In this exercise, you enter data in a new worksheet and then edit it. If you have closed the Chapter 3 workbook from the last practice, reopen it.
1. Add another worksheet and name it Edit Data .
2. Enter the data in Figure 3-22 . For the date values in column C, let’s use three
different formats:
a. Enter the data in cell C2 as 10/15/1999.
b. Enter the data in cell C3 as 6-15-2001.
c. Enter the data in cell C4 as Jan 31, 2005.
3. Drag across column heads A, B, and C. Right-click one of the selected column
heads. Select Column Width. Enter 14. Click the OK button.
4. Double-click cell A2 to enter Edit mode. Change 300 to 550. Press Enter.
Figure 3-22. Enter this data
5. Click cell B5. Press F2 to enter Edit mode. Change the word Rdige to Ridge. Press Enter.
6. Double-click cell C2. Change the date in the formula bar to 10/15/2002. Click the
Enter button (check mark) in the formula bar to accept the change rather than pressing Enter.
7. Double-click cell C3. Change the year to 1998 but don’t press Enter. You decide you really didn’t want to make that change. Press the Escape key to return the cell to its original value. Repeat this step again but instead of pressing the Esc key click the Cancel button on the formula bar.
8. Right-click cell A6. Select Clear Contents from the menu.
9. Click cell B6. Click the Home tab. In the editing group select Clear > Clear Contents.
10. Click the Save button on the Quick Access Toolbar.
You have learned how to handle any keying errors that you have made. Now, you’ll look at Excel features that not only prevent you from making data entry errors but at the same time increase the speed of entering the data.
Shortcuts for Entering and Correcting Data
Excel provides the AutoComplete, Pick data from drop-down list, AutoFill, and AutoCorrect methods to speed up data entry and ensure that your data has been entered without errors.
Using the AutoCorrect Feature
Excel’s AutoCorrect feature can speed data entry as well as help prevent errors from being entered into your worksheet by automatically adjusting entries or by fixing common typing errors as they are being entered.
Excel’s AutoCorrect feature is useful for the four following situations:
• Correcting commonly misspelled words. If you spell the word “achieved” as
“acheived” Excel will automatically correct it.
• Entering special symbols that can’t be directly entered from your keyboard. If you type (tm) Excel will automatically convert it to the trade symbol ™.
• Creating shortcuts for entering words or phrases that you enter often. You could enter your initials and Excel would convert it to your full name.
• Misuse of capitalization. If you type monday , Excel corrects it to Monday.
■ Note Microsoft office applications share the same AutoCorrect Options as Excel; therefore any changes, additions, or deletions you make to the AutoCorrect options in Excel will affect those in other Microsoft office applications and vice versa.
4. In cell C1 type (r) then press the Tab key. Excel converts (r) to a registered symbol.
5. In cell D1 type your name starting with two capital letters such as DAvid and then
press the Tab key.
Your results should look similar to those in Figure 3-23 .
Add Items to the AutoCorrect List
Now that you’ve seen how AutoCorrect works by default, you can add new items to AutoCorrect:
1. On the Ribbon click the File tab.
2. Click Options in the left pane. This opens Excel Options. See Figure 3-24 .
Figure 3-23. Results of using AutoCorrect
3. Click Proofing in the left pane.
4. In the right pane under AutoCorrect Options click the AutoCorrect Options button.
This brings up the AutoCorrect dialog box . See Figure 3-25 . Figure 3-24. Excel Options
You can see that there is an option for Correct Two Initial Capitals. This is what corrected your name entry. There are also options for capitalizing the first letter of sentences, names of days, and correcting the accidental use of the Caps Lock key .
Look at the bottom half of the tab, there is a two-column table. The left column has a heading of Replace : and the right column has a heading of With : Entries in the Replace:
column are replaced with those in the With: column. You used three entries in the table. You entered (c) in a cell and it was replaced with the copyright symbol © . You entered (r) and it was replaced with the registered symbol ®. If you scroll down in the table you can see that abbout will be replaced with about which you have already done.
5. Scroll through the table and see what other corrections are available.
6. Enter tommorrow in the Replace text box. Enter tomorrow in the With text box.
Click the Add button. The new AutoCorrect item is added to the list. See Figure 3-26 . Figure 3-25. AutoCorrect dialog box with AutoCorrect tab selected
7. Type your initials in the Replace text box over the existing text. Enter your full name in the With text box over the existing text. Click the Add button.
8. Enter phoneA in the Replace text box. Enter (380)599-1275 in the With text box. Click the
Add button. You could make phone numbers for your home phone and your cell phone.
9. Enter any other corrections or shortcuts you would like to make. This could be a big
time saver. If you often enter your company name, you should create a shortcut for it or any other text that you use often.
10. Click the OK button in the AutoCorrect dialog box. Click the Cancel button in the
Excel Options dialog box.
11. Type tommorrow in cell A2 then press the Enter key—Replaced with tomorrow
12. Type your initials in cell A3 then press the Enter key—Replaced with your full name
13. Type phoneA in cell A4 then press the Enter key—Replaced with (380)599-1275
14. Put your Caps Lock on. Hold down your shift key while typing an E . Let go of your
shift key and type xcel . Cell A5 should now contain eXCEL. Press the Enter key.
Figure 3-26. The new AutoCorrect item has been added
created that you want deleted.
7. Click the Close button on the AutoCorrect dialog box. Click the Cancel button on the
Excel Options dialog box.
8. Click the Save button on the Quick Access Toolbar.
You have just used Excel’s AutoCorrect feature to correct misspelled words and to create quick shortcuts for entering words or phrases. Next you will use the AutoComplete feature to duplicate data that already exists in the column.
Using AutoComplete to Enter Data
The AutoComplete feature is automatically set up; there are no buttons to click or commands to be entered.
The AutoComplete feature compares the entry you are making to entries that already exist in the same column. As you are typing your entry, Excel looks for a word that starts with the same letters as the word you are entering. If it finds an existing word in the column that starts with the same letters you have entered so far, it places that word in the active cell. See Figure 3-27
Figure 3-27. AutoCorrect automatically added the letters rt after you typed the letters sma
The first two letters are the same for all words in the column. When you type the letter a in the second entry for the word smart , Excel sees that there is only one word that starts with sma so it places the word smart in the cell. You can accept the word by pressing the Enter key, the tab key, or the down arrow key or you can clear the cell by pressing Esc(ape).
Only after typing the second a in the word savant in Figure 3-28 is there a word that matches all the letters typed so far. You can accept the word by pressing the Enter key, the tab key, or the down arrow key or you can clear the cell by pressing the Esc key.
■ Note AutoComplete does not work if there is an empty cell above the current cell.
Pick from Drop-down List
The Pick from Drop-down List feature is similar to the AutoComplete feature. The Pick from Drop-down List like the AutoComplete feature, lets you use entries that already exist in the column. The Pick from Drop-down List lets you select from a list of existing entries that are automatically sorted for you. The list can be accessed by right-clicking the cell and selecting Pick from Drop-down List or by pressing Alt + Down Arrow . See Figure 3-29 .
■ Note Pick from Drop-down List does not work if there is an empty cell above the current cell.