To try and work the data from an excel sheet you will need to know what types of documents you can operate in a Microsoft calculation template.
Because of this, we have prepared this article for you to find all the information related to the step by step you will do to work with the information that you enter into a calculation template.
If you want to know more, you will have to continue reading. We will explain what a formula is and how you can use it in the best way. Finally, we will also tell you what the movements by cells are and how you should use the views.
What kind of documents can be worked in Excel?
The types of documents with which you can work in Microsoft Excel are the following:
- Link files symbolic.
- Database of type DBF 3 and DBF 4.
- Documents data exchange.
- Text files in TWO.
- Documents in format XPS.
- File formats Microsoft Excel.
- Spreadsheet OpenDocument.
- Images.
- Bitmap.
- Drawing object Office in format EMF.
- OwnerLink, ObjectLink, GIFs and files JPG.
- PDF.
- Text display.
- Text Unicode.
- Delimited values by commas, tabs or spaces.
Learn step by step how to process the data in your Excel spreadsheet
Next, we will explain the step by step you must do to process the data in your Excel spreadsheet:
Formulas
Adding data
When you need to add data you can do it directly through the function AUTOSUMAFor this you will have to select all the cells you want to add and then press Enter.
Another way you have using the keyboard is to type the sign = and then enter the first formula words, Microsoft Excel will help you with autocomplete and it will show you the results in a window that you will find next to the cell that you write. To access the function you want, you can do it using the directional arrows and then press Enter.
Movement through the cells
Moving in the cells will allow you to know what formulas each one has and what its syntax is to understand the origin of the data you want to analyze. To do this you will have to use the keyboard address dates or use the mouse to select the desired cell. If you want to see what is the formula that the cell has you can press the F2 key either do Double click to know the origin of each field in the same spreadsheet.
Insert shapes
When you want graphs related to block drawings, stars, flowcharts or lines to be included in your spreadsheet, you can use the function Shapes What does it offer Microsoft Excel. To do this, you will have to go to the tab Insert, then click on Illustrations and finally select Shapes. Next, you will have to go to the place where you want the graph to appear and press Enter.
If you wish, can modify the contour and fill lines, for this you will have to right click on the shape and then choose the option Shape format. So that a configuration panel appears on the screen in which you can choose the fill and the type of lines. You will also be able to incorporate and edit words if you choose the tab Text options. This will allow you to generate text effects or include boxes within the graphic figure.
When you have several drawings in your template, you can order them by taking them forward or back by clicking the right mouse button and choosing the option Bring to the front or Send to bottom. In case you want to group them to move them all together so that you can copy and modify their size, you will have to work with the option Group once you have selected them all by holding down the key Ctrl pressed.
Autofill cells
The autocomplete cells tool allows you to quickly and accurately find the formula you want. For this you will have to insert, in the cell in which you want Excel I threw the result at you, the sign = and then start write the formula name.
You will see a popup which will be located next to the cell you are typing in. In this box you will find all the suggestions that the program gives you so that you can choose the correct formula. When you find the one you need you will have to select it with the mouse or with an arrow of direction of the keyboard.
Add or remove rows or columns
When you want to add rows or columns, you can do it completely or incorporate or delete certain cells. That is, it will not be necessary for you to incorporate an entire horizontal or vertical line.
In the first case you will have to select the column or row and then right click. Next, you will have to choose the option Insert (or Delete, as the case may be) to end your goal. In case you need to add or remove certain cells, you will have to select them and right click to choose Insert or Delete.
Next, you will have to choose:
- Move cells to the right.
- Move cells toward down.
- Insert all one row.
- Insert all one column.
You should be aware that this movement can affect the format from the rest of the data table, especially if you have merged cells.
Hide rows or columns
If you have a spreadsheet that has auxiliary calculations that allow you to better analyze the information, you are going to be able to hide these reinforcement operations so that they do not appear in the printout of the sheet or to generate a visual complication on your screen. You can hide both cells and rows completely.
In this case, you must select the line you want to stop seeing clicking on the header of the row or column. Then you will have to do right click and select Hide or Show (depending on your case). A quick way for you to choose what you want is to do it using the keyboard. For a column you will have to press the keys together Ctrl and the space bar. If you want to select a row, you will use the shortcut space bar + Shift.
Wrap text in cells
If you need to fit a text in the cell or a combination of these, you will have to use the Fit text function. This will allow you to find all the words that you have written inside the cell, but you should bear in mind that the height of the cell will change.
To perform this task you will have to do right click in the cell you want to have sorted and then choose the option Cell format. A new window will open in which you will have to choose the tab Alignment and enable, in the field Text control, the tool Adjust text. You can also perform these steps if you go to the Home tab and search the group Alignment, the function Adjust text. This is very useful when you work with tables and you need to order the titles of the columns or rows.
Text format
He text format in Microsoft Excel refers to the type of data that will appear in cells and with which you will work as if they were words and not as dates, numbers or currencies. This has the advantage that Excel it will not add or average these data, among other functions.
Also, you can use logical formulas that will help you find different variables. To perform the conversion of a cell to a format of text you're going to have to select it and do right click. Then you will have to choose the option Cell format and choose the tab Number. When you are in this place, search the list of Category the function Text.
Absolute references
A absolute reference is one that is always related to the same cell (or range of these) and allows the formula to remain unchanged when you include that cell. In this way, you can move the absolute reference cell to either side of the calculation template and you will be sure that the result will not be altered.
To make an absolute reference you will have to create the formula with the corresponding syntax and then enter in front of the column and row name the $ symbol. For example, if you have the cell D4, you can do it as an absolute reference $ D $ 4. This is very useful when you want a formula you have created to span other cells, but if you drag it with the mouse Microsoft Excel will take it as a mobile reference. For this reason, it is a good idea to use the absolute reference.
Views
Cell format
If you select a cell and right click you can choose the option Cell format. In this way, you will access different tabs that will help you configure the data that you will include in the cell.
The tabs are:
- Number. You will be able to modify the type of format the cell will have, so you can choose if you want a general format, number, currency, accounting and date, among other options.
- Alignment. You can use this tab to align text in a horizontal and vertical location. You can also use to adjust the text to one cell, combine them or reduce a phrase to the size of a area. Lastly, you will have the option to choose an address of the text, that is, if you want to do it from the left to the right or vice versa.
- This tab will allow you to configure the font that will appear in the calculation template. You will be able to choose the type of font, style, size and color.
- If you wish, the cell or range you have chosen may have a border or outline, so you can choose its color and thickness.
- As with the edge, you will also be able include a certain color and fill effect in the cells.
- This section is used to lock cells and hide formulas so that other users cannot modify to the same.