Learning Unit 2
Navigating a Spreadsheet
Excel = main tool to work with business data
Purpose: capture, organise, and process data into information
Rows = numbered horizontally
Columns = lettered vertically
Cell = intersection of a row and column
Each of the blocks that we can enter data into
The column number is always first, followed by the row number e.g., A1
Capturing Data in Excel
Type numbers, text, or dates into cells
Enter directly into a cell or via formula bar
Tab → move right; Enter → move down
Excel suggests repeated entries (auto-complete)
Good practice: give your sheet a useful name
Moving Around Quickly
Useful shortcuts:
Ctrl + Home → cell A1
Ctrl + → / ↓ → last column and row that has data
Ctrl + ← / ↑ → move back
Scrollbars move view without changing selection
Freeze Panes (View → Freeze Top Row) keeps headings visible when scrolling
Selecting Ranges
Select ranges with mouse (drag) or keyboard (Shift + arrows)
Range notation: e.g., A1:E4
Select entire row/column by clicking heading
Select non-adjacent cells: Ctrl + click
Moving & Deleting Data
Cut & paste (Ctrl + X, Ctrl + V) or drag-and-drop
Move whole row/column by dragging while holding down Shift
Delete key → clears content only
Right-click row/column header → Delete entire row/column
Right-click row/column header → Insert row/column
Formatting Data
Makes your data easy to read
Resize columns/rows manually or use auto-fit (double-click border)
Formatting options (Home tab):
Font, size, bold, italics, underline
Alignments, wrap text, merge & center
Number formatting (decimals, %, dates, currency depending on locale)
Keep formatting clear, consistent, and professional:
Headings = bold & coloured
Data rows = uniform style
Navigating a Spreadsheet
Excel = main tool to work with business data
Purpose: capture, organise, and process data into information
Rows = numbered horizontally
Columns = lettered vertically
Cell = intersection of a row and column
Each of the blocks that we can enter data into
The column number is always first, followed by the row number e.g., A1
Capturing Data in Excel
Type numbers, text, or dates into cells
Enter directly into a cell or via formula bar
Tab → move right; Enter → move down
Excel suggests repeated entries (auto-complete)
Good practice: give your sheet a useful name
Moving Around Quickly
Useful shortcuts:
Ctrl + Home → cell A1
Ctrl + → / ↓ → last column and row that has data
Ctrl + ← / ↑ → move back
Scrollbars move view without changing selection
Freeze Panes (View → Freeze Top Row) keeps headings visible when scrolling
Selecting Ranges
Select ranges with mouse (drag) or keyboard (Shift + arrows)
Range notation: e.g., A1:E4
Select entire row/column by clicking heading
Select non-adjacent cells: Ctrl + click
Moving & Deleting Data
Cut & paste (Ctrl + X, Ctrl + V) or drag-and-drop
Move whole row/column by dragging while holding down Shift
Delete key → clears content only
Right-click row/column header → Delete entire row/column
Right-click row/column header → Insert row/column
Formatting Data
Makes your data easy to read
Resize columns/rows manually or use auto-fit (double-click border)
Formatting options (Home tab):
Font, size, bold, italics, underline
Alignments, wrap text, merge & center
Number formatting (decimals, %, dates, currency depending on locale)
Keep formatting clear, consistent, and professional:
Headings = bold & coloured
Data rows = uniform style
