Join Curt Frye for an in-depth discussion in this video Entering, editing, and reviewing cell contents, part of Office Online Essential Training.
Excel Online lets you manage your numerical data using many of the same tools that you can find in the Excel desktop application. The most straightforward way to get your data into your online workbooks is to enter it manually. But there are many other options available to you. In this movie, I will show you how to enter, edit, and review cell contents using the sample file Sales for 05_01. And you can find it in the Chapter 5 folder under exercise files collection. So here I have the beginnings of a simple sales summary worksheet.
I have two months, January and February, and the sales are broken down by region. California, West, and the US, with duplicate values for California, the West and the US that I'll use in a moment. But first, let's say that I want to type in some values. Cell C5 is currently selected in my workbook. So if necessary, I would click that cell and start typing in the values. For California sales, let's say that the value is 5,000. So five followed by three zeros and Enter. And for the West, let's say 3,000.
Three followed by three zeros. And then for the US, I'll type in 1,500, but I won't press Enter yet. So there we have 1,500. If you're entering a value or formula into a cell, and you want to undo the change to the cell, then press the Escape key. So I have my insertion point currently at the end of 1,500 and cell C7. But if I press the Escape key, then Excel Online removes the insertion point from the cell and undoes my change. I go ahead and type in the value 1350 and press Enter, so now we have a value in the cell.
Cutting, copying, and pasting works the same here as it does in the desktop application. So for example, let's say that I wanted to cut the values California, West, and US from cells B8 through B10 and paste them into cells F5 here through F7. To do that, I would select cells B8 through B10 and then press Ctrl+X, to cut, then I'll click cell F5, then press Ctrl+V to paste. And there are the values.
In addition to strictly cutting and pasting, you can also copy and paste. And again, cutting removes the original values from the cells they were in and moves them to another place where you paste them. Whereas copying leaves the values that you copy in their original position. And allows you to paste a copy of them, as the name applies, elsewhere in your worksheet. So let's say that I want to copy the values in B4 and C4 region in Sales, my headers. And copy them and paste them to cells F4 and G4. With the cell selected, I would press Ctrl+C to copy, select cell F4, and then press Ctrl+V.
Like Excel desktop application, you also have Paste Special Options, and you can display those by going to the Home tab, and then in the Clipboard Group, clicking the Paste button's down arrow. Here you can paste as normal. You can only paste the formulas. Past values which are either a number or the result of a formula. Or you can paste formatting only. So for example, if I'd typed Region and Sales in regular text here in cells F4 and G4. I could click the Paste button's down arrow and select Paste Formatting.
So as you can see, there are fewer Paste Special Options in Excel Online, but you get the really important ones. You can also enter data, using the fill handle. So, let's say for example, that I want to type in a series of values. So I'll click cell I4 and, this isn't connected to my Sales Data Table. These are just values I'm entering in. So if I want to enter in the values 1, 2, 3, 4, 5, I could type in 1 and then, selecting the cell I4, where I typed the value 1. I'd move the mouse pointer over to the bottom-right corner of the cell, and when it turns into a black crosshair I can click the left mouse button, holding it down, and start copying down.
And you can see, that I've selected the cells and the mouse pointer is still that black crosshair. When I let go of the left mouse button, you see that I have the values one in each of those cells. Now if I press Ctrl+Z to undo that last edit. Click cell I4 and then hover the mouse pointer. Over the Fill handle at the bottom-right corner of the cell. I can create a sequence by holding down the Ctrl key as I drag the Fill handle. So I'm currently holding down the Ctrl key and I'm dragging it down. And when I release, you can see that I have the numbers one through five.
The Fill handle's behavior, with or without the Ctrl key being held down, changes based on the values that you have in your worksheet. So, you should experiment, and find the way that works best for you, for data entry. If you want to, edit your cell values, you can do so either within the cell, or on the Formula bar. So let's say for example, that, I want to change the value, in cell C7. I could double-click the cell, and with the value displayed, I can use my arrow keys to move around and let's say that I want to make the value 1,800 and then press Enter.
I can also select the cell and go up to the Formula bar here above the worksheet grid. Click in the Formula bar itself, backspace, and change it to whatever value I want, let's say 1750 and Enter. Finally you can also find data within your worksheet by searching for specific terms. So on the Home tab go over to the Find button which is at the far right side of the tab. And click Find and you can type in the term that you want to search for. In this case, I'll type in West and you can also select whether to search up or down.
In this case I'll click search up, so it'll go from the currently selected cell C8 and look up through the worksheet and I'll click Find. And doing so highlights the first cell that it finds as it works up through the worksheet. And it highlights that cell with West. And those are the basics of entering and reviewing data inside of Excel Online. You'll find that your skills from the Excel desktop application transfer over here very well.
- Syncing files with OneDrive
- Managing files from the ribbon with the File tab
- Editing Word documents online
- Changing page layouts
- Creating, sorting, and filtering data in Excel
- Creating charts
- Editing slides in PowerPoint
- Adding slide notes, transitions, and animations
- Tagging online OneNote page contents
- Sharing and embedding Office Online files