This worksheet now has all of the information entered. But what if something changes in how business is being conducted? Suppose the owner decides to pay a sales commission of 17 percent and wants to track commissions for each item. To keep this example simple, there is only one salesperson and a flat commission rate for all items. We will add another column to track the commission data.
As we make these additional changes, we will also explore different ways to edit data.
Entering Data in an Empty Cell
First, we will enter a column heading for our commissions.
Step1. To make H2 the active cell,
Click cell H2
Step2. To enter the label, type:
Commissioned Rate, Tab key
Step3. To enter the commission rate value, in cell I2, type:
NOTE: Be sure not to press Enter.
Step4. To continue the entry,
Step5. To format the commission for a percentage, in the Number group,
Changing Column Widths
Some of the columns in the worksheet are not wide enough to properly show the entered data. The height of a row may increase when formats are added, but columns will not widen automatically as more information is entered into a cell.
There are several techniques that may be used to change column widths:
- Drag the right-column border with the mouse until the column is the desired width.
- Double-click the right border of a column header to set the column width automatically to the widest entry in the column.
- On the Ribbon, in the Cells group on the Home tab, choose the Format drop-down menu. Choose Column Width and enter a value in the Column Width dialog box. The default is 8.43 characters.
- On the Ribbon, in the Cells group on the Home tab, choose the Format drop-down menu. Choose AutoFit Column Width. This adjusts the width of the selected column(s) so that the widest entry in the column fits.
Let's try some different ways to change column widths.
Changing Column Widths by Dragging
First, we will manually change the width of column H.
Step1. To change the cursor into a widen tool,
Point to the border between the H and I column headings
Step2. To change column width to see all of the column heading,
Press & Drag to the right until all the heading text is visible
NOTE: As you drag to expand the column width, the width of the column is displayed in a ScreenTip.
Changing Column Widths to Best Fit by Double-Clicking
We want to widen columns G through I to accommodate the data. We could do this by manually resizing every column as we did above. However, Excel provides a "best fit" method to adjust the columns automatically so that all of the visible contents are displayed. To use this feature, we will first select the column headers for row G through I, and then by double-clicking the width of one of the columns, we will be able to change the width of all of the selected columns.
Step1. To select the columns to widen, in the column header area,
Press & Drag across column headers G through I
NOTE: To select nonadjacent columns, hold down the Control key as you Click each column heading.
Step2. To change the cursor to the resize cursor,
Point to the border between the H and I column headers
Step3. To resize the columns,
Double-Click the border between the column headers
Step4. Deselect the columns.
Step5. To start to save the workbook, on the Ribbon,
Click the File command tab
Step6. To complete the save process,
NOTE for MacOS Users: To complete saving, press: Control key+s.
Editing an Existing Entry
After text or values are entered in a cell, they can be erased, edited, or replaced. There are three ways to edit the contents of a cell:
- Double-click the cell. This enables the user to edit the cell contents directly in the cell.
- Activate the cell and press the F2 key. This enables the user to edit the cell contents directly in the cell. The cursor will appear at the end of the data.
- Activate the cell and click inside the Formula bar.
Using the Formula bar for edits is especially useful if most of the data is correct, and only one or two characters need to be changed. When performing partial edits, standard Windows editing practices apply.
We will see how to change the text in cell H2 from "Commissioned Rate" to "Commissions" by using the Formula bar.
Step1. To make cell H2 the active cell,
Click cell H2
Step2. To highlight the data to change, in the Formula bar,
Press & Drag across "ed Rate"
NOTE: Selecting text in the formula bar can sometimes be faster and more accurate if performed by dragging from right to left.
Step3. To finish the correction, type:
s Tab key
Adding Comments to Cells
Explaining certain elements of a worksheet may be helpful, especially if others use the worksheet. One way to document a cell is by adding a comment, which can help clarify important items in a worksheet.
We will add a comment to cell I2 so users will know what this percentage represents.
Step1. To begin to add a comment to cell I2,
Right-Click cell I2, Click Insert Comment
NOTE for MacOS Users: :To begin to add a comment to cell I2, press: Control key+Click I2, Click Insert Comment
Step2. To enter the text for the comment, type:
last updated <today's date> per Marisol's email
Step3. To hide the comment,
Click anywhere in the worksheet
NOTE: If the comment indicators are not visible, Click the File tab, Click Options, Click Advanced in the left panel, and under the Display section, Click the middle radio button "Indicators only, and comments on hover."
NOTE for MacOS Users: To locate equivalent settings in Excel 2016 for Mac, on the Menu bar, Click Excel, then Click Preferences. In the Authoring area, Click View.
Step4. To view the comment,
Point to cell I2
NOTE: To edit or delete a comment, activate the cell, Right-Click the cell, then choose Edit Comment or Delete Comment from the shortcut menu. After making changes, Click any other cell.
NOTE for MacOS Users: To locate equivalent options in Excel 2016 for Mac, Control key+Click the cell that contains the comment.