Editing Worksheets In MS Excel

Lesson Goals

• Learn to locate information in your worksheet using Find.
• Learn to use Find and Replace to quickly replace data with other data.
• Learn to use the Cut, Copy, Paste and Format Painter commands to edit worksheets.
• Learn to manage comments.

Find

Use the Find command to find instances of words or numbers within a worksheet. To use the Find command:

1. On the Home tab, in the Editing group, click the Find & Select command and then select Find:
2. Type the word or number you wish to find in the Find and Replace dialog box and press Enter:
3. Press Enter repeatedly to circle through the instances of the word or number you are searching for.
4. Click Close to close the Find and Replace dialog box:

Find and Replace

Use the Replace command to find instances of words or numbers within a worksheet and replace them with other words or numbers. To use the Replace command:

1. On the Home tab, in the Editing group, click the Find & Select command and then select Replace:
2. In the Find and Replace dialog box that appears, enter both the word or number you wish to find and the word or number you wish to replace it with.
3. Click:
   1. Replace to replace the highlighted selection.
   2. Replace All to replace all search results with the new text.
   3. Find Next to leave the highlighted selection as is and highlight the next search result.
   4. Find All to see a list of the instances of the word or number in your worksheet.
   5. Close to discontinue the search. 

Using Find and Replace

Duration: 5 to 10 minutes.

In this exercise you will find and replace text in a worksheet.

1. Continue working in the workbook from the last exercise or open Dave's Lemonade Stand - Using Find and Replace.xlsx from your Excel2019.1/Exercises folder.
2. Use Find and Replace to change the word "Payroll" to "Employees".

Solution:

1. Open or go to the specified file.
2. From the Editing group on the Home tab, select Find & Select and select Replace:
3. In the dialog box, enter:
   1. Find what: "Payroll"
   2. Replace with: "Employees"
4. Click Replace All:
5. Click OK.

Using the Clipboard

The Clipboard group, located on the Home tab, contains four commands:

1. Cut. Use the Cut command to cut a selection from your document. The cut selection is saved on the Clipboard for use elsewhere - either in the current workbook or another one (or even in a separate application like Microsoft Word).
2. Copy. Use the Copy command to copy a selection to the Clipboard for use elsewhere - either in the current workbook or another one (or even in a separate application like Microsoft Word).
3. Paste. Use the Paste command to paste a selection from the Clipboard to the location in your workbook where you want it.
4. Format Painter. Use the Format Painter to copy the format from one section of your workbook and apply it to another section of your workbook.
   1. Single-click the Format Painter command to copy the format for a single paste.
   2. Double-click the Format Painter command to make it "sticky" so you can apply the format to multiple selections.

Using the Clipboard

Duration: 5 to 10 minutes.

In this exercise, you will use the clipboard to cut, copy, paste and format cells.

1. Open Clipboard exercise.xlsx from your Excel2019.1/Exercises folder.
2. Use the clipboard to:
   1. Copy cell A1 to cell C1.
   2. Cut cell A2 and paste it in cell C2.
   3. Copy the format of cell A3 to cell C3.

Solution:

1. Select cell A1 and on the Home tab, in the Clipboard group, click Copy:
2. Select cell C1 and on the Home tab, in the Clipboard group, click Paste:
3. Select cell A2 and on the Home tab, in the Clipboard group, click Cut:
4. Select cell C2 and on the Home tab, in the Clipboard group, click Paste:
5. Select cell A3 and on the Home tab, in the Clipboard group, click Format Painter:
6. Select cell C3:

Using Format Painter

Duration: 5 to 10 minutes.

In this exercise, you will use Format Painter.

1. Open Clipboard Format Painter exercise.xlsx from your Excel2019.1/Exercises folder if it is not already open.
2. Use Format Painter to:
   1. Copy the text color of cell A4 to cell C4.
   2. Copy the background color of cell A5 to cell C5.

Solution:

1. Select cell A4 and on the Home tab, in the Clipboard group, click Format Painter:
2. Click in cell C4 to format that text to be red:
3. Select cell A5 and on the Home tab, in the Clipboard group, click Format Painter:
4. Cliick in cell C5 to format that cell with the yellow background:

Managing Comments

You can add comments to worksheets and manage them in Excel using the Comments group of the Review tab of the Ribbon.

Adding Comments

To add a comment in Excel:

1. Click where you want to add the comment.
2. From the Review tab, in the Comments group, select New Comment. 
3. Type your comment. 
4. You will notice that Excel alerts you to the fact that there is an inserted comment with a triangular icon. 

Working with Comments

To work with comments in Excel, use the options on the Review tab, in the Comments group:

1. To move through the comments, select the Previous and Next options. 
2. To delete a comment that is selected, select Delete. 
3. To show or hide the text of a comment, select Show/Hide Comment. 
4. To show the text of all comments, select Show All Comments.