Excel Worksheet, Selecting Cells and Ranges, Navigating the Worksheet, Data Entry, Editing Data, Cell References (For CBSE, ICSE, IAS, NET, NRA 2022)

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Excel Worksheet

  • Excel allows you to create worksheets much like paper ledgers that can perform automatic calculations. Each Excel file is a workbook that can hold many worksheets. The worksheet is a grid of columns (designated by letters) and rows (designated by numbers) .
  • The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell address that is the column letter and the row number.
  • Cells can contain text, numbers, or mathematical formulas.

Selecting, Adding and Renaming Worksheets

The worksheets in a workbook are accessible by clicking the worksheet tabs just above the status bar. By default, three worksheets are included in each workbook. One can add more worksheet in a workbook also. To do that

Insert a New Worksheet

Insert a New Worksheet

To quickly insert a new worksheet at the end of existing worksheets

Click the Insert Worksheet tab as shown below (encircled with blue circle) New Worksheet.

To insert a new worksheet before an existing worksheet,

Select the worksheet before which you want to insert a new worksheet then follow steps as

  • Select Home tab
  • Click cells Group
  • Click Insert
  • Click Insert Sheet

Alternative Method to insert a new worksheet,

  • Right click on the sheet before which you want to insert a new sheet
  • Select Insert Option from Popup Menu.

To rename a worksheet

  • To rename a worksheet follow the steps as
  • Right click on the worksheet tab which you want to rename
  • Select rename from the Pop-Up menu
  • Type new name for the Worksheet

Selecting Cells and Ranges

  • To enter data into your worksheet you must first have a cell or range selected. When you open an Excel worksheet, cell A1 is already active. An active cell will appear to have a darker border around it than other cells on the worksheet. The simplest way to select a cell is with your mouse pointer. Move your mouse to the desired cell and click on it with right button. Whatever you type goes into the cell.
  • Another way to select particular range of cells is
    • Go to Name Box
    • Select range by typing (A1: C5)
    • Press Enter
    • All the cells between range A1 to C5 will be selected.

Navigating the Worksheet

  • You can advance through your worksheet by rows with the vertical scrollbar or by columns with the horizontal scrollbar.
  • When you click and drag the thumb tab on the scrollbar, a Screen Tip will appear alongside the bar identifying the row or column to which your view is advancing.

Move or Scroll through a Worksheet

  • We can scroll through worksheet by different ways. One can use mouse, scroll bar or arrow keys to move between cells and to different areas of the worksheet.
  • To move between cells on a worksheet, click any cell or use the arrow keys. When you move to a cell, it becomes the active cell.

Scroll and Zoom by Using the Mouse

  • Some mouse devices and other pointing devices, such as the Microsoft IntelliMouse pointing device, have built-in scrolling and zooming capabilities that you can use to move around and zoom in or out on your worksheet or chart sheet.
  • You can also use the mouse to scroll in dialog boxes that have drop-down lists with scroll bars.

Data Entry

You can enter various kinds of data in a cell.

  • Numbers: Your numbers can be from the entire range of numeric values: whole numbers, decimals and scientific notation. Excel displays scientific notation automatically if you enter a number that is too long to be viewed in its entirety in a cell. You may also see number signs (# # # # # #) when a cell entry is too long. Widening the column that contains the cell with the above signs will allow you to read the number.
  • Text: First select the cell in which data has to be entered and type the text. Press ENTER key to finish your text entry. The text will be displayed in the active cell as well as in the Formula bar. If you have numbers to be treated as text use an apostrophe ( ′ ) as the first character. You cannot do calculations with this kind of data entry.
  • Date and Time: When you enter dates and times, Excel converts these entries into serial numbers and kept as background information. However, the dates and times will be displayed to you on the worksheet in a format opted by you.
  • Data in Series: You can fill a range of cells either with the same value or with a series of values with the help of AutoFill.

Editing Data

Editing your Excel worksheet data is very easy. You can edit your data by any of the following ways:

  • Select the cell containing data to be edited. Press F2. Use Backspace key and erase the wrong entry. Retype the correct entry.
  • Select the cell and simply retype the correct entry.
  • If you want only to clear the contents of the cell, select the cell and press Delete key.
  • To bring back the previous entry, either click on Undo button on standard Toolbar or select Edit Undo command or use keyboard shortcuts CTRL + Z.

Cell References

Each worksheet contains a number of columns and rows. Each cell of the worksheet has a unique reference. For example, A8, refers to the cell containing column number A and row number 8.

Cell References

Find and Replace Data in a Worksheet

You may want to locate a number or text that is already typed in the worksheet. This is done through Home Tab Find. You can also locate your data and replace with new data with Home Tab Find Replace.

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