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Enter a Date or Time into a Cell Many Excel worksheets use dates either as part of the sheet data or for use in calculations, such as the number of days an invoice is overdue. Excel worksheets also often use times, such as recording when a transaction took place or calculating the total number of hours an employee has worked in a given period. For these and similar uses, you need to know how to enter date and time values into a cell. Enter a Date or Time into a Cell Enter a Date 1 Click the cell in which you want to enter the date. • Excel marks the current cell by surrounding it with a thick, black border. 1 2 Type the date. Note: The format you use depends on your location. In the United States, for example, you can use the month/day/year format — 8/23/2010. See the Tip on the next page. 2 3 When your date is complete, press • . If you do not want Excel to move the selection, click Enter + ( ) or press instead. Excel closes the cell for editing. 30 04_577639-ch02.indd 30 3/15/10 2:36 PM 2 CHAPTER Entering and Editing Excel Data Enter a Time 1 Click the cell in which you want to enter the time. • 1 Excel marks the current cell by surrounding it with a thick, black border. 2 Type the time. Note: The general format for entering a time is hour:minute:second AM/PM; for example, 3:15:00 PM. See the following Tip. 3 When your time is complete, press • 2 . If you do not want Excel to move the selection, click Enter + instead. ( ) or press Excel closes the cell for editing. How can I tell which date and time formats my version of Excel accepts? 3 Follow these steps: 4 1 Click the Home tab. 2 Click the dialog box launcher button in the 7 6 5 bottom right corner of the Number group. 3 Click the Number tab. 9 4 Click Date. 5 Click the Locale (location) drop-down arrow and then click your location. 6 Examine the Type list to see the formats you can use to enter dates. 7 Click Time. 8 Examine the Type list to see the formats you can use to enter times. 9 Click Cancel. 31 04_577639-ch02.indd 31 3/15/10 2:36 PM Insert a Symbol You can make your Excel worksheets more readable and more useful by inserting special symbols that are not available via your keyboard’s standard keys. These special symbols include foreign characters such as ö and é, mathematical symbols such as ÷ and ∞, financial symbols such as ¢ and ¥, commercial symbols such as © and ®, and many more. Insert a Symbol 1 Click the cell in which you want the symbol to appear. 2 Type the text that you want to appear before the symbol, if any. 2 1 3 Click the Insert tab. 4 Click Symbol. 3 4 32 04_577639-ch02.indd 32 3/15/10 2:36 PM 2 CHAPTER Entering and Editing Excel Data The Symbol dialog box appears. 5 5 Click the Symbols tab. 6 Click the symbol you want to 6 insert. Note: Many other symbols are available in the Webdings and Wingdings fonts. To see these symbols, click the Font , and then click either Webdings or Wingdings. 7 7 Click Insert. • 8 Excel inserts the symbol. Repeat Steps 6 and 7 to insert any other symbols you require. 9 Click Close. 9 Are there keyboard shortcuts available for symbols I use frequently? Yes, in many cases. In the Symbol dialog box, click in the from list and select ASCII (decimal). Click the symbol you want to insert and then examine the number in the Character code text box. This number tells you that you can enter the symbol via the keyboard by holding down , pressing , and then typing the number. For example, you can enter the © symbol by pressing + . Be sure to type all the numbers using your keyboard’s numeric keypad. 33 04_577639-ch02.indd 33 3/15/10 2:36 PM Edit Cell Data Once you enter text, a number, a date, or a time into a cell, that cell data is not set in stone. If the data you entered into a cell has changed or is incorrect, you can edit the data to the updated or correct value. You can edit cell data either directly in the cell or by using the Formula bar. Edit Cell Data 1 Click the cell in which you want to edit the text. 2 Press . You can also double-click the cell you want to edit. • • • 1 Excel opens the cell for editing and moves the cursor to the end of the existing data. Excel displays Edit in the status bar. 3 You can also click inside the Formula bar and edit the cell data there. 3 Make your changes to the cell data. 34 04_577639-ch02.indd 34 3/15/10 2:36 PM 2 CHAPTER Entering and Editing Excel Data 4 When you finish editing the data, 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. Is there a faster way to open a cell for editing? I made a mistake when I edited a cell. Do I have to fix the text by hand? Yes. Move over the cell you want to edit, and center over the character where you want to start editing. Double-click the mouse. Excel opens the cell for editing and positions the cursor at the spot where you double-clicked. Most likely not. If the cell edit was the last action you performed in Excel, press + or click the Undo button ( ) in the Quick Launch Toolbar. If you have performed other actions in the meantime, click the Undo and then click the edit in the list that appears. Note, however, that doing this will also undo the other actions you performed after the edit. 35 04_577639-ch02.indd 35 3/15/10 2:36 PM Delete Data from a Cell If your worksheet has a cell that contains data you no longer need, you can delete that data. This helps to reduce worksheet clutter and makes your worksheet easier to read. If you want to delete data from multiple cells, you must first select those cells; see “Select a Range” in Chapter 3. To delete cells and not just the data, see “Delete a Range” in Chapter 3. Delete Data from a Cell Delete Cell Data 1 Select the cell that contains the data you want to delete. 1 2 Click the Home tab. 3 Click Clear ( ). 4 Click Clear Contents. Note: You can also delete cell data by pressing Delete . 2 3 4 36 04_577639-ch02.indd 36 3/15/10 2:36 PM 2 CHAPTER Entering and Editing Excel Data • 1 2 Excel removes the cell data. Undo Cell Data Deletion 1 Click the Undo 2 Click Clear. . Note: If the data deletion was the most recent action you performed, you can undo it by + or by clicking pressing Undo ( ). • When I delete cell data, Excel keeps the cell formatting intact. Is it possible to delete the data and the formatting? Yes. Excel offers a command that deletes everything from a cell. First, select the cell with the data and formatting that you want to delete. Click Home, click , and then click Clear All. Excel removes both the data and the formatting from the selected cell. Excel restores the data to the cell. Is it possible to delete just a cell’s formatting? Yes. Excel offers a command that deletes just the cell formatting while leaving the cell data intact. Select the cell with the formatting that you want to delete. Click Home, click , and then click Clear Formats. Excel removes just the formatting from the selected cell. 37 04_577639-ch02.indd 37 3/15/10 2:36 PM 3 Chapter Working with Excel Ranges In Excel, a range is a collection of two or more cells that you work with as a group rather than separately. This enables you to fill the range with values, move or copy the range, sort the range data, filter the range to show only certain values, insert and delete ranges, hide entire rows or columns, and merge two or more cells. You learn these and other range techniques in this chapter, and in later chapters you learn techniques such as formatting a range, applying a formula to a range, and building a chart from a range. 05_577639-ch03.indd 38 3/15/10 2:38 PM Select a Range . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Fill a Range with the Same Data . . . . . . . . . . . . . . . . . . . 42 Fill a Range with a Series of Values . . . . . . . . . . . . . . . . . 44 Move or Copy a Range . . . . . . . . . . . . . . . . . . . . . . . . . 46 Insert a Row or Column . . . . . . . . . . . . . . . . . . . . . . . . . 48 Insert a Cell or Range . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Delete Data from a Range . . . . . . . . . . . . . . . . . . . . . . . 52 Delete a Range . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Hide a Row or Column . . . . . . . . . . . . . . . . . . . . . . . . . 56 Freeze Rows or Columns . . . . . . . . . . . . . . . . . . . . . . . . 58 Merge Two or More Cells . . . . . . . . . . . . . . . . . . . . . . . 60 Transpose Rows and Columns . . . . . . . . . . . . . . . . . . . . . 62 05_577639-ch03.indd 39 3/15/10 2:38 PM