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Microsoft Office
Excel

Microsoft Excel
Lesson 2: Constructing Cell Data

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Excel
Lesson Objectives
• edit cells and undo changes
• cut, copy, and paste data
• use Paste Special
• change column widths
• change row heights
• use AutoFit with columns or rows
• hide and unhide rows and columns
• insert and delete rows and columns
• insert and delete cells
• use AutoFill to copy and fill series
• rename worksheets
• insert and delete worksheets
• move and copy worksheets
• hide and unhide worksheets
• add color to the worksheet tabs
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Microsoft Office
Excel

Editing Cells and Undoing Changes

Editing Cells • Type new data, then press ENTER (replaces the cell data)
• Select the cell, then press F2 (opens Excel’s editing mode)
• Double-click a cell or click in the formula bar (opens Excel’s
editing mode)

Undoing Changes • In the Quick Access Toolbar, click Undo

• Press CTRL+Z

Redoing Changes • In the Quick Access Toolbar, click Redo

• Press CTRL+Y

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Excel

Cutting, Copying and Pasting Data

Copy • Click Copy in the Clipboard group
• Press CTRL+C
• Right-click an item, then click Copy

Cut (Move) • Click Cut in the Clipboard group

• Press CTRL+X
• Right-click an item, then click Cut

Paste • Click Paste in the Clipboard group

• Press CTRL+V
• Right-click a cell, then click Paste

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Excel

Using Paste Special

• Paste Special
– Opens a menu with a full range of options
available for pasting selected cell contents to a
target cell range
• To activate Paste Special
– Click the Home tab, and in the Clipboard group,
click the Paste arrow, then click Paste Special

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Excel

Using Paste Special

Paste Specifies what aspects of the data in the Clipboard are

pasted to target cells

Operation Specifies how any data in target cells will be treated

Skip Blanks Avoids overwriting existing data in target cells if there is

no data from the Clipboard to paste into those cells

Transpose Rotates data

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Excel

Copying/Moving Cells Using the Mouse

• To move data using the mouse, left-click and hold
the mouse button while dragging the selected data
to a new location
• To copy data using the mouse, press and hold CTRL
while dragging data to a new location

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Excel

Inserting Rows and Columns

• On the Home tab, in the Cells group, click the Insert arrow,
and then click Insert Sheet Rows or Insert Sheet Columns; or
• Select the row or column heading where you want to insert a
new row or column, then on the Home tab, in the Cells group,
click Insert; or
• Select the row or column heading where you want to insert a new row or
column, then press CTRL++ (Plus); or

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Excel

Inserting Rows and Columns

• Right-click a row or column heading, then click Insert; or

• Right-click any cell in the row or column where you want to

insert a new row or column, click Insert, then select Entire row
or Entire column

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Excel

Deleting Rows and Columns

• On the Home tab, in the Cells group, click the Delete arrow, then click
Delete Sheet Rows or Delete Sheet Columns; or
• Select the heading for the row or column you want to delete, then on the
Home tab, in the Cells group, click Delete; or
• Select the heading for the row or column you want to delete, then press
CTRL+ - (minus); or
• Right-click the heading of the row or column you want to
delete, then click Delete; or
• Right-click a cell in the row or column you want to delete,
click Delete, and then click Entire row or Entire column

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Excel

Inserting and Deleting Cells

• Inserting Cells • Deleting Cells
– Existing cells are shifted to the – Remaining cells are shifted over
right or down from the right or below to take
the place of the deleted cell(s)
• You can remove the contents of cells
by simply pressing DELETE

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Excel

Adjusting the Columns and Rows

• Changing the Column Widths
– On the Home tab, in the Cells group, click Format, then click
Column Width; or
– Position the mouse cursor on the vertical line on the right of the heading for
the column to be adjusted. When the cursor changes to , click and drag to the
desired width; or
– Right-click the heading for the column to be adjusted, then click Column
Width

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Excel

Adjusting the Columns and Rows

• Adjusting the Row Height
– On the Home tab, in the Cells group, click Format, then click Row Height; or

– Position the mouse cursor at bottom border of the heading for

the row to be adjusted. When the cursor changes to , click
and drag to the desired height; or

– Right-click the heading for the row to be adjusted, then click Row Height

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Excel

Adjusting the Columns and Rows

• Using AutoFit
– On the Home tab, in the Cells group, click Format, then click Autofit Column Width or
AutoFit Row Height
– Position the mouse cursor on the vertical line at the right of the heading for the column
to be adjusted; when the cursor changes to , double-click.
– Position the mouse pointer on the horizontal line at the bottom of the heading for the
row to be adjusted; when the cursor changes to , double-click.

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Excel

Hiding/Unhiding Rows & Columns

• To hide a row or column, select the row or column heading, and then:
– on the Home tab, in the Cells group, click Format, click Hide & Unhide, and then
click Hide Columns or Hide Rows; or
– right-click the selected row(s) or column(s) and then click Hide; or
– drag the right edge of the column to the left or the bottom edge of the row
upwards until it is hidden

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Excel

Hiding/Unhiding Rows & Columns

• To unhide a row or column, select the appropriate headings on both sides of
the hidden row(s) or column(s), and then:
– on the Home tab, in the Cells group, click Format, click Hide & Unhide, and then
click Unhide Columns or Unhide Rows; or
– right-click the double-line header division that indicates hidden rows or columns
and then click Unhide; or
– drag the right edge of the hidden column to the right or the bottom edge of the
hidden row downwards until the sufficient width or height is attained to reveal
what had been hidden

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Excel

Using AutoFill and Flash Fill

AutoFill • Select the cells to use as your data pattern and drag the AutoFill handle
across the target cells
• Data pattern examples:
– 1,2,3,4, and so on
– January, February, March, and so on
– Monday, Tuesday, Wednesday, and so on
– Formulas

Flash Fill • Will extract, combine, and/or re-sequence cell content from one or more
cells to create new values
• You must use the column to the immediate right of the column(s) that
contain the data you want to use as the source for the Flash Fill
• Target cells must be empty

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Excel

Managing Worksheets
• New workbooks are created with one worksheet
• Worksheets within a workbook can be:
– Renamed, added, deleted, copied or moved

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Excel

Renaming Worksheets
• Double-click a sheet tab to put it in editing mode for renaming; or
• Right-click a sheet tab, then click Rename; or
• Click a sheet tab, click the Home tab, then in the Cells group, click Format,
then click Rename Sheet

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Excel

Inserting or Deleting Worksheets

• To insert worksheets:
– On the Home tab, in the Cells group, click the Insert arrow, then click Insert
Sheet; or
– Click the New sheet button; or
– Right-click the sheet tab where you want
to insert a new worksheet, click Insert to
display the Insert dialog box, then click
the Worksheet template

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Excel

Inserting or Deleting Worksheets

• To delete a worksheet:
– On the Home tab, in the Cells group, click the Delete arrow, then click Delete
Sheet; or
– Right-click the sheet tab to be deleted, then click Delete

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Excel

Moving and Copying Worksheets

• Right-click the sheet tab for the sheet to be moved or copied, then click
Move or Copy; or
• Click the sheet tab for the sheet to be moved, then drag the sheet to a new
location; or
• Click the sheet tab for the sheet to be copied, then press CTRL and drag the
sheet to a new location

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Excel

Hiding/Unhiding Worksheets
• On the Home tab, in the Cells group, click Format, click Hide & Unhide, then
click Hide Sheet or Unhide Sheet; or
• Right-click a worksheet tab, then click Hide Sheet or Unhide Sheet

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Excel

Adding Color to the Worksheet Tabs

• On the Home tab, in the Cells group, click Format, then click Tab Color; or
• Right-click the worksheet tab, then click Tab Color

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Excel
Lesson Summary
• edit cells and undo changes
• cut, copy, and paste data
• use Paste Special
• change column widths
• change row heights
• use AutoFit with columns or rows
• hide and unhide rows and columns
• insert and delete rows and columns
• insert and delete cells
• use AutoFill to copy and fill series
• rename worksheets
• insert and delete worksheets
• move and copy worksheets
• hide and unhide worksheets
• add color to the worksheet tabs
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