EDITING CELL

We can do calculations in MS-excel after entering data into grid of rectangular cell. This grid of
rectangular cells is known as worksheet. This chapter is going to make you familiar with some more
feactures of MS-Excel such as selecting cell, editing contents
1. SELECTING CELLS= There is option of selecting single cells, all the cells, a range of cells or cells of rows
or columns in worksheet
2. SELECTING OF SINGLE CELL= To select single cell first click centre of cell doing this thick border appears
arounds the cell. This is active cell
3. SELECTION OF ALL CELLS= To select all in worksheet justclick Edit > Select All button. We can also
select all cell by pressing CTRL+A
4. SELECTION OF RANGE OF CELL= To select a range of cell first click first cells of the range. Keeping
mouse button pressed, drag to last cell
5. SELECTION ENTIRE ROW OR COLUMN= We can select entire row or column by clicking row or column
header respectively

EDITING THE CELLS

It is used to make change into entered data. We can edit cells contents in two ways:
1. OVERWRITING= Following are the steps to overwrite a cell
{A}. First select the cell you want to edit, either by clicking over it or using arrow key on keyboard
{B}. Then type in new contents
{C}. Now press enter key on keyboard or click the enter button on formula
2. PARTIAL MODIFICATION= If you want to make slight changes or corrections in the cell contents, then
instead of typing them again, you just have to edit cell contents
{A}. To edit the cell content either click formula bar or double click the cell to be edited. We can also
press function key F2 to go into the edit mode
{B}. Now edit cell and press the enter key or click the enter button on formula bar

EDIT COMMAND
There are numbers of commands in Edit menu which are used to make changes in cell contents. These
commands are as follows
1. UNDO & REDO= Undo commond is used to reverse last perfromed action. There are multiple levels of
Undo in MS-excel. When we Undo action the previous action is immediately displays next to Undo
option on Edit menu. These are some actions which cannot be undone. Delete sheet and Insert sheet.
The Undo button is also respresented on standard tool bar. There is list of all actions in drop-down box
and you can choose either one, or all of action to undo. After you have undone a data entry the Redo
command activates. Otherwise it shows either can't Repeat or Repeat followed by command which was
lat executed. We can repeat one action what have been undone by mistake, using Redo command. There
is list of all actions that we can redo provided by Redo button on standard toolbar. We can use shortcut
CTRL+Z on keyboard to undo any action and CTRL+Y to redo any action

DELETING CELL CONTENTS

1. Selecting the cells, rows or columns whose data we want to delete
2. Now select clear from Edit menu
3. Then submenu appear. Select contents in submenu
4. You will see that data in selected cell is deleted
The cell contents can also be deleted by selecting cell and pressing delete key on keyboard

COPYING CELL CONTENTS

We can copy data from one location to other using MS-excel

COPY-PASTE METHOD
1. First select the data to be copied
2. Choose copy from Edit menu. There is dotted line around the data to copied
3. Now click the cell where you want to copy data
4. Select paste from Edit menu
5. Now data from selected cells is copied to new location
We can also use shortcut like CTRL+C for copy and CTRL+V for paste

MOVING CELL CONTENTS

1. First select range of data to moved
2. Select the Cut option from edit menu
3. Click on cell, where you want to paste the contents
4. Now select Paste from Edit menu and you will see that data is in new locations
We can use shortcut method to move data by using CTRL+X for Cut & CTRL+V for Paste.
Drag and drop method is easy way to move data. Take mouse mouse pointer to any place at boundary of
selected range. Click and hold left button of mouse and drag mouse to desired location

INSERTING ROWS AND COLUMNS

1. Select the row immediately below point you want to insert new row & select the column to right of
point you want to insert a new column. We can select the entire row by clicking row header or entire
column by clicking the column header
2. From Insert menu, select Rows & Columns option as required. The selected row is shifted down and
new row is inserted in its place or selected column is shifted to right and new column is inserrted

DELETING ROWS & COLUMNS

1. Select the rows or columns you want to delete
2. Choose Delete from Edit menu
3. The space, left empty by deleted rows/columns, is filled by shifed rows/columns
We can also insert or delete rows & columns by using shortcut cut menu. Right click mouse anywhere in
selected row or column. Now select Insert or Delete whatever you want to perfrom. Select desired
option in submenu

INSERTING CELLS
It is sometimes necessary to insert few cells only rather than entire row or column. We can insert a block
of cells and choose to move existing cells of any location
1. Select the range of cells where you want to insert block of cell
2. Select Insert > cells from Insert menu or right click the cell where you want to insert block of cells and
choose, Insert option from shortcut menu
4. The Insert dialog box is displayed on screen. There are 4 options on it, and each option has output
{A} SHIFT CELLS RIGHT= It is shifted to right and new cell is inserted
{B}. SHIFT CELLS DOWN= It is shifted down and a new, cell is inserted
{C}. ENTIRE ROW= Selected row moves down and new row is inserted
{D}. ENTIRE COLUMN= Selected column moves right and new column inserted
4. Now choose the option you want to and click OK button. Cells will be inserted in work sheet

DELETING CELL
We can delete a block of cells and choose whether to fill gap with cells oon right and from below deleted
block
1. Select range of cells you want to delete
2. From Edit menu choose delete. The alternative option is to right click in range of cells we have
selected and then choose Delete from shortcut menu
3. Then Delete dialog box will be displayed on screen
4. Choose appropriate option from Delete dialog screen. There are serveral options on Delete dialog box
{A}. SHIFT CELL LEFT= It is deleted and cells on right moves to left
{B}. SHIFT CELLS UP= After you delete the cells, the cells below moves up
{C}. ENTIRE ROW= The selected row is delected
{D}. ENTIRE COLUMN= The selected column is delected
5. Now click the OK button. You will see cells shifting according to selected option

HOW TO CHANGE ROW HEIGHT?

We can adjust row height in MS-Excel for using taller character. If we want to change height of single
row; click on bottom border of row border and drag it up and down
1. Drag row headings and select the rows
2. Choose Row option option by clicking on Format menu. After that select Height option from submenu
3. The row height box is displayed on screen
4. Then enters the new row height and click on OK button. You will see the changed, Row heights in
selected rows

HOW TO CHANGE COLUMN WIDTH?

If you want to change the width of single column. Click on right hand border of column heading dragging
it to left or right until it is appropriate width
1. First select the columns by dragging the mouse through column heading
2. Then clicking the Format menu, choose columnv option. Then select the width from submenu
3. The columns width dialog box appears on screen
4. Now enter new column width in column width text box and click the OK button
5. The columns with new measurements appear on screen

USING AUTOFILL
It is feature of MS-Excel allows us to enter predefined series of data such as text or numbers quickly
1. First enter the first two values in adjacent cells. These two data values determine increment in value
and to forms the series.
2. Now select two cells
3. Then click autofill handle in lower right corner of cell you have selected. Now drag this autofill handle
to cover entire area full where you want to fill number series
4. Now release mouse button, cells which are enclosed in grey border are filled desired number series.
Also, when you place mouse pointer over Autofill handle pointer changes to plus sign. Similary we can
also gererate predefined series of weekdays or months name

FORMATTING IN MS-WORD
It is process that determines, how the data should be presented and how it appears on printed pages.
There are many formattinf features, such as date/time formattng, text formatting

FORMATTING NUMBER, DATE & TIME

Formatting does not change the value of data, it only changes its appearence
1. First select the range of cells whose data is to formatted
2. Then click Format menu and select cells option
3. The Format cells Dialog box appears on screen. Select the number tab
4. Identify required categories. Under number choose number of decimal places you want. For larger
number you can use thousand separator. You can also represent negative number
5. After choosing required option, click OK button
6. The data appears on selected format
7. Simiarly date/time can be formatted by choosing same under categories in format cells dialog bix, and
then selecting suitable style

HOW TO CHANGE CELL PATTERN AND COLOUR

It is also possible to change pattern background colour of cell in MS-Excel. This can be done using Format
menu
1. Select the range of cells
2. Then select the cells option from Format menu
3. In the Format menu diaog box, click Pattern tab
4. Now from the pattern drop down list select pattern. The sample box appears and it indicates how it
looks with selected colour
5. Now click OK button
The select background pattern is applied in cell. The colour of pattern can also be change by selecting
colour from list that appears by clicking pattern drop down button
If you want to change background colour of cell, select colour from list that appears in cell shading
colour option. Then click OK button