue with the current selection.
Click on sort.

Filtering Data
You can search for data using the filter command to select information that meets criteria of you choosing.
Click on the column head that you want to use in your search. The cell will be highlighted
Click on data>Filter.

Auto filter arrows will appear next to the column head.

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