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Excel for Mac 2011 Essential Training

Entering data using AutoFill and other techniques


From:

Excel for Mac 2011 Essential Training

with Curt Frye

Video: Entering data using AutoFill and other techniques

Excel 2011 makes it easy for you to enter your data. In most cases, you can click a cell, type the value you want, and press Return. There will be times, however, when you need to enter a lot of data by hand. For example, if you track sales by month, you might need to enter a long string of month names by hand. In Excel you can streamline that process by using Auto Fill. In this movie I'll show you how to enter data quickly and efficiently using several methods. The most basic way to enter data into a worksheet is to click the cell and start typing. So let's say in cell A1 I want to type the value Monthly Sales.
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  1. 1m 58s
    1. Welcome
      1m 16s
    2. Using the exercise files
      42s
  2. 20m 56s
    1. Exploring the Excel 2011 window
      4m 16s
    2. Introducing the Ribbon for Mac
      4m 44s
    3. Customizing the Ribbon
      4m 20s
    4. Setting program preferences
      3m 20s
    5. Getting help in Excel
      4m 16s
  3. 20m 4s
    1. Opening, creating, and saving workbooks
      5m 23s
    2. Setting workbook properties
      4m 14s
    3. Creating and modifying workbook templates
      4m 18s
    4. Managing workbooks across multiple versions of Excel
      6m 9s
  4. 1h 2m
    1. Selecting cells and groups of cells
      4m 58s
    2. Copying and pasting cell data
      2m 39s
    3. Entering data using AutoFill and other techniques
      4m 32s
    4. Inserting symbols and special characters
      5m 3s
    5. Creating an Excel table
      4m 43s
    6. Locating and changing data using Find and Replace
      4m 57s
    7. Restricting input using validation rules
      4m 42s
    8. Using lists to limit data entered into a cell
      2m 32s
    9. Sorting worksheet data
      3m 2s
    10. Creating a custom sort order
      3m 54s
    11. Filtering worksheet data
      4m 6s
    12. Inserting, moving, and deleting cells and cell ranges
      3m 50s
    13. Splitting and freezing rows and columns
      3m 51s
    14. Managing worksheets
      5m 28s
    15. Creating, editing, and deleting headers and footers
      4m 41s
  5. 1h 17m
    1. Introducing Excel formulas and functions
      3m 17s
    2. Adding a formula to a cell
      4m 0s
    3. Introducing arithmetic operators
      4m 13s
    4. Using absolute and relative cell references
      6m 29s
    5. Controlling how Excel copies and pastes formulas
      6m 5s
    6. Referring to Excel table data in formulas
      2m 3s
    7. Creating an AutoSum formula
      3m 22s
    8. Summarizing data on the status bar
      2m 22s
    9. Joining text in cells with concatenation
      3m 59s
    10. Summarizing data using an IF function
      6m 21s
    11. Summarizing data using SUMIF and other conditional functions
      5m 41s
    12. Creating formulas to count cells
      2m 37s
    13. Rounding cell values up and down
      4m 55s
    14. Finding data using VLOOKUP and HLOOKUP
      6m 33s
    15. Auditing formulas by identifying precedents and dependents
      3m 25s
    16. Managing Excel formula error indicators
      4m 42s
    17. Managing scenarios
      4m 59s
    18. Performing Goal Seek analysis
      2m 31s
  6. 45m 48s
    1. Applying fonts, background colors, and borders
      6m 7s
    2. Applying number and date formats to cells
      7m 1s
    3. Managing text alignment
      3m 56s
    4. Copying cell formats
      4m 2s
    5. Managing cell styles
      3m 16s
    6. Managing Office themes
      3m 31s
    7. Creating rule-based conditional formats
      3m 54s
    8. Defining Top 10 conditional formats
      4m 19s
    9. Defining data bar, color scale, and icon set conditional formats
      6m 6s
    10. Editing, ordering, and deleting conditional formats
      3m 36s
  7. 36m 55s
    1. Creating bar and column charts
      5m 26s
    2. Creating pie charts
      2m 32s
    3. Creating line charts
      4m 34s
    4. Creating XY (scatter) charts
      1m 49s
    5. Creating stock charts
      4m 11s
    6. Changing chart types and layouts
      2m 22s
    7. Changing the appearance of a chart
      4m 25s
    8. Managing chart axes and numbering
      2m 51s
    9. Adding trendlines to charts
      4m 14s
    10. Creating sparkline charts
      4m 31s
  8. 18m 39s
    1. Importing data from comma separated value (CSV) or text files
      4m 20s
    2. Connecting to an external data source
      2m 22s
    3. Using hyperlinks
      6m 1s
    4. Including an Excel workbook in another Office document
      3m 5s
    5. Linking to an Excel chart from another Office program
      2m 51s
  9. 26m 21s
    1. Creating and formatting shapes
      3m 10s
    2. Adding and adjusting images
      5m 38s
    3. Cropping, compressing, and removing image backgrounds
      4m 46s
    4. Creating SmartArt graphics
      5m 7s
    5. Creating WordArt
      2m 34s
    6. Aligning and layering objects
      5m 6s
  10. 29m 51s
    1. Introducing PivotTable reports
      3m 47s
    2. Creating a PivotTable report
      4m 37s
    3. Pivoting a PivotTable report
      3m 18s
    4. Managing subtotals and grand totals
      3m 23s
    5. Summarizing more than one data field
      1m 34s
    6. Changing the data field summary operation
      2m 40s
    7. Changing the data field number format
      2m 27s
    8. Filtering a PivotTable report
      2m 46s
    9. Applying a PivotTable style
      2m 20s
    10. Creating and editing styles
      2m 59s
  11. 26m 47s
    1. Checking spelling
      3m 32s
    2. Setting AutoCorrect and automatic Replace options
      3m 59s
    3. Managing workbook comments
      3m 40s
    4. Tracking and reviewing changes
      5m 12s
    5. Printing a worksheet or workbook
      3m 44s
    6. Setting and removing print areas
      2m 31s
    7. Exporting to other formats
      1m 33s
    8. Protecting a workbook
      2m 36s
  12. 23m 52s
    1. Running an existing macro
      4m 56s
    2. Recording a macro
      3m 56s
    3. Recording a macro using relative references
      6m 15s
    4. Renaming, viewing, and deleting macros
      2m 58s
    5. Adding comments to a macro
      2m 43s
    6. Turning off screen updating in a macro
      3m 4s
  13. 1m 1s
    1. Additional resources
      1m 1s

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Excel for Mac 2011 Essential Training
6h 32m Beginner Oct 26, 2010

Viewers: in countries Watching now:

In Excel for Mac 2011 Essential Training, author Curt Frye gives a comprehensive overview of Excel, the full-featured spreadsheet software from Microsoft. The course covers key skills such as manipulating workbook and cell data, using functions, automating actions, printing worksheets, and collaborating with others. Exercise files accompany the course.

Topics include:
  • Customizing the Ribbon
  • Formatting worksheets, cells, and cell data
  • Sorting and filtering data
  • Working with formulas
  • Detecting formula errors
  • Creating charts
  • Importing data
  • Inserting objects and graphics
  • Using PivotTables
  • Recording macros
  • Sharing workbooks
Subjects:
Business Spreadsheets
Software:
Excel Excel for Mac Office for Mac
Author:
Curt Frye

Entering data using AutoFill and other techniques

Excel 2011 makes it easy for you to enter your data. In most cases, you can click a cell, type the value you want, and press Return. There will be times, however, when you need to enter a lot of data by hand. For example, if you track sales by month, you might need to enter a long string of month names by hand. In Excel you can streamline that process by using Auto Fill. In this movie I'll show you how to enter data quickly and efficiently using several methods. The most basic way to enter data into a worksheet is to click the cell and start typing. So let's say in cell A1 I want to type the value Monthly Sales.

Type in Monthly space Sales, press Return, and there is the value. But let's suppose that I am entering a value or editing a cell and I decide that I don't want to keep my edits. For example, if I click cell A6 and I want to type in February, but instead I start typing January and I see that it's there, I can press the Escape key, and that removes my edits from the cell. Now let's say that I had February in that cell, which I just entered using the standard type and Return method. If I start editing that cell, so, for example, changing it to January and then I realize that's incorrect, if I press the Escape key, my changes are taken away.

Now I am going to delete the value from cell A6, just pressing the Delete key. I will show you how to use Auto Complete to enter values that already exist in your column. So, for example, in column A, I already have the word January. If I want to enter the word January again, I can just start typing J-a-n, and Excel recognizes that these characters starts a value that already exists within the column, and it gives you an Auto Complete entry here, which offers to complete it. To use that entry, you can either click it, like I did here, or if you prefer not to take your hands off the keyboard, you can press the down arrow key and then press either the Tab key to select the cell on right after you're done, or press the Return key to move down.

I will show you how to control Auto Complete, and its related function, Auto Correct, in another movie. Now let's say that you had values in a series, for example, months: January, February and so on. How do you enter those quickly? Well, you can use what's called Auto Fill. I will just delete these two cells values, and I will select cell A5. And then I am going to move the mouse pointer over the lower-right corner of the cell. I will do it again. See, right now the cell is of white cross, and you can see a blue box at the bottom right-hand corner.

When you move the mouse pointer over the lower right-hand corner, which is called the fill handle, the mouse pointer changes to a black cross instead of white. Now if you hold down the left mouse button and drag, Excel will extend the series: January, February, March, April and so on, and I will pull it down all the way to December. So now if I were to let go, I would have the months January through December in cells A5 through A16. If I were to continue, it would wrap back around to January, so January, February, and so on.

So you can keep repeating the cycle. But in this case, I will just do January through December, and when I release the left mouse button, Excel has extended the series. Let's do the same thing with years, and you will see that Auto Fill doesn't always work exactly the same way, depending upon the values that you have. So in this case for the year, I will type 2008 and then select the cell, grab the fill handle - again, the mouse pointer changes to a black cross - and drag it to the side, but this time because it's a number, it repeats it; so instead of 2008, 2009, 2010, it's repeating the value, 2008.

If you want to increment the serious or in other words, if you want to extend the values the same way that we had January, February, and March, you can hold down the Option key while you're dragging. When you do, the mouse pointer changes to a black cross with a little black cross in the top right-hand corner, and you will see that the value is 2010. So if I were to go back to the original cell, we have 2008, 2009, 2010. If I would release the Option button, it would be 2008, 2008, but now it's 2008, 2009 and 2010.

When I release the left mouse button, the series has been inserted into your worksheet. That is a very handy way to enter values. So remember, you can click the fill handle to drag a series. If you want to change how the series is being extended, either to repeat values or to increase values, then you can hold down the Option key. Entering data into a worksheet is never fun, but using the techniques I have shown in this movie will help you enter large data series quickly.

Find answers to the most frequently asked questions about Excel for Mac 2011 Essential Training.


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