Excel Data Entry and Manipulation

Entering data into excel is easy and there are multiple ways to do this:

 

  1. You can simply type the value into the desired cells

  2. You can copy and paste the value into the desired cells (using ctrl-c, ctrl-v)

  3. You can link values from other excel documents

  4. Download an exported file with data ready

 

What is a cell “value”?

 

Excel has many cell formats including:

 

General

No specific format and value remains “as entered”

 

Number

This format allows you to set the number of decimal places and how negative numbers are presented

 

Currency

This format is similar to the “Number” format, but allows you to add an additional symbol in front of your value

 

Accounting

This format is similar to the “Currency” format, but also lines up the decimal points in a column

 

Date

This format presents your value as a date in multiple ways (selectable in the menu)

 

Time

This format presents your value as a time in multiple ways (selectable from in the menu)

 

Percentage

This format presents your value as a percentage (i.e. [1] = [100%]) and allows you to define now many decimal places

 

Fraction

This format presents your value as a fraction (e.g. [1.5] = [1 1/2]) in multiple ways (selectable from in the menu)

 

Scientific

This format presents your value in scientific notation (i.e. [123] = [1.23 x 102) and allows you to define how many decimal places

 

Text

This format presents your value as text and will appear as entered. No further formatting will occur

 

Special

Additional formats for special numbers such as phones numbers or social security numbers

 

Custom

Can’t find a format that you really want? Use this option to design your own formatting.

 

Moving data

Excel allows you to drag around your cells by simply highlighting the cells of interest and clicking on the edge (when you see a crosshair) and dragging it to where you would like.

 

Sorting data

Check out our SOC 3W03 workshop where we walked students through this

Sorting allows you to sort your data alphabetically or numerically. The sort function lets you sort individual columns or sort selections of columns where each row refers to a set of related values. Follow these steps to sort your data:

 

  1. highlight the column(s) of data you wish to sort

  2. go to the “Data” menu tab

  3. click sort

    1. use the smaller buttons to quick sort

  4. select the column you wish to sort by (values in the same row will be sorted together)

  5. select what aspect to sort by (e.g. value, colour)

  6. select how to sort the data (e.g. largest to smallest)