Objective 2
Manage data cells and ranges
 The skills to be develop in this objective of
Microsoft excel 2016 relates to managing cells
and cell content and worksheet
 Excel stores data in individual cells of
worksheets within the workbook. So, you could
process or reference the data in each cell in
many ways. Either you can reference them
individually or in a logical group.
 An organize set of contiguous data called data
range. A data range can be as small as a list of
dates or a large multi-column table that has
thousands of rows of data.
 You may populate in worksheet from scratch or
create, calculate, or use data from other
sources. We can perform various operation on
data when we copy and paste data in the
worksheet either to maintain the original state
of the data or we change the format. By simply
copying some data already perform operations.
 When creating data from scratch we can quickly
enter large amount of data which follows a
pattern by filling a numeric or alpha numeric
data series.
Insert data in cells ranges
 The most basic method of inserting data in cells
is by entering it manually.
 Create data: when you create data the
structure of the data range or a series formula
can be automated.
 You could automate the process of completing
the data patterns or copying calculation from
one row or column to those adjacent.
 Automating the process of entering information
would save us time and it helps prevent human
errors
 Series types:
 Linear: Excel calculates the series by
adding the value you enter in the step
value box to each cell in the series
 Growth: Excel calculates the series
value by multiplying each cell in the
series by the step value
 Date: Excel calculates the series value
by incrementing each cell in the series
of dates, designing by the date unit you
select, by the step value.
 Auto Fill: This option creates a series
that produces the same results as
dragging the fill handle.
o Auto Fill options menu
Fill handle
Auto Fill options button
Auto Fill
options menu
 Shortcut: Alt + EIS = series dialog box
 Pasting values – When you reuse a value that is
the result of a formula, it is often necessary to
paste only the value -the result of the formula-
rather than the actual cell content.
 Pasting formats – This is somewhat like using
the Format Painter and can be useful when you
want to build a structure on a worksheet that
already exists elsewhere.
 Transposing cells – Transposing content
switches it from columns to rows or from rows
to columns. This can be very useful when
reusing content from one worksheet in another.
 Merge & Center – Center intent, bottom align.
This option merges the cells across the selected
rows and columns, and centers the data from
the first selected cell in the merged cell.
 Merge across – Text; left align, Numbers; right
align. Merge across selected cells and maintains
a default alignment for the data type of the first
cell per each row of the merge cell. This option
creates a separate merged cell for each row in
the selection area, and maintains default
alignment for the data type of the first cell of
each row of the merged cells.
 Merge Cells – This option merges the cells
across the selected rows and columns, and
maintains default alignment for the data type of
the first cell of the merged cells.
 Text wrapping – it makes sure that the entire
data or the entire value of the data in the cell is
visible. By default, excel does not wrap text in a
cell. To make the entire entry visible, you can
allow the cell entry to wrap to multiple lines
 Indentation - reason is to create a list of
subitems without using a second column
 horizontal alignments - indent distance
from the left or right side
 distributed horizontal - alignment
indent distance from both sides
 Orientation:
 by default, entries are horizontal and
read from left to right
 you can rotate entries for special effect
or to allow you to display more
information on the screen or a printed
page
 this capability is particularly useful
when you have long column headings
above columns of short entries
 Shortcut: Ctrl + 1 = format cells dialog box
 Conditional formatting:
 Highlight cell rules – we apply
formatting to a cell that contains a data
within a specific range or contains a
specific text or duplicate value.
 Top bottom – apply formatting to cells
that contain the highest or lowest
values in a range.
 Data bars - fill a portion of each cell
corresponding to the relationship of the
cell’s data to the rest of the data in the
selected range.
 Color Scales - fill each cell with a color
point from a two-color or three-color
gradient that corresponds to the
relationship of the cell’s data to the rest
of the data in the selected range.
 Icon sets - insert an icon from a selected
set that corresponds to the relationship
of the cell’s data to the rest of the data
in the selected range.
 Sparklines
 Are miniature charts that summarize
worksheet data in a single cell.
 A useful tool for adding a visual key to
data that provides the user with
information about how each entry
within a data range relates to those
around it
 Excel 2016 includes 3 types of
sparklines:
o Line sparklines & Column
sparklines - resemble charts of
the same types
o Win/Loss sparkline - indicates
whether each data point is
positive, zero, or negative
 a sparkline consists of a series of
markers.
 Outline data and insert subtotals
 You can designate specific rows or
columns of data within a data range as
groups.
 Excel inserts a control, to the left of the
row headings or above the column
headings, with which you can contract
and expand the data group.
 Grouping feature is particularly useful
when you’re working with a data range
or table that is larger than your display,
because it allows you to easily display
and hide groups of columns and rows.
 If your data range contains groups of
data that are summarized or
subtotaled, you can tell Excel to group
the data into a MAXIMUM OF EIGHT
LEVELS.
 Outlines the data, making it possible to
hide or display as much detail as you
want.
 After grouping or outlining data, you
can expand and collapse groups or
levels