Find & Replace in Excel

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MS Excel provides Find & Replace option for finding text within the sheet.

Find and Replace Dialogue

Let us see how to access the Find & Replace Dialogue.

To access the Find & Replace, Choose Home → Find & Select → Find or press Control + F Key. See the image below.

You can see the Find and Replace dialogue as below.

You can replace the found text with the new text in the Replace tab.

Exploring Options

Now, let us see the various options available under the Find dialogue.

• Within − Specifying the search should be in Sheet or workbook.

• Search By − Specifying the internal search method by rows or by columns.

• Look In − If you want to find text in formula as well, then select this option.

• Match Case − If you want to match the case like lower case or upper case of words, then check this option.

• Match Entire Cell Content − If you want the exact match of the word with cell, then check this option.

Copy & Paste in Excel

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MS Excel provides copy paste option in different ways. The simplest method of copy paste is as below.

Copy Paste

• To copy and paste, just select the cells you want to copy. Choose copy option after right click or press Control + C.

• Select the cell where you need to paste this copied content. Right click and select paste option or press Control + V.

In this case, MS Excel will copy everything such as values, formulas, Formats, Comments and validation. MS Excel will overwrite the content with paste. If you want to undo this, press Control + Z from the keyboard.

Copy Paste using Office Clipboard

When you copy data in MS Excel, it puts the copied content in Windows and Office Clipboard. You can view the clipboard content by Home → Clipboard. View the clipboard content. Select the cell where you need to paste. Click on paste, to paste the content.

Copy Paste in Special way

You may not want to copy everything in some cases. For example, you want to copy only Values or you want to copy only the formatting of cells. Select the paste special option as shown below.

Below are the various options available in paste special.

• All − Pastes the cell’s contents, formats, and data validation from the Windows Clipboard.

• Formulas − Pastes formulas, but not formatting.

• Values − Pastes only values not the formulas.

• Formats − Pastes only the formatting of the source range.

• Comments − Pastes the comments with the respective cells.

• Validation − Pastes validation applied in the cells.

• All using source theme − Pastes formulas, and all formatting.

• All except borders − Pastes everything except borders that appear in the source range.

• Column Width − Pastes formulas, and also duplicates the column width of the copied cells.

• Formulas & Number Formats − Pastes formulas and number formatting only.

• Values & Number Formats − Pastes the results of formulas, plus the number.

• Merge Conditional Formatting − This icon is displayed only when the copied cells contain conditional formatting. When clicked, it merges the copied conditional formatting with any conditional formatting in the destination range.

• Transpose − Changes the orientation of the copied range. Rows become columns, and columns become rows. Any formulas in the copied range are adjusted so that they work properly when transposed.

Rows & Columns in Excel

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Row and Column Basics

MS Excel is in tabular format consisting of rows and columns.

• Row runs horizontally while Column runs vertically.

• Each row is identified by row number, which runs vertically at the left side of the sheet.

• Each column is identified by column header, which runs horizontally at the top of the sheet.

For MS Excel 2010, Row numbers ranges from 1 to 1048576; in total 1048576 rows, and Columns ranges from A to XFD; in total 16384 columns.

Navigation with Rows and Columns

Let us see how to move to the last row or the last column.

• You can go to the last row by clicking Control + Down Navigation arrow.

• You can go to the last column by clicking Control + Right Navigation arrow.

Cell Introduction

The intersection of rows and columns is called cell.

Cell is identified with Combination of column header and row number.

For example − A1, A2.

Move Data in Excel

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Let us see how we can Move Data with MS Excel.

Step 1 − Select the data you want to Move. Right Click and Select the cut option.

Step 2 − Select the first cell where you want to move the data. Right click on it and paste the data. You can see the data is moved now.

Delete Data in Excel

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MS Excel provides various ways of deleting data in the sheet. Let us see those ways.

Delete with Mouse

Select the data you want to delete. Right Click on the sheet. Select the delete option, to delete the data.

Delete with Delete Key

Select the data you want to delete. Press on the Delete Button from the keyboard, it will delete the data.

Selective Delete for Rows

Select the rows, which you want to delete with Mouse click + Control Key.Then right click to show the various options. Select the Delete option to delete the selected rows.

Select Data in Excel

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MS Excel provides various ways of selecting data in the sheet. Let us see those ways.

Select with Mouse

Drag the mouse over the data you want to select. It will select those cells as shown below.

Select with Special

If you want to select specific region, select any cell in that region. Pressing F5will show the below dialogue box.

Click on Special button to see the below dialogue box. Select current region from the radio buttons. Click on ok to see the current region selected.

As you can see in the below screen, the data is selected for the current region.

Insert Data in Excel

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In MS Excel, there are 1048576*16384 cells. MS Excel cell can have Text, Numeric value or formulas. An MS Excel cell can have maximum of 32000 characters.

Inserting Data

For inserting data in MS Excel, just activate the cell type text or number and press enter or Navigation keys.

Inserting Formula

For inserting formula in MS Excel go to the formula bar, enter the formula and then press enter or navigation key. See the screen-shot below to understand it.

Modifying Cell Content

For modifying the cell content just activate the cell, enter a new value and then press enter or navigation key to see the changes. See the screen-shot below to understand it.