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Chapter 15
Data Entry and Cell Formatting in Excel
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Chapter 15 | Excel Data Skills

Data Entry & Cell Formatting

Data entry and formatting are the first practical skills in Excel. This chapter teaches how to enter text, numbers, dates, currency and percentages, and how to format cells professionally.

Start Learning Practice Task

Data Entry

Enter text, numbers, dates and values correctly.

Cell Formatting

Make data readable using font, color, borders and alignment.

Number Formats

Use currency, percentage, date and number formats.

Column Width

Adjust rows and columns for clean worksheet presentation.

Learning Objectives

After This Chapter, You Will Be Able To

This chapter helps you create clean and readable Excel records.

Enter Data

Enter text, numbers, dates and values in cells.

Format Text

Use bold, font size, color and alignment.

Format Numbers

Apply currency, date, percentage and number formats.

Style Cells

Use borders, fill color, row height and column width.

Simple Meaning

What is Data Entry and Cell Formatting?

Data entry means typing information into cells. Formatting means improving its appearance.

1 Easy Explanation

In Excel, you enter information into cells. This information can be text, numbers, dates, currency, percentage or formulas. After entering data, formatting makes the worksheet neat, readable and professional.

Definition: Data entry is the process of adding information into Excel cells, and cell formatting is the process of changing how those cells look.
Professional Tip: Correct data entry is more important than decoration. Wrong data creates wrong reports.
student-fee-record.xlsx Formatted
BoldBorderFill ColorCurrencyAlign Center
ABCDE
1NameCourseTotal FeePaidStatus
2AmitMS Office₹5000₹3000Partial
3PriyaExcel₹4000₹4000Paid
Data Entry

Types of Data Entered in Excel

Different data types should be entered correctly for accurate work.

Data Type Meaning Example
Text Words, names, labels and descriptions Amit, MS Office, Nagpur
Number Numeric values used for calculation 5000, 85, 20
Date Calendar date values 11-05-2026
Currency Money values ₹5000
Percentage Values expressed as percent 75%
Formula Calculation expression starting with = =C2-D2
Quick Tip: Press Enter to move down after typing. Press Tab to move right.
Cell Formatting

Making Cells Clear and Professional

Formatting helps users read and understand data easily.

Bold

Use bold for headings and important values.

Alignment

Align text left, center or right based on data type.

Fill Color

Add background color to headings or important cells.

Borders

Add borders around tables for clear structure.

Example: In a fee record sheet, make the heading row bold, center aligned, filled with color and bordered.
Number Formatting

Currency, Date and Percentage Formats

Number formatting changes how values appear without changing the actual value.

Format Before After Formatting Use
Currency 5000 ₹5,000.00 Fees, bills, salary, expenses
Percentage 0.75 75% Marks, discount, attendance
Date 11/5/2026 11-May-2026 Admission date, payment date
Number 5000 5,000 Quantity, count, totals
Important: Do not type currency signs manually every time. Use Excel's number formatting options.
Rows and Columns

Adjusting Row Height and Column Width

Proper row and column size makes data readable.

2 Column Width

Column width controls how wide a column appears. If text is hidden or looks cut, increase column width or use AutoFit.

AutoFit: AutoFit automatically adjusts column width according to the content.

3 Row Height

Row height controls how tall a row appears. It is useful when text is wrapped, headings are large or rows need better spacing.

Tip: Use enough row height for readability, but avoid excessive blank space.
Before and After

Example: Formatting a Fee Sheet

Formatting turns raw data into a professional worksheet.

Before Formatting

name course total fee paid status
amit ms office 5000 3000 partial
priya excel 4000 4000 paid
rahul word 3000 1500 partial

After Formatting

Name Course Total Fee Paid Status
Amit MS Office ₹5,000 ₹3,000 Partial
Priya Excel ₹4,000 ₹4,000 Paid
Rahul Word ₹3,000 ₹1,500 Partial
Formatted and Readable Professional Sheet
Interactive Demo

See Cell Formatting Effects

Click buttons to see how formatting changes worksheet appearance.

Name Course Total Fee Paid
Amit MS Office 5000 3000
Priya Excel 4000 4000
Rahul Word 3000 1500
Practical Task

Create and Format a Student Fee Sheet

Complete these steps inside MS Excel.

Office Task: Data Entry and Formatting

Common Mistakes

Mistakes Students Should Avoid

Correct data entry and clean formatting make Excel useful.

Wrong Habits

  • Typing multiple details in one cell.
  • Using blank or unclear headings.
  • Typing currency signs manually in every cell.
  • Not formatting dates correctly.
  • Leaving columns too narrow.
  • Using too many colors and styles.

Correct Habits

  • Use separate cells for separate information.
  • Keep headings clear and bold.
  • Use number formatting for currency and percentage.
  • Use proper date format.
  • AutoFit columns for readability.
  • Use simple and consistent formatting.
Remember: A neat Excel sheet should be easy to read, calculate, filter and print.
Test Your Understanding

Quick Quiz

Select the correct answers and check your score.

1. Data entry means:

Data entry means adding information into Excel cells.

2. Cell formatting means:

Cell formatting changes the appearance of cells and data.

3. Which is an example of text data?

Amit is text data because it is a name.

4. A formula usually starts with:

Excel formulas usually start with the equal sign.

5. Currency format is useful for:

Currency format is used for money values such as fees, bills and salary.

6. AutoFit is used to:

AutoFit adjusts column width according to the content.

7. Borders are used to:

Borders help show table structure clearly.

8. Which is a good formatting habit?

Clear headings, borders and readable alignment make Excel sheets professional.

9. Percentage format is useful for:

Percentage format is used for marks, discounts, progress and attendance.

10. Which is a data entry mistake?

Typing multiple details in one cell makes calculation and filtering difficult.
Quick Revision

Remember These Points

Revise these before moving to Chapter 16.

Data Entry

Entering information into cells such as text, numbers, dates and formulas.

Cell Formatting

Changing cell appearance using font, alignment, fill color and borders.

Number Format

Used for currency, date, percentage and number display.

AutoFit

Automatically adjusts column width according to content.

Good Habit

Use separate cells, clear headings and simple formatting.

Next Step

Now learn Excel formulas and basic calculations.

Previous Chapter Next Chapter: Excel Formulas and Basic Calculations