STEP 2 : Detailed Step-by-Step Guide to Understand Data Entry and Formatting with Examples

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1. Open a Workbook

1. Launch Microsoft Excel.
2. Either:
   • Create a new workbook: Select Blank Workbook.
   • Open an existing file: Go to File > Open, then locate your file.

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2. Data Entry Examples

Let’s work with an example of a Sales Data Sheet:

A	B	C	D
Date	Item	Quantity	Price
12/12/2024	Laptop	5	800
12/12/2024	Mouse	10	20
13/12/2024	Keyboard	7	50

Steps to Enter Data:

1. Click cell A1 and type "Date", then press Tab to move to B1.
2. Continue entering data row by row.
   • For example, enter "Laptop" in cell B2, 5 in C2, and 800 in D2.
3. Use the Enter key to move to the next row when finished with a row.

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3. Types of Data

Each column in the sales sheet above demonstrates different types of data:

• Text (Labels): “Date”, “Item” (used for descriptions).
• Numbers: “5”, “800” (used for calculations).
• Dates: “12/12/2024” (used for time-sensitive records).

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4. Formatting Examples

Formatting makes your data visually appealing and easier to interpret.

A. Applying Number Formats

• Select the range D2:D4 (Price column).
• Go to the Home tab → Number Group.
• Click the dropdown and choose:
  • Currency: Displays values as $800.00.
  • Number: Displays values as 800.00 (no currency symbol).
  • Percentage: Displays values as percentages (not applicable here).

B. Text Formatting

• Highlight Row 1 (headers: Date, Item, Quantity, Price).
• Use the Font Group on the Home tab:
  • Make text Bold.
  • Change font size to 14.
  • Apply a color (e.g., Blue) for emphasis.

C. Alignment

• Highlight the entire sheet.
• In the Alignment Group:
  • Use Center Alignment for numerical data in columns C and D.
  • Wrap text for long descriptions.

D. Adding Borders

• Select the range A1:D4.
• Go to the Home Tab → Borders Icon.
• Choose All Borders to create a neat grid layout.

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5. Organizing Columns and Rows

A. Auto-Resizing Columns

• Select the entire sheet (Ctrl + A).
• Hover over column headers until the cursor turns into a double arrow.
• Double-click to auto-resize all columns to fit their content.

B. Inserting a New Column

• Suppose you want to add a column for Total Cost:
  1. Right-click on the D column header.
  2. Select Insert to add a blank column.

C. Calculating Total Cost:

1. Click E2 (first cell in the new column).
2. Enter the formula: =C2*D2 (Quantity * Price).
3. Drag the formula down to apply it to all rows.

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6. Conditional Formatting Example

Suppose you want to highlight rows where the Quantity exceeds 8:

1. Select the range C2:C4.
2. Go to Home Tab → Conditional Formatting → Highlight Cell Rules → Greater Than.
3. Enter 8, and choose a formatting style (e.g., red fill).

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7. Save Your Work

1. Click File → Save As.
2. Save the workbook as Sales_Data.xlsx.
3. Use Ctrl + S frequently while working.

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Final Example with Formatting

Date	Item	Quantity	Price	Total Cost
12-Dec-2024	Laptop	5	$800.00	$4,000.00
12-Dec-2024	Mouse	10	$20.00	$200.00
13-Dec-2024	Keyboard	7	$50.00	$350.00

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Additional Tips:

• Use Format Painter to copy formatting from one cell to another.
• Freeze Panes to keep headers visible for large datasets: Go to View Tab → Freeze Panes.
• Spell Check: Use F7 to avoid spelling errors.