Part – 4 – Data Entry in Excel
Transcript For The Video – Data Entry in Excel
Video on Data Entry in Excel : In this video tutorial we are going to learn how to do basic data entry. In order to do a data entry in excel the only thing that you need to start is to start typing. So how you can do the typing is basically choose either of the cell in which you want to type so I am choosing cell A1 and I am typing let say this month which is January. Now in order to shift from this cell and go from cell A1 to cell A2 we need to press ENTER. If you want to shift from cell A1 to cell B1 press SHIFT so the idea here is that after you have typed the content you can press SHIFT to move from left to right or you can press ENTER to move from top to bottom. So this how you can do your basic data entry. Let say if there is some mistake which you may have done in your text. Let say instead of February this spelling that you have typed this Februay, so if you want to correct this spelling you can do couple of things one is you can see that February is visible here, so you can check the spelling here and press ENTER. Either ways you can double click and move inside the cell and do the Data entry. Another approach which is shortcut is just press F2 so that you can go inside the cell so I am pressing F2 to move inside the cell in order to do any editing within the cell. So this is the very basic editing function. Now let’s type name once we press enter we go one cell down from cell number D2 to cell number D3. Now let us look at some other excel functionality. Let’s go to the column A1 and we see that January written in cell A1and February written in cell A2. Why don’t you choose these 2 cells and you will find at the right hand bottom corner very slim + sign, when you choose the + sign just press click on the mouse and drag it along till the very end. And you may find that all these months are filled automatically. So this is very quick helpful tool provided by MS excel where you may not have to type all these set up numbers. And you can automatically fill this after filling the first or the second one. Likewise let us try another option with numbers let type 1, let type 2 and let select both of them and again we go back to the right hand bottom corner and we click here and drag it to the bottom and let us see what the results are, so it gets incremented by 1 so it gets automatically field up likewise let us say if we type 3 and let say we type 6 and we choose these two we will find that in each cell there is increment of 3. So this is how auto fill functionality can be used in excel. Now let us look at some text functionality. Let us type the name David and we will press the ENTER and I’ll try to type David again in the next cell and I will start with D look at what happens here. The moment I type D the other elements of this name essentially are prompted by MS excel so this an auto prompt intelligent feature provided by MS excel which you can use in order to make the most of it. So now let us move back and let me type David is awesome in excels. So though the cell size is very small here but it contains the full element the text David is awesome in excel. Now I am moving from the cell which is cell number D16 to cell number E16 now and let me type ABC here now the moment I type ABC you may see that or you may observe that the whole sentence David is awesome in excel is now not visible so, let us go back to the cell D16 and look at its content the content essentially remain the same it is just that it is not visible because of the other text which is kept immediately next to the cell D16. So in this case if you want to make this cell visible you can go on the top between D and E the moment is shows you both the columns are selected just press a double click and If you do the double click you will find that it automatically adjust its width according to the largest cell. Here the largest cell David is awesome in excel it adjust according to the largest cell size. You can also press your mouse and drag on left hand side or drag on the right hand side depending on how much width you want of this cell. So this is how you can play with excel and you can fit to the text. Now let us look at another situation let me type name and when I press enter it will go immediately below the cell on which the text was written. So it is cell D2 to D3 if I press shift it goes from cell D2 to cell E2, let me type email here I will press shift again so that I shift from cell number E2 to cell F2 let me type date and now what I will be doing is I’ll be pressing ENTER, so please note the cell number on which it gets redirect. So you may have noted that it moves from cell number F2 to cell number D3. So if you are typing consecutively a text and then entering it the excel automatically identify and moves to the respective column of the first text. So this is how it would function. Now let us move on and look at other set of formats. Let me type Date 9/2013 it automatically identifies this as a date so as you can see here it is a date let me try and type some time 10:00 ENTER Note what happens is this is automatically identified as time so it says 10 am. If I wish to write 10pm 10:00 PM and you may note that this automatically identifies as 10pm. Ok so this is DATE and time. Likewise if I write a number within a parentheses. Let us say bracket OPEN and a 50 and bracket closed. This comes out to be -50 so excel identify these brackets as a negative number let us try and type a fraction 2 1/4 s this basically 2.25 and let me press an ENTER. So when you see here you will find this is a fraction, but when you look at what value is stores its basically 2.25. let me write a fraction and see what happens let us type 1/9 and this comes as 9 Jan so note that if you are typing these fractions it is by default taken as a date. So in order to write a fraction you will have to include zero in front of the fraction and then type 1/8 or you know whichever fraction you are looking out for then it stores the fraction number in the final value.