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Spreadsheet structure

Unit objectives Enter labels and values; select a

range; replace cell contents; undo or redo actions; and move, copy or delete data

Find specific data, replace found data, and sort data

Insert rows or columns; change column widths and row heights; and insert, move, copy, delete, or rename worksheets

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Topic A

Topic A: Entering and editing data Topic B: Finding, replacing, and

sorting data Topic C: Worksheet manipulation

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Labels and values

Label:– Identifies data– Can be:

Text Text with numbers

Value:– Number– Date– Time– Formulas and functions

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Cell and range

Cell– Single block of data

Range – Two or more cells, rows, or columns

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Selecting cells

Contiguous (adjacent) ranges1. Point to the first cell

2. Drag to the last cell

Non-contiguous ranges1. Select the first cell or range

2. Hold Ctrl and select addition range(s)

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Inserting or replacing data

Insert or replace:1. Select a cell

2. Type the data

Replace only part:1. Select a cell

2. Press F2

3. Edit the data

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Undo and Redo

Undo:– Choose Edit, Undo– Click – Press Ctrl + Z

Redo:– Choose Edit, Redo– Click – Press Ctrl+Y

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Clipboard

Special memory area Stores copied data Data is removed when pasted

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Copying data

1. Select the data

2. Copy the data:– Choose Edit, Copy– Click – Press Ctrl + C

3. Select the destination

4. Paste the data– Choose Edit, Paste– Click – Press Ctrl + V

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Using the fill handle

1. Select the data

2. Point to the fill handle– Mouse pointer changes to + symbol

3. Drag over adjacent cells

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Moving data

1. Select the data

2. Cut the data:– Choose Edit, Cut– Click – Press Ctrl+X

3. Select the destination

4. Paste the data

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Deleting ranges

1. Select the range

2. Choose Edit, Delete

3. Specify where to shift the cells

4. Click OK

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Topic B

Topic A: Entering and editing data Topic B: Finding, replacing, and

sorting data Topic C: Worksheet manipulation

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Finding and replacing data

Finding:1. Choose Edit, Find

2. Type the word to find

3. Click the Find Next button

Replacing1. Find a word in Find or Replace dialog

box

2. In Replace with box, enter new data

3. Click the Replace button

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Sorting lists

1. Select any cell in the list

2. Choose Data, Sort

3. Under Sort by:1. Select a column heading

2. Select a sort order

4. Under Then by, select a column heading and a sort order

5. Click OK

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Topic C

Topic A: Entering and editing data Topic B: Finding, replacing, and

sorting data Topic C: Worksheet manipulation

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Inserting rows and columns

1. Select row or column where you want to insert

2. Right-click and choose Insert

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Resizing rows and columns

Drag the row or column border Double-click the row or column border Format menu:

– Format, Row, Height– Format, Column, Width

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Inserting worksheets

Choose Insert, Worksheet Right-click worksheet tab, choose

Insert, select Worksheet Press Shift+F11

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Deleting worksheets

Choose Edit, Delete Sheet Right-click the sheet tab and choose

Delete

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Rearranging worksheets

Drag worksheet tab to new location Use the Move and Copy command

1. Select the worksheet

2. Choose Edit, Move or Copy Sheet

3. Select new location

4. If you want to copy, check Create a copy

5. Click OK

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Methods of renaming worksheets

Double-click the tab Right-click the tab and choose

Rename Choose Format, Sheet, Rename

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Unit summary

Entered labels and values; learned several methods of selecting a range; replaced cell contents; undid and redid actions; and moved, copied, and deleted data

Found specific data, replaced that found data, and sort data by the information in a particular column

Inserted rows or columns; changed column widths and row heights; and inserted, moved, copied, deleted, and renamed worksheets