Excel 2007 Essential Training
Illustration by Bruce Heavin

Inserting and deleting cells


Excel 2007 Essential Training

with Lorna Daly

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Video: Inserting and deleting cells

To see how you can add and delete cells, let's go up to the Office button again and open up our EatCake Sales Forecast. We see here that we already have a table of information available to us. But let's say that we now have some information that we'd like to start adding in for 2007. And we want to insert up here at the top of our table. So to insert a row of information, I simply select the row where I would like the information to be added in, and I right-click and click Select Insert.
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  1. 35s
    1. Welcome
  2. 10m 37s
    1. Why use a spreadsheet?
      1m 25s
    2. What's changed in Excel 2007?
      5m 36s
    3. The Ribbon
      2m 9s
    4. The Microsoft Office Button
      1m 27s
  3. 12m 10s
    1. What's on the Ribbon?
      1m 56s
    2. Making your way around the Ribbon
      2m 12s
    3. Customizing the Ribbon
      3m 8s
    4. Customizing the Microsoft Office Button
      4m 54s
  4. 16m 14s
    1. Opening old worksheets
      2m 23s
    2. Adding and deleting worksheets
      3m 18s
    3. Inserting and deleting cells
      6m 53s
    4. Freezing areas of a worksheet
      3m 40s
  5. 20m 48s
    1. Width and height
      7m 25s
    2. Numeric formats
      2m 20s
    3. Alignment of data
      3m 18s
    4. Playing with fonts
      2m 57s
    5. AutoFilter
      2m 21s
    6. Formatting as a table
      2m 27s
  6. 21m 30s
    1. Removing duplicates
      6m 1s
    2. What is Conditional Formatting?
      2m 20s
    3. Working with Conditional Formatting
      2m 14s
    4. Managing Conditional Formatting rule preferences
      2m 39s
    5. Converting text to columns
      4m 35s
    6. Data validation
      3m 41s
  7. 10m 56s
    1. Templates
      3m 45s
    2. Styles
      3m 35s
    3. AutoFormat
      3m 36s
  8. 12m 14s
    1. Excel lists have now become tables
      2m 34s
    2. Converting text to columns
      3m 10s
    3. Sorting and Grouping
      5m 9s
    4. Creating a summary report
      1m 21s
  9. 6m 44s
    1. Proofing your work
      3m 31s
    2. Providing comments on worksheets
      3m 13s
  10. 11m 43s
    1. Protecting and sharing a worksheet
      3m 57s
    2. Allowing others to edit ranges
      4m 3s
    3. Track Changes
      3m 43s
  11. 22m 43s
    1. Preparing to print
      2m 31s
    2. Print Preview
      3m 33s
    3. The Page Layout Tab
      3m 56s
    4. Page Breaks
      4m 36s
    5. The Page Layout View
      3m 54s
    6. Headers and Footers
      4m 13s
  12. 22m 34s
    1. Adding themes to your worksheet
      2m 53s
    2. Page setup options
      8m 0s
    3. Scale to Fit
      2m 26s
    4. Worksheet options
      5m 29s
    5. Inserting images
      3m 46s
  13. 3m 49s
    1. Using templates
      3m 49s
  14. 17m 48s
    1. Workbook Views
      2m 53s
    2. Hiding and Zooming
      3m 44s
    3. Window Panes
      5m 31s
    4. More screen options
      5m 40s
  15. 8m 16s
    1. Importing from Access
      2m 24s
    2. Using the Import Wizard for text files
      5m 52s
  16. 11m 23s
    1. The Find and Select button
      4m 34s
    2. Find and Replace
      2m 48s
    3. Removing duplicates
      4m 1s
  17. 17m 3s
    1. What are formulas?
      3m 20s
    2. Order of Operations
      2m 50s
    3. Relative and absolute referencing
      4m 54s
    4. The new Formula Tab
      5m 59s
  18. 17m 29s
    1. What are Functions?
      2m 57s
    2. AutoSum
      2m 47s
    3. Minimum
      3m 55s
    4. Trim
      5m 2s
    5. Left
      2m 48s
  19. 19m 51s
    1. Concatenation
      4m 10s
    2. SumIf
      4m 23s
    3. Lookup
      7m 25s
    4. What-If Analysis
      3m 53s
  20. 16m 43s
    1. Why create a chart?
      2m 11s
    2. Creating your chart
      3m 37s
    3. Modifying your chart
      6m 46s
    4. Laying out your chart
      4m 9s
  21. 17m 22s
    1. What are PivotTable reports and PivotChart reports?
      2m 31s
    2. Creating a PivotTable
      4m 47s
    3. Laying out your PivotTable
      2m 30s
    4. Designing your PivotTable
      4m 9s
    5. Creating a PivotChart
      3m 25s
  22. 8m 56s
    1. Why use macros?
      2m 13s
    2. Creating a macro
      4m 31s
    3. Macro security
      2m 12s
  23. 5m 36s
    1. Reviewing a workflow in Excel
      5m 36s
  24. 22s
    1. Conclusion

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Watch the Online Video Course Excel 2007 Essential Training
5h 13m Beginner Jan 31, 2007

Viewers: in countries Watching now:

Like the other applications in Microsoft Office 2007, Excel 2007 boasts upgraded features and a brand-new look. In Excel 2007 Essential Training , instructor Lorna A. Daly introduces the new version in detail. The training begins with the essentials of using the program, including how and why to use a spreadsheet, how to set up and modify worksheets, and how to import and export data. Lorna then moves on to teach more advanced features, such as working with functions and macros. Exercise files accompany the tutorials.

Lorna Daly

Inserting and deleting cells

To see how you can add and delete cells, let's go up to the Office button again and open up our EatCake Sales Forecast. We see here that we already have a table of information available to us. But let's say that we now have some information that we'd like to start adding in for 2007. And we want to insert up here at the top of our table. So to insert a row of information, I simply select the row where I would like the information to be added in, and I right-click and click Select Insert.

And see how that pushes the information down? Now you'll notice that I've selected row 10 and that's put a gap between my information or the year 2005, which is really not what I want to do. So I've got two things I can do. I can go up to the top where my Quick Access toolbar is, and say Undo Insert Cells, which removes it. Or, if re-add those --insert those cells again--I can delete the information by right clicking on the row, and selecting Delete. So it's very, very simple. And I find this the easiest way to work with inserting rows and columns is to look right in the spreadsheet itself.

If you like the ribbon, you can do the same functions by using the ribbon commands. I select where I would like to insert my row, I go up to the Insert option, and I say, Insert Sheet Rows. And that performs the same task. It's a little bit more work because I've got to move my mouse across the screen to get to where I want to go. But it's also nice that if I've made a mistake and I've added it into an incorrect as I have here, I simply can move down one command, select Delete, Delete Sheet Rows, and the information is easily removed.

I can similarly work with columns. Let's say I wanted to add a location in one of my columns, in between the Year and the Channel. I go to the column header, in this case the column D header, and you'll see I have a downward pointing arrow here. If I click on that once, I'm going to select my whole column. That's a nice trick for you brand new Excel users, that if you hover right over the column letter that you're interested in selecting, and just make sure you get that downward pointing arrow, and click, you'll select the whole column. SO I selected D as the column, and I can right-click, and click Insert, I'm going to insert a column right at D. SO I've pushed the information between Year and Channel out. I can remove that column by right- clicking again and selecting Delete. To review adding a column using the ribbon options, again, select the column where you'd like the information to be inserted, by clicking and the downward pointing arrow.

You'll notice it shadowed and changed color. SO you know you selected it and that's where the information is going to be inserted, or the columns going to be inserted. Go up to the ribbon, select Insert, and now I have the Insert Sheet Columns option. I select that, and away I go. If I delete one and remove that, I simply select the Delete ribbon command, and select Delete Sheet Columns. Before we leave the option of inserting columns, I'm going to show you a little trick. In some cases, you're going to want to add more than one column at a time.

Often you're going to want to insert a column, do that by using the Ribbon menu and saying insert columns. But you're going to want to put in a few more columns. You can do that by hitting your F4 function key, and that just repeats the commands that you just finished performing. And you see I've added at least three columns in at the same time. If I want to delete more than one column at a time, I simply select the column, click and drag my mouse across to highlight the area that I want to delete, and then select Delete Sheet Columns, and I can remove more than one at a time as well.

I'm going to look at the same functionality, but now based on an actual cell. What happens if I wanted to insert a cell alone. If I select the Retail cell in D4, and click Insert and click Insert Cells, you'll notice I get a little dialog box. I'm just going to move the dialog box up ever so slightly so that we can see what were looking at here. It gives me four choices. It asks me, do I want to shift my cells to the right? So am I adding a column? Do I want to shift my cells down? Or would I like to perform this insert based on an entire row or an entire column? We already know what inserting a row and a column does, let's see what happens when I want to insert just a cell, and I decide I just want to shift the cells down.

So I select that and I say OK. Notice that it has inserted just an individual cell, and its kept all the other information on the right and the left of the columns pinned to the worksheet. Why would I want to insert just an individual cell in this fashion? Perhaps I've been playing around with my data, and my data is now skewed ever so slightly. I've moved it off and I just need to place that placeholder to add a piece of information in the middle of my table. That is the perfect example of why you'd want to just insert a particular cell as I've done here. Obviously, in the example that I've shown you, it has thrown off my data, so I'm not going to leave it there and I will show you how I can remove that cell in a moment. Keep that in mind when you are working with large tables of information, and you need just to insert a cell in the middle of your lists. So as I mentioned, I don't want to keep it looking like this, how do I clean that up and remove that cell? Very simply, I select the cell I want to remove, I go to my Delete option, and I select Delete Cells.

Now in this case, I want to shift my cells up because I want to move the information up one line. So I identify that by selecting the correct Radio button, I click OK, and I'm back to normal. For those of you that would like to see how that's done using the mouse options, I simply select the cell, I right-click, I'm then presented with my Quick menu. I select Insert. It asks me the same information that I was asked when I used the ribbon command, what do I want to do? In this case I'm going to shift my cells right.

I select that. I click OK, and you see how it has inserted a cell and pushed my information over to the right. To delete that function, and that particular cell, I'm going to click on the cell I want to remove, I say Delete, I identify that I want a shift my cells left to bring them back to their original spot, I click OK, and everything's back to normal. So that's some individual ways that you can manage the cells on your screens. Next, we're going to take a look at freezing the areas of the worksheet so that I can pin my titles to my screens.

Find answers to the most frequently asked questions about Excel 2007 Essential Training .

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Q: When trying to apply the techniques from the “Relative and absolute referencing” video to a worksheet other than the exercise file included with the title, the formulas did not work for the entire worksheet. The formulas would only work when going through the worksheet row by row. What could be causing this to happen?
A: When trying to apply formulas to a whole workshee, here is a tip to try:

If you want to always refer to the same cell then use an absolute reference. For example, always pulling the value from cell A3 would be referenced as $A$3. This will never change no matter where you copy it to in the spreadsheet.

 If you want to reuse the same formula, but with values in different cells,  use the relative reference, A3. This way formula =A3*B3 will become =A4*B4 as you copy it down a column.
Q: In the chapter 7 video "Sorting and Grouping" at approximately 4:05, the author says to go to cell 5 on the worksheet and click on Subtotal to subtotal the grouping. My screen will not allow me to click on the Subtotal option at the top of the page. Is this an issue with my version of Excel?
A: It seems that there is an error in the instructions in this video. The video should have instructed users to do the subtotaling first, then create the table.
Q: Where can I learn more about Excel formulas?
A: Discover more on this topic by visiting Excel formulas on lynda.com.
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