Part -5 – Excel Data Inputs
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Video on “Excel data inputs: Now that we are fairly familiar with the data entries in excel. Let’s transfer the data of the situational cases study to Excel. so the first types would be to open your excel sheet and when you open the excel sheet you will find it as a total blank excel sheet to maneuver between your excel sheet and word document you should use this simultaneously Alt and tab so Alt +tab you can maneuver between the two document which you want to visualize simultaneously the reason I am doing this is because I may want to look at the data and simultaneously populate this data in the excel sheet. So ALT+TAB is a useful shortcut that you may remember. Now let’s go back and populate this data point in the excel sheet so we can start from here the cell A1 which should consists of XYZ company list of employees let’s quickly provide the header to this table XYZ company list of employees. Now in order to make this table you know we can have different kind of approaches one is the we manually view the data and actually document this data one by one say for examples we start with serial number Name, Department, Gender, Monthly Salary these are in a single row so we can type that serial number TAB Name TAB, Department TAB, Gender TAB and Monthly Salary . so I can do this one by one as I can see you know Department is fully not visible so I will be quickly again use the shortcut I will go to the playing between D and E and I will click here, so that Department is visible. Now this fairly is mechanic work in term of documenting table however if you know command Now mechanical viewing the tables and populating in data excel may prove to be very lengthy process. so some of the shortcuts which you may use is the one which we have done on auto fill so for writing the serial numbers we can write one two and again as a shortcut tip go at right hand button corner and just drag it to the total number of employees which is 18 here, so that is one thing which you can do to save time but ideally speaking this is again not an optimum way of populating data because when it comes to names and Department and gender you will actually have to view this one by one and populate this mechanically so, say for example something like the first one Bruce, marketing Male and his monthly salary is 2500 dollar. So we may all agree at this point that this may be a fairly tedious process. Tedious process in the sense that when it is limited to number of employees which is 18 in our case it is still ok. However when the number of employees increases to let say 1000 I am not sure how many of you are willing to do that so in that case you know we can really use excel function which can really help us in terms of taking data for Microsoft word and the transporting the data directly to excel so let’s look at how we can do that in an efficient way so here we will introduce ourselves to the command which is copy, copy the data from MS Word and paste the data in MS Excel so how we can do that let’s quickly have a look at it if we go back to the case study and let say you know I want to copy this data which is name, serial number two Jacob. If you right click on this data you will find there are various kinds of options. the options which we may be interested In would be copy so why don’t you go ahead and click on the copy and press ALT tab again go back to the name choose the cell which is C5 in this case and past it. So there are two kinds of past options you just need to choose the first one for the time being so you have Jacob which is the second name directly getting copied and pasted in excel so this an efficient way of copying and pasting from word primarily use to avoid the typographically error which are which may come if you dealing with large set of data. Now let’s fine tune our copy pasting abilities a bit further and let us try to see if we can copy and paste a single row at once. Is it possible? so let me choose this data at once right click copy and right click and I am choosing paste so as you can see it gets populated at once through the formatting has kind of changed but data has come so one thing which we had kind of made sure that we can copy the full row can I copy the same column at once let’s try selected the full names and pressed copy I am going on the top cell number C4 and right click and paste so all you can see is that you know the data or the name here column can be pasted at once row can be pasted at once so I am sure you may be smart enough to ask this question whether the tables can be pasted at once. if yes then it would be a real time saver so when you go to word you will find that there is a button which is on the left hand top corner once you click that button you will find that it selects the full table why don’t you go ahead and right click on this button and choose copy and let me go back to the excel sheet choose the first cells from which the tables starts right click and paste it. So as you can see the full table gets populated from the word to this point. Now when we are kind of pasting this from word or other sources paste can be done in two ways one is do you want to keep the source formatting? So the source formatting here was the word formatting that was already provided and the second option here is match the destination formatting so in this case I’ll just match the destination formatting. Destination formatting would mean there was no formatting which was done earlier so just keep the text as the simple text, so this is how the destination formatting would work and if I again go back and click keep source formatting this is how it may work.