Computer Fund Part IV Lesson 02

8/13/2019 Computer Fund Part IV Lesson 02

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IV-2.1

Editing and Formatting

WorksheetsAfter completing this lesson, you will be able to:

Format numeric data.

Adjust the size of rows and columns.

Align cell contents.

Create and apply conditional formats.

Find and replace cell contents.

Insert and delete cells, rows, and columns.

Cut, copy, paste, and clear cells.

One of the greatest advantages Microsoft Excel offers is the flexibility to easily

change the appearance of your data and the structure of your worksheets. You

can change the way numbers are displayed so that their appearance corresponds

with the type of numbers you are using. For instance, if you enter sales amounts

in a worksheet, you can format them so that they look like monetary values.

hat is, if you enter 1455in a worksheet, you can format this number so that it

appears as $1,455.

You can also change the width of columns so that the data in the column fits

appropriately, and you can increase the height of a particular row to call

attention to the data in the row. !s you work with worksheets, you"ll often find

it necessary to move or copy data to other locations#a feature that is easy to

perform in Excel. $n fact, Excel provides numerous techni%ues that you can use

to copy or move data to a different location in a worksheet or even to a

different worksheet.

You can also instruct Excel to look for specific data in a worksheet and then

display the cell where the data appears. $f you want to replace data with

different data, Excel provides a way to automate this process as well.

o complete the procedures in this lesson, you will need to use the files &ercent

'ales $ncrease.xls, Five Year 'ales().xls, *entals.xls, and Monthly 'ales.xls in

the &art $+, esson() folder in the -omputer Fundamentals &ractice folder

located on your hard disk.

Formatting Numbers

Most of the data that you use in Excel is numeric. his data includes financial

figures, dates, fractions, percentages, and other information that usually appears

with a mix of numerals and symbols. !t the !dventure orks resort, for

example, the bookkeeper tracks room sales collected per week. $n entering the

LESSON 2


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IV-2.2 Computer Fundamentals

sales amounts, she could type a dollar sign, followed by the number of dollars,

followed by a decimal point, followed by the number of cents. /ut she knows

that it"s much easier 0ust to enter the raw sales amounts and let Excel add these

currency formats.

o allow yourself greater flexibility in how your numeric data appears, you can

select one of Excel"s options for formatting numbers. hese options

automatically insert and delete symbols and digits to reflect the format you

choose. /y default, all data you enter is formatted with the 1eneral option,

which shows the data exactly as you enter it. $f you include a date or a special

character 23 4 5 , E e6 when entering a number, Excel automatically formats it

with the appropriate option. $f you want entries to appear different, you can

choose from the following formats, organi7ed by category.

Category Appearance

1eneral 8isplays data exactly as you enter it.

9umber 8isplays two decimal places by default.

-urrency 8isplays currency and other symbols appropriate for various

regions of the world 2including the euro6.

!ccounting 8isplays currency symbols and aligns decimal points of

entries in a column.

8ate 8isplays days, months, and years in various formats, such as

May 18, 2004: 18-May: and 5/18.

ime 8isplays hours, minutes, and seconds in various formats,

such as 8:47 PM, 20:47, and 8:47:56.

&ercentage Multiplies cell values by ;(( and displays the result with a

percent sign.

Fraction 8isplays entries as fractions in various denominations and to

various degrees of accuracy.

'cientific 8isplays entries in scientific or exponential notation.

ext 8isplays entries exactly as they were entered, even if the

entry is a number.

'pecial 8isplays and formats list and database values, such as


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Part IV: Lesson 2 Editing and Formatting Worksheets IV-2.3

$n this exercise, you format several numeric entries in a worksheet.

1 Start Excel, and click the More workbooks option on the NewWorkbook task pane.

The Open dialog box appears.

2 Click the Look in down arrow, and click the icon for o!r hard disk.

3 "o!ble#click the Co$p!ter %!nda$entals &ractice folder, thendo!ble#click the &art '( folder, and then do!ble#click the Lesson)*folder.

4 Click the &ercent Sales 'ncrease workbook, and click Open.

The &ercent Sales 'ncrease workbook opens.

5 Make s!re that cell + is c!rrentl selected, and on the %or$at$en!, click Cells. Click the N!$ber tab, if necessar, and in theCategor list, click "ate.

The %or$at Cells dialog box appears, with the N!$ber tab in frontand the "ate categor selected.

6 'n the Tpe list, click -/), and click O0.

The date in cell + changes to $atch the date for$at that o!selected.

Select the range 1-2%3.

! On the %or$at $en!, click Cells, and then click C!rrenc in the

Categor list.


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The %or$at Cells dialog box appears with for$atting options forC!rrenc 4$onetar 5al!es6 selected. Notice that the defa!lt for$atfor c!rrenc incl!des the dollar sign 476, a tho!sands co$$aseparator, and two deci$al places.

" "o!ble#click in the "eci$al places box, tpe #, and press Enter.The selected cells are now in c!rrenc for$at, with no deci$alplaces.

1# Select the range C)2%).

11 On the %or$at $en!, click Cells, and then click &ercentage in theCategor list.

The %or$at Cells dialog box appears with &ercentage selected,and the dialog box shows the sa$ple for$at for the first cell in the

selected range. The onl option o! can change for the percentagefor$at is the n!$ber of deci$al places.

Make s!re o! tpe a 8ero atstep 9, notthe letter O.


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12 Click O0.

The selected cells appear in percentage for$at, with two deci$alplaces.

13 Click an blank cell in the worksheet.

The selected range is deselected.

:o! can also !se the

%or$atting toolbar to specifso$e of the $ore widel

!sed n!$ber for$ats.


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14 On the %ile $en!, click Sa5e.

15 Close this file b!t lea5e Excel open for the next exercise.

Adjusting the Size of Rows andColumns

!lthough a cell entry can include up to >),((( characters, the default column

widthis only ?.@> characters. For some number formats, if you enter a value

that won"t fit within the default column width, the number Aspills overB into the

next column. For other number formats, a number that won"t fit within a

column is displayed as a series of pound signs 2CCCCCC6, indicating that the

number is too long for the current column width. For example, when the

bookkeeper for !dventure orks enters the total sales amount for the year in

currency format, the number appears in the cell as a series of pound signs

because the total, 3;),@((,@D(, is ;; characters wide#too large to fit within

the default column width of ?.@> characters. hen a number appears as a seriesof pound symbols, it doesn"t affect the value that is stored internally: you can

view any of these entries by widening the column so that entries appear in full

and as entered.

On the other hand, there will be times when the default column width is wider

than you need it to be. For instance, the bookkeeper at !dventure orks

creates a column that stores only Yes or 9o entries for each sales amount,

indicating whether the actual sales amount met or exceeded the pro0ected

amount. $n this case, the column width doesn"t need to be ?.@> characters#

three or four characters would probably be wide enough. /y reducing the width

of the column, you can view more columns on your screen at a time.

Excel provides multiple methods for ad0usting column width. You can use the-olumn idth dialog box 2available on the Format menu6 to enter the character

width that you want. You can also drag the right edge of the column selector to

the right or to the left to increase or decrease the column width. hen you

position the mouse pointer on the right edge of a column selector, a resi7e

pointer appears, indicating that you can resi7e the column width. hen you

position the mouse pointer on the right edge of a column selector, a resi7e

pointer appears, indicating that you can resi7e the column.

For instance, if you click the right edge of the column selector for column

and drag the selector to the right, the column will be widened as you drag. he

width of the column in characters and pixels will appear in a yellow 'creenip

above the column selector as you drag. 'imilarly, if you drag the column

selector to the left, the column will be narrowed as you drag.


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Part IV: Lesson 2 Editing and Formatting Worksheets IV-2.

!s a third alternative, you can have Excel automatically ad0ust a column to fit

the longest entry in the column by doubleclicking the right edge of a column

selector.

You can also ad0ust the row heightfor a particular row by using the same basicmethods. hat is, you can use the *ow eight dialog box 2also available from

the Format menu6 to specify the height of a row in points. One point is e%ual to

;5G) inch. 'o a row height of ;) points 2the default row height6 is e%ual to ;5H

inch. You can also change the height of a row by clicking the bottom of the row

selector and dragging it up or down.

You might want to ad0ust row height to accommodate larger characters, such as

a worksheet title or row headings that appear in larger type. owever, it is

much more common to ad0ust column width to account for lengthy or short

labels or numbers.

$n this exercise, you resi7e columns and rows. For this exercise, the width of

columns in the practice file has been preset to ;D characters.

1 On the Standard toolbar, click the Open b!tton.

The Open dialog box appears. The &art '(, Lesson)* folder in the

Co$p!ter %!nda$entals &ractice folder sho!ld be displaed.2 Click the %i5e :ear Sales)* workbook and click Open.

The file opens.

3 Select the range 1/2%/. On the %or$at $en!, point to Col!$n, andthen click Width.

The Col!$n Widthdialog box appears, showing the c!rrent col!$nwidth.

:o! can also click +!to%it

Selection 4on the Col!$n

s!b$en! on the %or$at$en!6 to ad;!st the col!$n

width to acco$$odate theentr in the acti5e cell or thelongest entr in a selected

range.


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IV-2.! Computer Fundamentals

4 Tpe 13in the Col!$n Width text box, and click O0.

The width of col!$ns 1 thro!gh % decreases fro$ < characters to- characters.

5 Click an cell.

The range 1/2%/ is no longer selected.

6 &oint to the botto$ of the row selector for row *.

The $o!se pointer changes to a do!ble#headed arrow=the resi8e

pointer.

"rag the row selector down !ntil the row has a height of abo!t

*).*< points 4*> pixels, or screen pict!re ele$ents6.

The height of row * increases.

! &oint to the right edge of the col!$n selector for col!$n ".

The $o!se pointer changes to a do!ble#headed arrow.

" "o!ble#click the right edge of the col!$n selector for col!$n ".

The width of col!$n " decreases to better fit the col!$n contents.

0eep this file open for the next exercise.

Aligning Cell Contents$n addition to formatting numbers, you can also change the way they align

relative to the edges of cells. You can change the hori7ontal alignment of

selected cells to the left, right, or center. ext entries are normally left

aligned hori7ontally in a cell, meaning the first character in the cell appears

next to the left edge of the cell. 9umeric entries are normally rightaligned,

meaning the last character in the cell appears next to the right edge of the cell.

$n a centeraligned cell, the characters in the cell are centered evenly between

To specif a standard widthfor all col!$ns in a workbook,

on the %or$at $en!, point to

Col!$n, and click StandardWidth. Tpe the desired

width, and click O0.


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Part IV: Lesson 2 Editing and Formatting Worksheets IV-2."

the left and right edges of the cell. 9ormally right alignment works best for

numbers because all of the numbers in a column are aligned under the same

digit positions, as shown belowI

;,@((,>@)?@)

;,JD)

owever, you might want to leftalign or centeralign numbers to achieve a

different effect. For instance, you might want to leftalign dates because the

digit position of dates is generally not important. Or you might want to center

align numbers to achieve a styli7ed look. For example, the sales manager at

!dventure orks tracks sales for different categories 2room charges, gift shop

sales, horse stable rentals, kennel charges, and so on6 and creates a column that

provides a ranking 2based on which category has the most sales6 for each

category. ! centeraligned effect can enhance the appearance of the column, as

shown belowI

*anking

;)

@

>)

G

You can also change the vertical alignment of cell contents#that is, the way in

which a cell entry is positioned between the top and bottom edges of the cell.

he default alignment for text and numbers is bottom, which means characters

are placed 0ust above the bottom edge of the cell. You can also change the

vertical alignment of cells to bottom, top, or center. -enter alignment often

looks good when you want to increase the height of a row to call attention to

labels or values stored in the row, but keep the entries centered between the top

and bottom of the row.

$n this exercise, you align cell contents hori7ontally and vertically, and you use

the =ndo and *edo buttons to see how changes can be undone and reapplied as

desired.

1 Select the range 1-21?.

2 On the %or$at $en!, click Cells.

The %or$at Cells dialog box appears, as shown on in theill!stration on the following page.


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IV-2.1# Computer Fundamentals

3 Click the +lign$ent tab.

The +lign$ent tab appears.

4 Click the @ori8ontal down arrow, and click Left 4'ndent6 in the list.

5 Click the (ertical down arrow, and 5iew the list choices.Choices on the (ertical list let o! align the data !p and downinside the cell. (ertical align$ent beco$es $ore apparent if o!rrows are significantl taller than the data the contain.

6 Click the (ertical down arrow again to close the list witho!tchanging the 5ertical align$ent.

Click O0.

Excel left#aligns the contents of the selected cells.

! On the Standard toolbar, click the Ando b!tton.

Excel ret!rns the cells to their pre5io!s for$atting.

" On the Standard toolbar, click the Bedo b!tton.Excel reapplies the cell for$atting.

1# On the Standard toolbar, click the Ando b!tton.

Excel !ndoes the cell for$atting again.


'f o! sa5e a workbook, o!

can no longer !ndo or redochanges. 'f o! think o!

$ight want to !ndo or redo a

partic!lar action, dont sa5echanges to the workbook

!ntil o! are satisfied with the

res!lts.


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Creating and Applying ConditionalFormats

You can control how data appears in Excel worksheets by applying conditionalformats, which are rules you create to determine how data appears depending

on the value of the cell. For example, you can apply a conditional format for

cells so that any numeric entry below D( appears in red. hy might you do

thisK 'uppose the inventory manager at !dventure orks has created a

worksheet that contains inventory information for guest items in stock 2such as

soap, towels, and washcloths6. One column contains a 'tock On and %uantity.

$f the %uantity for a particular stock item falls below D(, it is time to reorder the

product. /y formatting numbers below D( so that they appear in red, it is easier

for the inventory manager to identify when a particular item needs to be

reordered.

$n this exercise, you apply conditional formatting to a range so that salesfigures that e%ual or exceed 3D(,((( appear in green and in bold type.

1 Select cells 1-2%?.

2 On the %or$at $en!, click Conditional %or$atting.

The Conditional %or$atting dialog box appears.

3 Click the %or$at b!tton.

The %or$at Cells dialog box appears, as shown in the ill!strationon the following page.

Lines that for$ bold tpe arethicker than those that for$

nor$al tpe.

'f the Office +ssistant

appears, asking if o! want

help with this feat!re, clickNo, "ont &ro5ide @elp Now.


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4 Click the Color down arrow, click the Dreen s!are 4second row,fo!rth color6, click 1old in the %ont stle list, and then click O0.

The Conditional %or$atting dialog box reappears.

5 Click the between down arrow, click greater than or e!al to, andthen click in the text box on the far right side of the dialog box.

6 Tpe 5####, and click O0.The $ini$!$ 5al!e for the condition is set, and the dialog boxcloses. +n cells in the selected range that $eet the conditions nowappear in bold, green tpe.

On the Standard toolbar, click the Sa5e b!tton.

The workbook is sa5ed with the c!rrent na$e.

! On the %ile $en!, click Close.

The workbook closes.

Lea5e Excel open for the next exercise.

Finding and Replacing Cell Contents

and Formats$n a large worksheet, the content of some rows or columns might not fit on one

screen. $f you want to locate a particular item of data that isn"t immediately

visible, you can scan the worksheet visually to look for the item. ith Excel,

though, there"s a much easier way. You can use the Find tab of the Find and

*eplace dialog box to enter the text or number that you want to find, and Excel

will then locate the first occurrence of this searchstring. ! string is any

Click an cell in theworksheet to deselect the

range of cells and see theconditional for$atting $ore

clearl.


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se%uence of letters or numbers that you type. $f the first entry that Excel finds

isn"t the one you want, you can instruct Excel to find the next entry.

hen you edit worksheets, you might need to find a certain character string

within the worksheet and replace it with a different character string. Forexample, the sales manager at !dventure orks wants to change the *ental

workbook so that all prices that end with .95 as the decimal amount are

changed to .99. 2For example, an item that currently rents for [email protected] per hour

would now cost [email protected] per hour.6 he change won"t appreciably increase rental

costs for visitors, but over time it can significantly increase the total revenue

from rentals.

You can %uickly find and replace all occurrences of a character string in a

worksheet using the *eplace tab of the Find and *eplace dialog box. !s shown

in the following illustration, the Find and *eplace dialog box provides four

ma0or buttons#*eplace !ll, *eplace, Find !ll, and Find 9ext.

!s we"ve discussed briefly, you can use a distinctive text format to identify

data you may need to change later or which you want to highlight. $f you havedone this, you could then use the Find Format dialog box, accessible through

the Find and *eplace dialog box to seek out those specific formats.

$n this exercise, you find a word in a worksheet, find and replace the first

occurrence of a search string, and then replace every occurrence of a string in

the worksheet with a different string.

1 On the Standard toolbar, click the Open b!tton.

The Open dialog box appears. The &art '(, Lesson)* folder in theCo$p!ter %!nda$entals &ractice folder sho!ld be displaed.

2 Click the Bentals workbook and click Open.

The file opens.

't does not $atter which cellis c!rrentl the acti5e cell. 'fo! dont select a range of

cells, Excel will search the

entire worksheet.


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3 On the Edit $en!, click %ind.

The %ind and Beplace dialog box appears.

4 Click the Options b!tton, if necessar, to expand the dialog box.

5 'n the %ind what text box, tpe Ski.

The character string that o! want Excel to locate is entered.

6 Click the Search down arrow and, if necessar, click 1 Bows.

Excel will search across s!ccessi5e rows, rather than downs!ccessi5e col!$ns.

Click the Look in down arrow, and click (al!es.

Excel will search cells for 5al!es rather than for$!las.

important

'f o! are searching for a 5al!e=either text or n!$eric=rather than afor$!la, $ake s!re o! click (al!es in the Look in box. 'f %or$!las isc!rrentl selected in the Look in box and o! want to find a 5al!e, thesearch will not locate an $atches.

! Click %ind Next.

Excel selects the cell that contains the first occ!rrence of Ski.

" Click %ind Next.

Excel selects the cell that contains the next occ!rrence of Ski.

1# 'n the %ind and Beplace dialog box, click the Beplace tab.

11 'n the %ind what text box, replace Ski with ."5, and press Tab.

The search string that o! want to locate is entered, and theinsertion point is positioned in the Beplace with text box.

'f o! cant see the searchres!lts in the worksheet, drag

the title bar of the %ind andBeplace dialog box to $o5ethe dialog box o!t of the wa.


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12 'n the Beplace with text box, tpe ."".

The contents of the Beplace with text box will be !sed to replaceocc!rrences of the specified search string.

13 Click the Search down arrow, and click 1 Col!$ns.Excel will search down s!ccessi5e col!$ns, rather than acrosss!ccessi5e rows.

14 Click %ind Next.

Excel locates the first occ!rrence of the search string .95.

15 Click Beplace.

Excel replaces the first occ!rrence of .95with .99and locates thenext occ!rrence of the search string.

16 Click Beplace +ll.

Excel replaces all occ!rrences of .95with .99=the 5al!es in the

&rice per Bental col!$n.1 Click O0 to close the $essage box which tells o! how $an

replace$ents were $ade.

1! Click Close.

The %ind and Beplace dialog box is closed.

1" On the %ile $en!, click Sa5e +s, tpe $enta%s 2&and click Sa5e.

The workbook is sa5ed with the new na$e.


tip:o! $ight wonder wh o! cant ;!st enter 95as the search string and 99as the replace$ent string=witho!t incl!ding the deci$al point. 'f o! wereto do this, Excel wo!ld replace an 5al!e in the worksheet that contained95, rather than onl those 5al!es that incl!de the deci$al point in front of95. %or exa$ple, if the !antit 95appeared in an of the Bentals per

Month col!$ns, Excel wo!ld replace it with 99, which is not what o! want.'f o! want to replace onl the partial contents of a cell, as o! do in thisexercise, be as specific as possible in entering the search stringF otherwise,Excel $ight $ake incorrect replace$ents. :o! can also narrow the foc!s ofa search b selecting the Match case and Match entire cell contentscheckboxes. The Match case check box, when selected, re!ires that the text in

cells $atch the !ppercase and lowercase characters that o! enter for thesearch string. Select the Match entire cell contents check box if o! want tospecif that the search string be the onlycontents in a cell for it to be

considered a $atch.


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nserting and !eleting Cells, Rows,and Columns

!fter setting up a worksheet, you might find it necessary to insert a blank cell,

column, or row to create space for entering additional information. Forinstance, if the sales manager wants to add new rental items in the *entals

worksheet, he needs to insert a new row for each new rental item. !lternatively,

he might need to delete an existing cell, column, or row to eliminate

unnecessary information. $n the *entals worksheet, column - is used to

indicate whether each rental item is sold on a seasonal basis only. /ecause the

only items that are seasonal are those for winter sports#skiing, snowshoeing,

and snowmobiling#the sales manager feels this column is unnecessary and

wants to delete it.

You can insert these items using the $nsert menu, and you can delete them

using the Edit menu. hen you insert a cell or a range of cells into a

worksheet, you either shift the existing cells in that row to the right or shift theexisting cells in the column down. o insert one or more rows, begin by

selecting the number of rows that you want to insert. You do this by clicking

and dragging across at least one cell for each row that you want to add. he

number of rows that you select are then inserted abovethe first row that you

selected, as shown in the following illustrations.

$n this example, cells in rows D, H, and G were selected, as shown in the

illustration on the left. hen the user clicked *ows on the $nsert menu, Excel

inserted three new rows#above the first selected row, as shown in the

illustration on the right.

$nserting columns is similar. $f you want to insert one or more columns, you

begin by selecting the number of columns that you want to insert. You do this

by clicking and dragging at least one cell for each column that you want to add.

he number of columns that you select are then inserted to the leftof the first

column that you selected, as shown in the illustration on the following page.


17/22


$n this example, cells in columns - and 8 were selected, as shown in the above

illustration. hen the user clicked -olumns on the $nsert menu, Excel inserted

two new columns#to the left of the first selected column, as shown in the

following illustration.

hen you insert a row, column, or cell in a worksheet with existing formatting,

the $nsert Options button appears. -licking the $nsert Options button displays a

list of choices you can make about how the inserted row or column should be

formatted. hese options are summari7ed in the following table.

Option Action

Format 'ame as !bove !pply the format of the row above the inserted

row to the new row.

Format 'ame as /elow !pply the format of the row below the inserted

row to the new row.

Format 'ame as eft !pply the format of the column to the left of the

inserted column to the new column.

Format 'ame as *ight !pply the format of the column to the right of the

inserted column to the new column.

-lear Formatting !pply the default format to the new row or

column.

$n this exercise, you delete a column, insert cells 2shifting the ad0acent cells in

the same row to the right6, and insert rows.

1 Click cell C-.

C- is the acti5e cell.


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IV-2.1! Computer Fundamentals

2 On the Edit $en!, point to Clear, and click Contents.

The contents of the acti5e cell are deleted, b!t the col!$n is notre$o5ed.

3 On the Edit $en!, click "elete.The "elete dialog box appears.

4 Click the Entire col!$n option, and click O0.

The :ear col!$n, along with all of its contents, is deleted.

5 Select C2%.

%o!r cells are selected.

6 On the 'nsert $en!, click Cells.

The 'nsert dialog box appears.

Click the Shift cells right option, and then click O0.

Excel inserts fo!r new cells and shifts the contents of existing cells4in the sa$e row6 to the right.

! Select cells +)2+*.

Three rows are selected.

" On the 'nsert $en!, click Bows.

Excel inserts three rows abo5e what was row ) 4now row -6. :o!now ha5e roo$ to add three new rental ite$s.

:o!ll learn $ore abo!t

clearing cells in the next

exercise.

't does not $atter whichcol!$n o! !se to select

cells when o! want to insert

rows.


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Part IV: Lesson 2 Editing and Formatting Worksheets IV-2.1"

1# Click the Ando b!tton twice.

Excel re$o5es the inserted rows and cells.

11 On the Standard toolbar, click the Sa5e b!tton.

The workbook is sa5ed with the c!rrent na$e.

12 On the %ile $en!, click Close.

The workbook closes.0eep Excel open for the next exercise.

Cutting, Copying, "asting, andClearing Cells

hen you"re entering data into a worksheet, you"ll often find yourself

changing your mind about where you"ve placed the contents of a cell, row, or

column. Or you might simply make a mistake by entering data in a particular

row or column when you meant to place it in a different row or column.

hen you want to change the way you"ve placed data in your worksheet, it

isn"t necessary to delete the existing data and then retype the data at the newlocations. Excel provides capabilities for moving the existing contents of one or

more cells to a different location. his approach is called cutandpastebecause

you cut 2remove6 data from its original location, and then paste 2insert6 the data

at a different location. hen you cut data, Excel stores it in the indows

-lipboard, a temporary storage location in your computer"s memory. he data

is removed from the worksheet but is still available for you to paste it at a

different location. You can even paste data from the -lipboard into a file

created by a different application, such as Microsoft ord or Microsoft

&ower&oint.

!t times, you"ll want to reuse data that you"ve already entered. For instance,

the sales manager at !dventure orks has created a worksheet containing sales

amounts for the first %uarter. e wants to copymany of the cells from one

worksheet and paste them into another worksheet, which he"ll use to create

sales amounts for the second %uarter. his approach is especially useful if

you"ve applied number formatting to cells or text formatting to titles and labels.

he sales manager can copy many of the labels and sales amounts 2formatted as

currency6 to a different worksheet for the second %uarter. e can then change

the text labels, without losing the current text formatting, and he can clearthe

sales =ndo amounts without losing the currency formatting stored in the cells.


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IV-2.2# Computer Fundamentals

hen you clear cells, you can specify whether you want to clear the values

stored in the cells but keep the formatting, clear any formulas stored in the

cells, clear the formatting in the cells but keep the values, or clear everything in

the cells.

hen you move data within a worksheet or from one worksheet to another, you

cut it from a cell or range of cells and paste it into another cell or range of cells.

hen you copy data, you duplicate the data and paste it into another cell or

range of cells. Excel"s 'tandard toolbar provides buttons for the -ut, -opy, and

&aste commands, although you can perform these same commands from the

Edit menu.

$n this exercise, you move and copy data within a worksheet, clear the

formatting in a selected range, and clear the contents in a selected range.

1 On the Standard toolbar, click the Open b!tton.The Open dialog box appears. The &art '(, Lesson)* folder in theCo$p!ter %!nda$entals &ractice folder sho!ld be displaed.

2 Click the Monthl Sales workbook, and click Open.

The file opens.

3 Click cell +>, and on the Standard toolbar, click the C!t b!tton.

The contents of cell +> are copied to the Windows Clipboard, and a

flashing $ar!ee appears aro!nd cell +>. The $ar!ee indicatesthe contents that will be c!t.

4 Click cell +3, and on the Standard toolbar, click the &aste b!tton.

The contents of the Windows Clipboard 4fro$ cell +>6 are pasted incell +3, and the $ar!ee no longer appears aro!nd cell +>.

5 Select 1-2"?, and on the Standard toolbar, click the Cop b!tton.

The contents of the selected cells are copied to the WindowsClipboard, and a flashing $ar!ee appears aro!nd the selectedcells, indicating what has been copied to the Windows Clipboard.

6 Click the G* sheet tab near the botto$ of the Excel window.

Excel displas the G* worksheet.

Click cell 1/, and on the Standard toolbar, click the &aste b!tton.

The contents of the Windows Clipboard are copied to the G*worksheet, starting at the location of the acti5e cell 41/6.

! On the Edit $en!, point to Clear, and click %or$ats.

Excel re$o5es the c!rrenc for$atting fro$ the selected cells.

" On the Standard toolbar, click the Ando b!tton.

The c!rrenc for$atting is reapplied to the selected cells.

1# On the Edit $en!, point to Clear, and click Contents.

Excel re$o5es the contents fro$ the selected cells, b!t it retainsthe for$atting.

'f o! are pasting a range ofcells=for exa$ple, a

selection that contains three

cells across in two ad;acentrows=select an area with the

sa$e n!$ber of cells across

and down as the data o! c!t

or copied. Or, o! can selecta single cell to paste into, and

the pasted data will fill cellsbelow and to the right of theselected cell.

+nother wa to c!t and pastedata is to select the cells and

drag the selection b its

border to the cells where o!want to paste the data. To

cop !sing the sa$e $ethod,

hold down the Ctrl ke whileo! drag.


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11 Tpe 3444, and press Enter.

Excel con5erts o!r entr to c!rrenc for$at.

12 On the %ile $en!, click Sa5e +s, tpe 'onth%( Sa%es 2, and click

O0.The workbook is sa5ed with the new na$e.

#esson $rap%&p

$n this lesson, you learned how to format numbers in cells, change the width of

columns and the height of rows, align text and values in cells, use the =ndo and

*edo buttons to reverse and repeat changes, apply conditional formatting to

selected cells, find and replace data, and insert and delete cells, rows, and

columns. You also learned how to copy and move cells and ranges of cells,

clear various elements in cells, copy formats to a different range or worksheet,

and use the -lipboard task pane to copy and paste multiple selections.

$f you are continuing to other lessonsI

L Close the Monthl Sales * workbook.

$f you are not continuing to other lessonsI

1 Close the Monthl Sales * workbook.

2 Click the Close b!tton in the top#right corner of the Excel window.

'uic( 'uiz

1 'f o! wanted to insert two rows abo5e row > in o!r c!rrentworksheet, what steps wo!ld o! !seH

2 What is the difference between the +cco!nting and C!rrencn!$ber for$atsH

3 @ow can o! drag to change the height of a row or the width of acol!$nH

4 @ow do o! displa the Clipboard task paneH

5 @ow can o! find the third occ!rrence of a 5al!e in o!rworksheetH

"utting t All )ogether

E)er*ise 1+Open the Five Year 'ales().xls workbook. $nsert a row between

rows ; and ). *esi7e row ; to a height of )D pixels. eftalign the Yearly Sales

title text. 8elete the row you added.

E)er*ise 2+'till using the Five Year 'ales().xls workbook, format cells

/>IFH as !ccounting. !pply a conditional format so that if a cell"s value is

between )(,((( and @(,(((, the value appears in blue. *eplace every

occurrence of 12in the worksheet with 1.


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E)er*ise 3+'till using the Five Year 'ales().xls workbook, in 'heet;, copy

the range !>IFG to the Office -lipboard. 'witch to 'heet), and paste the

selected cells beginning at cell !>. $n 'heet), change the width of columns !

through F to ;D characters. hen select the range />IFH and delete its contents,

but retain the formatting. 'ave and close the workbook.

E)er*ise 4+-reate a worksheet which lists the days of the week in row ;,

beginning in column /. $n column !, beginning in row ), list the physical

activities you do on a regular basis 2walking, running, specific sports, aerobics,

and so on6. !dd a row above row ; and center the headingM!"#tes Per ay

above the days of the week. $mprove the appearance of the worksheet by

ad0usting column widths, changing font colors, and so on. -hange the name of

the sheet to reflect the ending date for this week. 'ave the workbook as My

&hysical !ctivity. =se this worksheet to log your daily physical activity.

E)er*ise 5+-ontinuing with the workbook you create in Exercise @, select all

of the content from your first worksheet and copy it to 'heet ). -lear any of the

minute values that were entered. *ename this sheet with the date of the ending

day for next week. -opy the contents of the second sheet to 'heet > and rename

that sheet to reflect the ending date for two weeks from now. 'ave your

worksheets. =se these sheets to log your physical activity for the next several

weeks. $f desired, add additional sheets to continue monitoring your activity

level.

Documents

Computer Fund Part IV Lesson 02