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There are basically three types of data which can be entered into a table: text, numbers and formulas. Let's work with out Energy Saving Plan spreadsheet to enter some data into the table named Utility Costs by Type. We will begin by entering Text, which is going to be used as Labels. First, we need to get inside the table. Let's click the cell at the top of this second column. This gets us inside the table and column headers appear across the top and row headers appear on the left hand side. Notice that we clicked column B row 1 or cell B1. We are ready now to start entering our data.
Let's type the word GAS. When you press the Tab key, you will move one cell to the right, column C row 1 or cell C1. Let's type in some additional labels. We'll type in ELECTRIC for C1. Press Tab. In cell D1, we'll type in WATER and column E is where the totals will appear. So when you press Tab, type in the word TOTAL. Now press Return. Automatically Numbers will take you back to column B. In this case, row 2 but we are going to add some additional labels in column A, so let's click cell A2 and type in the year 2007. When you press Return, you will move down to the next cell where you can type 2008 and press Return to lock that in.
Notice that although these are numbers, they are lined up on the left, just as normal text would appear. These are labels not necessarily numbers that are going to be used in calculations and they are formatted that way because of the type of table we have, which does have a column header. Let's move now to cell B2 to enter our first number. This is numerical data that may be used in some type of calculation. Under GAS for the year 2007, let's enter the value 796.75, which is really 796 dollars and 75 cents.
When we press Tab to move to the next cell, notice that this is a number that's formatted on the right hand side of the cell by default. All of this can be adjusted but let's get the rest of our numbers in first. Once you got your numbers in, you might want to reformat them. In this case, we want our numbers to appear as dollar amounts, using the Currency Format. First, we need to select the cells. Let's click -and-drag from cell B2 across and down to cell D3. With our cells selected, we are ready to format them now.
The easiest way to format is to use the Format bar, where we have the number of Presets. The one with the dollar sign represents a Currency Format. Click this button to reformat the numbers using that format. Notice that by default, the dollar sign appear next to the numbers and two decimal places are used by default as well. With our numbers entered, it's now time to add a simple formula. Let's move to cell E2, where our first formula will appear. In this case, we want to total up all of the values for 2007. To start a formula, type in the equal sign.
A little formula field will appear. Now we could type in actual numbers, but it's best to use the actual cell references. In this case, we want to add B2+C2+D2. So we can type exactly that, B2+C2+D2 and notice that the cell becomes selected. Now we can press Return on the keyboard or click the Check mark to lock in our formula. What you will see is the answer.
Notice up above, the Formula bar appears, where we see our current formula for the selected cell. Now, let's move down to next cell, cell E3 and do the exact same thing. Instead of typing in the formula from scratch, we can copy the formula from the cell above. Let's click cell E2, notice a little handle in the bottom right hand corner for the cell. When you move your mouse pointer over it, it will turn into a plus sign. Click-and-drag down to copy the formula down which will use the cells in that row to calculate the total.
To deselect your table, click anywhere outside the table. And those are the three types of data you can enter into a spreadsheet table. Text, Numbers and Formulas. In Chapter 5, we'll explore our formulas and functions in great detail.
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