Datasheet

Adding and Editing Data in a Workbook

Managing Rows and Columns

Managing rows and columns involves everything from changing their size to accommodate

the data you want to display to adding and deleting rows and columns. We’ll discuss these

issues in further detail and, of course, practice these maneuvers as well.

Changing the Size of Rows and Columns

Rows and columns that are not large enough can cause data to be displayed and printed incor-

rectly. And, based on certain variables, Excel will treat data that is too wide for a column dif-

ferently. Look at Sheet1 in the file Exercise 1-1.xls and you’ll notice that the text in cell D7 is

cut off because it is wider than what the column allows. However, notice that the text in E7

is not cut off but instead spills out of the column and appears to continue into column F. Look

at Sheet2 and click cell C5 (the cell that is displaying multiple # signs). Observe in the Formula

bar that this cell actually has a number in it, but because the number is too wide for the col-

umn, Excel replaces that number with the # signs. These dissimilarities are the result of the way

Excel adapts to data that is too wide for a column, based on two criteria:



Is there anything in the cell immediately to the right of the data?



Does the cell contain text or numbers?

If text is too wide for a column, Excel will allow the text to spill out over the next column

if the cell to the right is empty. However, if there is something in that cell to the right, the data

that is too wide for the column will be cut off.

The illustration here shows that the value 21000 that was in C7 has now moved up into

C6, and that 12000.75 has moved up into C7. When you delete a cell, the gap must be

filled. When you simply clear the contents of a cell, the cell still remains but is empty.

7. Click the Undo button so that 21000 is back in cell C7, as shown in the “Before” part in

the illustration.

8. Leave this file open for the next discussion and exercise.

EXERCISE 1.6 (continued)

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