Microsoft Office Tutorials and References
In Depth Information
Organising your information into rows and columns
Organising your information into rows and columns
As you might have worked out, we’re going to create an address book by putting
different pieces of information into the cells. It’s going to look a bit like a table,
with headers to explain what each line of the table means. We’ll have a header for
last name and another one for city, for example.
Figures 4.2 and 4.3 show two different ways of arranging the same data, one
horizontally and one vertically. There are only two pieces of information in these fi
gures, the surname and town, but we could extend it to include lots more, such as
fi rst name, street address, postcode and phone number.
Figure 4.2
Figure 4.3
In Figure 4.2, to fi nd out the town where a person lives, you fi nd their name then
read across the screen horizontally; in Figure 4.3, you fi nd the name then read
down the screen vertically.
Does it really make any difference which way around we create our spreadsheet?
Well, yes, there is a right way and a wrong way, and Figure 4.3 is the wrong way.
Spreadsheets are made up of rows that go across the screen and columns that go
up and down. The rows are numbered (starting at 1 at the top) and the columns
are lettered (starting at A on the left).
Excel expects the information in a column to be of a similar type. So if there’s a
surname in one cell, it expects there to be a surname in the cell underneath it. If
there’s a town in one cell, Excel expects everything else in that column to be a
town too.
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