Chapter 3 Entering and Editing Data

1. Chapter 3 Entering and Editing Data • Objective -Understand the procedures, to introduce data, format cels and manipulate formulas. • Goals -The student will identify the type of data can be used in a spreadsheet. -The student will understand the steps to capture and edit data in cells. -The student will learn to apply the different options to format a spreadsheet. -The student wil understand the procedure to insert comments in the cells.

2. 3.1 Types of Data The Spreadsheet basically identifies two types of data by the way they are captured: • Constant • Formulas

3. Constant Numbers It is a numerical data when the content of the cell is made up only by numbers and certain special characters. • Date and Time The spreadsheets consider the values of date and time as numbers by aligning them to the right of the cell.

4. Formulas Are a type of data meda up by the combination of constants, names of references to cells or ranges, operators and functions Example Description = 25- (3+5+10) /3 It carries out the operatoin of the numerical values. = (B4/25) + 100 It divides the content of cell B4 by 25 and adds 100 =ADDITION ( B1:B6) It adds the content in cells B1 to B6.

5. Spreadsheet conceptThe Spreadsheet is the computerized versión ofthe pape' sheets prinied withhorizontal and vertica! iines to be divided ¡n rows and coiutnns. These tools areused manually by accountants and their function is to organize Ítems intoaccountable quantities. These are known as spreadsheetsAt present, the term Spreadsheet describes just the basic aspecí of íneapplication because it has evoived togeíherwiíh persona! compi-iters e>isíing 3great variety of commerciai producís that intégrate tooic- for the creaüon oigraphs, basic drawings, predefined functions, data base macros managemení,among others.The common feature for any software developed as a Spreadsheet is iisstructure through which it can achieve the perfect organization plan íhat makesits operation possible.Next, we.wiH meníion three important basic aspecís to undersíand th'ssoftware,1, The structure of rows and coiumns delimits the workng área inío spacescalled cells. See figure 1.1.Figure 1 1 Spreadshee! structur'?Culumnas --3.2 Capturing Data The basic element to capture data can be typed directly in the worksheet area or in the formula bar. • Characteristics of capturing different types of Data • Number To introduce one number as a constant value, select a cell and type the value. • Date and Time When a date or time is introduced with a format recognized by the software, they automatically are alligned to the right and are displayed with the stablished format for this type of data.

6. Text To start capturong text in a cell it´s the same as numbers, it will only be necessary to select the active cell and start typing. A cell may contain up to 255 characters, formed by any ombination of letters, numbers, spaces and special characters. • Formulas Are equations that perform calculations and return results. Formulas can be made up by: • Constant values, such as numbers and dates • References to cells or ranges, for instance A1, G6, D1:F4, J1, J10. • Calculation Operators These elements are important in the formulas because they specify the type of calculation that will be done. The arithmetic operators can be: • + (Addition), -(Substraction), *(Multiplication, /(Division), %(Percentage), ^(Exponent).

7. Values of error on the formulas The spreadsheet generates values of error when it can´t evaluate a formula in an adequate way. The following table shows the manings of these values:

8. 3.3 Editing a Spreadsheet • Modifying the content of the active cell Just type the new information. Pressing Enter, the change is accepted and the content replaced. Esc cancels the edition. • Erasing the content in the active cell Press the delete key. • Moving a cell Place the mouse pointer device at the edge (or outline) of the active cell and drag to the new position.

9. Copying a cell To copy the content of a cell you can follow the sequence Edit, Copy. Locate the position of the copy and select Edit, Paste. • Comments in cells • Inserting and visualizing a comment To insert a comment, just select the cell and follow the sequence: Insert, Comment. On the text box that has appeared introduce the comment you wish to have on that cell. To visualize the comment just pass the mouse pointer device over the cell that contains the comment. • Modifying a comment Select the cell that contains the comment, follow the sequence Insert, Modify comment. You can also click once with the mouse right button and select Modify comment, and modify the comment.

10. Eliminating a comment Select the cell containing the comments. Follow the sequence: Edit, Erase, Comments. You can also click once with the mouse right button and select Eliminate comment.

11. Chapter 4Operations with rows and columns. • Objective -Learn the available options to manipulate the basic elements of the spreadsheet; rows and columns. • Goals -The students will learn how to select goups of cells, rows and columns. -The students will understand the procedures to insert, eliminate, show and conceal rows and columns. -The students will be able to modify the width of columns and the height of rows.

12. 4.1 Inserting Rows and Columns The operations with rows and columns are mainly used to edit or set up a spreadsheet presentation. The available options are: insert, eliminate,erase, conceal, show, modify width or height. • Inserting a row or column Click once over the heading control of the row or column where you want to make the insertion. Follow the sequencce: Insert, Rows or Columns. Or press the right button in the mouse to access the contextual menu and select Insert.

13. Inserting several Rows or Columns Click once and drag the mouse over the heading controls columns, according to the number and position of the rows and columns you want to insert. Follow the sequence: Insert, Rows or Columns. • Inserting Blank Cells Click once on the position where the cell will be inserted. Follow the sequence: Insert, Cells.

14. 4.2 Erase and Eliminate If you erase the content of a cell, its value is zero and the value is zero and the value is zero and the value of any formula that refers to that cell will be zero. • Erasing cells Select the cell(s) you want to erase. Press the Supr. Key. Only the content disappears. • Erasing rows and columns This process is similar to the preceding one, just click once on the heading of the rows or coñumns that must be erased.

15. Eliminating cells Select the cell(s) you want to eliminate. Follow the sequence: Edit , Eliminate. • Eliminating rows or columns Just select the row or columns highlighting them from their heading, and following the sequence: Edit, Eliminate.

16. 4.3 Conceal/Show Rows and Columns Rows and columns can be concealed or shown in order to see or print only the desired data. • Concealing rows or columns You can conceal the highlighted rows or columns by choosing the Row command or the Column command from the Format menu and then the Conceal command. • Showing rows and columns To show rows or columns, select a range that includes the concealed row or column. In the format menu, select File or Column and then the Show command.

17. To show all the rows or columns simultaneously, select the complete spreadsheet clicking once i the Selection od complete sheet button at the left of the column headers. Then, in the Format menu, choose Row or Column and then Show. To show specific rows or columns, choose Go to in the Edit menu and enter the range of cells that include the concealed rows or columns. Next, select Row or column and then Show in the Format menu.

18. 4.4 Manipulationg the Column Width and Row Height The electronic sheets can modify the width of the columns and the height of the rows in order to adequate the display of data or improve the presentation of the document. • Column Width The format menu contains the options to set or manipulate the width of the column as follows: Width It sets the width of the column(s) typing the value in the corresponding text box.

19. Auto set the selection The width of the column(s) is set automatically to the size of the largest data in the selected area. Standard width It restores the width of the column to the width predefined in the installation. • Row Height There are two options to modify the height of a row. These are height and Autoset which have a similar function than those for the columns.