You may open an existing file in MS Excel and edit the worksheet, copy or move data in the worksheet and again save it.

[hidepost=1]

Open an Existing File

To open a file in MS Excel follow these steps:

  • Click on File in the menu.
  • Select Open option (When file is selected, there is a list of most recently saved files, if budget.xls is not there select Open option)
  • Select the file “Budget.xls”. (This file must already be in Excel to find and open it in the files saved on your computer from previous lessons.)

Editing a Cell

After you enter data into a cell, you can edit it by pressing F2 while you are in the cell you wish to edit.

  • Move the cursor to cell A3.
  • Change “Grocery ” to “Food.” by retyping in this cell
  • Press Enter.

You can also edit a cell by using the Formula bar. Click in the formula area of the Formula bar and edit the data. Cell can also be edited by double clicking it. It brings the cursor in that location. You can use F2 also for editing.

image

Deleting a Cell Entry

To delete an entry in a cell or a group of cells, you bring the cursor in the cell or select the group of cells and press Delete key.

  • Place the cursor in cell A2.
  • Press the Delete key.

Copying Cell Contents

Ms-Excel provides two ways to copy data:

  • Drag and Drop method
  • Copy and Paste method

Drag and Drop Method

The steps are given below:

  • Select the range of data to be copied.
  • Position the mouse pointer at the lower border of the selected range.
  • Hold down the Ctrl key. You will notice that the mouse pointer changes to an arrow with a plus sign.
  • Drag the border to target location keeping the left mouse button pressed.

Data from the selected cell is copied to the new location.

Copy and Paste Method

The steps are as follows :

  • Select the range of data to be copied.
  • Choose Copy from Edit menu.
  • Click on the cell to which you want to copy data.
  • Select Paste from the Edit menu.

The data from the selected cells is copied to the new location.

You can also use the shortcuts keys Ctrl+C and Ctrl+V to copy and paste.

One more way to Copy and Paste is to use Copy (image) and Paste (image) buttons from Standard toolbar.

Moving Cell Contents

Drag and Drop Method

  • Select the range of cells to be moved.
  • Take the mouse pointer to any place at the boundary of the border. When the cursor changes to an arrow sign, click and hold the left mouse button pressed, drag the data to the new location.

Data from the selected cell is moved to the new location.

Cut and Paste Method

  • Select the range of data to be moved.
  • Choose Cut from Edit menu.
  • Click on the cell to which you want to move data.
  • Select Paste from the Edit menu.

The data from the selected cells is moved to the new location.

You can also use the shortcuts keys Ctrl+X and Ctrl+V to cut and paste.

One more way to Cut and Paste is to use Cut (image) and Paste (image) buttons from Standard toolbar.

Inserting a New Row or Column

Sometimes we need to insert a new row or column in between the rows or columns. It happens when you forget to enter something by mistake or things change. If you have a spreadsheet designed and you want to include some important information, you can insert a column into an existing spreadsheet. For example, in the ‘Budget” file, you may need to add a column for more subjects or a row for more items.

You just have to click on the column label (letter) and choose Insert Columns from the Insert menu (top of screen.) A new column will be inserted immediately left of the selected column.

If you want to insert a new column between 3rd and 4th column, just select Column heading ( D ) and select Column from Insert menu. A new column is inserted as shown below. Notice that the column heading is also changed.

image

Similarly, we can also insert rows. With the row label (number 4) selected select Row from the Insert menu. Again this will insert a row before the row you have selected.

image

Deleting a Row or Column

Similarly, sometimes you may need to delete a row or column in the worksheet.

What you have to do is to click on the column label (say D) and then select Delete option from Edit. The entire column D will be deleted.

Notice that the column label also changes.

image

Similarly, you can also delete rows.

Select Edit> Delete > Entire Row

Resizing Rows and Columns

There are two ways to resize rows and columns.

  • Resize a row by dragging the line below the label of the row you would like to resize. Resize a column in a similar manner by dragging the line to the right of the label corresponding to the column you want to resize.
    OR
  • Click the row or column label and select Format ->Row -> Height or Format -> Column -> Width from the menu bar to enter a numerical value for the height of the row or width of the column.

Practice

Open the Budget file and (1) Increase width of Column A (2) Enter new Item Electricity Bill in cell A5 and some assumed data in B5, C5, D5. and (3) save the file with new name Revised Budget.

[/hidepost]