Sams Teach Yourself Microsoft Office 2003 in 24 Hours

By Greg Perry

• Table of Contents
  • Copyright
  • About the Author
  • Acknowledgments
  • We Want to Hear from You!
  • Introduction
  • Who Should Read This Book?
  • What This Book Does for You
  • Can This Book Really Teach Office 2003 in 24 Hours?
  • Conventions Used in This Book
  • Part I. Working with Office 2003
  • Hour 1. Getting Acquainted with Office 2003
  • Part II. Processing with Word 2003
  • Hour 2. Welcome to Word 2003
  • Hour 3. Formatting with Word 2003
  • Hour 4. Managing Documents and Customizing Word 2003
  • Hour 5. Advanced Word 2003
  • Part III. Computing with Excel 2003
  • Hour 6. Understanding Excel 2003 Workbooks
  • Hour 7. Restructuring and Editing Excel 2003 Worksheets
    • Worksheet Editing
    • Inserting and Deleting
    • Working with Worksheet Ranges
    • Using Formulas
    • Recalculating Worksheets
    • Working with Functions
    • Introduction to Worksheet Formatting
    • Making Format Changes
    • Summary
    • Q&A
  • Hour 8. Using Excel 2003
  • Hour 9. Formatting Worksheets to Look Great
  • Hour 10. Charting with Excel 2003
  • Part IV. Presenting with Flair
  • Hour 11. PowerPoint 2003 Presentations
  • Hour 12. Editing and Arranging Your Presentations
  • Hour 13. PowerPoint 2003 Advanced Features
  • Hour 14. Animating Your Presentations
  • Part V. Organizing with Outlook 2003
  • Hour 15. Communicating with Outlook 2003
  • Hour 16. Planning and Scheduling with Outlook 2003
  • Part VI. Tracking with Access 2003
  • Hour 17. Access 2003 Basics
  • Hour 18. Entering and Displaying Access 2003 Data
  • Hour 19. Retrieving Your Data
  • Hour 20. Reporting with Access 2003
  • Part VII. Combining Office 2003 and the Internet
  • Hour 21. Office 2003 and the Internet
  • Hour 22. Creating Web Content with Word, Excel, Access, and PowerPoint
  • Part VIII. Publishing Eye-Catching Documents
  • Hour 23. Publishing with Flair Using Publisher 2003
  • Hour 24. Adding Art to Your Publications
  • Part IX. Appendixes
  • Appendix B. Business Contact Manager and Office Extras
  • Part X. Bonus Hours
  • Hour 25. Using FrontPage 2003 for Web Page Design and Creation
  • Hour 26. Managing Your Web with FrontPage

Inserting and Deleting

As you saw in the preceding hour, you edit Excel worksheets somewhat differently from Word documents, even though both programs perform tasks in a similar manner and with similar menu commands and dialog boxes. The nature of worksheets makes them behave differently from word-processing documents. The next few sections explain how to insert and delete information from your worksheets.

Inserting Entire Cells

Inserting cells, as opposed to inserting data inside a cell, requires that the existing worksheet cells move to the right and down to make room for the new cell. Perhaps you created a worksheet of employee salaries and failed to include the employees who work at another division. You can easily make room for those missing entries by inserting new cells. You can insert both new rows and new columns in your worksheets.

To Do: Insert a Cell into a Worksheet

When you want to insert a cell into an existing worksheet, you perform these steps:

1. Select the cell that should appear after the inserted cell.
2. Select Insert, Cells to display the Insert dialog box.
3. Click either the Shift Cells Right option or the Shift Cells Down option to determine the direction of the shift. The shift makes room for your new cell.
4. Click OK to begin the shift.

You can use the mouse to move cells right or down to make room for new data by using the fill handle, the small black box that appears in the bottom-right corner of a cell. (Figure 7.1 shows the selected range's fill handle.) Press Shift and drag the cell's fill handle (or the selection's fill handle if you have selected a group of cells) down or to the right. Excel grays out the areas that are left blank by the shifting.

To Do: Insert Rows and Columns

To insert a row or column (and thus move the other rows down or other columns to the right), perform these steps:

1. Select the row or column that appears after the inserted rows or columns by clicking its header to select the entire row or column. If you want to insert more than one row or column, select that many existing rows or columns by dragging the row or column selection.
2. Select Insert, Rows or Insert, Columns. Excel shifts the existing rows or columns to make room for the new empty row or column. Instead of selecting from the menu bar, you can point to the selected row or column and display the shortcut menu shown in Figure 7.2 by right-clicking the mouse to insert the new row or column. (Excel inserts multiple rows or columns if you first selected more than one row or column.)
   

   Figure 7.2 The shortcut menu offers Insert, Delete, and several other options.

To Do: Delete Rows and Columns

You can use the Delete dialog box not only to delete cells, but also to delete entire rows and columns.

To delete a row or column, perform these steps:

1. Select a cell in the row or column you want to delete.
2. Select Edit, Delete to display the Delete dialog box.
3. Select either the Entire Row or Entire Column option.
4. Click OK to perform the deletion. Excel shifts columns to the left or shifts rows up to fill in the missing gap.

Deleting rows and columns differs from deleting specific contents inside cells. When you want to erase a cell's specific contents, the other cells to the right and below that cell don't shift to fill in the empty space. To erase a cell's contents, click on the cell to move the cell pointer there and press F2 to edit the cell's contents. Press Backspace to erase the cell. Even quicker, you can press Ctrl+X or select Edit, Cut to remove the contents and send them to the Office Clipboard where you can paste them elsewhere or ignore them.

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