Computer-Based Business Applications

Part1: Accounting using Excel

2nd Class
 2

Chapter 2

Entering and Editing Data

 2.1 Selecting Cells
• In Excel, you can select:
1. a single cell (by click on it);
2. a block of cells (a cell range) using Dragging by the mouse, pressing Shift +
Arrows on keyboard, or clicking on first cell, then Shift + last cell in range;
3. various discontinuous cell ranges (also known as a nonadjacent selection)
through pressing Ctrl button and then selecting the cells/ranges.
4. All cells in an entire column by clicking on the upper letter of the column.
5. All cells in an entire row by clicking on the number of the row.
6. several adjacent/or nonadjacent columns.
7. several adjacent and/or nonadjacent rows.
 2.2 Entering Basic Data
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• Start Excel and open new workbook to perform these steps:

1. Click cell A1, type Delta Co., press Enter to move to the next row, to cell A2, type
Employee List and then press Enter.
2. Click cell A4, type Name, and then press Tab to move to the next column, to cell B4,
then type ID and then press Enter.
3. Type Ahmad Dedat, press Tab, then type 101 and then press Enter. Ahmad Dedat
name looks cut off.
4. Click cell A6, type Omar, press Enter, then type Mariam and then press Enter. Type
Mohammad and then press Enter.
5. Finally, Save the workbook on your computer as Delta Co. Employees List.
2.2 Entering Basic Data
5
 2.3 Adjusting the Alignment
6

• To change the alignment of the cell’s content, you can :

1. Right-click on the cell/range you want, Choose Format Cells, then select the Alignment tab from the list, and
Choose the desired alignment from the window.
2. OR, select the cell (the range), go to Alignment group in Home tab, click on Alignment commands.
3. OR, select the cell (the range), go to Cells group in Home tab, click on Format command, then choose Format
Cells from the Drop-Down List.
2.3 Adjusting the Alignment

Change the alignment of cell’s content

Select cell(s) you want to change their alignment, then
Home tab, Alignment
group, select alignment Right click, Format Home tab, Cells
commands Cells group, Format Cells

You can change vertical and horizontal alignment:

By default, Horizontal alignment depends on whether the entry is number
(right alignment) or text (left alignment).
By default, Vertical alignment is bottom alignment.
 2.4 Changing Column Width and Row Height
8

• To change the column width manually, point to the column pointer between columns A and B, then
drag the pointer left or right, OR double-click this pointer.
• Use the Delta Co. Employees List file which is previously saved and perform these steps:
1. Move the mouse pointer between columns A and B, to the column markers at the top of the worksheet
(between the letters of the columns). Now, the mouse pointer changes to a double-headed arrow.
2. Double-click the column marker between A and B. The width of the column changes to the widest
entry in column A. In this case, the widest entry is Ahmad Dedat’s name.
3. Drag the double-headed arrow mouse pointer between columns B and C until the ScreenTip show
Width: 20, and then release the mouse button.
4. Save the Delta Co. Employees List file. This overwrites your previous version without the column
width change.
• NOTE: You can also Change the Row Height Manually following the similar steps.
2.4 Changing Column width and Row Height- 9
Manually

Double-Headed Arrow
 2.4 Changing Column Width and Row Height
10

• As well, to change the Column Width you can:

1. Right-click on the Column Letter (to select the entire column), Choose Column Width, then
Type 20 (or any size you want) in the box.
2. OR, select Home tab in the ribbon, go to Cells group, click on Format command, then choose
Column Width from the drop-down list.

• NOTE: You can also Change the Row Height following the similar step as follows:
1. Right-click on the Row Number (to select the entire row), Choose Row Height, then Type 20
(or any size you want) in the box.
2. OR, select Home tab in the ribbon, go to Cells group, click on Format command, then choose
Row Height from the drop-down list.
2.4 Changing Column Width
Right click on the
Manually by Home tab, Cells group,
column letter,
mouse Format, column width
column width
 2.4 Changing Row Height
Right click on the From Home tab,
Manually by
row number, row Cells group,
mouse
height Format, row height
 2.5 Inserting a Column or Row
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• To insert a column, you can:

1. Right-click on the Column’s Letter “B” (to select the entire column), Choose Insert, Now you will add a blank
column to the left.
2. OR, select the column B, go to Cells group in Home tab, click on Insert command. Note: You can also click on
the Drop-Down Arrow and then choose Insert Cells or Insert Sheet Columns. Anyone of them will get the same
results.
 2.5 Inserting a Column or Row
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• To insert a row, you can:

1. Right-click on the Row Number “3” (to select the entire row), Choose Insert, Now you will add a blank row
Above the selected row.
2. OR, select Row “3”, go to Cells group in Home tab, click on Insert command. NOTE: You can also click on the
Drop-Down Arrow and then choose Insert Cells or Insert Sheet Rows. Anyone of them will get the same results.
 2.6 Deleting a Column or Row
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• To delete a column, you can:

1. Right-click on the Column’s Letter “B” (to select the entire column), Choose Delete, Now the column will
disappear.
2. OR, select the column B, go to Cells group in Home tab, click on Delete command. Note: You can also click on
the Drop-Down Arrow and then choose Delete Cells or Delete Sheet Columns. Anyone of them will get the same
results.
 2.6 Deleting a Column or Row
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• To delete a row, you can:

1. Right-click on the Row Number “3” (to select the entire row), Choose Delete, Now the row will disappear.
2. OR, select Row “3”, go to Cells group in Home tab, click on Delete command. NOTE: You can also click on the
Drop-Down Arrow and then choose Delete Cells or Delete Sheet Rows. Anyone of them will get the same results.
 2.7 Hiding a Column or Row
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• To hide or unhide a column, you can:

1. Right-click on the Column Letter “B” (to select the entire column), Choose Hide, Now the column will disappear.
OR, select the column B, go to Cells group in Home tab, click on Format command, choose Hide Columns from the drop-
down list.
2. Right-click between A and C, and Choose Unhide to appear the column B.
OR, select the columns A and C, go to Cells group from Home tab in the ribbon, click on Format command, then choose
Unhide Columns from the drop-down list.

• You can also hide or unhide a row following the similar step as follows:
1. Right-click on the Row Number “2” (to select the entire row), Choose Hide, Now the Row will disappear.
OR, select the Row 2, go to Cells group in Home tab, click on Format command, choose Hide Rows from the drop-down list.
2. Right-click between 1 and 3, and Choose Unhide to appear the Row 2.
OR, select the Rows 1 and 3, go to Cells group in Home tab in the ribbon, click on Format command, then choose Unhide
Rows from the drop-down list.
 2.8 Clearing a Cell or range
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• Sometimes you need to delete an entry that you made in a cell or range of the worksheet without replacing it with
any other contents. This kind of deletion is known as clearing the cell.
• This is actually more correct than referring to it as “Emptying” the cell because although the cell may appear empty
when you delete its contents, it may still retain the formatting assigned to it, and therefore not truly be empty.
• To clear a cell, you can:
1. Right-click on the cell/range, Choose Clear Contents, Now the cell contents will be deleted.
2. Select the cell. Then, using the keyboard, press Delete button.
3. OR, select the cell (the range, the column, or the row), go to Editing group in Home tab, click on Clear button,
and then choose Clear Contents.
2.8 Clearing a Cell or Range
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Home tab

Clear All: Removes every thing in the cell(s)

Editing Group
Clear Formats: Removes formats only

Clear Contents: Removes contents and hyperlinks (without

Clear removing format and comments)

Clear Comments: Removes Comment only

Clear Hyperlinks: Removes hyperlink only (without

removing hyperlink format)

Remove Hyperlinks: Removes hyperlink and it’s format

 2.9 Deleting a Cell or Range
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1. Right-click on the cell, Choose Delete, Now the cell will disappear.
2. OR, select the cell, go to Cells group in Home tab, click on Delete command, the cell will deleted and the other
cells will be shifted up by default. NOTE: You can also click on the Drop-Down Arrow and then choose Delete Cells.
• NOTE: While deleting a cell, Excel will ask you how to move other cells (Shift up or Shift left).
 2.10 Make a Table
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1. Use the Delta Co. Employees List file which is previously saved and perform these steps:
2. Select the content you want to format as table.
3. In the Ribbon, from Home tab, go to Styles group, then click on Format as table command.
4. Another way: In the Ribbon, from Insert tab, go to Tables group, then click on Table command.
5. Then, Mark the option “My table has headers”, and press OK in the tip appeared.
6. Now, the content Formatted as Table.
 2.11 Entering Dates and Times
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• Dates are stored as serial numbers and times are stored as decimal fractions which means that
they are sequential and Excel can perform arithmetic processes (add, subtract, divide, and
multiply) between them.
• Dates and Times can also be used in formulas and in developing graphs and charts.
• The 1900 Date System used by Excel for Windows, which uses January 1, 1900, as serial number
1, and so on.
• Times of the day are stored as decimal numbers that represent the fraction of the 24-hour period
starting with 0.0 for 12:00 midnight through 0.49998843 for 11:59:59 p.m.

• The way a Date is initially displayed in a worksheet cell depends on the format in which you type
the characters. In Excel 2016, by default, dates and times have right alignment in the cells.
 2.11 Entering Dates
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• Use the Delta Co. Employees List file which is previously saved and perform these steps:
1. Select cell “C3” and type Joining Date. Copy the format from “B3” and Paste it to C3.
2. Select cell C4, type 1/4/2018, and then press Enter. Now, observe the Ribbon- Home tab - Number
group, the format of this cell will convert to “Date”.
3. Select cell C5, type 1/25/20, and then press Enter. Now, the date is typed in C5 as 1/25/2020 and C6
becomes the active cell.
4. Now, type 3/20 and then press Enter. 20-Mar is entered in the cell.
5. Back to cell C6, and observe that 3/20/2023 appears in the formula bar. Also, observe the Ribbon-
Home tab - Number group, the format of this cell is “Custom”. To convert it to “Date”, You can click
on the Drop-Down Arrow and Choose Short Date.
6. In cell C7, type October 11, 2019 (or 11 October 2019) and press Enter. 11-Oct-19 appears in the cell.
2.11 Entering Dates
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The Drop-Down Arrow

by default, dates and times have right
alignment in the cells
 Conditional formatting

Enables you to format range of values according to a specific condition or

rule.

Home tab, styles group, conditional

formatting