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Configure Excel Options You can customize Excel and set up the program to suit the way you work by configuring the Excel options. You use these options to set your Excel preferences in a number of program categories, including formulas, proofing, and saving. To use these options, you must know how to display the Excel Options dialog box. These options are dialog box controls such as check boxes, option buttons, and lists that enable you to configure many aspects of Excel. Configure Excel Options 1 Click the File tab. 1 2 Click Options. 2 20 03_577639-ch01.indd 20 3/15/10 2:36 PM 1 CHAPTER Working with Excel The Excel Options dialog box appears. 3 Click a tab on the left side of the dialog box to choose the configuration category you want to work with. • 3 The controls that appear on the right side of the dialog box change according to the tab you select. 4 Use the controls on the right side of the dialog box to configure the options you want to change. 5 Click OK. Excel puts the new options into effect. 5 4 Are there faster methods I can use to open the Excel Options dialog box? Yes. Some features of the Excel interface offer shortcut methods that get you to the Excel Options dialog box faster. For example, right-click the Ribbon and then click Customize Ribbon to open the Excel Options dialog box with the Customize Ribbon tab displayed. From the keyboard, you can open the Excel Options dialog box by pressing + and then pressing . How do I know what each option does? Excel offers pop-up descriptions of some — but, unfortunately, not all — of the options. If you see a small i with a circle around it to the right of the option name, it means pop-up help is available for that option. Hover the mouse over the option and Excel displays a pop-up description of the option after a second or two. 21 03_577639-ch01.indd 21 3/15/10 2:36 PM Chapter 2 Entering and Editing Excel Data Are you ready to start using Excel to build a spreadsheet? To create a spreadsheet in Excel, you must understand the layout of an Excel worksheet as well as the types of data that you can enter into a worksheet. You also must know how to enter data — including text, numbers, dates, times, and symbols — into the worksheet cells, and how to edit that data to fix typos, adjust information, and remove data you no longer need. 04_577639-ch02.indd 22 3/15/10 2:36 PM Learning the Layout of a Worksheet . . . . . . . . . . . . . . . . 24 Understanding the Types of Data You Can Use . . . . . . . . . 25 Enter Text into a Cell . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Enter a Number into a Cell . . . . . . . . . . . . . . . . . . . . . . . 28 Enter a Date or Time into a Cell . . . . . . . . . . . . . . . . . . . 30 Insert a Symbol . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Edit Cell Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Delete Data from a Cell . . . . . . . . . . . . . . . . . . . . . . . . . 36 04_577639-ch02.indd 23 3/15/10 2:36 PM Learning the Layout of a Worksheet In Excel, a spreadsheet file is called a workbook, and each workbook consists of one or more worksheets. These worksheets are where you do most of your work in Excel — including entering your data and formulas — so you need to know the layout of a typical worksheet. Cell Column Row A cell is a box in which you enter your spreadsheet data. A column is a vertical line of cells. Each column has a unique letter that identifies it. For example, the leftmost column is A, and the next column is B. A row is a horizontal line of cells. Each row has a unique number that identifies it. For example, the topmost row is 1, and the next row is 2. Mouse Pointer Cell Address Use the Excel mouse to select cells. Each cell has its own address, which is determined by the letter and number of the intersecting column and row. For example, the cell at the intersection of column C and row 10 has the address C10. Worksheet Tab Range The worksheet tab displays the worksheet name. Most workbooks contain multiple worksheets, and you use the tabs to navigate between the worksheets. A range is a rectangular grouping of two or more cells. The range address is given by the address of the top left cell and the address of the bottom right cell. H12:K16 is an example of a range of cells, and it refers to all of the cells selected between column H, cell 12 and column K, cell 16. 24 04_577639-ch02.indd 24 3/15/10 2:36 PM 2 CHAPTER Understanding the Types of Data You Can Use To build a spreadsheet in Excel, it helps to understand the three main types of data that you can enter into a cell: text, numbers, and dates and times. Text Text entries can include any combination of letters, symbols, and numbers. You will mostly use text to describe the contents of your worksheets. This is very important because even a modest-sized spreadsheet can become a confusing jumble of numbers without some kind of text guidelines to keep things straight. Most text entries are usually labels such as Sales or Territory that make a worksheet easier to read. However, text entries can also be text/number combinations for items such as phone numbers and account codes. Numbers Numbers are the most common type of Excel data. The numbers you enter into a cell can be dollar values, weights, interest rates, temperatures, or any other numerical quantity. In most cases you just type the number that you want to appear in the cell. However, you can also precede a number with a dollar sign ($) or other currency symbol to indicate a monetary value, or follow a number with a percent sign (%) to indicate a percentage value. Dates and Times Date entries appear in spreadsheets that include dated data, such as invoices and sales. You can either type out the full date — such as August 23, 2010 — or use either the forward slash (/) or the hyphen (-) as a date separator — such as 8/23/2010 or 8-23-2010. Note that the order you enter the date values depends on your regional settings. For example, in the United States the format is month/day/year. For time values, you use a colon (:) as a time separator, followed by either AM or PM — such as 9:15 AM. 25 04_577639-ch02.indd 25 3/15/10 2:36 PM Enter Text into a Cell Your first step when building a spreadsheet is usually to enter the text data that defines the spreadsheet’s labels or headings. This is particularly important if other people will be reading or editing the spreadsheet, because the labels and headings help people make sense of the data and help them understand the purpose of the spreadsheet. Most labels appear in the cell to the right or above where the data will appear, while most headings appear at the top of a column of data or to the left of a row of data. Enter Text into a Cell 1 Click the cell in which you want to enter the text. • Excel marks the current cell by surrounding it with a thick, black border. 1 2 Start typing your text. • • Excel opens the cell for editing and displays the text as you type. Your typing also appears in the Formula bar. 2 Note: Rather than typing the text directly into the cell, you can also type the text into the Formula bar. 26 04_577639-ch02.indd 26 3/15/10 2:36 PM 2 CHAPTER Entering and Editing Excel Data 3 When your text entry is complete, press 3 • • • When I press Enter, the selection moves to the next cell down. Can I make the selection move to the right instead? Yes. When you have finished adding the data to the cell, press . This tells Excel to close the current cell for editing and move the selection to the next cell on the right. If you prefer to move left instead, press ; if you prefer to move up, press . . If you do not want Excel to move the selection, click Enter + ( ) or press instead. Excel closes the cell for editing. If you pressed , Excel moves the selection to the cell below. When I start typing text into a cell, why does Excel sometimes display the text from another cell? This is part of an Excel feature called AutoComplete. If the letters you type at the start of a cell match the contents of another cell in the worksheet, Excel fills in the full text from the other cell under the assumption that you are repeating the text in the new cell. If you want to use the text, click or press ; otherwise, just keep typing your text. 27 04_577639-ch02.indd 27 3/15/10 2:36 PM Enter a Number into a Cell Excel is all about numbers, so most of your worksheets will include numeric values. Some worksheets store only numeric values, but most use numbers as the basis for one or more calculations, such as monthly loan payments, statistical analysis, or budget totals. To get the most out of Excel, you need to know how to enter numeric values, including percentages and currency values. Enter a Number into a Cell 1 Click the cell in which you want to enter the number. • Excel marks the current cell by surrounding it with a thick, black border. 1 2 Start typing your number. • • Excel opens the cell for editing and displays the number as you type. Your typing also appears in the Formula bar. 2 Note: Rather than typing the number directly into the cell, you can also type the number into the Formula bar. 28 04_577639-ch02.indd 28 3/15/10 2:36 PM 2 CHAPTER Entering and Editing Excel Data 3 When your number is complete, press • 3 • • • Can I use symbols such as a comma, decimal point, or minus sign when I enter a numeric value? Yes. If your numeric value is in the thousands, you can include the thousands separator (,) within the number. For example, if you enter 10000, Excel displays the value as 10000; however, if you enter 10,000, Excel displays the value as 10,000, which is easier to read. If your numeric value includes one or more decimals, you can include the decimal point (.) when you type the value. If your numeric value is negative, precede the value with a minus sign (–). . If you do not want Excel to move the selection, click Enter + ( ) or press instead. Excel closes the cell for editing. To enter a percentage value, type the number followed by a percent sign (%). To enter a currency value, type the dollar sign ($) followed by the number. Is there a quick way to repeat a number rather than entering the entire number all over again? Excel offers a few methods for doing this. The easiest method is to select the cell directly below the value you want to repeat and then press +’. Excel adds the value to the cell. For another method, see “Fill a Range with the Same Data” in Chapter 3. 29 04_577639-ch02.indd 29 3/15/10 2:36 PM