Microsoft Office · Beginner level

Beginner level · Module 4: Spreadsheet Basics in Excel · Lesson 1 of 3

Worksheets, Cells and Data Entry

Understand the workbook structure and enter, edit and format data correctly.

In this lesson you will

  • Enter text, numbers and dates correctly
  • Apply number, currency and date formats

Key concepts

cell addressrangenumber formatautofill

The lesson

An Excel workbook contains worksheets made of cells. Each cell has an address — column letter and row number, such as B4. The formula bar shows what is really in the selected cell, which may be a formula rather than the value you see.

Enter one type of data per column and one record per row, with a single header row. This simple rule makes sorting, filtering and formulas work later.

AutoFill (drag the small square at the bottom right of a cell) continues sequences such as dates or weekdays. Cell formats control how values look — dates, currency, percentages — without changing the value itself.

Step by step

  1. Type a header row: Name, then ten date columns.
  2. Use AutoFill to fill the dates.
  3. Enter attendance for 15 learners.
  4. Apply date and number formats and freeze the header row.
Annotated interface

Finding your way around the Excel window

The parts of the Excel screen you use in every lesson, labelled.

Finding your way around the Excel windowSimplified drawing of an Excel window. The ribbon with tabs is at the top, below it the Name Box showing B4 and the formula bar showing =C4*D4. The grid has column letters across the top and row numbers down the left; cell B4 is selected. Sheet tabs are at the bottom left and the status bar at the bottom right shows Sum: 45,900 for the selected totals. File Home Insert Formulas Data B4 fx =C4*D4 A B C D E 1 2 3 4 5 6 7 8 Item Total Qty Price Rice 31,500 9 3,500 Soap 5 1,200 Sugar 8,400 3 2,800 6,000 January February Sum: 45,900 1 2 3 4 5 6

  1. Ribbon and tabs

    Commands grouped by task: Home for formatting, Insert for charts, Formulas, Data for sorting and filtering.

  2. Name Box

    Shows the address of the selected cell (here B4). Type an address and press Enter to jump to it.

  3. Formula bar

    Shows what is really in the cell. A cell may display 6,000 but contain the formula =C4*D4.

  4. Selected cell

    The active cell has a thick border. Its column letter and row number make its address.

  5. Sheet tabs

    One workbook can hold many worksheets; double-click a tab to rename it, for example 'January'.

  6. Status bar

    Select several numbers (here the three totals) and Excel shows their sum, count and average here — a quick check without a formula.

Practice activity

Create an attendance sheet for 15 learners over 10 days using autofill for dates and correct formats.

Expected result: A correctly formatted attendance sheet with dates filled automatically.

Check your understanding

  1. Does formatting a cell as currency change the value stored?

    Show answer

    No, it changes only how the value is displayed.

Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.