One of the main uses of Microsoft Excel is for data entry, maintenance and monitoring. Data in Excel can be organized in columns, as a table, or in a pie chart or graph.
Right now, we’ll be focusing on the basics of data entry and management in a worksheet. Data here is entered in a table that consists of rows and columns.
The top rows of tables have headings that go down to the left and are used to identify the data being entered in the tables. This lets Excel do any necessary calculations through the use of formulas. The program definitely makes it easier to manage and process data.
To make it even easier, Excel also provides a number of ways to formatting the data. If you want to locate and review some information, you’ll appreciate these data formatting features. They can be used for data formatting in individual cells, different columns and rows, and for formatting entire tables.
In previous versions of Excel each worksheet contained a billion cells, while the most recent updates released by Microsoft have almost seventeen billion cells.
To make it easier to access and reference these multitudinous cells, each of them has been given an address. This is called a cell reference.
It is very important to learn Excel shortcuts. It can save you lots of time.
Below is the list of most popular shortcuts:
10 Most popular shortcuts:
- Cut, copy, paste – Ctrl X, C, V (Mac: you can also use Command). These are shortcuts you’ll use every day.
- Paste Special – Control + Alt + V (Mac: Control + Command + V). Paste Special is very powerful. You can paste values, paste formulas, paste formatting, and even paste column widths!
- Fill down – Control D. An excellent way to copy values from the cell above without copy paste. Several people also mentioned Fill right, Control + R
- Autosum – Alt = (Mac: Command + T). A classic “magic” shortcut to automatically insert a sum function. You can use autosum to sum rows, columns, or even an entire table in one step (more details here; autosum demo here).
- Current date and time – Control + ; (date) Control + Shift + : (time). If you need a date or time stamp, it’s magic.
- Select all – Control A (Mac: you can also use Command). This shortcut will select all data in the “same region”. Use it whenever you want to select an entire table.
- Insert / delete columns and rows – To insert: with an entire row or column selected, use Control+ Shift ++ (Mac: Control + I, but in 2016, same as Win) . To delete: with an entire row or column selected, use Control + – .
- Edit cell – F2 (Mac: control + U) to enter “edit mode” for the active cell without taking your hands off the keyboard.
- Enter multiple cells – Control + Enter. Whenever you want to enter the same value or formula in more than one cell at a time. You’ll be surprised how often you use it once you understand how it works.
- Format cells – Control + 1 (Command + 1). Most people know this as the shortcut for the Format Cells dialog, but you can also use it to format almost anything in Excel, without care about the state of the ribbon. Try it.