Creating & Manipulating Data

MS Office Excel 2007

Overview

In this lesson you will learn to:

1. Insert Data Using AutoFill

2. Ensure Data Integrity

3. Modify Cell Contents & Formats

4. Change How the Worksheets are Viewed

5. Manage Worksheets

Insert Data Using AutoFill

Fill a series with or without formatting

Fill a Series

• Steps using the Ribbon:1. Drag to select to or

more cells in the series

2. Click the Home Tab, click the Fill button in the editing group, then click Series

3. Set your options using the Series dialog box shown to the right

Fill a Series

• Steps using the Mouse1. Select two or more cells in the series; or one cell in

an AutoFill series

2. Point to the cell’s fill handle until the pointer

changes to +3. Drag the fill handle to fill the appropriate values

4. Click the AutoFill Options button to choose from additional options

Built-in AutoFill SeriesThese AutoFill series are built-in to Excel. Excel will recognize the series as you begin to fill into adjacent cells.

Ensure Data IntegrityRestricting Data Values

Removing Duplicate Rows

Restricting Data Values using the Ribbon

1. Select the cell(s) in which you want to restrict the data entered

2. Click the Data tab, then click the Data Validation button, in the Data Tools group

3. In the Data Validation dialog box, shown to the left, click the Allow list arrow, then click a validation option

Data Validation Criteria OptionsUse the table above as a guide when restricting data

Removing Duplicate Rows

1. Click inside the table or range from which you want to delete duplicates

2. Click the Data tab, then click the Remove Duplicates button in the Data Tools group

3. In the Remove duplicates dialog box, shown to the right, click OK to remove rows that contain duplicate data, or click Unselect All, then click the columns where you want Excel to look

4. Click OK to accept the message

Modify Cell Contents and Formats

Cut and Paste Cell(s)Copy and Paste Cell(s)

Copy Cells

Cut and Paste Cell(s)

1. Select the cell(s) you wish to cut

2. Click the Home tab, then click the Cut button in the Clipboard group

• Or right-click the selected cell(s), then click Cut• Or press [Ctrl][X]

3. Click where you want to paste the cell(s)

4. Click the Paste button in the Clipboard group1. Or right-click and click Paste

2. Or press [Ctrl][V]

Copy and Paste Cell(s)

1. Select the cell(s) you wish to copy

2. Click the Home tab, then click the Copy button in the Clipboard group

• Or right-click the selected cell(s), then click Copy• Or press [Ctrl][C]

3. Click where you want to paste the cell(s)

4. Click the Paste button in the Clipboard group1. Or right-click and click Paste

2. Or press [Ctrl][V]

Without the Clipboard

• To Move Cells:1. Select the cells to move

2. Place the mouse pointer over the edge of the cell or cell range until the pointer becomes a 4-headed arrow

3. Drag the selection to the desired location

• To Copy Cells:1. Same as above but before you drag the cells hold

down [Ctrl]

Paste Special• Paste special gives you

additional options when pasting items into your workbooks

To Use:

1. Select the cells you want to cut or copy

2. Click the Home Tab, then click the Copy or Cut button in the Clipboard group

3. Choose your paste location, click the Paste button list arrow the choose Paste Special

Paste Special

Change How Worksheets are

ViewedChange Worksheet Views

Zoom In and OutHide and Redisplay the Ribbon

Freeze and Unfreeze Panes, Rows or ColumnsSplit a WorksheetArrange Windows

Change Worksheet ViewsRefer to the table above to see different worksheet views

Zoom In & Out

• Click the View Tab, then click the Zoom button in the Zoom group, then:

1. In the Zoom dialog box, choose a percentage, then click OK, or

2. Click the 100% button in the Zoom group to view in full size, or

3. Click the Zoom to Selection button to zoom to a selection of text

The Ribbon

• To Hide:1. Double-click the active tab to reduce the ribbon so

only the tabs are shown

2. While it’s hidden, click any tab to display it, then click in the worksheet to hide it again

• You can also choose to right-click any ribbon and choose Minimize the Ribbon

Freeze and Unfreeze1. Click the View Tab, then click the Freeze Panes button in the

Window group2. Choose an option using the reference shown above

Splitting a Worksheet

• Click the cell below and to the right of where you want the worksheet to split

• Click the View Tab, then click the Split button in the Window group to split the worksheet

• To remove the splits, click the Split button again

Arrange Worksheet Windows1. With two or more workbooks open, click the View tab, then click

the Arrange All button in the Window group2. Use the table above as a reference

Manage WorksheetsMove or Copy worksheets

Rename a worksheetHide a worksheet

Insert and Remove a worksheet

Move or Copy Worksheets

1. Right-click the sheet tab of the worksheet you want to move or copy, then click Move or Copy on the shortcut menu

2. In the Move or Copy dialog box select the location to move or copy the worksheet

3. Click the Create a copy check box to copy the worksheet rather then move it.

4. Click OK

Hide a Worksheet

• To hide:• Right-click any

worksheet tab

• Click Hide

• To unhide:• Right-click any sheet

tab

• Click Unhide

• In the Unhide dialog box click the sheet you want to unhide and click OK

Insert a New Worksheet

• Click the Home tab, click the Insert list arrow then click Insert Sheet

or

• Click the Insert Worksheet icon to the right of the sheet tabs

or

• Press [Shift][F11]

Delete a Worksheet

• Right-click the sheet tab to delete, then click Delete in the shortcut menu• Click Delete in the message box, if necessary