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Home >> excel 2007 >> Excel 2007 - Entering and editing data

This page presents how to work with Microsoft Excel 2007 features and its redesigned interface. You may also visit our Excel Question page.

 

   Enter data manually in worksheet cells

   Insert a symbol, fraction, or special character

   Fill data automatically in worksheet cells

   Insert symbols and special characters on a worksheet

   Insert or delete cells, rows, and columns

   Display or hide the fill handle

   Turn the Insert Options button on or off

   Type ¢, £, ¥, ®, and other characters not on the keyboard

   Turn the option to edit directly in cells on or off

   Edit cell contents

   Turn automatic completion of cell entries on or off

   Automatically number rows

   Create a list of sequential dates

   Wrap text in a cell

   Insert bullets in a worksheet

   Undo, redo, or repeat an action

   Change the column width and row height

   Combine the contents of multiple cells

   Merge cells or split merged cells

   Distribute the contents of a cell into adjacent columns

   Annotate a worksheet by using comments

   Clear cells of contents or formats

   Find or replace text and numbers on a worksheet

   Locate and reset the last cell on a worksheet

   What happened to the data form?

   Add or delete a text box


Enter data manually in worksheet cells

You have several options when you want to enter data manually in Excel. You can enter data in one cell, in several cells at the same time, or on more than one worksheet (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.) at once. The data that you enter can be numbers, text, dates, or times. You can format the data in a variety of ways. And, there are several settings that you can adjust to make data entry easier for you.

This topic does not explain how to use a data form to enter data in worksheet. For more information about working with data forms, see Add, edit, find, and delete rows by using a data form.

Important  If you can't enter or edit data in a worksheet, it might have been protected by you or someone else to prevent data from being changed accidentally. On a protected worksheet, you can select cells to view the data, but you won't be able to type information in cells that are locked. In most cases, you should not remove the protection from a worksheet unless you have permission to do so from the person who created it. To unprotect a worksheet, click Unprotect Sheet in the Changes group on the Review tab. If a password was set when the worksheet protection was applied, you must first type that password to unprotect the worksheet.

What do you want to do?

Enter text or a number in a cell

Enter a number that has a fixed decimal point

Enter a date or a time in a cell

Enter the same data into several cells at the same time

Enter the same data on several worksheets at the same time

Adjust worksheet settings and cell formats

Enter text or a number in a cell

  1. On the worksheet, click a cell.
  2. Type the numbers or text that you want to enter, and then press ENTER or TAB.

Tip  To enter data on a new line within a cell, enter a line break by pressing ALT+ENTER.

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Enter a number that has a fixed decimal point

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. Click Advanced, and then under Editing options, select the Automatically insert a decimal point check box.
  3. In the Places box, enter a positive number for digits to the right of the decimal point or a negative number for digits to the left of the decimal point.

For example, if you enter 3 in the Places box and then type 2834 in a cell, the value will appear as 2.834. If you enter -3 in the Places box and then type 283, the value will be 283000.

  1. On the worksheet, click a cell, and then enter the number that you want.

 Note    Data that you typed in cells before selecting the Fixed decimal option is not affected.

Tip  To temporarily override the Fixed decimal option, type a decimal point when you enter the number.

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Enter a dates or a time in a cell

  1. On the worksheet, click a cell.
  2. Type a date or time as follows:
    • To enter a date, use a slash mark or a hyphen to separate the parts of a date; for example, type 9/5/2002 or 5-Sep-2002.
    • To enter a time that is based on the 12-hour clock, enter the time followed by a space, and then type a or p after the time; for example, 9:00 p. Otherwise, Excel enters the time as AM.

Tip  To enter the current date and time, press CTRL+SHIFT+; (semicolon).

 Notes 

  • To enter a date or time that stays current when you reopen a worksheet, you can use the TODAY and NOW functions.
  • When you enter a date or a time in a cell, it appears either in the default date or time format for you computer or in the format that was applied to the cell before you entered the date or time. The default date or time format is based on the date and time settings in the Regional and Language Options dialog box (Control Panel). If these settings on your computer have been changed, the dates and times in your workbooks that have not been formatted by using the Format Cells command are displayed according to those settings.
  • To apply the default date or time format, click the cell that contains the date or time value, and then press CTRL+SHIFT+# or CTRL+SHIFT+@.

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Enter the same data into several cells at the same time

  1. Select the cells into which you want to enter the same data. The cells do not have to be adjacent.

To select

Do this

A single cell

Click the cell, or press the arrow keys to move to the cell.

A range of cells

Click the first cell in the range, and then drag to the last cell, or hold down SHIFT while you press the arrow keys to extend the selection.

You can also select the first cell in the range, and then press F8 to extend the selection by using the arrow keys. To stop extending the selection, press F8 again.

A large range of cells

Click the first cell in the range, and then hold down SHIFT while you click the last cell in the range. You can scroll to make the last cell visible.

All cells on a worksheet

Click the Select All button.

To select the entire worksheet, you can also press CTRL+A.

 Note    If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet.

Nonadjacent cells or cell ranges

Select the first cell or range of cells, and then hold down CTRL while you select the other cells or ranges.

You can also select the first cell or range of cells, and then press SHIFT+F8 to add another nonadjacent cell or range to the selection. To stop adding cells or ranges to the selection, press SHIFT+F8 again.

 Note    You cannot cancel the selection of a cell or range of cells in a nonadjacent selection without canceling the entire selection.

An entire row or column

Click the row or column heading.

Row heading

Column heading

You can also select cells in a row or column by selecting the first cell and then pressing CTRL+SHIFT+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

 Note    If the row or column contains data, CTRL+SHIFT+ARROW key selects the row or column to the last used cell. Pressing CTRL+SHIFT+ARROW key a second time selects the entire row or column.

Adjacent rows or columns

Drag across the row or column headings. Or select the first row or column; then hold down SHIFT while you select the last row or column.

Nonadjacent rows or columns

Click the column or row heading of the first row or column in your selection; then hold down CTRL while you click the column or row headings of other rows or columns that you want to add to the selection.

The first or last cell in a row or column

Select a cell in the row or column, and then press CTRL+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

The first or last cell on a worksheet or in a Microsoft Office Excel table

Press CTRL+HOME to select the first cell on the worksheet or in an Excel list.

Press CTRL+END to select the last cell on the worksheet or in an Excel list that contains data or formatting.

Cells to the last used cell on the worksheet (lower-right corner)

Select the first cell, and then press CTRL+SHIFT+END to extend the selection of cells to the last used cell on the worksheet (lower-right corner).

Cells to the beginning of the worksheet

Select the first cell, and then press CTRL+SHIFT+HOME to extend the selection of cells to the beginning of the worksheet.

More or fewer cells than the active selection

Hold down SHIFT while you click the last cell that you want to include in the new selection. The rectangular range between the active cell (active cell: The selected cell in which data is entered when you begin typing. Only one cell is active at a time. The active cell is bounded by a heavy border.) and the cell that you click becomes the new selection.

  1. Tip  To cancel a selection of cells, click any cell on the worksheet.
  2. In the active cell, type the data, and then press CTRL+ENTER.

Tip  You can also enter the same data into several cells by using the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) to automatically fill data in worksheet cells.

For more information, see the article Fill data automatically in worksheet cells.

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Enter the same data on several worksheets at the same time

By making multiple worksheets (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.) active at the same time, you can enter new data or change existing data on one of the worksheets, and the changes are applied to the same cells on all the selected worksheets.

  1. Click the tab of the first worksheet that contains the data that you want to edit. Then hold down CTRL while you click the tabs of other worksheets in which you want to synchronize the data.

 Note    If you don't see the tab of the worksheet that you want, click the tab scrolling buttons to find the worksheet and then click its tab. If you still can't find the worksheet tabs that you want, you might have to maximize the document window.

  1. On the active worksheet (active sheet: The sheet that you're working on in a workbook. The name on the tab of the active sheet is bold.), select the cell or range (range: Two or more cells on a sheet. The cells in a range can be adjacent or nonadjacent.) in which you want to edit existing or enter new data.

To select

Do this

A single cell

Click the cell, or press the arrow keys to move to the cell.

A range of cells

Click the first cell in the range, and then drag to the last cell, or hold down SHIFT while you press the arrow keys to extend the selection.

You can also select the first cell in the range, and then press F8 to extend the selection by using the arrow keys. To stop extending the selection, press F8 again.

A large range of cells

Click the first cell in the range, and then hold down SHIFT while you click the last cell in the range. You can scroll to make the last cell visible.

All cells on a worksheet

Click the Select All button.

To select the entire worksheet, you can also press CTRL+A.

 Note    If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet.

Nonadjacent cells or cell ranges

Select the first cell or range of cells, and then hold down CTRL while you select the other cells or ranges.

You can also select the first cell or range of cells, and then press SHIFT+F8 to add another nonadjacent cell or range to the selection. To stop adding cells or ranges to the selection, press SHIFT+F8 again.

 Note    You cannot cancel the selection of a cell or range of cells in a nonadjacent selection without canceling the entire selection.

An entire row or column

Click the row or column heading.

Row heading

Column heading

You can also select cells in a row or column by selecting the first cell and then pressing CTRL+SHIFT+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

 Note    If the row or column contains data, CTRL+SHIFT+ARROW key selects the row or column to the last used cell. Pressing CTRL+SHIFT+ARROW key a second time selects the entire row or column.

Adjacent rows or columns

Drag across the row or column headings. Or select the first row or column; then hold down SHIFT while you select the last row or column.

Nonadjacent rows or columns

Click the column or row heading of the first row or column in your selection; then hold down CTRL while you click the column or row headings of other rows or columns that you want to add to the selection.

The first or last cell in a row or column

Select a cell in the row or column, and then press CTRL+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

The first or last cell on a worksheet or in a Microsoft Office Excel table

Press CTRL+HOME to select the first cell on the worksheet or in an Excel list.

Press CTRL+END to select the last cell on the worksheet or in an Excel list that contains data or formatting.

Cells to the last used cell on the worksheet (lower-right corner)

Select the first cell, and then press CTRL+SHIFT+END to extend the selection of cells to the last used cell on the worksheet (lower-right corner).

Cells to the beginning of the worksheet

Select the first cell, and then press CTRL+SHIFT+HOME to extend the selection of cells to the beginning of the worksheet.

More or fewer cells than the active selection

Hold down SHIFT while you click the last cell that you want to include in the new selection. The rectangular range between the active cell (active cell: The selected cell in which data is entered when you begin typing. Only one cell is active at a time. The active cell is bounded by a heavy border.) and the cell that you click becomes the new selection.

  1. Tip  To cancel a selection of cells, click any cell on the worksheet.
  2. In the active cell, type new data or edit the existing data, and then press ENTER or TAB to move the selection to the next cell.
  3. Repeat the previous step until you have completed entering or editing data.

 Notes 

  • To cancel a selection of multiple worksheets, click any unselected worksheet. If an unselected worksheet is not visible, you can right-click the tab of a selected worksheet, and then click Ungroup Sheets.
  • When you enter or edit data, the changes affect all the selected worksheets and can inadvertently replace data that you didn't mean to change. To help avoid this, you can view all the worksheets at the same time to identify potential data conflicts.
    1. On the View tab, in the Window group, click New Window.
    2. Switch to the new window, and then click a worksheet that you want to view.
    3. Repeat steps 1 and 2 for each worksheet that you want to view.
    4. On the View tab, in the Window group, click Arrange All, and then click the option that you want.

To view worksheets in the active workbook only, select the Windows of active workbook check box.

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Adjust worksheet settings and cell formats

There are several settings in Excel that you can change to help make manual data entry easier. Some changes affect all workbooks, some affect the whole worksheet, and some affect only the cells that you specify.

Change the direction for the ENTER key

When you press TAB to enter data in several cells in a row and then press ENTER at the end of that row, by default, the selection moves to the beginning of the next row.

Pressing ENTER moves the selection down one cell, and pressing TAB moves the selection one cell to the right. You cannot change the direction of the move for the TAB key, but you can specify a different direction for the ENTER key. Changing this setting affects the whole worksheet, any other open worksheets, any other open workbooks, and all new workbooks.

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. In the Advanced category, under Edit, select the After pressing Enter, move selection check box, and then click the direction that you want in the Direction box.

Change the width of a column

At times, a cell might display #####. This can occur when the cell contains a number or a date and the width of its column cannot display all the characters that its format requires. For example, suppose a cell with the Date format "mm/dd/yyyy" contains 12/31/2007. However, the column is only wide enough to display six characters. The cell will display #####. To see the entire contents of the cell with its current format, you must increase the width of the column.

  1. Click the cell for which you want to change the column width.
  2. On the Home tab, in the Cells group, click Format.

  1. Under Cell Size, do one of the following:
    • To fit all text in the cell, click AutoFit Column Width.
    • To specify a larger column width, click Column Width, and then type the width that you want in the Column width box.

 Note    As an alternative to increasing the width of a column, you can change the format of that column or even an individual cell. For example, you could change the date format so that a date is displayed as only the month and day ("mm/dd" format), such as 12/31, or represent a number in a Scientific (exponential) format, such as 4E+08.

Wrap text in a cell

You can display multiple lines of text inside a cell by wrapping the text. Wrapping text in a cell does not affect other cells.

  1. Click the cell in which you want to wrap the text.
  2. On the Home tab, in the Alignment group, click Wrap Text.

 Note    If the text is a long word, the characters won't wrap (the word won't be split); instead, you can widen the column or decrease the font size to see all the text. If all the text is not visible after you wrap the text, you might have to adjust the height of the row. On the Home tab, in the Cells group, click Format, and then under Cell Size click AutoFit Row.

Change the format of a number

In Excel, the format of a cell is separate from the data that is stored in the cell. This display difference can have a significant effect when the data is numeric. For example, when a number that you enter is rounded, usually only the displayed number is rounded. Calculations use the actual number that is stored in the cell, not the formatted number that is displayed. Hence, calculations might appear inaccurate because of rounding in one or more cells.

After you type numbers in a cell, you can change the format in which they are displayed.

  1. Click the cell that contains the numbers that you want to format.
  2. On the Home tab, in the Number group, point to General, and then click the format that you want.

Tip  To select a number format from the list of available formats, click More, and then click the format that you want to use in the Category list.

Format a number as text

For numbers that should not be calculated in Excel, such as phone numbers, you can format them as text by applying the Text format to empty cells before typing the numbers.

  1. Select an empty cell.
  2. On the Home tab, in the Number group, point to General, and then click Text.

  1. Type the numbers that you want in the formatted cell.

 Note    Numbers that you entered before you applied the Text format to the cells need to be entered again in the formatted cells. To quickly reenter numbers as text, select each cell, press F2, and then press ENTER.

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See Also

 

 

Excel > Worksheet and Excel table basics > Formatting data

Insert a symbol, fraction, or special character

You can use the Symbol dialog box to insert symbols, such as ¼ and ©, or special characters, such as an em dash () or ellipsis (…) that are not on your keyboard, as well as Unicode (Unicode: A character encoding standard developed by the Unicode Consortium. By using more than one byte to represent each character, Unicode enables almost all of the written languages in the world to be represented by using a single character set.) characters.

The types of symbols and characters that you can insert depend on the font that you choose. For example, some fonts may include fractions (¼), international characters (ַ, כ), and international monetary symbols (£, ¥). The built-in Symbol font includes arrows, bullets, and scientific symbols. You might also have additional symbol fonts, such as Wingdings, that include decorative symbols.

 Note    You can increase or decrease the size of the Symbol dialog box by moving the pointer to the lower-right corner of the dialog box until it changes into a double-headed arrow, and then drag to the size that you want.

What do you want to do?

Insert a symbol, fraction, or special character

Insert a Unicode character

Insert a symbol, fraction, or special character

Which 2007 Microsoft Office system program are you using?

Excel

InfoPath

OneNote

PowerPoint

Publisher

Visio

Excel

  1. Click where you want to insert the symbol.
  2. On the Insert tab, in the Text group, click Symbol.
  3. In the Symbol dialog box, click the Symbols tab, and then do one of the following:
    • Click the symbol that you want to insert.
    • If the symbol that you want to insert is not in the list, select a different font in the Font box, click the font that you want, and then click the symbol that you want to insert.

 Note    If you are using an expanded font, such as Arial or Times New Roman, the Subset list appears. Use this list to choose from an extended list of language characters, including Greek and Russian (Cyrillic), if available.

  1. Click Insert.

Tip  To quickly find and insert a special character by its description, click the Special Characters tab in the Symbol dialog box, click the special character you want to insert, and then click Insert.

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InfoPath

  1. Click where you want to insert the symbol.
  2. On the Insert menu, click Symbol.
  3. In the Symbol dialog box, click the Symbols tab, and then do one of the following:
    • Click the symbol that you want to insert.
    • If the symbol that you want to insert is not in the list, select a different font in the Font box, click the font that you want, and then click the symbol that you want to insert.

 Note    If you are using an expanded font, such as Arial or Times New Roman, the Subset list appears. Use this list to choose from an extended list of language characters, including Greek and Russian (Cyrillic), if available.

  1. Click Insert.

Tip  To quickly find and insert a special character by its description, click the Special Characters tab in the Symbol dialog box, click the special character you want to insert, and then click Insert.

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OneNote

  1. Click where you want to insert the symbol.
  2. On the Insert menu, click Symbol.
  3. In the Symbol dialog box, click the Symbols tab, and then do one of the following:
    • Click the symbol that you want to insert.
    • If the symbol that you want to insert is not in the list, select a different font in the Font box, click the font that you want, and then click the symbol that you want to insert.

 Note    If you are using an expanded font, such as Arial or Times New Roman, the Subset list appears. Use this list to choose from an extended list of language characters, including Greek and Russian (Cyrillic), if available.

  1. Click Insert.

Tip  To quickly find and insert a special character by its description, click the Special Characters tab in the Symbol dialog box, click the special character you want to insert, and then click Insert.

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PowerPoint

  1. Click where you want to insert the symbol.
  2. On the Insert tab, in the Text group, click Symbol.
  3. In the Symbol dialog box, click the Symbols tab, and then do one of the following:
    • Click the symbol that you want to insert.
    • If the symbol that you want to insert is not in the list, select a different font in the Font box, click the font that you want, and then click the symbol that you want to insert.

 Note    If you are using an expanded font, such as Arial or Times New Roman, the Subset list appears. Use this list to choose from an extended list of language characters, including Greek and Russian (Cyrillic), if available.

  1. Click Insert.

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Publisher

  1. Click where you want to insert the symbol.
  2. On the Insert menu, click Symbol.
  3. In the Symbol dialog box, click the Symbols tab, and then do one of the following:
    • Click the symbol that you want to insert.
    • If the symbol that you want to insert is not in the list, select a different font in the Font box, click the font that you want, and then click the symbol that you want to insert.

 Note    If you are using an expanded font, such as Arial or Times New Roman, the Subset list appears. Use this list to choose from an extended list of language characters, including Greek and Russian (Cyrillic), if available.

  1. Click Insert.

Tip  To quickly find and insert a special character by its description, click the Special Characters tab in the Symbol dialog box, click the special character you want to insert, and then click Insert.

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Visio

  1. Click where you want to insert the symbol.
  2. On the Insert menu, click Symbol.
  3. In the Symbol dialog box, click the Symbols tab, and then do one of the following:
    • Click the symbol that you want to insert.
    • If the symbol that you want to insert is not in the list, select a different font in the Font box, click the font that you want, and then click the symbol that you want to insert.

 Note    If you are using an expanded font, such as Arial or Times New Roman, the Subset list appears. Use this list to choose from an extended list of language characters, including Greek and Russian (Cyrillic), if available.

  1. Click Insert.

Tip  To quickly find and insert a special character by its description, click the Special Characters tab in the Symbol dialog box, click the special character you want to insert, and then click Insert.

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Insert a Unicode character

Which 2007 Microsoft Office system program are you using?

Excel

InfoPath

OneNote

PowerPoint

Publisher

Visio

Excel

You can insert a Unicode character by selecting a character from the Symbol dialog box or by directly typing the character code.

Select a Unicode character from the Symbol dialog box

When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box.

  1. Click where you want to insert the Unicode character.
  2. On the Insert tab, in the Text group, click Symbol.
  3. On the Symbols tab, in the Font box, click the font that you want.
  4. In the from box, click Unicode (hex).
  5. If the Subset box is available, click a character subset.
  6. Click the symbol that you want to insert, and then click Insert.
  7. Click Close.

Use the keyboard to insert a Unicode character code in a document

If you know the character code, you can enter the code in your document and then press ALT+X to convert it into a character. For example, press 002A and then press ALT+X to produce *. The reverse also works. To display the Unicode character code for a character that is already in your document, place the insertion point directly after the character and press ALT+X.

Find a Unicode character code

When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box.

  1. On the Insert tab, in the Text group, click Symbol.
  2. On the Symbols tab, in the Font box, click the font that you want.
  3. In the from box, click Unicode (hex).
  4. The Unicode character code is displayed in the Character code box.

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InfoPath

You can insert a Unicode character by selecting a character from the Symbol dialog box or by directly typing the character code.

Select a Unicode character from the Symbol dialog box

When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box.

  1. Click where you want to insert the Unicode character.
  2. On the Insert menu, click Symbol.
  3. On the Symbols tab, in the Font box, click the font that you want.
  4. In the from box, click Unicode (hex).
  5. If the Subset box is available, click a character subset.
  6. Click the symbol that you want to insert, and then click Insert.
  7. Click Close.

Use the keyboard to insert a Unicode character code in a document

If you know the character code, you can enter the code in your document and then press ALT+X to convert it into a character. For example, press 002A and then press ALT+X to produce *. The reverse also works. To display the Unicode character code for a character that is already in your document, place the insertion point directly after the character and press ALT+X.

Find a Unicode character code

When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box.

  1. On the Insert menu, click Symbol.
  2. On the Symbols tab, in the Font box, click the font that you want.
  3. In the from box, click Unicode (hex).
  4. The Unicode character code is displayed in the Character code box.

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OneNote

You can insert a Unicode character by selecting a character from the Symbol dialog box or by directly typing the character code.

Select a Unicode character from the Symbol dialog box

When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box.

  1. Click where you want to insert the Unicode character.
  2. On the Insert menu, click Symbol.
  3. On the Symbols tab, in the Font box, click the font that you want.
  4. In the from box, click Unicode (hex).
  5. If the Subset box is available, click a character subset.
  6. Click the symbol that you want to insert, and then click Insert.
  7. Click Close.

Use the keyboard to insert a Unicode character code in a document

If you know the character code, you can enter the code in your document and then press ALT+X to convert it into a character. For example, press 002A and then press ALT+X to produce *. The reverse also works. To display the Unicode character code for a character that is already in your document, place the insertion point directly after the character and press ALT+X.

Find a Unicode character code

When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box.

  1. On the Insert menu, click Symbol.
  2. On the Symbols tab, in the Font box, click the font that you want.
  3. In the from box, click Unicode (hex).
  4. The Unicode character code is displayed in the Character code box.

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PowerPoint

You can insert a Unicode character by selecting a character from the Symbol dialog box or by directly typing the character code.

Select a Unicode character from the Symbol dialog box

When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box.

  1. Click where you want to insert the Unicode character.
  2. On the Insert tab, in the Text group, click Symbol.
  3. On the Symbols tab, in the Font box, click the font that you want.
  4. In the from box, click Unicode (hex).
  5. If the Subset box is available, click a character subset.
  6. Click the symbol that you want to insert, and then click Insert.
  7. Click Close.

Use the keyboard to insert a Unicode character code in a document

If you know the character code, you can enter the code in your document and then press ALT+X to convert it into a character. For example, press 002A and then press ALT+X to produce *. The reverse also works. To display the Unicode character code for a character that is already in your document, place the insertion point directly after the character and press ALT+X.

Find a Unicode character code

When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box.

  1. On the Insert tab, in the Text group, click Symbol.
  2. On the Symbols tab, in the Font box, click the font that you want.
  3. In the from box, click Unicode (hex).
  4. The Unicode character code is displayed in the Character code box.

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Publisher

You can insert a Unicode character by selecting a character from the Symbol dialog box or by directly typing the character code.

Select a Unicode character from the Symbol dialog box

When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box.

  1. Click where you want to insert the Unicode character.
  2. On the Insert menu, click Symbol.
  3. On the Symbols tab, in the Font box, click the font that you want.
  4. In the from box, click Unicode (hex).
  5. If the Subset box is available, click a character subset.
  6. Click the symbol that you want to insert, and then click Insert.
  7. Click Close.

Use the keyboard to insert a Unicode character code in a document

If you know the character code, you can enter the code in your document and then press ALT+X to convert it into a character. For example, press 002A and then press ALT+X to produce *. The reverse also works. To display the Unicode character code for a character that is already in your document, place the insertion point directly after the character and press ALT+X.

Find a Unicode character code

When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box.

  1. On the Insert menu, click Symbol.
  2. On the Symbols tab, in the Font box, click the font that you want.
  3. In the from box, click Unicode (hex).
  4. The Unicode character code is displayed in the Character code box.

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Visio

You can insert a Unicode character by selecting a character from the Symbol dialog box or by directly typing the character code.

Select a Unicode character from the Symbol dialog box

When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box.

  1. Click where you want to insert the Unicode character.
  2. On the Insert menu, click Symbol.
  3. On the Symbols tab, in the Font box, click the font that you want.
  4. In the from box, click Unicode (hex).
  5. If the Subset box is available, click a character subset.
  6. Click the symbol that you want to insert, and then click Insert.
  7. Click Close.

Use the keyboard to insert a Unicode character code in a document

If you know the character code, you can enter the code in your document and then press ALT+X to convert it into a character. For example, press 002A and then press ALT+X to produce *. The reverse also works. To display the Unicode character code for a character that is already in your document, place the insertion point directly after the character and press ALT+X.

Find a Unicode character code

When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box.

  1. On the Insert menu, click Symbol.
  2. On the Symbols tab, in the Font box, click the font that you want.
  3. In the from box, click Unicode (hex).
  4. The Unicode character code is displayed in the Character code box.

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Excel > Worksheet and Excel table basics > Entering and editing data

Fill data automatically in worksheet cells

Tags  fill; formula; paste; repeat; save; tab

What are tags?

Instead of entering data manually on a worksheet, you can use the Auto Fill feature to fill cells with data that follows a pattern or that is based on data in other cells. This article does not explain how to enter data manually or enter data simultaneously on multiple worksheets. For information about how to manually enter data, see the article Enter data manually.

What do you want to do?

Automatically repeat values that already are found in the column

Use the fill handle to fill data

Fill data into adjacent cells by using the Fill command

Fill formulas into adjacent cells

Fill in a series of numbers, dates, or other built-in series items

Fill data by using a custom fill series

Automatically repeat values that already exist in the column

If the first few characters that you type in a cell match an existing entry in that column, Excel automatically enters the remaining characters for you. Excel automatically completes only those entries that contain text or a combination of text and numbers. Entries that contain only numbers, dates, or times are not automatically completed.

After Excel completes what you started typing, do one of the following:

  • To accept a proposed entry, press ENTER.

The completed entry exactly matches the pattern of uppercase and lowercase letters of the existing entry.

  • To replace the automatically entered characters, continue typing.
  • To delete the automatically entered characters, press BACKSPACE.

 Notes 

Turn off automatic completion of cell values

If you don't want Excel to automatically complete cell values, you can turn off this feature.

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. Click Advanced, and then under Editing options, clear or select the Enable AutoComplete for cell values check box to turn automatic completion of cell values on or off.

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Use the fill handle to fill data

To quickly fill in several types of data series, you can select cells and drag the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) . To use the fill handle, you select the cells that you want to use as a basis for filling additional cells, and then drag the fill handle across or down the cells that you want to fill.

Hide or display the fill handle

By default, the fill handle is displayed, but you can hide it, or show it if it's hidden.

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. Click Advanced, and then under Editing options, clear or select the Enable Fill handle and cell drag-and-drop check box to hide or show the fill handle.
  3. To avoid replacing existing data when you drag the fill handle, make sure that the Alert before overwriting cells check box is selected. If you don't want to see a message about overwriting nonblank cells, you can clear this check box.

Use Auto Fill Options to change how the selection is filled

After you drag the fill handle, the Auto Fill Options button appears so that you can change how the selection is filled. For example, you can choose to fill just cell formats by clicking Fill Formatting Only, or you can choose to fill just the contents of a cell by clicking Fill Without Formatting.

Turn Auto Fill Options on or off

If you don't want to display the Auto Fill Options button every time you drag the fill handle, you can turn it off. Likewise, if the Auto Fill Options button does not appear when you drag the fill handle, you might want to turn it on.

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. Click Advanced, and then under Cut, Copy, and Paste, clear the Show Paste Options buttons check box.

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Fill data into adjacent cells by using the Fill command

You can use the Fill command to fill the active cell or a selected range with the contents of an adjacent cell or range, or you can quickly fill adjacent cells by dragging the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) .

Fill the active cell with the contents of an adjacent cell

  1. Select an empty cell that is below, to the right, above, or to the left of the cell that contains the data that you want to use to fill the empty cell.
  2. On the Home tab, in the Editing group, click Fill, and then click Down, Right, Up, or Left.

Tip  To quickly fill a cell with the contents of an adjacent cell, you can press CTRL+D to fill from the cell above or CTRL+R to fill from the cell to the left. To fill a cell with the contents of a cell below it (that is, to fill up), on the Home tab, in the Editing group, click Fill, and then click Up. To fill a cell with the contents of a cell to the right (fill left), on the Home tab, in the Editing group, click Fill, and then click Left.

Drag the fill handle to fill data into adjacent cells

  1. Select the cells that contain the data that you want to fill into adjacent cells.
  2. Drag the fill handle across the cells that you want to fill.
  3. To change how you want to fill the selection, click Auto Fill Options , and then click the option that you want.

 Note    If you drag the fill handle up or to the left of a selection and stop in the selected cells without going past the first column or the top row in the selection, Excel deletes the data within the selection. You must drag the fill handle out of the selected area before releasing the mouse button.

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Fill formulas into adjacent cells

  1. Select the cell that contains the formula that you want to fill into adjacent cells.
  2. Drag the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) across the cells that you want to fill.
  3. To choose how you want to fill the selection, click Auto Fill Options , and then click the option that you want.

 Note    If automatic workbook calculation is not enabled, formulas will not recalculate when you fill cells. To check your workbook calculation options, do the following:

  1. Click the Microsoft Office Button , click Excel Options, and then click the Formulas category.
  2. Under Calculation options, look under Workbook Calculation.

Tips

  • You can also fill the active cell with the formula of an adjacent cell by using the Fill command (on the Home tab in the Editing group) or by pressing CTRL+D to fill a cell below or CTRL+R to fill a cell to the right of the cell containing the formula.
  • You can automatically fill a formula downward, for all adjacent cells that it applies to, by double-clicking the fill handle of the first cell that contains the formula. For example, cells A1:A15 and B1:B15 contain numbers, and you type the formula

=A1+B1

in cell C1. To copy that formula into cells C2:C15, select cell C1 and double-click the fill handle.

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Fill in a series of numbers, dates, or other built-in series items

Using the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.), you can quickly fill cells in a range with a series of numbers or dates, or with a built-in series for days, weekdays, months, or years.

  1. Select the first cell in the range that you want to fill.
  2. Type the starting value for the series.
  3. Type a value in the next cell to establish a pattern.

For example, if you want the series 1, 2, 3, 4, 5..., type 1 and 2 in the first two cells. If you want the series 2, 4, 6, 8..., type 2 and 4. If you want the series 2, 2, 2, 2..., you can leave the second cell blank.

More examples of series that you can fill

When you fill a series, the selections are extended as shown in the following table. In this table, items that are separated by commas are contained in individual adjacent cells on the worksheet.

Initial selection

Extended series

1, 2, 3

4, 5, 6,...

9:00

10:00, 11:00, 12:00,...

Mon

Tue, Wed, Thu,...

Monday

Tuesday, Wednesday, Thursday,...

Jan

Feb, Mar, Apr,...

Jan, Apr

Jul, Oct, Jan,...

Jan-07, Apr-07

Jul-07, Oct-07, Jan-08,...

15-Jan, 15-Apr

15-Jul, 15-Oct,...

2007, 2008

2009, 2010, 2011,...

1-Jan, 1-Mar

1-May, 1-Jul, 1-Sep,...

Qtr3 (or Q3 or Quarter3)

Qtr4, Qtr1, Qtr2,...

text1, textA

text2, textA, text3, textA,...

1st Period

2nd Period, 3rd Period,...

Product 1

Product 2, Product 3,...

  1. Select the cell or cells that contain the starting values.
  2. Drag the fill handle across the range that you want to fill.

To fill in increasing order, drag down or to the right. To fill in decreasing order, drag up or to the left.

Tips

Fill cells with a series of numbers

    1. On the Home tab, in the Editing group, click Fill, and then click Series.

    1. Under Type, click one of the following options:
      • Linear  Creates a series that is calculated by adding the value in the Step value box to each cell value in turn.
      • Growth  Creates a series that is calculated by multiplying the value in the Step value box by each cell value in turn.
      • Date  Creates a series that fills date values incrementally by the value in the Step value box and dependent on the unit specified under Date unit.
      • AutoFill  Creates a series that produces the same results as dragging the fill handle.
  • You can suppress series AutoFill by holding down CTRL as you drag the fill handle of a selection of two or more cells. The selected values are then copied to the adjacent cells, and Excel does not extend a series.

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Fill data by using a custom fill series

To make entering a particular sequence of data (such as a list of names or sales regions) easier, you can create a custom fill series. A custom fill series can be based on a list of existing items on a worksheet, or you can type the list from scratch. You cannot edit or delete a built-in fill series (such as a fill series for months and days), but you can edit or delete a custom fill series.

 Note    A custom list can only contain text or text mixed with numbers. For a custom list that contains numbers only, such as 0 through 100, you must first create a list of numbers that is formatted as text.

Format numbers as text

  1. Select enough cells for the list of numbers that you want to format as text.
  2. On the Home tab, in the Number group, click the arrow on the Number Format box, and then click Text.

Tip  You might have to click More to see the Text format in the list.

  1. In the formatted cells, type the list of numbers.

Use a custom fill series based on an existing list of items

  1. On the worksheet, select the list of items that you want to use in the fill series.
  2. Click the Microsoft Office Button , and then click Excel Options.
  3. Click Popular, and then under Top options for working with Excel, click Edit Custom Lists.
  4. Verify that the cell reference of the list of items that you selected is displayed in the Import list from cells box, and then click Import.

The items in the list that you selected are added to the Custom lists box.

  1. Click OK twice.
  2. On the worksheet, click a cell, and then type the item in the custom fill series that you want to use to start the list.
  3. Drag the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) across the cells that you want to fill.

Use a custom fill series based on a new list of items

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. Click Popular, and then under Top options for working with Excel, click Edit Custom Lists.
  3. In the Custom lists box, click NEW LIST, and then type the entries in the List entries box, starting with the first entry.

Press ENTER after each entry.

  1. When the list is complete, click Add, and then click OK twice.
  2. On the worksheet, click a cell, and then type the item in the custom fill series that you want to use to start the list.
  3. Drag the fill handle across the cells that you want to fill.

Edit or delete a custom fill series

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. Click Popular category, and then under Top options for working with Excel, click Edit Custom Lists.
  3. In the Custom lists box, select the list that you want to edit or delete, and then do one of the following:
    • To edit the fill series, make the changes that you want in the List entries box, and then click Add.
    • To delete the fill series, click Delete.

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Related Office Online discussions

Read related questions and answers from other Microsoft Office customers.

 

See Also

 

 

Excel > Worksheet and Excel table basics > Entering and editing data

Insert symbols and special characters on a worksheet

When symbols and special characters are not available on the keyboard, you can use the Symbol dialog box to insert them in a cell on a worksheet. For example, you can insert symbols such as ASCII characters or Unicode (Unicode: A character encoding standard developed by the Unicode Consortium. By using more than one byte to represent each character, Unicode enables almost all of the written languages in the world to be represented by using a single character set.) characters, and other special characters such as a paragraph mark (), copyright symbol (©), or trademark symbol().

What do you want to do?

Insert a symbol

Insert a Unicode character

Insert special characters

Insert a symbol

  1. On the worksheet, click the cell in which you want to insert the symbol.
  2. On the Insert tab, in the Text group, click Symbol.

The Symbol dialog box appears.

  1. Click the Symbols tab.
  2. In the Font box, click the font that you want to use. The set of symbols that is available in the list may depend on the font that you choose.
  3. In the list of symbols, click the symbol that you want to insert, and then click Insert.

Tip  You can also double-click the symbol and then click Close.

 Notes 

  • To see more symbols, you can increase or decrease the size of the Symbol dialog box. Move the pointer to the lower-right corner of the dialog box until it becomes a double-headed arrow, and then drag the pointer to resize the dialog box. You can also use the scroll bars in the Symbol dialog box to see all the available symbols for the font that you chose.
  • When you click an ASCII character in the Symbol dialog box, its character code appears in the Character code box. The name displayed to the left of the Character code box is the official character name.

If you already know the character code for the character that you want, you can type the code directly into the Character code box to find the ASCII character.

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Insert a Unicode character

  1. On the worksheet, click the cell into which you want to insert the Unicode character.
  2. On the Insert tab, in the Text group, click Symbol.

The Symbol dialog box appears.

  1. Click the Symbols tab.
  2. In the Font box, click the font that you want to use. The set of symbols that is available in the list may depend on the font that you choose.
  3. In the from box, click Unicode (hex).

The set of characters is limited if you select something other than Unicode (hex) in the from box. For example, if you select a local code page such as ASCII (decimal) or ASCII (hex) instead of Unicode (hex), you see a correspondingly reduced set of characters in the Symbol dialog box.

  1. If the Subset box is available, you can click a subcategory.

Tip  The Subset list is available for expanded fonts, such as Arial or Times New Roman, and provides an extended list of language characters, punctuation, and mathematical symbols, such as:

    • Greek characters (Basic Greek)
    • Russian characters (Cyrillic)
    • An assortment of punctuation and bullets (General Punctuation)
    • Various currency symbols (Currency Symbols)
    • Various mathematical symbols (Mathematical Operators, Letterlike Symbols)

 Note    For more symbols in each category, you might want to install the Arial Unicode MS font.

  1. Select the symbol that you want to insert, and then click Insert.

Tip  You can also double-click the symbol and then click Close.

 Notes 

  • To see more symbols, you can increase or decrease the size of the Symbol dialog box. Move the pointer to the lower-right corner of the dialog box until it becomes a double-headed arrow, and then drag the pointer to resize the dialog box. You can also use the scroll bars in the Symbol dialog box to see all the available symbols for the font that you chose.
  • When you click a Unicode character in the Symbol dialog box, its character code appears in the Character code box. The name displayed to the left of the Character code box is the official character name in the Unicode 3.0 standard.

If you already know the character code, you can type it directly into the Character code box to find the Unicode character.

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Insert special characters

  1. On the Insert tab, in the Text group, click Symbol.

  1. Click the Special Characters tab.
  2. In the Character list, click the character that you want to insert, and then click Insert.

Tip  You can also double-click the special character and then click Close.

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See Also

 

 

Excel > Worksheet and Excel table basics > Entering and editing data

Insert or delete cells, rows, and columns

Tags  add cell; add column; delete; delete a row; delete columns; delete worksheet; insert a row; insert file; insert line

What are tags?

You can insert blank cells above or to the left of the active cell (active cell: The selected cell in which data is entered when you begin typing. Only one cell is active at a time. The active cell is bounded by a heavy border.) on a worksheet (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.). When you insert blank cells, Excel shifts other cells in the same column down or cells in the same row to the right to accommodate the new cells. Similarly, you can insert rows above a selected row and columns to the left of a selected column. You can also delete cells, rows, and columns.

 Note    Microsoft Office Excel 2007 has more rows and columns than ever before, with the following new limits: 16,384 (A to XFD) columns wide by 1,048,576 rows tall.

What do you want to do?

Insert blank cells on a worksheet

Insert rows on a worksheet

Insert columns on a worksheet

Delete cells, rows, or columns

Insert blank cells on a worksheet

  1. Select the cell or the range (range: Two or more cells on a sheet. The cells in a range can be adjacent or nonadjacent.) of cells where you want to insert the new blank cells. Select the same number of cells as you want to insert. For example, to insert five blank cells, you have to select five cells.

How to select cells, ranges, rows, or columns

To select

Do this

A single cell

Click the cell, or press the arrow keys to move to the cell.

A range of cells

Click the first cell in the range, and then drag to the last cell, or hold down SHIFT while you press the arrow keys to extend the selection.

You can also select the first cell in the range, and then press F8 to extend the selection by using the arrow keys. To stop extending the selection, press F8 again.

A large range of cells

Click the first cell in the range, and then hold down SHIFT while you click the last cell in the range. You can scroll to make the last cell visible.

All cells on a worksheet

Click the Select All button.

To select the entire worksheet, you can also press CTRL+A.

 Note    If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet.

Nonadjacent cells or cell ranges

Select the first cell or range of cells, and then hold down CTRL while you select the other cells or ranges.

You can also select the first cell or range of cells, and then press SHIFT+F8 to add another nonadjacent cell or range to the selection. To stop adding cells or ranges to the selection, press SHIFT+F8 again.

 Note    You cannot cancel the selection of a cell or range of cells in a nonadjacent selection without canceling the entire selection.

An entire row or column

Click the row or column heading.

Row heading

Column heading

You can also select cells in a row or column by selecting the first cell and then pressing CTRL+SHIFT+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

 Note    If the row or column contains data, CTRL+SHIFT+ARROW key selects the row or column to the last used cell. Pressing CTRL+SHIFT+ARROW key a second time selects the entire row or column.

Adjacent rows or columns

Drag across the row or column headings. Or select the first row or column; then hold down SHIFT while you select the last row or column.

Nonadjacent rows or columns

Click the column or row heading of the first row or column in your selection; then hold down CTRL while you click the column or row headings of other rows or columns that you want to add to the selection.

The first or last cell in a row or column

Select a cell in the row or column, and then press CTRL+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

The first or last cell on a worksheet or in a Microsoft Office Excel table

Press CTRL+HOME to select the first cell on the worksheet or in an Excel list.

Press CTRL+END to select the last cell on the worksheet or in an Excel list that contains data or formatting.

Cells to the last used cell on the worksheet (lower-right corner)

Select the first cell, and then press CTRL+SHIFT+END to extend the selection of cells to the last used cell on the worksheet (lower-right corner).

Cells to the beginning of the worksheet

Select the first cell, and then press CTRL+SHIFT+HOME to extend the selection of cells to the beginning of the worksheet.

More or fewer cells than the active selection

Hold down SHIFT while you click the last cell that you want to include in the new selection. The rectangular range between the active cell (active cell: The selected cell in which data is entered when you begin typing. Only one cell is active at a time. The active cell is bounded by a heavy border.) and the cell that you click becomes the new selection.

  1. On the Home tab, in the Cells group, click the arrow next to Insert, and then click Insert Cells.

Tip  You can also right-click the selected cells and then click Insert.

  1. In the Insert dialog box, click the direction in which you want to shift the surrounding cells.

 Notes 

Tips  

  • To quickly repeat the action of inserting a cell, click the location where you want to insert the cell, and then press CTRL+Y.
  • If there is formatting applied to the cells that you copied, you can use Insert Options to choose how to set the formatting of the inserted cells.

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Insert rows on a worksheet

  1. Do one of the following:
    • To insert a single row, select either the whole row or a cell in the row above which you want to insert the new row. For example, to insert a new row above row 5, click a cell in row 5.
    • To insert multiple rows, select the rows above which you want to insert rows. Select the same number of rows as you want to insert. For example, to insert three new rows, you select three rows.
    • To insert nonadjacent rows, hold down CTRL while you select nonadjacent rows.

How to select cells, ranges, rows, or columns

To select

Do this

A single cell

Click the cell, or press the arrow keys to move to the cell.

A range of cells

Click the first cell in the range, and then drag to the last cell, or hold down SHIFT while you press the arrow keys to extend the selection.

You can also select the first cell in the range, and then press F8 to extend the selection by using the arrow keys. To stop extending the selection, press F8 again.

A large range of cells

Click the first cell in the range, and then hold down SHIFT while you click the last cell in the range. You can scroll to make the last cell visible.

All cells on a worksheet

Click the Select All button.

To select the entire worksheet, you can also press CTRL+A.

 Note    If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet.

Nonadjacent cells or cell ranges

Select the first cell or range of cells, and then hold down CTRL while you select the other cells or ranges.

You can also select the first cell or range of cells, and then press SHIFT+F8 to add another nonadjacent cell or range to the selection. To stop adding cells or ranges to the selection, press SHIFT+F8 again.

 Note    You cannot cancel the selection of a cell or range of cells in a nonadjacent selection without canceling the entire selection.

An entire row or column

Click the row or column heading.

Row heading

Column heading

You can also select cells in a row or column by selecting the first cell and then pressing CTRL+SHIFT+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

 Note    If the row or column contains data, CTRL+SHIFT+ARROW key selects the row or column to the last used cell. Pressing CTRL+SHIFT+ARROW key a second time selects the entire row or column.

Adjacent rows or columns

Drag across the row or column headings. Or select the first row or column; then hold down SHIFT while you select the last row or column.

Nonadjacent rows or columns

Click the column or row heading of the first row or column in your selection; then hold down CTRL while you click the column or row headings of other rows or columns that you want to add to the selection.

The first or last cell in a row or column

Select a cell in the row or column, and then press CTRL+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

The first or last cell on a worksheet or in a Microsoft Office Excel table

Press CTRL+HOME to select the first cell on the worksheet or in an Excel list.

Press CTRL+END to select the last cell on the worksheet or in an Excel list that contains data or formatting.

Cells to the last used cell on the worksheet (lower-right corner)

Select the first cell, and then press CTRL+SHIFT+END to extend the selection of cells to the last used cell on the worksheet (lower-right corner).

Cells to the beginning of the worksheet

Select the first cell, and then press CTRL+SHIFT+HOME to extend the selection of cells to the beginning of the worksheet.

More or fewer cells than the active selection

Hold down SHIFT while you click the last cell that you want to include in the new selection. The rectangular range between the active cell (active cell: The selected cell in which data is entered when you begin typing. Only one cell is active at a time. The active cell is bounded by a heavy border.) and the cell that you click becomes the new selection.

  1. On the Home tab, in the Cells group, click the arrow next to Insert, and then click Insert Sheet Rows.

Tip  You can also right-click the selected rows and then click Insert.

 Note    When you insert rows on your worksheet, all references that are affected by the insertion adjust accordingly, whether they are relative or absolute cell references. The same behavior applies to deleting rows, except when a deleted cell is directly referenced by a formula. If you want references to adjust automatically, it's a good idea to use range references whenever appropriate in your formulas, rather than specifying individual cells.

Tips  

  • To quickly repeat the action of inserting a row, click the location where you want to insert the row, and then press CTRL+Y.
  • If there is formatting, you can use Insert Options to choose how to set the formatting of the inserted rows.

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Insert columns on a worksheet

  1. Do one of the following:
    • To insert a single column, select the column or a cell in the column immediately to the right of where you want to insert the new column. For example, to insert a new column to the left of column B, click a cell in column B.
    • To insert multiple columns, select the columns immediately to the right of where you want to insert columns. Select the same number of columns as you want to insert. For example, to insert three new columns, you select three columns.
    • To insert nonadjacent columns, hold down CTRL while you select nonadjacent columns.

How to select cells, ranges, rows, or columns

To select

Do this

A single cell

Click the cell, or press the arrow keys to move to the cell.

A range of cells

Click the first cell in the range, and then drag to the last cell, or hold down SHIFT while you press the arrow keys to extend the selection.

You can also select the first cell in the range, and then press F8 to extend the selection by using the arrow keys. To stop extending the selection, press F8 again.

A large range of cells

Click the first cell in the range, and then hold down SHIFT while you click the last cell in the range. You can scroll to make the last cell visible.

All cells on a worksheet

Click the Select All button.

To select the entire worksheet, you can also press CTRL+A.

 Note    If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet.

Nonadjacent cells or cell ranges

Select the first cell or range of cells, and then hold down CTRL while you select the other cells or ranges.

You can also select the first cell or range of cells, and then press SHIFT+F8 to add another nonadjacent cell or range to the selection. To stop adding cells or ranges to the selection, press SHIFT+F8 again.

 Note    You cannot cancel the selection of a cell or range of cells in a nonadjacent selection without canceling the entire selection.

An entire row or column

Click the row or column heading.

Row heading

Column heading

You can also select cells in a row or column by selecting the first cell and then pressing CTRL+SHIFT+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

 Note    If the row or column contains data, CTRL+SHIFT+ARROW key selects the row or column to the last used cell. Pressing CTRL+SHIFT+ARROW key a second time selects the entire row or column.

Adjacent rows or columns

Drag across the row or column headings. Or select the first row or column; then hold down SHIFT while you select the last row or column.

Nonadjacent rows or columns

Click the column or row heading of the first row or column in your selection; then hold down CTRL while you click the column or row headings of other rows or columns that you want to add to the selection.

The first or last cell in a row or column

Select a cell in the row or column, and then press CTRL+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

The first or last cell on a worksheet or in a Microsoft Office Excel table

Press CTRL+HOME to select the first cell on the worksheet or in an Excel list.

Press CTRL+END to select the last cell on the worksheet or in an Excel list that contains data or formatting.

Cells to the last used cell on the worksheet (lower-right corner)

Select the first cell, and then press CTRL+SHIFT+END to extend the selection of cells to the last used cell on the worksheet (lower-right corner).

Cells to the beginning of the worksheet

Select the first cell, and then press CTRL+SHIFT+HOME to extend the selection of cells to the beginning of the worksheet.

More or fewer cells than the active selection

Hold down SHIFT while you click the last cell that you want to include in the new selection. The rectangular range between the active cell (active cell: The selected cell in which data is entered when you begin typing. Only one cell is active at a time. The active cell is bounded by a heavy border.) and the cell that you click becomes the new selection.

  1. On the Home tab, in the Cells group, click the arrow next to Insert, and then click Insert Sheet Columns.

Tip  You can also right-click the selected cells and then click Insert.

 Note    When you insert columns on your worksheet, all references that are affected by the insertion adjust accordingly, whether they are relative or absolute cell references. The same behavior applies to deleting columns, except when a deleted cell is directly referenced by a formula. If you want references to adjust automatically, it's a good idea to use range references whenever appropriate in your formulas, rather than specifying individual cells.

Tips  

  • To quickly repeat the action of inserting a column, click the location where you want to insert the column, and then press CTRL+Y.
  • If there is formatting, you can use Insert Options to choose how to set the formatting of the inserted columns.

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Delete cells, rows, or columns

  1. Select the cells, rows, or columns that you want to delete.

How to select cells, ranges, rows, or columns

To select

Do this

A single cell

Click the cell, or press the arrow keys to move to the cell.

A range of cells

Click the first cell in the range, and then drag to the last cell, or hold down SHIFT while you press the arrow keys to extend the selection.

You can also select the first cell in the range, and then press F8 to extend the selection by using the arrow keys. To stop extending the selection, press F8 again.

A large range of cells

Click the first cell in the range, and then hold down SHIFT while you click the last cell in the range. You can scroll to make the last cell visible.

All cells on a worksheet

Click the Select All button.

To select the entire worksheet, you can also press CTRL+A.

 Note    If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet.

Nonadjacent cells or cell ranges

Select the first cell or range of cells, and then hold down CTRL while you select the other cells or ranges.

You can also select the first cell or range of cells, and then press SHIFT+F8 to add another nonadjacent cell or range to the selection. To stop adding cells or ranges to the selection, press SHIFT+F8 again.

 Note    You cannot cancel the selection of a cell or range of cells in a nonadjacent selection without canceling the entire selection.

An entire row or column

Click the row or column heading.

Row heading

Column heading

You can also select cells in a row or column by selecting the first cell and then pressing CTRL+SHIFT+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

 Note    If the row or column contains data, CTRL+SHIFT+ARROW key selects the row or column to the last used cell. Pressing CTRL+SHIFT+ARROW key a second time selects the entire row or column.

Adjacent rows or columns

Drag across the row or column headings. Or select the first row or column; then hold down SHIFT while you select the last row or column.

Nonadjacent rows or columns

Click the column or row heading of the first row or column in your selection; then hold down CTRL while you click the column or row headings of other rows or columns that you want to add to the selection.

The first or last cell in a row or column

Select a cell in the row or column, and then press CTRL+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

The first or last cell on a worksheet or in a Microsoft Office Excel table

Press CTRL+HOME to select the first cell on the worksheet or in an Excel list.

Press CTRL+END to select the last cell on the worksheet or in an Excel list that contains data or formatting.

Cells to the last used cell on the worksheet (lower-right corner)

Select the first cell, and then press CTRL+SHIFT+END to extend the selection of cells to the last used cell on the worksheet (lower-right corner).

Cells to the beginning of the worksheet

Select the first cell, and then press CTRL+SHIFT+HOME to extend the selection of cells to the beginning of the worksheet.

More or fewer cells than the active selection

Hold down SHIFT while you click the last cell that you want to include in the new selection. The rectangular range between the active cell (active cell: The selected cell in which data is entered when you begin typing. Only one cell is active at a time. The active cell is bounded by a heavy border.) and the cell that you click becomes the new selection.

  1. On the Home tab, in the Cells group, do one of the following:

    • To delete selected cells, click the arrow next to Delete, and then click Delete Cells.
    • To delete selected rows, click the arrow next to Delete, and then click Delete Sheet Rows.
    • To delete selected columns, click the arrow next to Delete, and then click Delete Sheet Columns.

Tip  You can right-click a selection of cells, click Delete, and then click the option that you want. You can also right-click a selection of rows or columns and then click Delete.

  1. If you are deleting a cell or a range (range: Two or more cells on a sheet. The cells in a range can be adjacent or nonadjacent.) of cells, in the Delete dialog box, click Shift cells left, Shift cells up, Entire row, or Entire column.

If you are deleting rows or columns, other rows or columns automatically shift up or to the left.

Tips  

  • To quickly repeat deleting cells, rows, or columns, select the next cells, rows, or columns, and then press CTRL+Y.
  • If needed, you can restore deleted data immediately after you delete it. On the Quick Access Toolbar, click Undo Delete, or press CTRL+Z.

 Notes 

  • Pressing DELETE deletes the contents of the selected cells only, not the cells themselves.
  • Excel keeps formulas up to date by adjusting references to the shifted cells to reflect their new locations. However, a formula that refers to a deleted cell displays the #REF! error value.

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Related Office Online discussions

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Excel > Worksheet and Excel table basics > Entering and editing data

Display or hide the fill handle

By default, the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) and drag-and-drop editing is turned on in Excel so that you can drag the mouse to move and copy cells by doing the following:

  • Move a cell or range of cells by positioning the mouse pointer on a cell or cell range border so that it changes to a move pointer , and then dragging the cell to another location.
  • Copy a cell or range of cells by holding down CTRL while you position the mouse pointer on a cell or cell range border so that it changes to a copy pointer , and then dragging the cell or range of cells to another location.
  • Drag the fill handle to copy data or to fill adjacent cells with a series of data.

You can turn this option on or off as needed by doing the following:

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. In the Advanced category, under Editing options, select or clear the Enable fill handle and cell drag-and-drop check box to turn drag-and-drop editing on or off.

 Note    To help prevent replacing existing data when you drag the fill handle, make sure that the Alert before overwriting cells check box is selected. If you do not want Excel to display a message about overwriting non-blank cells, you can clear this check box.

 

 

Excel > Worksheet and Excel table basics > Entering and editing data

Turn the Insert Options button on or off

When you select cells, rows, or columns that contain formatting and you then insert cells, rows, or columns, the Insert Options button is displayed by default. You can click this button to choose formatting options for the data that you are inserting, such as Format Same As Above, Format Same As Below, or Clear Formatting.

If you do not want this button to be displayed every time that you insert formatted cells, rows, or columns, you can turn this option off.

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. In the Advanced category, under Cut, copy, and paste, select or clear the Show Insert Options buttons check box to turn this option on or off.

 

 

Excel > Worksheet and Excel table basics > Entering and editing data

Type ¢, £, ¥, ®, and other characters not on the keyboard

  1. Do one of the following:
    • In Microsoft Windows Vista, click the Start button , point to All Programs, point to Accessories, point to System Tools, and then click Character Map.
    • In Microsoft Windows XP, click Start, point to All Programs, point to Accessories, point to System Tools, and then click Character Map.

 Note    If Character Map is not available, see Windows Help for information about how to install a Windows component.

  1. In the Font list, click the font that you want to use.
  2. Click the special character that you want. If you don't see the character that you want, try clicking another font in the Font list.
  3. Click Select, and then click Copy.
  4. Switch to your document, and then place the cursor where you want to paste the character.
  5. Click Paste.
  6. If the character looks different from the one you selected, select the character and apply the same font that you selected in Character Map.

 Notes 

If you know the Unicode equivalent of the character that you want to insert, you can insert a special character directly into a document without using Character Map. To do so, open the document and position the cursor where you want the special character to appear. Then, with NUM LOCK on, hold down ALT while you press the keys on the numeric keypad to type the Unicode character value.

If you want to type more than a few characters, you can install and switch to the English (United States) - United States-International keyboard layout. For more information, see the article Use a keyboard layout for a specific language.

 

 

Excel > Worksheet and Excel table basics > Entering and editing data

Turn the option to edit directly in cells on or off

By default, the option to edit directly in cells is turned on in Excel so that you can edit the contents of a cell directly in the cell. When you turn this option off, you can edit the contents of cells only in the formula bar (formula bar: A bar at the top of the Excel window that you use to enter or edit values or formulas in cells or charts. Displays the constant value or formula stored in the active cell.).

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. In the Advanced category, under Editing options, select or clear the Allow editing directly in cells check box to turn in-cell editing on or off.

 

 

Excel > Worksheet and Excel table basics > Entering and editing data

Edit cell contents

You can edit the contents of a cell directly in the cell. You can also edit the contents of a cell by typing in the formula bar (formula bar: A bar at the top of the Excel window that you use to enter or edit values or formulas in cells or charts. Displays the constant value or formula stored in the active cell.).

When you edit the contents of a cell, Excel is operating in Edit mode. Some Excel features work differently or are unavailable in Edit mode.

In this article

Overview

Enable or disable Edit mode

Enter Edit mode

Insert, delete, or replace cell contents

Exit Edit mode

Overview

When Excel is in Edit mode, the word Edit appears in the lower-left corner of the Excel program window, as shown in the following illustration.

How does Excel operate differently in Edit mode?

In Edit mode, many commands are unavailable. For example, when Excel is in Edit mode, you cannot apply conditional formatting or change the alignment of the contents of a cell.

Also, the arrow keys behave somewhat differently when Excel is in Edit mode. Instead of moving the cursor from cell to cell, in Edit mode, the arrow keys move the cursor around in the cell.

Enable or disable Edit mode

If you try to use Edit mode and nothing happens, it might be disabled. You can enable or disable Edit mode by changing an Excel option.

  1. Click the Microsoft Office Button , click Excel Options, and then click the Advanced category.
  2. Under Editing options, do one of the following:
    • To enable Edit mode, select the Allow editing directly in cells check box.
    • To disable Edit mode, clear the Allow editing directly in cells check box.

Enter Edit mode

To start working in Edit mode, do one of the following:

  • Double-click the cell that contains the data that you want to edit.

This starts Edit mode and positions the cursor in the cell in the location that you double-clicked. The cell contents are also displayed in the formula bar.

  • Click the cell that contains the data that you want to edit, and then click anywhere in the formula bar.

This starts Edit mode and positions the cursor in the formula bar at the location that you clicked.

  • Click the cell that contains the data that you want to edit, and then press F2.

This starts Edit mode and positions the cursor at the end of the cell contents.

Insert, delete, or replace cell contents

  • To insert characters, click in the cell where you want to insert them, and then type the new characters.
  • To delete characters, click in the cell where you want to delete them, and then press BACKSPACE, or select the characters and then press DELETE.
  • To replace specific characters, select them and then type the new characters.
  • To turn on Overtype mode so that existing characters are replaced by new characters while you type, press INSERT.

 Note    Overtype mode can be turned on or off only when you are in Edit mode. When Overtype mode is turned on, the character to the right of the insertion point is highlighted in the formula bar, and it will be overwritten when you type.

  • To start a new line of text at a specific point in a cell, click in the where you want to break the line, and then press ALT+ENTER.

Cancel or undo edits

Before you press ENTER or TAB, and before or after you press F2, you can press ESC to cancel any edits that you made to the cell contents.

After you press ENTER or TAB, you can undo your edits by pressing CTRL+Z, or by clicking Undo on the Quick Access Toolbar.

Adjust the way cell contents are displayed

After you edit cell contents, you may want to adjust the way they are displayed.

  • At times, a cell might display #####. This can occur when the cell contains a number or a date and the width of its column cannot display all the characters that its format requires. For example, suppose a cell with the Date format "mm/dd/yyyy" contains 12/31/2007. However, the column is only wide enough to display six characters. The cell will display #####. To see the entire contents of the cell with its current format, you must increase the width of the column.

Change the width of a column

    1. Click the cell for which you want to change the column width.
    2. On the Home tab, in the Cells group, click Format.

    1. Under Cell Size, do one of the following:
      • To fit all text in the cell, click AutoFit Column Width.
      • To specify a larger column width, click Column Width, and then type the width that you want in the Column width box.

 Note    As an alternative to increasing the width of a column, you can change the format of that column or even an individual cell. For example, you could change the date format so that a date is displayed as only the month and day ("mm/dd" format), such as 12/31, or represent a number in a Scientific (exponential) format, such as 4E+08.

  • If there are multiple lines of text in a cell, some of the text might not be displayed the way that you want. You can display multiple lines of text inside a cell by wrapping the text.

 Note    When Excel is in Edit mode, you cannot change the way text wraps.

Wrap text in a cell

    1. Click the cell in which you want to wrap the text.
    2. On the Home tab, in the Alignment group, click Wrap Text.

 Note    If the text is a single long word, the characters won't wrap; you can widen the column or decrease the font size to see all the text. If not all text is visible in the cell after you wrap the text, you may need to adjust the height of the row.

On the Home tab, in the Cells group, click Format, and then under Cell Size click AutoFit Row.

Exit Edit mode

To stop working in Edit mode, do one of the following:

  • Press ENTER.

Excel exits Edit mode and selects the cell directly below the current cell.

You can also specify that pressing ENTER select a different adjacent cell.

    1. Click the Microsoft Office Button , click Excel Options, and then click the Advanced category.
    2. Under Editing options, do one of the following:
      • To make the selection remain in the cell that you were editing, clear the After pressing Enter, move selection check box.
      • To control the direction of the selection, select the After pressing Enter, move selection check box, click the arrow next to Direction, and then select a direction from the list.

  • Press TAB.

This stops Edit mode and selects the cell to the right of the current cell. Pressing SHIFT+TAB selects the cell to the left.

  • Click a different cell.

Excel exits Edit mode and selects the cell that you clicked.

  • Press F2.

Excel exits Edit mode and leaves the cursor where it is.

 

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Excel > Worksheet and Excel table basics > Entering and editing data

Turn automatic completion of cell entries on or off

Microsoft Office Excel completes text entries that you start to type in a column of data  if the first few letters that you type match an existing entry in that column. If you want to stop automatic completion, you can turn this option off.

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. Click Advanced, and then under Editing options, select or clear the Enable AutoComplete for cell values check box to turn this option on or off.

 

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Excel > Worksheet and Excel table basics > Entering and editing data

Automatically number rows

Unlike other Microsoft Office programs, such as Word, Excel does not provide a button to automatically number data. However, you can easily add sequential numbers to rows of data by dragging the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) to fill a column with a series of numbers or by using the ROW function.

Tip  If you are looking for a more advanced autonumbering system for your data, and Access is installed on your computer, you can import the Excel data to an Access database. In an Access database, you can create a field that automatically generates a unique number when you enter a new record in a table. For more information, see Exchange (copy, import, export) data between Excel and Access.

What do you want to do?

Display or hide the fill handle

Fill a column with a series of numbers

Use the ROW function to number rows

Display or hide the fill handle

The fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) is displayed by default, but you can turn it on or off.

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. In the Advanced category, under Editing options, select or clear the Enable fill handle and cell drag-and-drop check box to display or hide the fill handle.

 Note    To help prevent replacing existing data when you drag the fill handle, make sure that the Alert before overwriting cells check box is selected. If you do not want Excel to display a message about overwriting non-blank cells, you can clear this check box.

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Fill a column with a series of numbers

  1. Select the first cell in the range that you want to fill.
  2. Type the starting value for the series.
  3. Type a value in the next cell to establish a pattern.

Tip  For example, if you want the series 1, 2, 3, 4, 5..., type 1 and 2 in the first two cells. If you want the series 2, 4, 6, 8..., type 2 and 4.

  1. Select the cells that contain the starting values.
  2. Drag the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) across the range that you want to fill.

 Note    As you drag the fill handle across each cell, Excel displays a preview of the value that it will fill the cell with. By default, Excel uses a linear growth pattern to determine these values. If you want to apply a different growth pattern, drag the fill handle by holding down the right mouse button, and then choose a pattern from the shortcut menu.

To fill in increasing order, drag down or to the right. To fill in decreasing order, drag up or to the left.

Tip  If you do not see the fill handle, you may have to display it first. For more information, see Display or hide the fill handle.

 Note    These numbers are not automatically updated when you add, move, or remove rows. You can manually update the sequential numbering by selecting two numbers that are in the right sequence, and then dragging the fill handle to the end of the numbered range.

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Use the ROW function to number rows

  1. In the first cell of the range that you want to number, type =ROW(A1).

The ROW function returns the number of the row that you reference. For example, =ROW(A1) returns the number 1.

  1. Drag the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) across the range that you want to fill.

Tip  If you do not see the fill handle, you may have to display it first. For more information, see Display or hide the fill handle.

 Notes 

  • These numbers are updated when you sort them with your data. However, the sequence may be interrupted if you add, move, or delete rows. However, you can manually update the numbering by selecting two numbers that are in the right sequence, and then dragging the fill handle to the end of the numbered range.
  • If you are using the ROW function, and you want the numbers to be inserted automatically as you add new rows of data, turn that range of data into an Excel table. All rows that are added at the end of the table will be numbered in sequence. For more information, see Create or delete an Excel table in a worksheet.
  • To enter specific sequential number codes, such as purchase order numbers, you can use the ROW function with the TEXT function. For example, to start a numbered list with 000-001, you enter the formula =TEXT(ROW(A1),"000-000") in the first cell of the range that you want to number, and then drag the fill handle to the end of the range.

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Excel > Worksheet and Excel table basics > Entering and editing data

Create a list of sequential dates

You can quickly create a list of dates in sequential order by using the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) or the Fill command.

  1. On a worksheet, select the cell in which you want to start the list of sequential dates, and then type the first day or date in the list.

Tip  For example, type Monday or 6/15/08.

  1. To create the list, do one of the following:
    • To use the fill handle, do the following:
      1. Select the cell that contains the first date, and then drag the fill handle across the adjacent cells that you want to fill with the list of sequential dates.

 Note    The fill handle is displayed by default, but if it is not available, you must first set an option in Excel to enable the fill handle. For information about how to display the fill handle, see Display or hide the fill handle.

      1. To display days or weekdays only in your list, or to display dates with monthly or yearly intervals, after dragging the fill handle, click Auto Fill Options and then click Fill Days, Fill Weekdays, Fill Months, or Fill Years.
    • To use the Fill command, do the following:
      1. Starting with the cell that contains the first date, select the range of cells that you want to fill with the sequential list of dates.
      2. On the Home tab, in the Editing group, click Fill, and then click Series.

      1. In the Series dialog box, under Date unit, click the unit that you want to use.
      2. If you want to increase the increments that are used in the sequence and specify the end of the sequence, in the Step value and Stop value boxes, type the values that you want to use.

Tip  You can sort dates like any other data. By default, dates are sorted from the earliest date to the latest date.

 

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Excel > Worksheet and Excel table basics > Entering and editing data

Wrap text in a cell

Tags  add page break; column width; format a cell; formatting; mail merge; merge; new page; shrink to fit; spacing; text

What are tags?

If you want text to appear on multiple lines in a cell, you can format the cell so that the text wraps automatically, or you can enter a manual line break.

What do you want to do?

Wrap text automatically

Enter a line break

Wrap text automatically

  1. In a worksheet, select the cells that you want to format.
  2. On the Home tab, in the Alignment group, click Wrap Text .

 Notes 

  • Data in the cell wraps to fit the column width. When you change the column width, data wrapping adjusts automatically.
  • If all wrapped text is not visible, it may be because the row is set to a specific height.

How to adjust the row height

    1. Select the cell or range for which you want to adjust the row height.
    2. On the Home tab, in the Cells group, click Format.

    1. Under Cell Size , do one of the following:
      • To automatically adjust the row height, click AutoFit Row Height.
      • To specify a row height, click Row Height, and then type the row height that you want in the Row height box.

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Enter a line break

  • To start a new line of text at a specific point in a cell, double-click the cell, click the location where you want to break the line in the cell, and then press ALT+ENTER.

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Related Office Online discussions

Read related questions and answers from other Microsoft Office customers.

 

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Excel > Worksheet and Excel table basics > Entering and editing data

Insert bullets in a worksheet

Unlike Microsoft Office Word, Excel does not provide a button to create a bulleted list in text. To add bullets to worksheet text, you need to insert a symbol.

  1. Do one of the following:
    • To add a bullet to an empty cell on the worksheet, click the cell.

Tip  Do this when you want to insert bullets in a separate column from the one that contains the list items.

    • To add a bullet to a cell that contains list items, double-click the cell, and then place the insertion point where you want the bullet to appear.

Tip  Do this when you want the bullet and list items to appear in the same cell. To break existing text to a new line or to insert a new line in a cell so that you can create a list, press ALT+ENTER.

  1. On the Insert tab, in the Text group, click Symbol.

  1. In the Symbol dialog box, on the Symbols tab, in the Font box, click the font that you want to use.
  2. In the Symbol box, use the scroll bar to locate the bullet symbol that you want to insert.

Tip  Different fonts provide different symbols. If your font does not provide the bullet or other symbol that you want, try a selecting a font, such as Wingdings.

  1. Click the bullet symbol that you want, click Insert, and then click Close.
  2. To add more bullets, do one of the following:

 Note    The fill handle is displayed by default, but if it is not available, you must display it first. For information about how to display the fill handle, see Display or hide the fill handle.

 

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Excel > Worksheet and Excel table basics > Entering and editing data

Undo, redo, or repeat an action

You can undo and redo up to 100 actions in Microsoft Office programs, such as Microsoft Office Word 2007, Microsoft Office PowerPoint 2007, Microsoft Office Excel 2007, and Microsoft Office Access 2007. You can repeat actions as many times as you want.

What do you want to do?

Undo the last action or actions that you made

Redo actions that you undid

Repeat the last action

Undo the last action or actions that you made

To undo an action, do one or more of the following:

  • Click Undo on the Quick Access Toolbar.

Keyboard shortcut  You can also press CTRL+Z.

  • To undo several actions at once, click the arrow next to Undo , select the actions in the list that you want to undo, and then click the list.

All of the selected actions are reversed.

 Notes 

  • Some actions can't be undone, such as clicking any Microsoft Office Button command or saving a file. If you can't undo an action, the Undo command changes to Can't Undo.
  • In Excel, macros can clear all items from the undo list.

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Redo actions that you undid

  • To redo an action that you undid, click Redo on the Quick Access Toolbar.

Keyboard shortcut  You can also press CTRL+Y.

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Repeat the last action

Which 2007 Microsoft Office system program are you using?

Access

Excel

PowerPoint

Word

Access

For more information about undoing an action in Access, see Undo and redo typing.

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Excel

The Repeat command is not available on the Quick Access Toolbar by default. If you want to repeat the last action, you need to add the Repeat command to the Quick Access Toolbar first.

  1. Add the Repeat command to the Quick Access Toolbar by doing the following:
    1. Click Microsoft Office Button , and then click Excel Options.
    2. Click Customize.
    3. Under Choose commands from, click Popular Commands.
    4. In the list of commands, click Repeat, and then click Add.
    5. Click OK.
  2. Repeat the last action by clicking Repeat on the Quick Access Toolbar.

Keyboard shortcut  You can also press CTRL+Y.

 Note    Some actions, such as using a function in a cell, cannot be repeated. If you can't repeat the last action, the Repeat command changes to Can't Repeat.

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PowerPoint

  • To repeat the last action, click Repeat on the Quick Access Toolbar.

Keyboard shortcut  You can also press CTRL+Y.

 Note    If you can't repeat the last action, the Repeat command changes to Can't Repeat.

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Word

  • To repeat the last action, click Repeat on the Quick Access Toolbar.

Keyboard shortcut  You can also press CTRL+Y.

 Note    If you can't repeat the last action, the Repeat command changes to Can't Repeat.

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Excel > Worksheet and Excel table basics > Entering and editing data

Change the column width and row height

Tags  column; column headings column width; distribute columns evenly; row height; shrink to fit

What are tags?

On a worksheet, you can specify a column width of 0 (zero) to 255. This value represents the number of characters that can be displayed in a cell that is formatted with the standard font (standard font: The default text font for worksheets. The standard font determines the default font for the Normal cell style.). The default column width is 8.43 characters. If a column has a width of 0 (zero), the column is hidden.

You can specify a row height of 0 (zero) to 409. This value represents the height measurement in points (1 point equals approximately 1/72 inch or 0.035 cm). The default row height is 12.75 points (approximately 1/6 inch or 0.4 cm). If a row has a height of 0 (zero), the row is hidden.

If you are working in Page Layout view (View tab, Workbook Views group, Page Layout button), you can specify a column width or row height in inches. In this view, inches are the measurement unit by default, but you can change the measurement unit to centimeters or millimeters (Microsoft Office Button , Excel Options, Advanced category).

What do you want to do?

Set a column to a specific width

Change the column width to automatically fit the contents (auto fit)

Match the column width to another column

Change the default width for all columns on a worksheet or workbook

Change the width of columns by using the mouse

Set a row to a specific height

Change the row height to fit the contents

Change the height of rows by using the mouse

Set a column to a specific width

  1. Select the column or columns that you want to change.
  2. On the Home tab, in the Cells group, click Format.

  1. Under Cell Size, click Column Width.
  2. In the Column width box, type the value that you want.

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Change the column width to automatically fit the contents (auto fit)

  1. Select the column or columns that you want to change.
  2. On the Home tab, in the Cells group, click Format.

  1. Under Cell Size, click AutoFit Column Width.

Tip  To quickly autofit all columns on the worksheet, click the Select All button and then double-click any boundary between two column headings.

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Match the column width to another column

  1. Select a cell in the column that has the width that you want to use.
  2. On the Home tab, in the Clipboard group, click Copy, and then select the target column.

  1. On the Home tab, in the Clipboard group, click the arrow below Paste, and then click Paste Special.
  2. Under Paste, select Column widths.

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Change the default width for all columns on a worksheet or workbook

The value for the default column width indicates the average number of characters of the standard font that fit in a cell. You can specify a different number for the default column width for a worksheet or workbook.

  1. Do one of the following:

  1. On the Home tab, in the Cells group, click Format.

  1. Under Cell Size, click Default Width.
  2. In the Default column width box, type a new measurement.

Tip  If you want to define the default column width for all new workbooks and worksheets, you can create a workbook template or a worksheet template, and then base new workbooks or worksheets on those templates. For more information, see Create a template.

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Change the width of columns by using the mouse

Do one of the following:

  • To change the width of one column, drag the boundary on the right side of the column heading until the column is the width that you want.

  • To change the width of multiple columns, select the columns that you want to change, and then drag a boundary to the right of a selected column heading.
  • To change the width of columns to fit the contents, select the column or columns that you want to change, and then double-click the boundary to the right of a selected column heading.
  • To change the width of all columns on the worksheet, click the Select All button, and then drag the boundary of any column heading.

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Set a row to a specific height

  1. Select the row or rows that you want to change.
  2. On the Home tab, in the Cells group, click Format.

  1. Under Cell Size, click Row Height.
  2. In the Row height box, type the value that you want.

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Change the row height to fit the contents

  1. Select the row or rows that you want to change.
  2. On the Home tab, in the Cells group, click Format.

  1. Under Cell Size, click AutoFit Row Height.

Tip  To quickly autofit all rows on the worksheet, click the Select All button and then double-click the boundary below one of the row headings.

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Change the height of rows by using the mouse

Do one of the following:

  • To change the row height of one row, drag the boundary below the row heading until the row is the height that you want.

  • To change the row height of multiple rows, select the rows that you want to change, and then drag the boundary below one of the selected row headings.
  • To change the row height for all rows on the worksheet, click the Select All button, and then drag the boundary below any row heading.

  • To change the row height to fit the contents, double-click the boundary below the row heading.

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Excel > Worksheet and Excel table basics > Entering and editing data

Combine the contents of multiple cells

You can use the ampersand (&) operator in a formula to combine text from multiple cells into one cell, such as a first name and a last name.

  1. Select the cell in which you want to combine the contents of other cells.
  2. To start the formula, type =(
  3. To combine the contents of two cells, select the first cell that contains the text that you want to combine, type &" "& (a space enclosed in quotation marks), and then select the next cell that contains the text that you want to combine.

To combine the contents of more than two cells, continue selecting cells, making sure to type &" "& after you select each cell. If you don't want to add a space between combined text, type & instead of &" "&. To insert a comma, type &", "& (a comma followed by a space, both enclosed in quotation marks).

  1. To complete the formula, type )
  2. To see the results of the formula, press ENTER.

Tip  You can also use the CONCATENATE function to combine text from multiple cells into one cell, as shown in the following example.

Example

The following example worksheet shows samples of formulas that you can use.

The example may be easier to understand if you copy it to a blank worksheet.

How to copy an example

  1. Create a blank workbook or worksheet.
  2. Select the example in the Help topic.

 Note    Do not select the row or column headers.

Selecting an example from Help

  1. Press CTRL+C.
  2. In the worksheet, select cell A1, and press CTRL+V.
  3. To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group, click the Show Formulas button.

 

1

2

3

A

B

First Name

Last Name

Sara

Davis

Brad

Sutton

Formula

Description (Result)

=A2&" "&B2

Combines the names above, separated by a space (Sara Davis)

=B3&", "&A3

Combines the names above, separated by a comma (Sutton, Brad)

=CONCATENATE(A2," ",B2)

Combines the names above, separated by a space (Sara Davis)

 Note    The formula inserts a space between the first and last names by using a space enclosed within quotation marks. Use quotation marks to include any literal text  text that does not change  in the result.

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Excel > Worksheet and Excel table basics > Entering and editing data

Merge cells or split merged cells

Tags  cell; combine; combine text; format a cell; headings; join; mail merge; merge

What are tags?

You can't split an individual cell, but you can make it appear as if a cell has been split by merging the cells above it. For example, you want to split cell A2 into three cells that will appear, side-by-side, under cell A1 (you want to utilize cell A1 as a heading). It is not possible to split cell A2, but you can achieve a similar effect by merging cells A1, B1, and C1 into one, single cell. You then enter your data in cells A2, B2, and C2. These three cells appear as if they are split under one larger cell (A1) that acts as a heading.

When you merge two or more adjacent horizontal or vertical cells, the cells become one larger cell that is displayed across multiple columns or rows. When you merge multiple cells, the contents of only one cell (the upper-left cell for left-to-right languages, or the upper-right cell for right-to-left languages) appear in the merged cell (merged cell: A single cell that is created by combining two or more selected cells. The cell reference for a merged cell is the upper-left cell in the original selected range.). In the following example, using the Merge & Center command centers the text in the merged cell.

Important  The contents of the other cells that you merge are deleted.

You can split a merged cell into separate cells again by undoing its merge. If you don't remember where you have merged cells, you can use the Find command to quickly locate any or all merged cells.

What do you want to do?

Merge adjacent cells

Split a merged cell

Find merged cells

Merge adjacent cells

  1. Select two or more adjacent cells that you want to merge.

 Note    Make sure that the data that you want to display in the merged cell is contained in the upper-left cell of the selected range. Only the data in the upper-left cell will remain in the merged cell. Data in all the other cells of the selected range will be deleted.

  1. On the Home tab, in the Alignment group, click Merge and Center.

The cells will be merged in a row or column, and the cell contents will be centered in the merged cell. To merge cells without centering, click the arrow next to Merge and Center, and then click Merge Across or Merge Cells.

 Note    If the Merge and Center button is unavailable, the selected cells might be in Edit mode, or the cells might be inside an Excel table. To cancel Edit mode, press ENTER. You cannot merge cells that are inside an Excel table.

  1. To change the text alignment in the merged cell, select the cell, and then click any of the alignment buttons in the Alignment group on the Home tab.

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Split a merged cell

  1. Select the merged cell.

When you select a merged cell, the Merge and Center button also appears selected in the Alignment group on the Home tab.

  1. To split the merged cell, click Merge and Center .

The contents of the merged cell will appear in the upper-left cell of the range of split cells.

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Find merged cells

  1. On the Home tab, in the Editing group, click Find & Select.

  1. Click Find.
  2. On the Find tab, click Options, and then click Format.
  3. On the Alignment tab, under Text control, select the Merge cells check box, and then click OK.
  4. Do one of the following:
    • To find the next occurrence of a merged cell, click Find Next.

Excel selects the next merged cell on the worksheet.

    • To find all merged cells, click Find All.

Excel displays a list of all merged cells in the bottom section of the Find and Replace dialog box. When you select a merged cell in this list, Excel selects that merged cell on the worksheet.

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Excel > Worksheet and Excel table basics > Entering and editing data

Distribute the contents of a cell into adjacent columns

You can split the contents of one or more cells in a column and distribute those contents as individual parts across other cells in adjacent columns. For example, your worksheet contains a column of full names that you want to split into separate first name and last name columns.

  1. Select the cell, range (range: Two or more cells on a sheet. The cells in a range can be adjacent or nonadjacent.), or entire column that contains the text values that you want to split.

 Note    A range that you want to split can include any number of rows, but it can include no more than one column. You also should keep enough blank columns to the right of the selected column to prevent existing data in adjacent columns from being overwritten by the data that will be distributed. If necessary, you can insert blank columns.

  1. On the Data tab, in the Data Tools group, click Text to Columns.

  1. Follow the instructions in the Convert Text to Columns Wizard to specify how you want to divide the text into columns.

 Note    For help with completing all the steps of the wizard, see the topic, Split names by using the Convert Text to Columns Wizard, or click Help in the Convert to Text Columns Wizard.

Tip  For an alternative method of distributing text across columns, see the article, Split text among columns by using functions.

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Excel > Worksheet and Excel table basics > Entering and editing data

Annotate a worksheet by using comments

You can add notes to a worksheet by using comments. Using comments can help you make a worksheet easier to understand by providing additional context for the data it contains. For example, you can use a comment as a note that provides information about data in an individual cell, or you can add a comment to a column heading to provide guidance on data that a user should enter.

When a cell has a comment, a red indicator appears in the corner of the cell. When you rest the pointer on the cell, the comment appears.

After you add comments, you can edit and format the text in comments, move or resize the comments, copy them, display or hide them, or control how they and their indicators are displayed. When you no longer need comments, you can delete them.

What do you want to do?

Add a comment

Edit a comment

Format a comment

Move or resize a comment

Copy comments to other cells

Display or hide comments and their indicators

Change the default name that is displayed in new comments

Review all comments in a workbook

Delete a comment

Add a comment

  1. Select the cell that you want to add a comment to.
  2. On the Review tab, in the Comments group, click New Comment.

Keyboard shortcut  You can also press SHIFT+F2.

A new comment is created, and the pointer moves to the comment. An indicator appears in the corner of the cell.

By default, the new comment is labeled with a name. To use a different name, you can select the name in the comment, and then type a new name. Or, you can remove the name by pressing DELETE.

 Note    To change the default name that is used for comment labels, see the section Change the default name that is displayed in new comments, later in this article.

  1. In the body of the comment, type the comment text.
  2. Click outside the comment box.

The comment box disappears, but the comment indicator remains. To keep the comment visible, do the following:

    1. Select the cell.
    2. In the Comments group on the Review tab, click Show/Hide Comment.

Tip  You can also right-click the cell that contains the comment, and then click Show/Hide Comments.

 Notes 

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Edit a comment

  1. Select the cell that contains the comment that you want to edit.
  2. On the Review tab, in the Comments group, click Edit Comment.

Keyboard shortcut  You can also press SHIFT+F2.

 Note    If the cell that you select does not have a comment, the Edit Comment command is not available in the Comments group. Instead, the New Comment command is available.

  1. Double-click the text in the comment, and then in the comment text box, edit the comment text.

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Format a comment

By default, text in comments uses the font Tahoma in font size 8. You cannot change the default font that is used, but you can change the format of the comment text in each comment. You can also change the shape of a comment; for example, you can use an oval callout instead of a rectangular comment. For more information, see Change the shape of a comment, later in this article.

Format comment text

  1. Select the cell that contains the comment that you want to format.
  2. On the Review tab, in the Comments group, click Edit Comment.

Keyboard shortcut  You can also press SHIFT+F2.

 Note    If the cell that you select does not have a comment, the Edit Comment command is not available in the Comments group. Instead, the New Comment command is available.

  1. Select the comment text that you want to format, and then do one of the following:
    • Right-click the selection, click Format Comment and then, in the Format Comment dialog box, select the formatting options that you want.
    • On the Home tab, in the Font group, click the formatting options that you want.

 Note    The Fill Color and Font Color options in the Font group are not available for comment text. To change the color of the text, you can right-click the selected comment text, and then click Format Comment.

Change the shape of a comment

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. Click the Customize category.
  3. In the Choose commands from box, click All Commands.
  4. In the list box, select Edit Shape, click Add, and then click OK.

This adds the Edit Shape button to the Quick Access Toolbar.

  1. In the worksheet, select the cell that contains the comment for which you want to change the shape.
  2. To display the comment on the worksheet, on the Review tab, in the Comments group, click Show/Hide Comment.

  1. Click the border of the comment.
  2. On the Quick Access Toolbar, click Edit Shape, and then click Change Shape.
  3. Click the shape that you want to use.

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Move or resize a comment

  1. Right-click the cell that has the comment that you want to change, and then click Show/Hide Comments.
  2. Click the comment box border so that sizing handles (sizing handle: One of the small circles or squares that appears at the corners and sides of a selected object. You drag these handles to change the size of the object.) appear. Make sure that the pointer is not in the comment.

  1. Do one of the following:
    • To move the comment, drag the border of the comment box, or press an arrow key.
    • To resize the comment, drag the handles on the sides and corners of the comment box.

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Copy comments to other cells

  1. Select the cell or cells that contain the comments that you want to copy.
  2. On the Home tab, in the Clipboard group, click Copy .

Keyboard shortcut  You can also press CTRL+C.

  1. Select the upper-left cell of the paste area (paste area: The target destination for data that's been cut or copied by using the Office Clipboard.).
  2. On the Home tab, in the Clipboard group, click the arrow below Paste , and then click Paste Special.

Keyboard shortcut  You can also press CTRL+ALT+V.

  1. In the Paste Special dialog box, under Paste, click Comments, and then click OK.
  2. To cancel the moving border, click another cell or press ESC.

 Note    Do not press ENTER after you click OK. If you do, cell contents will be copied to the paste area in addition to the comment.

 Note    Copied comments replace any existing comments in the destination area (destination area: The range of cells that you select to hold the summarized data in a consolidation. The destination area can be on the same worksheet as the source data or on a different worksheet. A worksheet can contain only one consolidation.).

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Display or hide comments and their indicators

By default, Excel displays an indicator only when a cell contains a comment, but you can control how Excel displays comments and indicators in cells by changing the default settings. You can also display or hide comments on the worksheet.

Indicator

Comment

Change the default display settings for comments

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. In the Advanced category, under Display, do one of the following:
    • To hide both comments and indicators throughout the workbook, under For cells with comments, show, click No comments or indicators.
    • To show indicators but display comments only when you rest the pointer over their cells, under For cells with comments, show, click Indicators only, and comments on hover.
    • To display both comments and indicators at all times, under For cells with comments, show, click Comments and indicators.

Display or hide comments on the worksheet

  1. Click the cell or cells that contain a comment indicator.
  2. On the Review tab, in the Comments group, click Show/Hide Comment.

Tip  You can also right-click the cell that contains the comment, and then click Show/Hide Comments.

Display or hide all comments on the worksheet

  • On the Review tab, in the Comments group, click Show All Comments.

Tip  Clicking Show All Comments again will hide all comments on the worksheet.

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Change the default name that is displayed in new comments

Excel labels each new comment by using a name that you specify in the Excel Options dialog box. You can change that name as needed.

  1. Click the Microsoft Office Button , and then click Excel Options.
  2. In the Popular category, under Personalize your copy of Microsoft Office, type a name in the User name box.

 Note    If the User name box is empty, when you add a comment, Excel automatically sets the value of the User name box to your user name, and uses that name for the label.

Tip  Although you cannot suppress comment labels, you can remove labels from comments by deleting them.

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Review all comments in a workbook

  1. On the worksheet, click the first cell that contains a comment that you want to review.
  2. To review each comment, on the Review tab, in the Comments group, click Next or Previous to view comments in sequence or reverse order.

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Delete a comment

  1. Click the cell that contains the comment that you want to delete.
  2. Do one of the following:
    • On the Review tab, in the Comments group, click Delete.
    • On the Review tab, in the Comments group, click Show/Hide Comment to display the comment, double-click the comment text box, and then press DELETE.

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See Also

 

 

Excel > Worksheet and Excel table basics > Entering and editing data

Clear cells of contents or formats

You can clear cells to remove the cell contents (formulas and data), formats (including number formats, conditional formats, and borders), and any attached comments. The cleared cells remain as blank or unformatted cells on the worksheet.

  1. Select the cells, rows, or columns that you want to clear.

How to select cells, rows, or columns

To select

Do this

A single cell

Click the cell, or press the arrow keys to move to the cell.

A range of cells

Click the first cell in the range, and then drag to the last cell, or hold down SHIFT while you press the arrow keys to extend the selection.

You can also select the first cell in the range, and then press F8 to extend the selection by using the arrow keys. To stop extending the selection, press F8 again.

A large range of cells

Click the first cell in the range, and then hold down SHIFT while you click the last cell in the range. You can scroll to make the last cell visible.

All cells on a worksheet

Click the Select All button.

To select the entire worksheet, you can also press CTRL+A.

 Note    If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet.

Nonadjacent cells or cell ranges

Select the first cell or range of cells, and then hold down CTRL while you select the other cells or ranges.

You can also select the first cell or range of cells, and then press SHIFT+F8 to add another nonadjacent cell or range to the selection. To stop adding cells or ranges to the selection, press SHIFT+F8 again.

 Note    You cannot cancel the selection of a cell or range of cells in a nonadjacent selection without canceling the entire selection.

An entire row or column

Click the row or column heading.

Row heading

Column heading

You can also select cells in a row or column by selecting the first cell and then pressing CTRL+SHIFT+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

 Note    If the row or column contains data, CTRL+SHIFT+ARROW key selects the row or column to the last used cell. Pressing CTRL+SHIFT+ARROW key a second time selects the entire row or column.

Adjacent rows or columns

Drag across the row or column headings. Or select the first row or column; then hold down SHIFT while you select the last row or column.

Nonadjacent rows or columns

Click the column or row heading of the first row or column in your selection; then hold down CTRL while you click the column or row headings of other rows or columns that you want to add to the selection.

The first or last cell in a row or column

Select a cell in the row or column, and then press CTRL+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).

The first or last cell on a worksheet or in a Microsoft Office Excel table

Press CTRL+HOME to select the first cell on the worksheet or in an Excel list.

Press CTRL+END to select the last cell on the worksheet or in an Excel list that contains data or formatting.

Cells to the last used cell on the worksheet (lower-right corner)

Select the first cell, and then press CTRL+SHIFT+END to extend the selection of cells to the last used cell on the worksheet (lower-right corner).

Cells to the beginning of the worksheet

Select the first cell, and then press CTRL+SHIFT+HOME to extend the selection of cells to the beginning of the worksheet.

More or fewer cells than the active selection

Hold down SHIFT while you click the last cell that you want to include in the new selection. The rectangular range between the active cell (active cell: The selected cell in which data is entered when you begin typing. Only one cell is active at a time. The active cell is bounded by a heavy border.) and the cell that you click becomes the new selection.

  1. On the Home tab, in the Editing group, click the arrow next to the Clear button , and then do one of the following:
    • To clear all contents, formats, and comments that are contained in the selected cells, click Clear All.
    • To clear only the formats that are applied to the selected cells, click Clear Formats.
    • To clear only the contents in the selected cells, leaving any formats and comments in place, click Clear Contents.
    • To clear any comments that are attached to the selected cells, click Clear Comments.

 Notes 

  • If you click a cell and then press DELETE or BACKSPACE, you clear the cell contents without removing any cell formats or cell comments.
  • If you clear a cell by using Clear All or Clear Contents, the cell no longer contains a value, and a formula that refers to that cell receives a value of 0 (zero).
  • If you want to remove cells from the worksheet and shift the surrounding cells to fill the space, you can select the cells and delete them. On the Home tab, in the Cells group, click the arrow next to Delete, and then click Delete Cells.

 

See Also

 

 

Excel > Worksheet and Excel table basics > Entering and editing data

Find or replace text and numbers on a worksheet

Tags  edit; find; search

What are tags?

  1. In a worksheet (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.), click any cell.
  2. On the Home tab, in the Editing group, click Find & Select.

  1. Do the following:
    • To find text or numbers, click Find.
    • To find and replace text or numbers, click Replace.
  2. In the Find what box, type the text or numbers that you want to search for, or click the arrow in the Find what box, and then click a recent search in the list.

You can use wildcard characters, such as an asterisk (*) or a question mark (?), in your search criteria:

    • Use the asterisk to find any string of characters. For example, s*d finds "sad" and "started".
    • Use the question mark to find any single character. For example, s?t finds "sat" and "set".

Tip  You can find asterisks, question marks, and tilde characters (~) in worksheet data by preceding them with a tilde character in the Find what box. For example, to find data that contains "?", you would type ~? as your search criteria.

  1. Click Options to further define your search, and then do any of the following:
    • To search for data in a worksheet or in an entire workbook, in the Within box, select Sheet or Workbook.
    • To search for data in specific rows or columns, in the Search box, click By Rows or By Columns.
    • To search for data with specific details, in the Look in box, click Formulas, Values, or Comments.
    • To search for case-sensitive data, select the Match case check box.
    • To search for cells that contain just the characters that you typed in the Find what box, select the Match entire cell contents check box.
  2. If you want to search for text or numbers that also have specific formatting, click Format, and then make your selections in the Find Format dialog box.

Tip  If you want to find cells that just match a specific format, you can delete any criteria in the Find what box, and then select a specific cell format as an example. Click the arrow next to Format, click Choose Format From Cell, and then click the cell that has the formatting that you want to search for.

  1. Do one of the following:
    • To find text or numbers, click Find All or Find Next.

Tip  When you click Find All, every occurrence of the criteria that you are searching for will be listed, and you can make a cell active by clicking a specific occurrence in the list. You can sort the results of a Find All search by clicking a column heading.

    • To replace text or numbers, type the replacement characters in the Replace with box (or leave this box blank to replace the characters with nothing), and then click Find or Find All.

 Note    If the Replace with box is not available, click the Replace tab.

If needed, you can cancel a search in progress by pressing ESC.

  1. To replace the highlighted occurrence or all occurrences of the found characters, click Replace or Replace All.

Tips

  • Microsoft Office Excel saves the formatting options that you define. If you search the worksheet for data again and cannot find characters that you know to be there, you may need to clear the formatting options from the previous search. On the Find tab, click Options to display the formatting options, click the arrow next to Format, and then click Clear Find Format.
  • You can also use the SEARCH and FIND functions to find text or numbers on a worksheet.

Related Office Online discussions

Read related questions and answers from other Microsoft Office customers.

 

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Excel > Worksheet and Excel table basics > Entering and editing data

Locate and reset the last cell on a worksheet

When you save a workbook, Microsoft Office Excel stores only the part of each worksheet that contains data or formatting. Empty cells may contain formatting that causes the last cell in a row or column to fall outside of the range of cells that contains data. This causes the file size of the workbook to be larger than necessary and may result in more printed pages when you print the worksheet or workbook.

To avoid these issues, you can locate the last cell that contains data or formatting on a worksheet, and then reset that last cell by clearing all of the formatting that may be applied in empty rows or columns between the data and the last cell.

What do you want to do?

Locate the last cell that contains data or formatting on a worksheet

Clear all formatting between the last cell and the data

Locate the last cell that contains data or formatting on a worksheet

  • To locate the last cell that contains data or formatting, click anywhere in the worksheet, and then press CTRL+END.

 Note    To select the very last cell in a row or column, press END, and then press the RIGHT ARROW key or the DOWN ARROW key.

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Clear all formatting between the last cell and the data

  1. Do one of the following:
    • To select all columns to the right of the last column that contains data, click the first column heading, hold down CTRL, and then click the column headings of the columns that you want to select.

Tip  You can also click the first column heading, and then press CTRL+SHIFT+END.

    • To select all rows below the last row that contains data, click the first row heading, hold down CTRL, and then click the row headings of the rows that you want to select.

Tip  You can also click the first row heading, and then press CTRL+SHIFT+END.

  1. On the Home tab, in the Editing group, click the arrow next to the Clear button , and then click Clear All.
  2. Click the Microsoft Office Button , and then click Save.
  3. Click the Microsoft Office Button , and then click Close.

When you open the workbook again, the last cell of the data should be the last cell on the worksheet.

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See Also

 

 

Excel > Worksheet and Excel table basics > Entering and editing data

What happened to the data form?

The Form button has not been included on the Office Fluent user interface Ribbon, but you can still use it in Office Excel 2007 by adding the Form button to the Quick Access Toolbar.

Add the Form button to the Quick Access Toolbar

  1. Click the arrow next to the Quick Access Toolbar, and then click More Commands.
  2. In the Choose commands from box, click All Commands.
  3. In the list box, select the Form button , and then click Add.

Tip  For more information about how to use the data form, see Add, edit, find, and delete rows by using a data form.

 

 

Excel > Worksheet and Excel table basics > Entering and editing data

Add or delete a text box

A text box is an object (object: A table, chart, graphic, equation, or other form of information. Objects created in one application, for example spreadsheets, and linked or embedded in another application are OLE objects.) that you can add to your 2007 Microsoft Office system document to emphasize or set off text.

Which 2007 Microsoft Office system program are you using?

Excel

Outlook

PowerPoint

Word

Excel

Add a text box

  1. On the Insert tab, in the Text group, click Text Box.

  1. Click in the worksheet, and then drag to draw the text box the size that you want.
  2. To add text to a text box, click inside the text box, and then type or paste text.

 Notes 

  • To format text in the text box, use the formatting options in the Font group on the Home tab.

Delete a text box

  • Click the border of the text box that you want to delete, and then press DELETE.

Make sure that the pointer is not inside the text box, but rather on the border of the text box. If the pointer is not on the border, pressing DELETE will delete the text inside the text box and not the text box.

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Outlook

Add a text box

  1. In an e-mail message, on the Insert tab, in the Text group, click Text Box, and then click Draw Text Box.

  1. Click in the e-mail message, and then drag to draw the text box the size that you want.
  2. To add text to a text box, click inside the text box, and then type or paste text.

 Notes 

  • To format text in the text box, use the formatting options in the Font group on the Format Text tab.

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Delete a text box

  • Click the border of the text box that you want to delete, and then press DELETE.

Make sure that the pointer is not inside the text box, but rather on the border of the text box. If the pointer is not on the border, pressing DELETE will delete the text inside the text box and not the text box.

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PowerPoint

Add a text box

  1. On the Insert tab, in the Text group, click Text Box.

  1. Click in the presentation, and then drag to draw the text box the size that you want.
  2. To add text to a text box, click inside the text box, and then type or paste text.

 Notes 

  • To format text in the text box, use the formatting options in the Font group on the Home tab.

Delete a text box

  • Click the border of the text box that you want to delete, and then press DELETE.

Make sure that the pointer is not inside the text box, but rather on the border of the text box. If the pointer is not on the border, pressing DELETE will delete the text inside the text box and not the text box.

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Word

To add a check box instead of a text box, see Make a checklist in Word.

Add a text box

  1. On the Insert tab, in the Text group, click Text Box, and then click Draw Text Box.

  1. Click in the document, and then drag to draw the text box the size that you want.
  2. To add text to a text box, click inside the text box, and then type or paste text.

 Notes 

  • To format text in the text box, use the formatting options in the Font group on the Home tab.

Delete a text box

  • Click the border of the text box that you want to delete, and then press DELETE.

Make sure that the pointer is not inside the text box, but rather on the border of the text box. If the pointer is not on the border, pressing DELETE will delete the text inside the text box and not the text box.

 Note    If you have problems printing text boxes, make sure that the Print drawings created in Word check box is selected. Click the Microsoft Office Button , click Word Options, click Display, and then under Printing Options, select the Print drawings created in Word check box.

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