After reading the general introduction which details what a spreadsheet is and how it is setup, take a look at the
links below to proceed step-by-step through each of the listed processes for using Microsoft's Excel 2000
software:

Excel spreadsheets are set up as columns (vertical) and rows (horizontal). Columns are identified by letters and rows are identified by numbers. The area where a row and a column intersect is called a cell. Each cell can store a single piece of data.

To move through the spreadsheet, place the cursor in a specific cell and click the mouse. The cursor changes to a plus sign as you move across each cell. You also move through the spreadsheet by using the arrow keys on the keyboard.
Entering Data

Spreadsheets can be used to present three different types of data:

  • Values are numerical and can be used in calculations. Take a look at the example in cell A1 in the image below.
  • Time and dates are either time or date and may be used in some types of calculations. Take a look at the example in cell B1 in the image below.
  • Labels are text and cannot be used in calculations. Take a look at the example in cell C1 in the image below.
To enter data into a spreadsheet, select a cell by placing the cursor in the cell and clicking the mouse. When the data is typed, it appears in the Entry bar at the top of the sheet.

By clicking on the next to the entry bar, the data is entered into the cell and the cursor remains in the selected cell.

By clicking on the next to the entry bar, the data entry is canceled and the cell is returned to its original condition and the cursor remains in the now empty cell.

Other keys that may be used to add data to the cells are as follows:

  • Enter key-Pressing the enter key enters the data and then moves the cursor to the next cell in the column.
  • Tab key-Pressing the tab key enters the data and then moves the cursor to the next cell in the row.
  • Arrow keys-Pressing an arrow key enters the data and then selects the next cell in the direction of the arrow key.

If a mistake is made entering data, it can be corrected by selecting the cell with your cursor and then entering the corrected data. The new data will replace the previously entered data. The backspace key can also be used after the cursor is placed in cell to remove the data one character at a time.

If labels are added to a spreadsheet, spelling can be checked by clicking on Text on the toolbar and choosing Spelling or pressing F7 at the top of the keyboard.

Creating Headers and Footers
Numerous informational points can be added to spreadsheets by adding a header or a footer. To add a header or a footer click on File then choose Page Setup.
Click on the Header/Footer tab and enter the name of the person who created the spreadsheet, the date or time it was created or add the name of the file.
Clicking on the drop down menu next below Header or Footer will provide you with a list of options for each.

To create customized Headers or Footers, click on Custom Header or Custom Footer and one of the following menus will appear. Data can be added manually to these boxes or the button menu can be used to change the font, page numbers, date, time or add a file name.

Setting up a Spreadsheet as a Gradebook
1. Click on File and New. Highlight Workbook and click OK.

 

2. Add the data shown at the right to each of the specified cells.

3. After adding the data, proceed to "Saving and Printing a Spreadsheet." You will be using this spreadsheet for additional practice when working on the skill development activities entitled,
"Using Formulas" and "Charts and Graphs."
Saving and Printing a Spreadsheet

1. To save your spreadsheet, click on File and choose Save As.....and click on the drop down menu and choose Desktop.

 

2. Change the file name from "untitled" to "gradebook" and click Save.

3. Select Page Setup......., then Print Preview to view how your spreadsheet will look before printing.

Notice how difficult your spreadsheet is to read without the addition of gridlines.

4. Select File and then Page Setup again.

5. Select the Sheet tab and put a check mark next to Gridlines.
6. Select Print Preview once again. Notice how much easier the spreadsheet is to read and follow with the addition of gridlines.

7. Save your spreadsheet once again and select Print from the File menu and print out your completed spreadsheet.

8. Click OK to print.

©2000-2002 April A Cleveland for Science Junction, NC State University.
All rights reserved.
URL: http://www.ncsu.edu/sciencejunction/route/usetech/dataanalysis/pcdataanalysis/meenterdata/index.html
Last updated 07/31/02

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