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Entering Data
In addition to formulas, you can enter three types of data
in a worksheet: values, labels, and dates and times. The
spreadsheet program identifies the data type entered and formats it.
Values: A values is a number, such as a whole number,
a fraction, or a decimal. Values are formatted to align to the right
in a cell. If a value is too large for the width of the cell, you may
see a set of symbols such as ##### or *****. You can change the column
width so that the full number shows. Click the right edge of the
column heading and drag it to the right.
Labels: A label is text or a combination of numbers
and text. Labels are typically used for headings or explanations.
By default, labels are aligned to the left in a cell. Labels that are
too wide will overlap into the next cell to the right --if that cell is
empty. If that cell already has text, the long text in the first cell
will appear cut off. Again, you can widen the column to show the
entire label.
Dates and Times: Data typed as dates or times are
displayed in the format you choose. For example, November 1, 2005, can
be typed as 11/01/05 or 01-Nov-05. Times can simply be typed as the
hour and minute-- 07:45 or 12:52, for instance.
Fitting Cells Easily
Certain kinds of data can be entered automatically by using
the AutoFill feature. To use this feature, you usually have to type
only the first item in the series. Then move the mouse to the lower
right corner of the cell, where a small plus symbol, or arrow, appears.
Drag that symbol to the right or down to highlight the cells you want filled
and release the mouse. For example, you could enter 1/1/2005 in the
first cell and then use AutoFill to enter the rest of the dates
automatically.
Changing and Formatting Data
You can easily change data to correct an error or reflect new information in
a spreadsheet.
Editing Cell Data: To edit data, click the desired
cell. Then click within the formula bar to place the insertion point
where you want to make the change. Press Backspace or Delete to remove
characters, or type to add them. Press Enter to place the edited
information in the cell.
Moving or Copying Data: To move information from one
cell to another, select the cell and drag its contents to the new cell.
You can also go the Edit menu and select Copy or Cut. Click the new
location and then go to the Edit menu and select Paste.
Removing Data: To remove data, select the cell and
press Delete to remove the data. You can also go to the Edit menu and
select Delete. A dialog box will ask if you wish to delete the entire
row or column or just those cells.
Formatting Data: You can change the appearance of the
data in the cells. You can show data in bold or italic type and change its
type size. You can also change the format of numbers. To do this you
should click Format on the Menu bar and choose Cells. Then select the
Numbers tab and select the desired format from the dialog box.
Creating a Chart With a
spreadsheet program, you can create charts, which are also called
graphs. Charts show data in ways that are visually more interesting
than tables. Simply select the cells that have data you want to graph.
Then choose the command for creating a chart.
Next, you select a type of chart. Bar charts compare
different amounts, such as how many students there are in each grade in a
school. Pie charts show how parts relate to the whole. For
instance, a pie chart would show what percentage of all students are in each
grade. Line charts show change over time, such as the number of
students in a grade each year. Once you have chosen the type of chart
to create, dialog boxes help you through the rest of the process.
After you have made a chart, you can copy it and paste it into another
document.
Saving and Printing a Worksheet
Saving and printing are both selected from the File menu. Some
programs also have icons on the toolbar for these functions. It is
always wise to save your work again before printing-- just in case a glitch
occurs and data is lost.
Most spreadsheets have special features for printing.
For example, you can specify a portion of a worksheet called a print area
before you instruct the program to print. This way you can choose to
print only specific data. Headings for columns and rows normally only
print on the first page, but you can choose to print the headings on every
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