How is Data Entered in a Worksheet?

Computer & IT 4 minutes read

How is data entered in a worksheet?

Cell is the basic unit for entering data in a worksheet. When a cell is selected, the user can enter data in the cell y simply typing on the keyboard. Formula bar can also be used to enter data in the selected cell.

The following procedure can be used to enter data in a cell:

  1. Select the cell in which data is to be entered by clicking on it.
  2. Type any data from keyboard.
  3. Press Enter key to complete data entry.

 Discuss different types of data in Excel.

Different types of data in Excel are as follows:

  1. Label

Label is used to identify a value or series of values. Labels are helpful in making the worksheets meaningful. Formula cannot be applied on labels.

  1. Values

Values are usually numeric date typed tin different cells. The values can be whole numbers, decimals, negative numbers, currency and scientific notations. Values can be used in formulas and function. Some examples of values are 50, 25.33, -12 etc.

  1. Dates

Dates are values that can be used in calculations to create new dates or calculate time intervals. An example of date is 12/07/2005.

  1. Formula

A formula is an expression that produces some values. Formula may be very simple or extremely complex. A formula begins with an equal sign (=) followed by one or more values to calculate.

 Every cell in a worksheet has a reference number. How is it used in calculations?

Cell reference

Each cell in a worksheet has a reference number. A cell reference in formula refers to the contents of referenced cell. It increases the flexibility of the formula. It the contents of the referenced cell are changed, the result of formula is automatically changed.

A cell reference consists of column name and row number. For example, B20 refers to row number 20 in column B. the formula =G8+Y10 will add the values of G8 and y10.

Range

If the formula uses continuous cells, all cells be referenced as range. The range is specified as follows:

  • Address of the first cell: address of the last cell
  • For example, the cells D3, E3, F3, G3 can be referenced D3:G3.

Differentiate between relative & absolute referencing.

Relative Referencing

Referencing cells by their column and row labels such as “Al” is called relative referencing. If a formula containing relative referencing is copied from one cell to another, spreadsheet changes cell addresses relative to the new cell address.

Example

If a simple addition formula in cell C1 i.e. = (A1+B1) is copied to cell C2, the formula will change to = (A2+B2) to reflect the new row.

Absolute Referencing

Referencing cells by column and row labels along with “$” such as “$A1” is called absolute referencing. If a formula containing absolute referencing is copied from one cell to another, Excel does not change cell addresses.

Example

In the previous example, the formula in cell C1 would read=($A$1+$B$1) if the value of cell C2 should be the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not change when copied.

what do you understand by named ranges? Can it be helpful in simplifying the worksheet?

Named Ranges are the names that are defined to represent a cell or all range on a worksheet. These range names can be used in formulas instead of cell addresses or ranges. They also make it easier to use, maintain and understand the formula in the worksheet.

Example

The formula =C10*100/C8 calculate the percentage of marks. After giving name to cell, this can be expressed as = Marks_Obtained*100/Total_Marks

Defining Named Range

The following procedure is used to define a named range:

  1. Select the cell or range of cells.
  2. Select Insert > Name form menu bar. A submenu will appear.
  3. Select Define from submenu. The following dialog box will appear:
Click_Submenu
  1. Enter a name for the range in Names in workbook box.
  2. Click OK. The named range will be defined.