Data Entry and Text Management

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Data Entry and Text Management

The GoTo, Find, and Replace Dialog Boxes

When performing data entry or just using a worksheet, it is pretty easy to identify a cell in the upper section of the document. Sometimes a cell may be difficult to find. Fortunately, Microsoft Excel provides the tools to help you locate a cell.

To locate a particular cell in Microsoft Excel, you can use the Go To dialog box. This dialog box recognizes cells names by applying the same conventions used by Microsoft Excel. You can get the Go To dialog box from the main menu under Edit.

The shortcuts to access the Go To dialog box are Ctrl + G or F5.

The Find dialog box allows you to find a word in your worksheet, either to simply locate a particular word or multiple instances of a word, or to manipulate a word or groups of words at will.

The Replace dialog box allows you to find a word or group of words and to replace it with a new word or group of words. Both dialog boxes are available from the main menu under Edit.

The shortcut for the Find dialog box is Ctrl + F.

The shortcut for the Replace dialog box is Ctrl + H.

Practical Learning: Finding and/or Replacing Cells Content

  1. Open the Grier Summer Camp4 workbook and click the Employment Application4 tab
  2. To locate a cell, on the Ribbon, click Home if necessary. In the Editing section, click Find & Select, and click Go To
  3. Type F13
     
    Go To
  4. Click OK
  5. Press Ctrl + G, that calls the Go To dialog box
  6. Type C2 and press Enter
  7. To find a word in the document, in the Editing section of the Ribbon, click Find & Select, and click Find...
  8. In the Find What box, type name and click the Find Next button 8 times. Press Esc to dismiss the Find dialog box
  9. To find a word and replace it with another word, in the Editing section of the Ribbon, click Find & Select, and click Replace...
  10. In the Replace dialog box, in the Find What box, type natural and press Tab. In the Replace With box, type Nature of
     
    Replace
  11. Click Find Next
  12. When the first instance of natural is found, click Replace. Click Replace All
  13. When all instances have been found and replaced, a message box will let you know that Microsoft Excel Cannot Find A Match
  14. Click OK on the message box
  15. Click Close on the Replace dialog box
  16. Press Ctrl + S to save the workbook

Check Spelling

Although Microsoft Excel is not a word processor, since you can use it to create text documents such as employment applications, brochures, time sheets, etc, it can help you correct typing mistakes of various kinds. It is a good idea to check spelling mistakes in your document before printing it or sending it for an important business transaction. The check spelling is done with the help of a Spelling dialog box that will take you step by step to every word that is questionable. Also, the computer will point out some suggested words that you can use instead of the one at fault.

You can check your worksheet's spelling during or after editing, though the latter is better. To check your document:

  • On the Ribbon, click Review. In the Proofing section, click the Spelling button

  • Press F7 as the shortcut

Practical Learning: Proof Reading the Worksheet

  1. The Grier Summer Camp4 workbook should still be opened.
    Access the Employment Application4 worksheet
  2. On the Ribbon, click Review. In the Proofing section, click Spelling
     
    Spelling
  3. From the Spelling dialog box, the first suggestion is to change the word Employement. After making sure that Employment is selected in the Spelling dialog, then click Change.
  4. The next mistake is in the spelling of the word Salary. After making sure that Salary is selected in the dialog, click Change:
     
    Spelling
  5. The next problem is with the word Transportation. From the Spelling dialog box, in the list of suggested words, click Transportation
     
    Spelling
  6. Click Change
  7. Accept to Change the word References in cell B27
  8. In cell B28, accept to change performance
  9. In cell B30, accept to change the mistake with history
  10. When the dialog gets to the content of cell B50, select the word personal instead of personnel to replace personel. Then click Replace
  11. Also, correct references
  12. The last problem is with the word sinature. Accept to change it to Signature
     
    Microsoft Office Excel
  13. After the last problem, Microsoft Excel displays a message box asking whether you want to continue checking at the beginning of the sheet. Click Yes. Another message box should tell you "The spelling check is complete for the entire sheet." Click OK
  14. Press Ctrl + Home to get to the beginning of the worksheet
  15. Press Ctrl + S to save the workbook