PM2 - Management Reporting – IT Office Tools (MS Excel)

Chapter - 3
Modifying a Worksheet:
Insert, Delete, and Adjust Cells, Columns, and Rows:
While working on a worksheet, new cells, columns, or rows may need to be inserted.
When cells are inserted, the existing cells shift to make room for the new cells.

Insert cells:

1. Select the cell or cell range.

2. Click the Home tab on the Ribbon and click the Insert button list arrow in the Cells

group. Select Insert Cells.

The Insert dialog box appears.

3. Select the insert option to use and click OK.

The cell(s) are inserted and the existing cells shift.

Other Ways to Insert Cells:

Right-click the selected cell(s) and select Insert from the contextual menu. Select an

option and click OK.

Insert rows or columns:

1. Select the row heading below or column heading to the right of where the new row

or column will insert.

2. Click the Home tab on the Ribbon and click the Insert list arrow in the Cells group. Select

Insert Rows or Insert Columns.

The row or column is inserted. Existing rows are shifted downward, while existing columns
are shifted to the right.
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Other Ways to Insert Rows or Columns: Right-click a row or column

heading and select insert from the contextual menu.

Deleting Cells, Rows, and Columns:

It’s easy to quickly delete existing cells, columns, or rows from a worksheet. When cells are
deleted, the existing cells shift to fill the space left by the deletion

Delete cells:

1. Select the cell(s) to delete.

2. Click the Home tab on the Ribbon and click the Delete list arrow in the Cells group.

Select Delete Cells.

The Delete dialog box appears. Here Excel tells how to move the remaining cells to cover
the hole left by the deleted cell(s) by selecting “Shift cells left” or “Shift cells up.”

Tip: Select Entire row or Entire column in the Delete dialog box to delete an entire
row or column.

3. Select an option and click OK.

The cell(s) are deleted and the remaining cells are shifted.

Trap: Pressing the <Delete> key only clears a cell’s contents; it doesn’t delete the actual
cell.
Other Ways to Delete Cells:
Right-click the selection and select Delete from the contextual menu. Select an option

and click OK.

Delete rows or columns:

1. Select the row or column heading(s) to delete.

2. Click the Home tab on the Ribbon and click the Delete button in the Cells group.

The rows or columns are deleted. Remaining rows are shifted up, while remaining columns
are shifted to the left.
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Other Ways to Delete Rows or Columns: Select the column or row heading(s) to
delete, right-click any of them, and select Delete from the contextual menu. Or, click the

Delete list arrow and select Delete Sheet Rows or Delete Sheet Columns. The row
or column of the active cell is deleted.

Adjusting Row Height and Column Width:

When work is begun on a worksheet, all the rows and columns are the same size. As
information is entered into the worksheet, some of the columns or rows may not be large
enough to display the information they contain.

Adjust column width:

1. Point to the column header’s right border until the pointer changes to a.

2. Click and drag to the left or right to adjust the width.

A dotted line appears as its dragged, showing where the new column border
will be.
Other Ways to Adjust Column Width: Right-click the column header(s), select
Column Width from the contextual menu, and enter the column width. Or, select the
column header(s), click the Format button in the Cells group on the Home tab, select

Width, and enter column width.

Adjust row height:

1. Point to the row header’s bottom border until the pointer changes to a.

2. Click and drag up or down to adjust the height.

A dotted line appears as its dragged, showing where the new row border will be.

Other Ways to Adjust Row Height: Right-click the row header(s), selects Row
Height from the contextual menu, and enters the row height. Or, select the row
header(s), click the Format button in the Cells group on the Home tab, select Height,

and enter the row height.

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AutoFit columns or rows:

The AutoFit feature automatically resizes columns or rows to fit the cell in each column or
row that has the widest or tallest contents.

1. Double-click the right border of the column(s) or bottom border of the row(s).

Tips:

o AutoFit multiple rows or columns, select the rows and columns then double-click the
corresponding border to adjust all selected rows or columns.

Search for and Replace Data:

Excel’s find and replace commands can scan a worksheet for labels and values with just a
few clicks of the mouse.

Find:
The Find feature makes it very easy to find specific words and values in a worksheet.

1. Click the Home tab on the Ribbon and click the Find & Select button in the Editing group.
Select Find from the list. The Find tab of the Find and Replace dialog box appears.

Other Ways to Find Text: Press <Ctrl> + <F>.

2. Type the text or value to find in the “Find what” text box.

3. Click the Find Next button.

Excel jumps to the first occurrence of the word, phrase, or value that was entered.

4. Click the Find Next button again to move on to other occurrences.

5. Click Close.

Replace:
Replace finds specific words and values, and then replaces them with something else.
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1. Click the Home tab on the Ribbon and click the Find & Select button in the Editing

group. Select Replace from the list.

The Replace tab of the Find and Replace dialog box appears.

Other Ways to Replace Text: Press <Ctrl> + <H>.

2. Type the text or value to replace in the “Find what” text box.

3. Type the replacement text or value in the “Replace with” text box

4. Click the Find Next button. Excel jumps to the first occurrence of the word, phrase, or
value in the “Find what” box.

Use Proofing and Research Tools:

You can use the Spelling, Thesaurus, Smart Lookup and Translate option available in Review
Tab for proofing and research purposes.

Checking Spelling:
Use Excel’s spell checker to find and correct spelling errors in worksheets.

1. Click the Review tab on the Ribbon and click the Spelling button in the Proofing group.
Excel begins checking spelling with the active cell.
Tip: Depending on which cell is active when spell check is started, a dialog box may appear
asking if spell check should start over at the beginning of the sheet. Select Yes.

Other Ways to Check Spelling: Press <F7>.

If Excel finds an error, the Spelling dialog box appears with the misspelling in the “Not in
Dictionary” text box. Several options are available to choose from when the Spelling dialog
box opens:
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• Ignore Once: Accepts the spelling and moves on to the next spelling error.

• Ignore All: Accepts the spelling and ignores all future occurrences of the word in the
worksheet.

• Add to Dictionary: If a word is not recognized in the Microsoft Office Dictionary, it is

marked as misspelled. This command adds the word to the dictionary so it is recognized in
the future.

• Change: Changes the spelling of the word to the spelling that is selected in the
Suggestions list.

Change All: Changes all occurrences of the word in the worksheet to the selected
spelling.
Trap: Exercise caution when using this command—it might end up changing something
that shouldn’t be changed.

• AutoCorrect: Changes the spelling of the word to the spelling that is selected in the
Suggestions list, and adds the misspelled word to the AutoCorrect list so that Excel will
automatically fix it whenever it is typed in the future.

2. If the word is spelled incorrectly, select the correct spelling from the Suggestions list. Then
click Change, Change All, or AutoCorrect. If the word is spelled correctly, click

Ignore Once, Ignore All, Add to Dictionary.

Excel applies the command and moves on to the next misspelling.