CHAPTER 3: ENTERING AND EDITING DATA By: Miguel Sandria
TYPES OF DATA: The spreadsheet identifies two types of data by the way they are captured. DDDDate and time: The spreadsheet consider the values of time and time as numbers by aligning them to the right of the cell. It accepts a wide variety of formats. CCCConstant: Numbers: It is a numerical data when the content of the cell is made up only by numbers and certain special characters. UUUUse of apostrophes (‘): The use of the apostrophe anteceding a numerical fact allows to interpret it as text. FFFFormulas: A formula is a type of data made up by the combination of constants, names of references to cells or ranges, operator and functions. It always begins with the equal sign and is used to carry out the instructions.
CAPTURING DATA: The basic element to capture data in the spreadsheet is the cell, specifically the active cell. TTTType the data in the active cell, the insertion appear on the cell area with the typed characters. PPPPoint to the text box of the formula bar and click once; type the value. The insertion point gets activated in the box. TTTThe options to accept the fact and end the capturing process are: Press Enter Click once in any other cell Press any of the displacement keys Click once in the introduce button in the formula bar TTTTo cancel: Press ESC Click once in the cancel button in the formula bar
When capturing numbers consider the following: Commas can be included as separators for thousand and points as decimal separators. The plus sign (+) preceding a number is ignored. The minus sign (-) should be typed before the negative value. Numbers are also considered negative values if they are within parenthesis ( ). Fractions must be introduced placing a zero and a space before so that they are not confused with dates.
Editing a spreadsheet: To change the content of a cell just type the new information. Pressing Enter, the change is accepted and the content replaced. Esc cancels the edition. Pressing the F2 function key activates the insertion point in the cell area. You can use the displacement keys (arrows) to erase or insert characters. Click once in the text box of the formula bar. The cells containing the formulas display the result. However, the editing procedure can be any of the two mentioned above. After performing an unwanted change, you can undo it using the Edit sequence Undo...., or using the Undo button in the standard tool bar.
Manipulating cells: To copy the content of a cell you can follow the sequence Edit, Copy. Locate the position of the copy and select Edit, Paste. With this option the information is saved in the memory and it can be copied to several destinies until you press Enter. Place the mouse pointer device at the edge (or outline) of the active cell and drag it to the new position. You can also move cells using the sequence Edit, Cut, click once in the new position or locate it with the displacement keys (arrows) and press Enter. Press the Delete key To erase the whole content you can follow the sequence Edit, Erase, All. You can also press the right button in the mouse and select Erase content.
CHAPTER 4: OPERATIONS WITH ROWS AND COLUMNS By: Miguel Sandria
Inserting rows and columns: The operations with rows and columns are mainly used to edit, set up a spreadsheet presentation. The available options are: insert, erase, hide, show, modify width or height. Inserting rows or columns: When a row or column or row is inserted, these displace the existing ones in order to leave a space for the inserted cells. If the surrounding cells contain formulas with relative references, these adjust to reflect their new location.
ERASING AND ELIMINATING: The erase option gives access to four options, which are: erase all, only formats, content and comments, leaving the cell empty. Eliminating makes the surrounding cells to be displaced to be displaced into the space of the eliminated cell. Erasing and eliminating cells produce different results in eh formulas that refer to them. If you erase the content of a cell, its value is zero and the value of any formula that refers to that cell will be zero. If you eliminate a cell, this will cease to exist.
HIDDING/SHOWING ROWS OR COLUMNS: Rows or columns: Select a range that includes the hidden row or column. In the Format menu, select File or Column and then the Show command. All the rows or columns: Select the complete spreadsheet clicking once in the Selection of complete sheet button at the left of the column headers. In the Format menu, choose Row or Column and then 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.
MANIPULATING THE COLUMN’S WIDTH AND HEIGHT: 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. 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: There are two options to modify the height of a row. These are Height and auto-set which have a similar function than those for the columns. Row height: There are two options to modify the height of a row. These are Height and Auto-set which have a similar function than those for the columns.