Data Entry & Formatting

You have learned formulas. Now let us learn how to enter data faster and make your spreadsheet look professional.

Moving Around While Typing

When you type data in Excel, you need to move to the next cell. Here is how:

Try it: Type numbers 1, 2, 3 in cells A1, A2, A3 using only the Enter key.

AutoFill: Let Excel Do the Work

This is one of the best features in Excel.

What is AutoFill?

You type 1, 2 in two cells. Excel can automatically fill 3, 4, 5, 6... for you.

How to use AutoFill:

1. Type 1 in cell A1
2. Type 2 in cell A2
3. Select both cells (A1 and A2)
4. Look at the bottom-right corner of the selection. You see a small square.
5. Drag that square down
6. Excel fills 3, 4, 5, 6... automatically

AutoFill works with:

• Numbers: 1, 2, 3...
• Months: Jan, Feb, Mar...
• Days: Monday, Tuesday...
• Dates: 1/1/2024, 1/2/2024...
• Formulas: It copies and adjusts them

Making Numbers Look Better

Numbers like 1000 are hard to read. Let us format them.

Show as Currency (money):

You have: 1000 You want: $1,000.00

How to do it:

1. Select the cell
2. Press Ctrl + Shift + $

Or click Home tab and click the $ button.

Show as Percentage:

You have: 0.15 You want: 15%

How to do it:

1. Select the cell
2. Press Ctrl + Shift + %

Making Text Look Better

Bold text: Select cell, press Ctrl + B Italic text: Select cell, press Ctrl + I Underline: Select cell, press Ctrl + U

Change font color:

1. Select cell
2. Home tab
3. Click the A with colored line under it
4. Pick a color

Change background color:

1. Select cell
2. Home tab
3. Click the paint bucket icon
4. Pick a color

Making Headers Stand Out

Your first row usually has headers like "Name", "Price", "Quantity".

Make them stand out:

1. Select the header row
2. Press Ctrl + B (bold)
3. Click paint bucket and choose a light color

Now your headers are easy to see.

Aligning Data

Text looks better on the left. Numbers look better on the right.

Excel does this automatically. But if you want to change it:

• Align Left: Ctrl + L
• Align Center: Ctrl + E
• Align Right: Ctrl + R

Quick Formatting Shortcuts

Summary

• Use Enter and Tab to move while typing
• AutoFill saves time - drag the small square
• Ctrl + Shift + $ for currency
• Ctrl + Shift + % for percentage
• Ctrl + B for bold headers
• Keep your spreadsheet clean and consistent

You now know the basics. Next, we will learn more powerful functions.