Excel Tutorial: How To Put Data In Excel


Organizing data in Excel is essential for efficient data management and analysis. Whether you're a student, a professional, or a business owner, knowing how to effectively put data in Excel can greatly streamline your workflow. In this tutorial, we will walk you through the process of entering data into Excel, including best practices for formatting and organizing your information. By the end of this tutorial, you will have a solid understanding of how to input data into Excel and ensure that it is easily accessible and usable for your needs.

Key Takeaways

  • Organizing data in Excel is essential for efficient data management and analysis.
  • Understanding Excel basics, such as navigating the interface and working with cells, rows, and columns, is crucial for effective data input.
  • Using functions, formulas, sorting, and filtering options can greatly enhance the usability of data in Excel.
  • Creating charts and graphs can visually represent data for easier understanding and analysis.
  • Practicing and exploring Excel independently is encouraged for better mastery of data organization and analysis.

Understanding Excel Basics

When it comes to using Excel, having a solid understanding of the basics is crucial. In this chapter, we will cover the essentials of navigating the Excel interface, as well as an introduction to cells, rows, columns, and worksheets.

Navigating the Excel Interface
  • Menu Bar:

    The menu bar at the top of the Excel window provides access to various commands and features.
  • Ribbon:

    The ribbon is located below the menu bar and contains tabs, groups, and commands for performing tasks in Excel.
  • Formula Bar:

    The formula bar displays the contents of the active cell and allows the user to enter or edit data.
  • Worksheet Tabs:

    Excel workbooks can contain multiple worksheets, and the worksheet tabs at the bottom of the window allow users to switch between them.

Introduction to Cells, Rows, and Columns
  • Cells:

    Cells are the basic building blocks of an Excel worksheet, and they are identified by a unique combination of a letter and a number, such as A1 or B2.
  • Rows:

    Rows run horizontally across a worksheet and are identified by numbers along the left side of the worksheet.
  • Columns:

    Columns run vertically on a worksheet and are identified by letters at the top of the worksheet.

Understanding the Concept of Worksheets
  • Worksheets:

    Worksheets are individual tabs within an Excel workbook that allow users to organize and manipulate data. Each worksheet can contain a grid of cells, rows, and columns.
  • Managing Worksheets:

    Users can add, delete, rename, and move worksheets within a workbook to better organize their data and analysis.

Entering data into Excel

When working with Excel, one of the most fundamental tasks is entering data into the spreadsheet. Whether it's text, numbers, or a combination of both, it's essential to know how to input data accurately and efficiently.

Inputting text and numbers into cells

When entering data into Excel, each piece of information should be placed in a separate cell. To input text, simply click on the desired cell and start typing. For numbers, the process is the same - click on the cell and enter the numeric value. After inputting the data, press Enter to move to the next cell.

Using shortcuts for faster data entry

To expedite the data entry process, Excel offers several keyboard shortcuts. For example, to quickly enter the current date, press Ctrl + ; and for the current time, press Ctrl + Shift + ;. Additionally, you can use the Tab key to move to the next cell to the right and Enter to move to the cell below.

Formatting options for data input

Excel provides various formatting options for data input to improve the visual appearance and organization of the spreadsheet. You can use options such as bold, italics, underline, and font color to highlight certain data. Additionally, you can adjust the alignment and merge cells for a more customized look.

Using functions and formulas

Excel offers various functions and formulas that allow users to perform calculations and manipulate data within the spreadsheet. Understanding these functions and formulas can greatly enhance your ability to analyze and work with data efficiently.

a. Overview of basic functions (SUM, AVERAGE, etc.)
  • One of the most commonly used functions in Excel is the SUM function, which allows you to quickly add up a range of cells. You simply input the range of cells you want to sum, and Excel will provide the total.

  • The AVERAGE function, on the other hand, calculates the average of a range of cells. This is useful for finding the average sales, grades, or any other numerical values.

  • Other basic functions include MIN and MAX to find the minimum and maximum values in a range, COUNT to count the number of cells with numerical values, and COUNTA to count the number of non-empty cells.

b. Writing simple formulas for calculations
  • Formulas in Excel allow you to perform complex calculations using the data in your spreadsheet. To write a formula, start with an equal sign (=) followed by the mathematical expression or function you want to use.

  • For example, to add the values in cells A1 and B1, you would write =A1+B1.

  • Formulas can also include cell references, mathematical operators, and functions to perform more advanced calculations.

c. Understanding relative and absolute cell references
  • When writing formulas in Excel, it's important to understand the difference between relative and absolute cell references.

  • A relative reference in a formula will change when the formula is copied to another cell. For example, if you write a formula as =A1+B1 and then copy it to cell C1, the formula will change to =B1+C1.

  • An absolute reference, denoted with a dollar sign ($) before the column and/or row reference, will not change when the formula is copied. This is useful when you want to fix a reference to a specific cell in a formula.

Sorting and filtering data

When working with large amounts of data in Excel, it is important to be able to organize and manipulate it effectively. One way to do this is by utilizing the Sort and Filter functions, which allow you to arrange and display your data in a more meaningful way.

Utilizing the Sort and Filter functions

  • Sort function: The Sort function in Excel allows you to arrange your data in either alphabetical or numerical order. This can be useful for organizing a list of names, dates, or values in a specific order.
  • Filter function: The Filter function allows you to display only specific information within your dataset. This can be done by setting certain criteria and only showing the data that meets those criteria.

Organizing data by alphabetical or numerical order

  • Alphabetical order: To organize data in alphabetical order, you can use the Sort function to arrange text or string values in ascending or descending order.
  • Numerical order: For numerical data, you can also use the Sort function to arrange numbers in ascending or descending order, making it easier to identify the largest or smallest values in your dataset.

Filtering data to display specific information

  • Setting criteria: When filtering data, you can set specific criteria to display only the information that meets certain conditions. This can be done through the Filter function, allowing you to focus on specific subsets of your data.
  • Displaying specific information: By applying filters, you can display specific information within your dataset, such as showing only the sales data for a particular region or the records that meet a certain threshold.

Creating charts and graphs

Charts and graphs are powerful visual tools that can help to illustrate data trends and patterns in a way that is easily understandable. In Microsoft Excel, creating charts and graphs is a straightforward process that can greatly enhance the presentation of your data. Here's how to do it:

Selecting data to include in a chart

  • Selecting the data: To create a chart, first select the data that you want to include. This can be done by clicking and dragging the mouse to highlight the specific cells that contain the relevant data.
  • Including headers: Make sure to include any row or column headers that provide context for the data.

Choosing the appropriate chart type for different data sets

  • Bar charts: Ideal for comparing data across different categories.
  • Line charts: Useful for showing trends over time.
  • Pie charts: Effective for illustrating proportions of a whole.

Customizing the appearance of charts and graphs

  • Changing the chart type: Excel provides a range of chart types, and you can easily switch between them to find the one that best represents your data.
  • Adjusting colors and styles: You can customize the colors, fonts, and other visual elements of your chart to ensure that it aligns with your presentation's aesthetic.


In this tutorial, we covered the basics of putting data in Excel, including entering text, numbers, and dates, as well as utilizing formulas and functions to manipulate the data. I encourage you to practice what you've learned and explore Excel on your own to further enhance your skills.

As you dive into Excel, don't hesitate to reach out with any feedback or questions you may have. Your input is valuable and may even inspire future tutorials. Happy Excel-ing!

Excel Dashboard

ONLY $99

    Immediate Download

    MAC & PC Compatible

    Free Email Support

Related aticles