Type numbers and formulas and they're automatically right-aligned in a cell. Other entries are left-aligned. Use alignment buttons to align data left, center, or right.
- [Instructor] Data entry is one of the most basic things we do in Excel and yet there are some concepts and some techniques, like AutoFill, that are gonna make this process a lot simpler and faster. We're using the worksheet DataEntry in our workbook 02 - Entering Data. I'm going to zoom in on this worksheet because I'm gonna putting in some data set for a six-month period. We'll need six or seven columns. In the lower right-hand corner is what we call the zoom slider bar. You'll see a black rectangle. I'm gonna drag this to the right and you should watch the columns there. There we go, that's good enough.
All right, I'm gonna put the word Sales here in cell A2. Before putting data into a cell, of course you have to go there with either the arrow keys on your keyboard or just point with the mouse and click. The word Sales. Notice, as I type it, it's automatically left-aligned. That's what Excel does with text entries. When we complete an entry, you can either press Enter to move downward or Tab to move rightward, and actually, you can press any of the four arrow keys as well too to move in any of those directions. Enter. I'm going to type Overhead here and Enter.
And Profits. If you make a mistake while typing, and I just discovered one right here. I'm gonna put in the letter F here, so I'll Backspace, not left arrow but Backspace, and complete the entry. And what if we want to change an entry? You don't have to erase. For example here, I wanna put in the word Expenses. I don't need to erase this, I'll just type right over it. Expenses, and Enter. A second or two later, I recognize, oops, I didn't mean to spell it the European way here. I want that to be S-E-S in that way.
How do we edit a cell? How do we change it without completely retyping it? I could click on the cell, A3, and then go into the Formula Bar up above, make some changes up there, adjust it that way, that's certainly possible. Another way is you can double-click in a cell. I'm about to change that C in Expences, C-E-S to end in S-E-S, so I'll double-click near the C and then, in this case, Backspace, and put in the S and then Enter. In longer entries, that's even more time-saving. I'm about to put in some numbers now.
Now imagine I've got Caps Lock on, maybe I forgot about it. I'm typing here and I'm about to type 120, I just happen to type 12O. It's right next to zero on the keyboard. I don't think anything of that. I Tab over, I type 160, Tab, and suddenly I look up and realize something's a little bit off. Those two characters don't look alike. This is a capital O. Let's just retype it 120. What happened there, Excel said, in fact, that's not a number. Numbers are always right-aligned. Anything that's not a pure number or formula is left-aligned.
So, we correct it and start tabbing over. I'm gonna type in four more numbers out here to the right, each time pressing Tab to move to the next one. 210, 250, 325, 440, and I'll press Enter at the end here and the active cell moves back into the next line. I'm gonna be typing in six numbers here and in each case, pressing Tab to move to the next one. Now, I'm about to put in monthly names up in row one and I'll type the first one, January.
I'll press Tab. Now, you wouldn't necessarily know but there is a feature referred to as AutoFill and it encompasses a number of shortcuts. For any monthly entry, when you have a full spelling of a month or an abbreviation, you can fill in adjacent cells with the next month and the next month, and the technique we use is to point to the lower right-hand corner. Now typically, as we work with Excel, the mouse pointer in the worksheet area has sort of a three-dimensional look. We drag this over the lower right-hand corner. That's called the fill handle.
Hold down the left-mouse button and drag to the right. And you see what's happening, these pop-ups below each cell indicating the next few months are gonna be put in there automatically. That's gonna be really handy. Later, we might right-align or center that. This also works with three-letter abbreviations and they must be three letters. And any time you drag downward or rightward, if we move ahead in time, so there's Apr, abbreviation for April of course, drag to the right here with that fill handle. It happens this way. If we drag upward, as I will here, this will go to May, that idea.
If we drag leftward from April here, it will go to the previous month. That's easy to figure out as you work with these over time. Uppercase, lowercase, as you choose, full spellings or three-letter abbreviations works beautifully. And it also works with days of the week and their three-letter abbreviations as well. Now, also, if you use the letter Q and any of the numbers one through four, here's one simple example here, Q1. If we drag this downward or rightward, Excel only cycles through the numbers one through four. Try this also with Qtr, upper, lowercase as you choose, and either before or after, use the numbers one through four.
Qtr or the full spelling of quarter as well. So, a number of different techniques here available to what we call AutoFill. And one more quick one too, by the way, if you have a date at any time, that date for example, if you drag from the corner, downward or rightward, this moves ahead in time as well, next day, next day, next day. So, lots of different shortcuts associated with AutoFill and we've seen the basic techniques for entering data in Excel. Numbers are automatically and always right-aligned. Any non-numerical entry automatically left-align. Later, you might consider changing the alignment.
- Navigating Excel tabs and menus
- Entering data
- Creating formulas and functions
- Formatting rows, columns, cells, and data
- Working with alignment and text wrap
- Adjusting rows and columns
- Finding and replacing data
- Printing and sharing worksheets
- Creating charts and PivotTables
- Inserting and deleting sheets
- Using power functions such as IF and VLOOKUP
- Password-protecting worksheets and workbooks
- Sorting data
- Analyzing data with Goal Seek and Solver
- Creating and running macros