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Microsoft Excel – Cell Data & Formatting “` “`
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Microsoft Excel – Cell Data & Formatting

Learning Objective: In this lesson, you will learn about the types of data that can be entered into an Excel cell, number formatting, clearing cell contents and formats, entering dates, and using Auto Fill.

1. Types of Data in an Excel Cell

A cell in Microsoft Excel can contain different types of information. The three common types are:

Type Description Example
General Text Text or labels used to describe information. Student Name
Number Numeric values that can be used in calculations. 250, 75.50
Formula An expression used to calculate a result. A formula normally begins with an equals sign (=). =A1+B1
Example:
Suppose A1 contains 50 and B1 contains 25. In C1, enter =A1+B1.

Excel calculates and displays 75 in C1.

2. Number Formatting

Number formatting changes the way a value appears in a cell without changing the actual value stored in the cell.

Number formatting options can be accessed from:

Home Tab → Number Group

Common Numeric Data Formats

Format Purpose Example
Number Displays values as numbers and can include decimal places. 1250.50
Currency Displays a currency symbol along with the value. ₹1,250.50
Accounting Displays currency values with accounting-style alignment. ₹ 1,250.50
Date – Short Displays a date in a compact format. 12/09/2026
Date – Long Displays the date with the month written out. 12 September 2026
Decimal Places Increases or decreases the number of digits displayed after the decimal point. 25 → 25.00
Percentage Displays a number as a percentage. 0.75 → 75%
Comma Style Adds thousands separators to make large numbers easier to read. 1250000 → 1,250,000

Example: Changing Number Format

Suppose cell A1 contains:

125000

Applying different formats can display the same value differently:
  • Number → 125,000.00
  • Currency → ₹125,000.00
  • Comma Style → 125,000
The underlying value remains 125000.

Percentage Formatting

Percentage formatting is useful for displaying ratios or proportions as percentages.

Example:

Enter 0.25 into a cell and apply Percentage format. Excel displays:

25%
Tip: Percentage formatting does not simply add a “%” symbol. Excel interprets 0.25 as 25%, 0.5 as 50%, and 1 as 100%.

3. Clear Formats and Content

Excel provides a Clear command for removing information or formatting from cells.

To access the Clear command:

Home Tab → Editing Group → Clear

Clear Content Only

If you want to remove the contents of a cell while leaving its formatting unchanged, select the cell and press the Delete key.

Example:

Cell A1 contains ₹10,000 and has a yellow background. Pressing Delete removes the value but keeps the yellow background and other formatting.
Remember: Clearing content and clearing formatting are different operations. The Clear menu provides separate options for clearing contents, formats, comments/notes, hyperlinks, or everything.

4. Entering Dates in Excel

Dates should be entered using either a forward slash (/) or a hyphen (-).

Input Example
Using slash 12/09/2026
Using hyphen 12-09-2026
Tip: Excel may display the date differently depending on the computer’s regional settings and the selected cell format.

5. Auto Fill

Auto Fill is an Excel feature that allows you to quickly copy data or continue a pattern into adjacent cells.

Auto Fill is usually performed by dragging the small square called the Fill Handle at the bottom-right corner of a selected cell.

Uses of Auto Fill

  1. Copy cell data into adjacent cells.
  2. Fill numeric series.
  3. Fill date series.
  4. Fill known list items.
  5. Fill custom lists.

5.1 Copy Cell Data

Auto Fill can copy the contents of one cell into neighboring cells.

Example:

Enter Excel in A1 and drag the Fill Handle downward. Excel can copy the value into A2, A3, A4, and so on.

5.2 Fill Numeric Series

Auto Fill can recognize a numerical pattern and continue it.

Example:

Enter:
A1 = 1
A2 = 2

Select both cells and drag the Fill Handle downward. Excel continues the series:

1, 2, 3, 4, 5, 6…
Important: If you enter only one number, such as 1, and drag the Fill Handle, Excel may copy 1 rather than create 1, 2, 3, 4. Entering the first two values helps Excel identify the pattern.

5.3 Fill Date Series

Excel can recognize dates and continue a date sequence.

Example:

Enter 01/09/2026 in A1 and 02/09/2026 in A2. Select both cells and drag the Fill Handle.

Excel continues:
03/09/2026, 04/09/2026, 05/09/2026…

5.4 Fill Known List Items

Excel recognizes certain predefined lists and can automatically continue them using Auto Fill.

Examples of known lists:
  • Monday, Tuesday, Wednesday, Thursday…
  • January, February, March, April…
For example, entering Monday and dragging the Fill Handle can produce:

Monday → Tuesday → Wednesday → Thursday → Friday…

6. Custom Lists

A Custom List allows you to create your own sequence of items so that Excel can recognize and fill the sequence using Auto Fill.

Example of a Custom List

Suppose a company has departments in this order:

HR → Finance → Sales → Marketing → IT

You can create this as a custom list. Later, entering HR and dragging the Fill Handle can automatically continue the sequence.

Creating a Custom List

In older versions of Microsoft Excel, the procedure is:

Office Button → Excel Options → Popular → Edit Custom Lists
  1. Click the Office Button.
  2. Select Excel Options.
  3. Choose the Popular category.
  4. Click Edit Custom Lists.
  5. Enter your list items.
  6. Click Add.
  7. Click OK.
Note: The Office Button and Popular category are associated with older versions of Excel, such as Excel 2007. Newer versions use a different path to access Custom Lists.

7. Quick Revision

Topic Remember
Cell Data Text, Number, Formula
Number Formatting Home Tab → Number Group
Clear Home Tab → Editing Group → Clear
Clear Content Press Delete
Date Entry Use / or -
Auto Fill Use the Fill Handle
Custom List Create your own sequence for Auto Fill

8. Practice Questions

A. Fill in the Blanks

1. A cell in Excel can contain text, numbers, or a __________.
2. Number formatting options are available in the __________ group on the Home tab.
3. To clear cell contents and formatting, use the __________ command.
4. The __________ key can be used to clear the contents of a selected cell.
5. Dates can be entered using either a slash or a __________.
6. The small square at the bottom-right corner of a selected cell is called the __________.

B. Multiple Choice Questions

1. Which of the following is a formula?

A. 250
B. Student
C. =A1+B1
D. January
2. Where can you find the Number formatting options?

A. Insert → Tables
B. Home → Number
C. View → Window
D. Data → Sort
3. Which format displays 0.50 as 50%?

A. Currency
B. Accounting
C. Percentage
D. Date
4. Which feature can continue a series such as Monday, Tuesday, Wednesday?

A. Auto Fill
B. Find and Replace
C. Sort
D. Filter
5. What happens when you press Delete on a selected cell?

A. The worksheet is deleted
B. The cell is deleted
C. The cell contents are cleared
D. Excel closes

C. Practical Exercises

Exercise 1 – Number Formatting
  1. Enter 125000 in cell A1.
  2. Apply Number format.
  3. Apply Currency format.
  4. Apply Comma Style.
  5. Observe how the appearance changes.
Exercise 2 – Percentage
  1. Enter 0.25 in A1.
  2. Apply Percentage format.
  3. Observe the result.
Exercise 3 – Auto Fill
  1. Enter 1 in A1 and 2 in A2.
  2. Select both cells.
  3. Drag the Fill Handle down to A10.
  4. Observe the numeric series.
Exercise 4 – Date Auto Fill
  1. Enter 01/09/2026 in A1.
  2. Enter 02/09/2026 in A2.
  3. Select both cells.
  4. Drag the Fill Handle down.
  5. Observe the date series.
Exercise 5 – Custom List
  1. Create a custom list containing: HR, Finance, Sales, Marketing, IT.
  2. Enter HR into a worksheet cell.
  3. Use Auto Fill to continue the list.
  4. Verify that Excel follows your custom sequence.

9. Answer Key

Fill in the Blanks

  1. Formula
  2. Number
  3. Clear
  4. Delete
  5. Hyphen (-)
  6. Fill Handle

Multiple Choice

  1. C. =A1+B1
  2. B. Home → Number
  3. C. Percentage
  4. A. Auto Fill
  5. C. The cell contents are cleared

10. Key Points to Remember

  • Excel cells can contain text, numbers, and formulas.
  • Number formatting changes how data is displayed.
  • Number formats include Number, Currency, Accounting, Date, Percentage, Decimal Places, and Comma Style.
  • Use Home → Number to access number formatting.
  • Use Home → Editing → Clear to clear cell information or formatting.
  • Press Delete to clear the contents of a selected cell while retaining its formatting.
  • Dates can generally be entered using / or –.
  • Auto Fill can copy data and continue numeric, date, and list sequences.
  • Custom Lists allow you to define your own Auto Fill sequence.
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