[vip_students] Excel tutorial:lesson 22,Moving Cell Data
- From: "NCBI Technical Support" <paul.traynor@xxxxxxx>
- To: <vip_students@xxxxxxxxxxxxx>
- Date: Sun, 29 Apr 2007 10:45:01 +0100
Moving Cell Data
Introduction. To move data from one cell to another, use the Cut and Paste
commands. Excel allows you to move some of the data within a cell or all the
data in a selected cell or range of cells. When you activate the Cut
command, Excel places the data on the clipboard.
The Cut command appears on the Edit menu. This tutorial always directs you
to use the keyboard shortcut, Ctrl-X.
Reminder. If you want to remove the data completely, then you should use
either the Clear or the Delete command on the Edit menu.
Exercise Objectives. In the following three exercises, you will move data
within a cell, all of the data in a single cell, and data in a range of
cells.
Exercise: Moving Data within a Cell
Complete the following fourteen steps to move data within a cell to another
cell.
Step 1: Press Ctrl-Home to move to cell A1. JFW announces, "First Cell
Pedicure Products A1."
Step 2: Press F2 to activate the edit mode. The insertion point appears
after the word "Products."
Step 3: Press Home to move the insertion point before the word "Pedicure."
Step 4: Press Shift-End to select the data in the cell. Then, press
Shift-Insert-Down Arrow to verify the selection.
Step 5: Press Ctrl-X to activate the Cut command. When you activate the Cut
command, Excel removes the data. JFW announces, "Cut Selected Range Edit."
Step 6: Press Insert-Up Arrow to verify the data was removed from cell A1.
JFW announces, "Blank."
Step 7: Press Enter to accept the change.
Step 8: Select cell A12 by pressing the Down Arrow key until JFW announces,
"Total A12."
Step 9: Press F2 to activate the edit mode. The insertion point appears
after the word "Total."
Step 10: Press Home to move the insertion point before the word "Total."
Then, press Insert-Numpad 5 to verify.
Step 11: Press Ctrl-V to paste the data you cut from cell A1. JFW
announces, "Pasted Selected Text from Clipboard Edit." Excel inserts the
words "Pedicure Products" before the word "Total."
Step 12: Press the Spacebar to insert a blank space between the words
"Products" and "Total."
Step 13: Press Insert-Up Arrow to read the data in cell A12. JFW announces,
"Pedicure Products Total."
Step 14: Press Enter to accept the data in cell A12.
Exercise: Moving Cell Data Quickly
When you move data in a selected cell or range of cells, Excel places a
dotted selection cursor around the cell containing the data you are moving.
The cut data remains in the cell until you activate the Paste command.
Complete the following six steps to move all data in a cell quickly.
Step 1: Press Ctrl-Home to move the selection cursor to cell A1.
Step 2: Select cell A4 by pressing the Down Arrow key until JFW announces,
"Quarterly Totals A4."
Step 3: Press Insert-C to verify cell A4 is selected. Then, press Ctrl-X to
activate the Cut command. JFW announces, "Cut Selected Range."
When you activate the Cut command, Excel places the contents of cell A4 on
the clipboard. The selection cursor around the cell changes to a dotted
selection cursor. The data will remain in the cell until you activate the
Paste command.
Step 4: Select cell A21 by pressing the Down Arrow key until JFW announces,
"Blank A21."
Step 5: Press Insert-C to verify cell A21 is selected. Then, press Ctrl-V
to paste the contents of the clipboard. JFW announces, "Pasted Text from
Clipboard." Excel inserts the data from cell A4 into cell A21.
When you activate the Paste command, Excel removes the data from cell A4 and
inserts it in cell A21.
Step 6: Verify that the data was moved by pressing the Numpad 5 key. JFW
announces, "Quarterly Totals." Then, press Insert-C to verify cell A21 is
selected. JFW announces, "A21."
Exercise: Moving Data in a Range of Cells
Complete the following ten steps to move the data in cells E6 through E12 to
cells B15 through B21.
Step 1: Press Ctrl-Home to move to cell A1.
Step 2: Press the Down Arrow key until you have selected cell A6. Then,
move to cell E6 by pressing the Right Arrow key until JFW announces, "Total
E6."
Step 3: Press Insert-C to verify cell E6 is selected. Then, press
Shift-Down Arrow six times to select cells E6 through E12. JFW announces,
"Select" followed by the cell data.
Step 4: Press Shift-Insert-Down Arrow to verify the selection. JFW
announces, "Selected Range E6 Through E12 Total 1762 1985 1639 1683
2021 9090."
Step 5: Press Ctrl-X to activate the Cut command. JFW announces, "Cut
Selected Text to Clipboard."
When you activate the Cut command, Excel places all the contents of cells E6
through E12 onto the clipboard and changes the selection cursor around the
cells to a dotted selection cursor. The data will remain in the cells until
you activate the Paste command.
Step 6: Move the selection cursor to cell B15 by pressing the Left Arrow
key until you have selected cell B6. Then, press the Down Arrow key until
JFW announces, "Blank B15."
Step 7: Press Insert-C to verify cell B15 is selected. Then, press Ctrl-V
to paste the contents of the clipboard. JFW announces, "Pasted Text from
Clipboard."
Excel inserts the data from cells E6 through E12 into cells B15 through B21.
When you activate the Paste command, Excel removes the data from cells E6
through E12 and places it in cells B15 through B21.
Step 8: Press Enter to accept the information in cells B15 through B21. JFW
announces, "Enter."
Step 9: Press Home to remove the selection cursor. The focus moves to cell
A16.
Step 10: Press the Right Arrow key to move to cell B16. Then, press the Up
and Down Arrow keys to verify that the data was moved.
Tip - Cancel Cut Command. To cancel the Cut command, press Escape after you
have pressed Ctrl-X. Excel will remove the dotted selection cursor from the
selected cell or range of cells. The data will remain in the cells.
What You Learned. In this topic, you learned:
You can use the Cut and Paste commands to move data in one cell to another.
When you activate the Cut command, Excel places the data on the clipboard
and changes the selection cursor around a cell or range of cells to a dotted
selection cursor. The cut data will remain in the cells until you activate
the Paste command.
You can press Ctrl-X to activate the Cut command. You can press Ctrl-V to
activate the Paste command
Topic: Collecting and Pasting Multiple Items
Introduction. Using the Windows clipboard, you can only cut or copy
adjacent items. Each time you cut or copy an item, it replaces the item
currently on the Windows clipboard.
The Office Clipboard allows you to copy or cut several items from different
places in your workbook and paste those items individually or altogether
into the same workbook or another workbook or document. For example, you can
copy data in Excel and in Access, and then paste those items into a Word
document. The Office Clipboard stores up to 24 items.
Note that when you cut or copy multiple items to the Office Clipboard, the
last item you cut or copied will be placed on the Windows clipboard as well.
Also, if you choose the Clear All button in the Office Clipboard, the
contents of the Windows clipboard will be cleared too.
Using the Office Clipboard. To place items on the Office Clipboard, choose
the Office Clipboard command on the Edit menu. Office Clipboard commands
will appear in the Task Pane. Then, simply copy or cut the items as usual.
The items you cut or copy will appear in the Click an Item to Paste list box
in the Task Pane.
You must move the focus to the Task Pane in order to paste an item. To move
the focus to the Task Pane, first press Alt to move the focus to the menu
bar. Then, press Ctrl-Tab until JFW announces, "Task Pane 1 of 24 -
Clipboard 1 of 24 - Clipboard List Box," followed by the first item in the
list.
The Office Clipboard only appears in the active workbook. If you want to use
the Office Clipboard in another workbook, you must open the clipboard in
that workbook as well.
The Office Clipboard may appear in the Task Pane when you press Ctrl-X or
Ctrl-C twice quickly.
Exercise Objectives. In the following three exercises, you will review the
Office Clipboard in the Task Pane. You will also copy data from two Excel
workbooks and place them in a new Excel workbook.
Open the Year 2002.xls Workbook and a New Workbook. Complete the following
five steps to open Year 2002.xls and a new workbook. (Sales.xls will also be
open.)
Step 1: Press Insert-T to verify Sales.xls is the active workbook. JFW
announces, "Title Equals Microsoft Excel - Sales.xls."
Step 2: Press Ctrl-O to open the Open dialog box. JFW announces, "Open
Dialog File Name: Edit."
Step 3: Type a:\example\year 2002.xls in the File Name field. Then, press
Enter.
Year 2002.xls opens. JFW announces, "Microsoft Excel - Year 2002.xls Sheet1
A1 Through G1 Pampered Piggies Pedicure Products."
Step 4: Press Ctrl-N to open a new, blank workbook. JFW announces, "Book2
Sheet1 A1."
You now have three workbooks open (Sales.xls, Year 2002.xls, and Book2.xls).
Step 5: Switch to Sales.xls by pressing Ctrl-F6 until JFW announces,
"Sales.xls Sheet1 Pampered Piggies Pedicure Products A1."
Exercise: Reviewing the Office Clipboard
Complete the following seven steps to open and review the Office Clipboard.
Step 1: Press Insert-T to verify Sales.xls is the active workbook. JFW
announces, "Title Equals Microsoft Excel - Sales.xls."
Step 2: Press Alt-E to pull down the Edit menu. Press the Down Arrow key
until the Office Clipboard command is selected, and then press Enter.
The Office Clipboard commands appear in the Task Pane. The focus is in the
Task Pane. JFW announces, "Task Pane 1 of 24 - Clipboard 1 of 24 -
Clipboard List Box," followed by the first item in the list.
Step 3: Press Insert-Tab to read the active field. JFW announces, "1 of 24
- Clipboard List Box," followed by the first item in the list.
The focus is in the Click an Item to Paste list box. This list box lists
each item that you copied or cut. You may place up to 24 items in the
clipboard. Currently, only one item appears in the clipboard.
To paste an item, select the item. Then, press Enter.
Step 4: Press Tab to move to the Options button. JFW announces, "Options
Button."
The Options button opens a menu listing commands for changing the way the
Office Clipboard appears.
Step 5: Press Tab to move to the Paste All button. JFW announces, "Paste
All Button."
When you activate the Paste All button, Excel pastes all of the items in the
Office Clipboard into the active workbook.
Step 6: Press Tab to move to the Clear All button. JFW announces, "Clear
All Button."
When you activate the Clear All button, Excel removes all of the items from
the Office Clipboard. (When you activate the Clear All button, you will
clear the Windows clipboard as well.)
Step 7: Press Escape to return the focus to the active workbook. JFW
announces, "Leaving Task Pane Total B16."
The Office Clipboard remains open in the current workbook. It will remain
open until you choose another task, hide the Task Pane, or exit Excel.
Remember, the Office Clipboard will only appear in the active workbook. If
you want to use the Office Clipboard in another workbook, you must open it
using the Office Clipboard command on the Edit menu.
Exercise: Copying Data to the Office Clipboard
Complete the following eight steps to copy data from two different
workbooks.
Step 1: Press Insert-T to verify Sales.xls is the active workbook. JFW
announces, "Title Equals Microsoft Excel - Sales.xls." Then, press Ctrl-Home
to move to cell A1.
Step 2: Move to cell A6 by pressing the Down Arrow key until JFW announces,
"Premium Products A6."
Step 3: Select cells A6 through A12 by pressing Shift-Down Arrow six times.
Then, press Shift-Insert-Down Arrow to verify the selected data.
Step 4: Press Ctrl-C to copy the selected data.
JFW announces, "Copied Selected Text to Clipboard," indicating that Excel
copied the data to the Office Clipboard and to the Windows Clipboard.
Step 5: Switch to Year 2002.xls by pressing Ctrl-F6 until JFW announces,
"Year 2002.xls Sheet1 A1 Through G1 Pampered Piggies Pedicure Products."
The Office Clipboard does not appear in this workbook. However, if you
simply want to copy or cut an item, you do not need to display it.
Step 6: Move to cell A4 by pressing the Down Arrow key until JFW announces,
"Sales Rep A4."
Step 7: Select cells A4 through A10 by pressing Shift-Down Arrow six times.
Then, press Shift-Insert-Down Arrow to verify the selected data.
Step 8: Press Ctrl-C to copy the selected data.
JFW announces, "Copied Selected Text to Clipboard," indicating that Excel
copied the data to the Office Clipboard and to the Windows Clipboard.
Data from both workbooks appear in the Office Clipboard.
Exercise: Pasting Items from the Office Clipboard
Complete the following twelve steps to paste the data you copied from
Sales.xls and Year 2002.xls into the new workbook.
Step 1: Switch to the new workbook by pressing Ctrl-F6 until JFW announces,
"Book2 Sheet1 Blank A1."
Step 2: Move to cell A4 by pressing the Down Arrow key until JFW announces,
"Blank A4."
Step 3: Press Alt-E to pull down the Edit menu. Then, press B to choose the
Office Clipboard command.
The Office Clipboard commands appear in the Task Pane. The focus is in the
Task Pane. JFW announces, "Task Pane 3 of 24 - Clipboard 3 of 24 -
Clipboard List Box," followed by the first item in the list.
Step 4: Press the Up or Down Arrow key until JFW announces, "Premium
Products Happy As A Hog Foot Cream Welcoming Wallow Heated Foot Massagers
Smells Like the Barnyard Foot Mud Piggies Polish Total 1 of 3." Then,
press Enter to paste the item.
When you press Enter, Excel inserts the product data in cells A4 through
A10. The focus remains in the Office Clipboard.
Step 5: Press Escape to return the focus to the worksheet. JFW announces,
"Leaving Task Pane Premium Products A4."
Step 6: Move to cell A11 by pressing the Down Arrow key until JFW
announces, "Blank A11."
Step 7: Move the focus to the menu bar by pressing the Alt key. Then, press
Ctrl-Tab until JFW announces, "Task Pane 3 of 24 - Clipboard 3 of 24 -
Clipboard List Box," followed by the first item in the list.
Step 8: Press the Down Arrow key until JFW announces, "Sales Rep Sue
Saunter Mary Manus Jane Digit Mike Walker Jack Shoat Totals 3 of 3."
Then, press Enter to paste the data.
When you press Enter, Excel inserts the sale representative data in cells
A11 through A17.
Step 9: Press Escape to return the focus to the worksheet. JFW announces,
"Leaving Task Pane A11 Through A17."
Step 10: Press Ctrl-Home to move the focus to the top of the worksheet.
Then, press the Down Arrow key to read the data.
Step 11: Press Ctrl-F4 to close the Book2 workbook. A dialog box prompts
you to save the changes to the Book2 workbook. Press N to activate the No
button.
Year 2002.xls becomes the active workbook. JFW announces, "Close Document
Window Microsoft Excel - Year 2002.xls."
Step 12: Press Ctrl-F4 to close Year 2002.xls. JFW announces, "Close
Document Window Microsoft Excel - Sales.xls."
Sales.xls is the active workbook.
What You Learned. In this topic, you learned:
You can use the Office Clipboard to copy or cut several items from different
places in an Office document or application and paste those items
individually or altogether into the same document or another document.
The Office Clipboard stores up to 24 items.
When you cut or copy multiple items to the Office Clipboard, the last item
you cut or copied will be placed on the Windows clipboard as well.
If you choose the Clear All button in the Office Clipboard, the Windows
clipboard will be cleared too.
To place items on the Office Clipboard, choose the Office Clipboard command
on the Edit menu. Then, simply copy or cut the items as usual.
To move the focus to the Office Clipboard in the Task Pane, first press Alt
to move the focus to the menu bar. Then, press Ctrl-Tab until JFW reads the
first item in the Click an Item to Paste list box.
To paste an item, move the focus to the Click an Item to Paste list box in
the Office Clipboard. Select the item to paste, and then press Enter.
Topic: Using the Undo and Redo/Repeat Commands
Introduction. Excel's Undo command allows you to reverse editing or
formatting changes you made. If you change your mind and decide you want to
make the change after all, you can use the Redo command to cancel the Undo
command. The Repeat command allows you to repeat the last action taken.
Exercise Objectives. In the following two exercises, you will use the Undo
and Redo commands.
Undo Command. If you accidentally make changes to text or enter the wrong
command, you can reverse the changes using the Undo command. The name of the
command depends on the most recent action taken. For example, the command
name changes to Can't Undo if you are not allowed to undo the change. The
command name changes to Undo Clear when you press the Delete key to remove
selected data. The Undo command appears on the Edit menu. This tutorial
always directs you to use the keyboard shortcut Ctrl-Z to activate the Undo
command.
If you are unsure what Undo action will be taken, check the Edit menu.
Because the Undo command is the first command on the Edit menu, JFW
automatically reads the command when you pull down the Edit menu.
Exercise: Using the Undo Command
Complete the following seven steps to use the Undo command.
Step 1: Press Ctrl-Home to move the selection cursor to cell A1. JFW
announces, "First Cell Blank A1."
Step 2: Select cell A6 by pressing the Down Arrow key until JFW announces,
"New Products A6."
Step 3: Press the Numpad 5 key to read the contents of cell A6 again.
Step 4: Press Delete to activate the Clear command and remove the data from
this cell. JFW does not indicate the text was removed.
Step 5: Press the Numpad 5 key to read the contents of cell A6 again. JFW
announces, "Blank."
Step 6: Press Ctrl-Z to activate the Undo command and undo the Clear
command. JFW announces, "Undo."
Step 7: Press the Numpad 5 key to read the contents of cell A6. JFW should
announce, "New Products."
Redo/Repeat Command. If you want to repeat the last change you made in a
workbook, use the Repeat command. The name of the command depends on the
most recent action taken. The Repeat command changes to Can't Repeat if you
cannot repeat the last action. When you use the Undo command to reverse an
action, the Repeat command changes to Redo. The Redo/Repeat command appears
on the Edit menu. This tutorial always directs you to use the keyboard
shortcut Ctrl-Y to activate this command.
If you are unsure what Redo/Repeat action will be taken, check the Edit
menu.
Exercise: Using the Redo Command
Complete the following five steps to use the Redo command.
Step 1: Press Insert-C and then the Numpad 5 key to verify cell A6 is
selected.
Step 2: Press Ctrl-Y to activate the Redo command and redo the Clear
command. JFW does not indicate that the Redo command was activated.
Step 3: Press the Numpad 5 key to read the contents of the cell. JFW
announces, "Blank."
Step 4: Press Ctrl-Z to activate the Undo command and undo the Clear
command again.
Step 5: Press the Numpad 5 key to read the contents of the cell. JFW should
announce, "New Products."
Tip - Undo and Redo/Repeat Commands. If you want to undo a series of
actions, press Ctrl-Z repeatedly. To redo or repeat a series of actions,
press Ctrl-Y repeatedly.
What You Learned. In this topic, you learned:
Excel's Undo command allows you to reverse editing or formatting changes you
make. Press Ctrl-Z to activate the Undo command.
You can press Ctrl-Y to activate the Redo command and cancel the Undo
command.
The name of the Undo and Redo/Repeat commands depends on the most recent
action taken.
The Undo and Redo/Repeat commands appear on the Edit menu.
If you want to undo or redo/repeat a series of actions, press Ctrl-Z or
Ctrl-Y repeatedly.
Topic: Using the Go To Command
Introduction. The Go To command allows you to move to a specific cell in
the active worksheet. You can also use this command to select a range of
cells in your workbook. You should use this command when you know to which
cell you want to move or you know which range of cells you want to select.
Exercise Objectives. In the following three exercises, you will review the
Go To dialog box, use the Go To dialog box to move to a specific cell in
your worksheet, and use the Go To dialog box to select a range of cells.
Exercise: Reviewing the Go To Dialog Box
The Go To command appears on the Edit menu. This tutorial always directs you
to use the keyboard shortcut Ctrl-G when using the Go To command.
Complete the following seven steps to review the Go To dialog box.
Step 1: Press Ctrl-G to activate the Go To command.
The Go To dialog box appears. JFW announces, "Go To Dialog Reference: Edit
Combo."
The insertion point appears in the Reference edit field.
Step 2: Press Insert-Tab to verify the focus is in the Reference edit
field. JFW announces, "Reference: Edit Combo To set the value, use the
Arrow keys or type the value."
Use the Reference field to type in the cell reference to which you want to
move or the range that you want to select.
Step 3: Press Tab to move to the Go To list box. JFW announces, "Go To:
List Box No Selected Item."
Use the Go To list box to select a cell reference to which you moved
previously. (Only the last four will be listed.)
Step 4: Press Tab to move to the Special button. JFW announces, "Special
Dot Dot Dot Button."
When you activate the Special button, the Go To Special dialog box appears.
Use the Go To Special dialog box to designate objects, comments, or cells
with special characteristics or entries to which you want to move.
Step 5: Press Tab to move to the OK button. JFW announces, "OK Button."
Once you have typed or selected the cell reference or range to which you
want to move, activate the OK button.
Step 6: Press Tab to move to the Cancel button. JFW announces, "Cancel
Button."
If you decide you do not want to use the Go To feature, activate the Cancel
button.
Step 7: Press Escape to activate the Cancel button.
The Go To dialog box closes. The focus returns to cell A1. JFW announces,
"Pampered Piggies Pedicure Products A1."
Exercise: Using the Go To Command
Complete the following four steps to move to a specific cell in your
worksheet using the Go To command.
Step 1: Press Ctrl-G to open the Go To dialog box. JFW announces, "Go To
Dialog Reference: Edit Combo."
The insertion point appears in the Reference field. The dialog box is
prompting you for the cell reference to which you want to move or the cell
range that you want to select.
Step 2: In the Reference edit field, type D6.
Tip: Excel retains information in the Go To dialog box. If a number appears
in the Reference edit field when you open the Go To dialog box, press the
Backspace key to clear the field. Then, type D6.
Step 3: Press Tab until the OK button is selected. Then, press Enter to
activate the OK button.
Excel closes the Go To dialog box and moves to cell D6. JFW announces, "Week
3 D6."
Step 4: Press Insert-C to verify cell D6 is selected. Then, press the
Numpad 5 key to read the cell contents again. JFW announces, "Week 3."
Exercise: Selecting a Range of Cells
Complete the following six steps to select cells C6 through C12 using the Go
To dialog box.
Step 1: Press Ctrl-G to open the Go To dialog box. JFW announces, "Go To
Dialog Reference: Edit Combo A1."
Step 2: In the Reference edit field, press Delete to remove the information
from the previous move.
Step 3: In the Reference edit field, type C6:C12. (You can press Insert-Tab
to verify.)
Reminder: Excel uses a colon to denote a range of cells.
Step 4: Press Tab until the OK button is selected. Then, press Enter to
activate the OK button.
Excel closes the Go To dialog box and selects cells C6 through C12. JFW
announces, "C6 Through C12 Week 2 523 664 522 539 691 2939."
Step 5: Press Shift-Insert-Down Arrow to verify the selection. JFW
announces, "Selected Range C6 Through C12 Week 2 523 664 522 539 691
2939."
Step 6: Press Ctrl-Home to remove the selection cursor and move to cell A1.
Tip: Selecting Non-Adjacent Cells. You can use the Go To dialog box to
select non-adjacent cells. For example, if you want to select cells A6, A7,
A8, B12, and D7, type A6:A8, B12, D7, in the Reference field in the Go To
dialog box. Then, press Enter. Excel will select the cells (You can press
Shift-Insert-Down Arrow to verify the selection. In this case, JFW would
announce, "Three Areas A6 Through A8, B12, D7.")
What You Learned. In this topic, you learned:
The keyboard shortcut for the Go To command is Ctrl-G. When you press
Ctrl-G, the Go To dialog box appears.
You can use the Go To command to move to a specific cell in the active
worksheet.
You can use the Go To dialog box to select a range of cells.
You can use the Go To dialog box to select non-adjacent cells.
Topic: Using the Find and Replace Commands
Introduction. The Find and Replace commands are helpful editing commands.
You can use the Find command to move to a cell that contains specific text,
number, formula, or formatting. The Replace command allows you to search for
cells that contain text, numbers, formulas or formatting and replace that
information with the information you specify.
Exercise Objectives. In the following four exercises, you will review the
Find and Replace dialog box, search for data in a worksheet, and search and
replace data in a worksheet.
Exercise: Reviewing the Find and Replace Dialog Box
You may use the Find command on the Edit menu or the Ctrl-F keystroke to
open the Find and Replace dialog box.
Complete the following sixteen steps to review the Find and Replace dialog
box.
Step 1: Press Ctrl-Home to move the selection cursor to cell A1.
Step 2: Press Ctrl-F to activate the Find command.
The Find and Replace dialog box appears. JFW announces, "Find and Replace
Dialog Find Page Find What: Edit Combo." (JFW may also read text in the
Find What edit field from a previous search.)
The Find and Replace dialog box contains two tabbed pages: Find and Replace.
When you press Ctrl-F, the Find and Replace dialog box opens to the Find
tabbed page.
Step 3: Press Insert-Tab to verify the focus is in the Find What combo box.
JFW announces, "Find What: Edit Combo To set the value, use the Arrow keys
or type the value."
You will use the Find What combo box to enter the data you want to find or
select data from a previous search.
Step 4: Press Tab to move to the Options button. JFW announces, "Options
Button."
When you activate the Options button, the Find and Replace dialog box
expands to reveal additional searching options. To hide the additional
searching options, choose the Options button again.
Step 5: Press Tab to move to the Find All button. JFW announces, "Find All
Button."
Use the Find All button when you want Excel to locate all occurrences of the
data you entered in the Find What field. When you use this feature, a list
box with the location of each occurrence will appear at the bottom of the
Find and Replace dialog box. This list box lists the workbook, worksheet,
cell name (if available), cell reference, and cell data.
Step 6: Press Tab to move to the Find Next button. JFW announces, "Find
Next Button Alt-F."
Activate the Find Next button when you have typed in the data you want to
find. The Find Next button will search for the next occurrence of the data.
You can press Alt-F to activate this button. (If you want to find a previous
occurrence of the data, press Alt-Shift-F.)
Step 7: Press Tab to move to the Close button. JFW announces, "Close
Button."
Activate the Close button when you want to cancel the search and close the
Find and Replace dialog box. You can press Escape to activate this button.
Step 8: Press Shift-Tab until the focus is on the Options button. JFW
announces, "Options Greater Greater Button." Then, press Enter to activate
the Options button.
The Find and Replace dialog box expands to reveal additional search criteria
options. The focus moves to the Find What field. JFW announces, "Find What:
Edit Combo."
Step 9: Press Tab to move to the Format button. JFW announces, "Format Dot
Dot Dot Button Alt-M."
The Format field is both a combo box and button. When you press Enter on the
field, the Find Format dialog box appears. You can use the Find Format
dialog box to select formatting attributes for which you want to search.
When you press the Down Arrow key on the field, a menu appears listing
additional commands for searching for formatting attributes.
Step 10: Press Tab to move to the Within Combo box. JFW announces, "Within:
Combo Box Sheet."
Use the Within combo box to specify whether you want to search for data in
any worksheet in the workbook or in the current worksheet only.
Step 11: Press Tab to move to the Search combo box. JFW announces, "Search:
Combo Box By Rows."
Use the Search combo box to select a search direction. You may choose to
search down through columns by selecting the By Columns option or search
right across rows by selecting the By Rows option.
Step 12: Press Tab to move to the Look In combo box. JFW announces, "Look
In: Combo Box Formulas."
Use the Look In combo box to specify whether you want to search the value of
the cells (Values), underlying formulas (Formulas), or comments attached to
cells (Comments). For example, a cell displays "11" but actually contains a
formula ="1"&"1". Excel would find this cell when searching for the value
"11", but not when searching for a formula containing "11". (On the Replace
tabbed page Formulas is the only option.)
Step 13: Press Tab to move to the Match Case check box. JFW announces,
"Match Case Check Box Not Checked."
When you check the Match Case check box, Excel will perform a case-sensitive
search.
Step 14: Press Tab to move to the Match Entire Cell Contents check box. JFW
announces, "Match Entire Cell Contents Check Box Not Checked."
The Match Entire Cell Contents check box allows you to limit your search to
an exact and complete match of characters specified in the Find What field.
Step 15: When you are finished reviewing the additional search criteria
options, select the Options button by pressing Tab until JFW announces,
"Options Less Less Button Alt-T." Then, press Enter to activate the button.
The Find and Replace dialog box returns to its minimum size.
Important! You should always return the Find and Replace dialog box to its
minimum size once you have chosen additional search options appropriate for
your search. By reducing the size, you ensure the Find and Replace dialog
box does not cover the data Excel found.
Step 16: When you are finished reviewing the Find tabbed page on the Find
and Replace dialog box, press Escape to activate the Close button and close
the dialog box.
JFW announces, "Pampered Piggies Pedicure Products A1." The focus returns
to the worksheet.
Exercise: Finding Data in a Worksheet
Complete the following fourteen steps to find all cells that contain the
word "Happy" in the active worksheet.
Step 1: Press Ctrl-Home to ensure the selection cursor is on cell A1.
Step 2: Press Ctrl-F to open the Find and Replace dialog box. JFW
announces, "Find and Replace Dialog Find Page Find What: Edit Combo."
The insertion point appears in the Find What combo box.
Step 3: In the Find What field, type Happy. (You can press Insert-Tab to
verify.)
Step 4: Press Tab until the Find Next button is selected. Then, press Enter
to begin the search for the word "Happy."
When Excel finds the first cell containing the word "Happy," it places a
selection cursor around the cell. JFW announces, "Find What: Edit Combo
Happy."
The Find and Replace dialog box remains open and active.
Step 5: Press Escape to close the Find and Replace dialog box.
The cell containing the word "happy" remains selected.
Step 6: Press Insert-C to read the cell reference. JFW announces, "A7."
Then, press the Numpad 5 key to read the cell contents. JFW announces,
"Happy Hooves Callus [Gel]."
Find the next cell containing the word "Happy."
Step 7: Press Ctrl-F to open the Find and Replace dialog box again. (The
search criteria you specified remain.) Then, press Alt-F to activate the
Find Next button and search for the next cell containing the word "Happy."
JFW does not indicate when Excel has found the next occurrence.
Step 8: Press Escape to close the Find and Replace dialog box.
The cell containing the word "happy" remains selected.
Step 9: Press Insert-C to read the cell reference. JFW announces, "A8."
Then, press the Numpad 5 key to read the cell contents. JFW announces,
"Happy as a Hog Foot Cream."
Find the next cell containing the word "Happy."
Step 10: Press Ctrl-F to open the Find and Replace dialog box again. Then
press Alt-F to activate the Find Next button and search for the next cell
containing the word "Happy."
JFW does not indicate when Excel has found the next occurrence.
Step 11: Press Escape to close the Find and Replace dialog box. Press
Insert-C to read the cell reference. JFW announces, "A16." Then, press the
Numpad 5 key to read the cell contents. JFW announces, "Happy Hooves Callus
[Gel]."
Find the next cell containing the word "Happy."
Step 12: Press Ctrl-F to open the Find and Replace dialog box again. Then,
press Alt-F to activate the Find Next button and search for the next cell
containing the word "Happy."
JFW does not indicate when Excel has found the next occurrence.
Step 13: Press Escape to close the Find and Replace dialog box. Press
Insert-C to read the cell reference. JFW announces, "A7." Then, press the
Numpad 5 key to read the cell contents. JFW announces, "Happy Hooves Callus
[Gel]."
You should notice that Excel returned to cell A7. Excel does not indicate
when it has found all cells containing the data you specified in the Find
and Replace dialog box. It will continue to move to the cells containing the
data. When Excel returns to the first cell it found containing the data you
specified, then the search is complete.
Step 14: Press Ctrl-Home to remove the selection cursor and move the focus
to cell A1. JFW announces, "First Cell Pampered Piggies Pedicure Products
Blank A1."
About The Replace Tabbed Page. The Replace tabbed page is formatted much
like the Find tabbed page. However, it contains a Replace edit field and
Replace buttons. Use the Replace edit field to enter the replacement data.
Use the Replace button to replace the current occurrence of the data; use
the Replace All button to replace every occurrence of the data.
You may use the Replace command on the Edit menu or the Ctrl-H keystroke to
open to the Replace tabbed page on the Find and Replace dialog box.
Exercise: Replacing Data in a Worksheet
Complete the following eleven steps to find and replace data in your
worksheet.
Step 1: Press Ctrl-Home to ensure the selection cursor is around cell A1.
Step 2: Press Ctrl-H to open the Find and Replace dialog box. JFW
announces, "Find and Replace Dialog Replace Page Find What: Edit Happy." A
selection cursor appears around the word "Happy" in the Find What field.
The dialog box is prompting you to enter the data for which you want to
search and the replacement data.
Step 3: In the Find What field, type Week. (When you begin typing, Excel
automatically replaces text that may be in the field.)
Step 4: Press Tab to move to the Replace field. JFW announces, "Replace
With: Edit."
Step 5: In the Replace field, type Quarter.
Step 6: Press Tab to move to the Search combo box. JFW announces, "Search:
Combo Box By Columns." If JFW does not indicate the By Columns option is
selected, press the Down Arrow key to select it.
Note: If the Search combo box is not available on the dialog box, press Tab
until the Options button is selected. JFW announces, "Options Greater
Greater Button." Then, press Enter to activate the Options button. The Find
and Replace dialog box expands to reveal additional search criteria options.
Press Tab until the Search combo box is selected.
Step 7: Press Alt-F to activate the Find Next button and begin the search
for the word "Week."
When Excel finds the first cell containing the word "Week," it places a
selection cursor around the cell. The Find and Replace dialog box remains
open and active. JFW does not indicate Excel found the word "Week."
Step 8: Press Escape to close the Find and Replace dialog box.
The cell containing the word "Week" remains selected.
Step 9: Press Insert-C to read the cell reference. JFW announces, "B6."
Then, press Numpad 5 to read the cell contents. JFW announces, "Week 1."
You have two options for replacing the data. You may activate the Replace
button. When you use the Replace button, Excel will replace the current
occurrence of the word "Week" with the word "Quarter."
The other option is to activate the Replace All button. When you use the
Replace All button, Excel replaces every occurrence of the word "Week"
without prompting you to verify the replacement. Use the Replace All button
when you are certain you want to replace every occurrence.
In this instance, you do want to replace every occurrence of the word "Week"
with the word "Quarter."
Step 10: Press Ctrl-H to open the Find and Replace dialog box again. (The
search criteria that you specified remain.)
Step 11: Press Tab until the Replace All button is selected. Then, press
Enter to activate the button.
Excel replaces all occurrences of the word "Week" with the word "Quarter,"
and closes the Find and Replace dialog box. JFW announces, "Quarter 1 B6".
The selection cursor is around cell B6.
If you want to verify Excel replaced the word "Week" with the word
"Quarter," press the Right and Left Arrow keys to review the data.
What You Learned. In this topic, you learned:
You can use the Find command to locate cells that contain the data you
specify.
The keyboard shortcut for the Find command is Ctrl-F. When you press Ctrl-F,
the Find and Replace dialog box opens to the Find tabbed page.
To determine whether Excel found the cell for which you were searching, you
must close the Find and Replace dialog box. Then, press Insert-C and Numpad
5 to read the selected cell. You can then reopen the Find and Replace dialog
box and resume your search.
Excel does not indicate when it has found all cells containing the data you
specified in the Find and Replace dialog box. It will continue to move to
the cells containing the data. When Excel returns to the first cell it found
containing the data you specified, then the search is complete.
The Replace command allows you to search your worksheet for text, formats,
special characters, and other elements and replace that information with the
information you specify.
The keyboard shortcut for the Replace command is Ctrl-H. When you press
Ctrl-H, the Find and Replace dialog box opens to the Replace tabbed page.
You have two options for replacing the data. You may activate either the
Replace button or the Replace All button. When you use the Replace button,
Excel replaces the current occurrence. When you use the Replace All button,
Excel automatically replaces every occurrence of the data without prompting
you to verify. Use the Replace All button when you are certain you want to
replace every occurrence.
In the Find and Replace dialog box, you can activate the Options button to
specify additional search and replace criteria.
In the Find and Replace dialog boxes, Excel retains search criteria from one
search to the next, until you exit Excel.
Lesson Summary
Conclusion. In this lesson, you learned how to edit data in a worksheet.
You selected data in a cell and a range of cells. You learned how to correct
mistakes and delete data. You copied and moved data, and used the Undo and
Redo commands. You moved to a specific cell in your worksheet using the Go
To and Find commands. Finally, you searched for and replaced text using the
Replace command.
Close Sales.xls. When you have completed the exercises in this lesson,
close Sales.xls.
Step 1: Press Ctrl-F4 to close Sales.xls. A dialog box appears asking you
if you want to save the changes you made to Sales.xls.
Step 2: Press N to activate the No button. Excel closes the Sales.xls. JFW
announces, "Microsoft Excel."
Once you close Sales.xls, no workbooks appear in the document window.
Microsoft Excel is still the active program. Press Alt-F4 to exit Excel.
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