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Range

In the previous lesson, you learned how to enter labels in a worksheet. In this lesson, you will be working with the other basic type of worksheet information: values. Values are the numbers, dates, and other numerical information in a worksheet that are usually used in calculations. A value can be any type of numerical data: numbers, percentages, fractions, currencies, dates, and times. Excel treats information that contains numbers, dates or times, and certain numerical punctuation as a value and automatically right-aligns it in the cell. Values don’t have to contain only numbers. You can also use numerical punctuation including: the period (.) for a decimal point, the hyphen (-) for negative values, the dollar sign ($) for currencies, the percent sign (%) for percentages, and the comma (,) for separating numbers like 1,000.

Entering values in a worksheet is no different from entering labels: you simply type the value and confirm the entry by clicking the Enter button or pressing <Enter>, <Tab>, or any of the arrow keys. One more important thing to know about entering values: You can use the numeric keypad on your keyboard to key in values, which for most people is a very fast method to enter data once you’re familiar with it.

Figure 1-23

Entering values in a worksheet and selecting a range

Ranges are identified by the first and last cells in the range, so this range would be F7:G10

Figure 1-23

1. Click the first cell of the range you want to select

2. Drag the mouse pointer to the last cell of the range

Chapter One: The Fundamentals

37

To Select a Cell Range:

• Click the first cell of the range, and then drag the mouse pointer to the last cell.

Or…

• Make sure the active cell is the first cell of the cell range, then press and hold the <Shift> key while moving the cell pointer to the last cell.

To Deselect a Cell Range:

• Click any cell outside of the selected cell range.

1

1..

2

2..

Up until now, you have only worked with a single cell. In order to be proficient at Excel you need to know how to select and work with multiple cells.

3

3..

You have just selected a range of cells. A range consists of two or more selected cells and is identified by the first and last cells in the range, for example F7:G10. To select a range all you have to do is position the pointer over the first cell, click and hold the mouse button, drag the pointer to the last cell you want in the range, then release the mouse button.

Whenever you see that you’re going to have to enter data in a block or range of cells, it is sometimes a good idea to select the range to make data entry easier and faster. Selecting a range of cells restricts the cell pointer so it can only move inside the selected range.

4

4..

<Enter>, and then type 3000. Do not press <Enter> after typing 3000.

By now, you know that pressing <Enter> normally completes the cell entry and moves the cell pointer down to the next cell. Remember, however, that right now you are working in a selected cell range. Go on to the next step and see what happens when you press the <Enter> key.

5

5..

Instead of moving down to the next cell, F11, the cell pointer moves to the next cell in the selected range, cell G7. By selecting a range, you restrict where the cell pointer can move and can concentrate on your data entry instead of worrying about where the cell pointer is. Go ahead and enter the remaining numbers.

6

6..

after typing 3000.

1200 500 7000 3000

You’re at G10, the last cell in the selected range. So, what will happen if you press the <Enter> key now? Go on to the next step and find out.

7

7..

The cell pointer moves back to the first cell in the selected range, F7. Once you’re finished working on a selected range you can deselect the range by clicking any cell in the worksheet.

8

8..

Compare your worksheet with the one in Figure 1-23 when you have finished.

Selecting a Cell Range

Ranges are identified by the first and last cells in the range, such as F7:G10.

Other Ways to Select a Cell Range:

• Make sure the active cell is the first cell of the cell range, and then press and hold the

<Shift> key while moving the cell pointer to the last cell.

38 Microsoft Excel 2003

Lesson 1-14: Calculating Value