MS Excel provides various ways of deleting data in the sheet. Let us see those ways.

Delete with Mouse

Select the data you want to delete. Right Click on the sheet. Select the delete option, to delete the data.

Delete Selected Data with mouse

Delete with Delete Key

Select the data you want to delete. Press on the Delete Button from the keyboard, it will delete the data.

Selective Delete for Rows

Select the rows, which you want to delete with Mouse click + Control Key.Then right click to show the various options. Select the Delete option to delete the selected rows.

Selective delete of rows

Let us see how we can Move Data with MS Excel.

Step 1 − Select the data you want to Move. Right Click and Select the cut option.

Cut Selected data with Right Click

Step 2 − Select the first cell where you want to move the data. Right click on it and paste the data. You can see the data is moved now.

Moved Data

Row and Column Basics

MS Excel is in tabular format consisting of rows and columns.

• Row runs horizontally while Column runs vertically.

• Each row is identified by row number, which runs vertically at the left side of the sheet.

• Each column is identified by column header, which runs horizontally at the top of the sheet.

For MS Excel 2010, Row numbers ranges from 1 to 1048576; in total 1048576 rows, and Columns ranges from A to XFD; in total 16384 columns.

Navigation with Rows and Columns

Let us see how to move to the last row or the last column.

• You can go to the last row by clicking Control + Down Navigation arrow.

• You can go to the last column by clicking Control + Right Navigation arrow.

Rows and Columns in MS Excel

Cell Introduction

The intersection of rows and columns is called cell.

Cell is identified with Combination of column header and row number.

For example − A1, A2.

Cell Introduction

MS Excel provides copy paste option in different ways. The simplest method of copy paste is as below.

Copy Paste

• To copy and paste, just select the cells you want to copy. Choose copy option after right click or press Control + C.

• Select the cell where you need to paste this copied content. Right click and select paste option or press Control + V.

Simple Copy Paste

In this case, MS Excel will copy everything such as values, formulas, Formats, Comments and validation. MS Excel will overwrite the content with paste. If you want to undo this, press Control + Z from the keyboard.

Copy Paste using Office Clipboard

When you copy data in MS Excel, it puts the copied content in Windows and Office Clipboard. You can view the clipboard content by Home → Clipboard. View the clipboard content. Select the cell where you need to paste. Click on paste, to paste the content.

View clipboard content

Copy Paste in Special way

You may not want to copy everything in some cases. For example, you want to copy only Values or you want to copy only the formatting of cells. Select the paste special option as shown below.

Copy & Paste in M S Excel

Below are the various options available in paste special.

• All − Pastes the cell’s contents, formats, and data validation from the Windows Clipboard.

• Formulas − Pastes formulas, but not formatting.

• Values − Pastes only values not the formulas.

• Formats − Pastes only the formatting of the source range.

• Comments − Pastes the comments with the respective cells.

• Validation − Pastes validation applied in the cells.

• All using source theme − Pastes formulas, and all formatting.

• All except borders − Pastes everything except borders that appear in the source range.

• Column Width − Pastes formulas, and also duplicates the column width of the copied cells.

• Formulas & Number Formats − Pastes formulas and number formatting only.

• Values & Number Formats − Pastes the results of formulas, plus the number.

• Merge Conditional Formatting − This icon is displayed only when the copied cells contain conditional formatting. When clicked, it merges the copied conditional formatting with any conditional formatting in the destination range.

• Transpose − Changes the orientation of the copied range. Rows become columns, and columns become rows. Any formulas in the copied range are adjusted so that they work properly when transposed.

View clipboard content

MS Excel provides Find & Replace option for finding text within the sheet.

Find and Replace Dialogue

Let us see how to access the Find & Replace Dialogue.

To access the Find & Replace, Choose Home → Find & Select → Find or press Control + F Key. See the image below.

Find option in MS Excel

You can see the Find and Replace dialogue as below.

Find Tab in Excel

You can replace the found text with the new text in the Replace tab.

Find & Replace in M S Excel

Exploring Options

Now, let us see the various options available under the Find dialogue.

• Within − Specifying the search should be in Sheet or workbook.

• Search By − Specifying the internal search method by rows or by columns.

• Look In − If you want to find text in formula as well, then select this option.

• Match Case − If you want to match the case like lower case or upper case of words, then check this option.

• Match Entire Cell Content − If you want the exact match of the word with cell, then check this option.

Various Find options in Excel

MS Excel provides a feature of Word Processing program called Spelling check. We can get rid of the spelling mistakes with the help of spelling check feature.

Spell Check Basis

Let us see how to access the spell check.

• To access the spell checker, Choose Review ➪ Spelling or press F7.

• To check the spelling in just a particular range, select the rangebefore you activate the spell checker.

• If the spell checker finds any words it does not recognize as correct, it displays the Spelling dialogue with suggested options.

Spell Check Dialog

Exploring Options

Let us see the various options available in spell check dialogue.

• Ignore Once − Ignores the word and continues the spell check.

• Ignore All − Ignores the word and all subsequent occurrences of it.

• Add to Dictionary − Adds the word to the dictionary.

• Change − Changes the word to the selected word in the Suggestions list.

• Change All − Changes the word to the selected word in the Suggestions list and changes all subsequent occurrences of it without asking.

• AutoCorrect − Adds the misspelled word and its correct spelling (which you select from the list) to the AutoCorrect list.

Zoom Slider

By default, everything on screen is displayed at 100% in MS Excel. You can change the zoom percentage from 10% (tiny) to 400% (huge). Zooming doesn’t change the font size, so it has no effect on the printed output.

You can view the zoom slider at the right bottom of the workbook as shown below.

Zoom Slider

Zoom In

You can zoom in the workbook by moving the slider to the right. It will change the only view of the workbook. You can have maximum of 400% zoom in. See the below screen-shot.

Zoom In

Zoom Out

You can zoom out the workbook by moving the slider to the left. It will change the only view of the workbook. You can have maximum of 10% zoom in. See the below screen-shot.

Zoom Out

If you want to insert some symbols or special characters that are not found on the keyboard in that case you need to use the Symbols option.

Using Symbols

Go to Insert » Symbols » Symbol to view available symbols. You can see many symbols available there like Pi, alpha, beta, etc.

Select the symbol you want to add and click insert to use the symbol.

Symbols

Using Special Characters

Go to Insert » Symbols » Special Characters to view the available special characters. You can see many special characters available there like Copyright, Registered etc.

Select the special character you want to add and click insert, to use the special character.

Special Characters

Adding Comment to Cell

Adding comment to cell helps in understanding the purpose of cell, what input it should have, etc. It helps in proper documentation.

To add comment to a cell, select the cell and perform any of the actions mentioned below.

• Choose Review » Comments » New Comment.
• Right-click the cell and choose Insert Comment from available options.
• Press Shift+F2.

Initially, a comment consists of Computer’s user name. You have to modify it with text for the cell comment.

Comments

Modifying Comment

You can modify the comment you have entered before as mentioned below.

• Select the cell on which the comment appears.
• Right-click the cell and choose the Edit Comment from the available options.
• Modify the comment.

Comments

Formatting Comment

Various formatting options are available for comments. For formatting a comment, Right click on cell » Edit comment » Select comment » Right click on it » Format comment. With formatting of comment you can change the color, font, size, etc of the comment.

Comments

Text Boxes

Text boxes are special graphic objects that combine the text with a rectangular graphic object. Text boxes and cell comments are similar in displaying the text in rectangular box. But text boxes are always visible, while cell comments become visible after selecting the cell.

Adding Text Boxes

To add a text box, perform the below actions.

• Choose Insert » Text Box » choose text box or draw it.

Initially, the comment consists of Computer’s user name. You have to modify it with text for the cell comment.

Comments

Formatting Text Box

After you have added the text box, you can format it by changing the font, font size, font style, and alignment, etc. Let us see some of the important options of formatting a text box.

• Fill − Specifies the filling of text box like No fill, solid fill. Also specifying the transparency of text box fill.

• Line Colour − Specifies the line colour and transparency of the line.

• Line Style − Specifies the line style and width.

• Size − Specifies the size of the text box.

• Properties − Specifies some properties of the text box.

• Text Box − Specifies text box layout, Auto-fit option and internal margins.

Comments