# Data Entry

Course: [Excel](https://www.devtutorials.ai/learn/excel) · Section: Working with Data
Source: https://www.devtutorials.ai/learn/excel/working-with-data/data-entry

> Enter text, numbers, and dates so Excel reads them correctly, edit and clear cells, and move around the sheet with the keyboard.

A spreadsheet is only as accurate as the data entered into it. If Excel interprets a number as text, or a date as a regular word, calculations, sorting, and charts may not work correctly. In this lesson, you'll learn how to enter text, numbers, and dates correctly, edit and remove data, and move around a worksheet efficiently using the keyboard.

Open the **Excel sandbox** and follow along.

## Text Data

**Text** includes anything that Excel does not use in calculations, such as names, labels, headings, codes, and notes.

- Click a cell, type your text, and press **Enter** to move down or **Tab** to move right.
- Text is usually aligned to the **left** side of the cell.
- If text is longer than the cell width, it extends into nearby empty cells. If the next cell contains data, the text appears cut off, but the full content remains stored in the cell. You can view it in the formula bar.

Phone numbers, identification numbers, and postal codes that begin with **0**, such as `0712345678`, may lose the leading zero if Excel treats them as numbers. To keep the leading zero, type an apostrophe before the value, like `'0712345678`. The apostrophe is not displayed in the cell.

## Number Data

**Numbers** are values that Excel can calculate with, such as prices, quantities, scores, and measurements.

- Enter only the number, such as `250`, `12.5`, or `-40`.
- Numbers are usually aligned to the **right** side of the cell.
- Avoid entering units or words in the same cell. For example, `250 kg` is treated as text and cannot be used in calculations. Instead, enter `250` in the cell and place the unit in the column heading, such as `Weight (kg)`.

Check the alignment of the value. If a number appears on the **left**, Excel has likely stored it as **text**, which means it will not be included in calculations. Re-enter the value without spaces, letters, or unnecessary symbols.

## Date Data

**Dates** are stored internally as numbers, allowing Excel to perform date calculations and determine the number of days between dates.

- Enter dates in a format Excel recognizes, such as `3/15/2026` or `15-Mar-2026`.
- The order of the day and month depends on your computer's regional settings.
- A recognized date is aligned to the **right**, similar to a number.
- If a date appears on the left, Excel has treated it as text. Try entering the date in a different format.
- Press **Ctrl + ;** to insert today's date.

## Edit Cell Contents

You can modify existing cell contents in several ways:

- **Replace the entire value:** Select the cell and start typing. After pressing **Enter**, the new value replaces the old one.
- **Edit part of the value:** Double-click the cell or press **F2** to edit directly within the cell. You can also edit the content in the formula bar. Use the arrow keys to move the cursor within the text.
- **Cancel an edit:** Press **Esc** before pressing **Enter**.

## Delete Data

To remove data from cells:

1. Select the cell or range.
2. Press **Delete**.

The cell contents, including values and formulas, are removed. However, any existing formatting, such as font styles, colors, or number formats, remains.

## Clear Data

The **Clear** command provides additional options for removing data and formatting.

On the **Home** tab, select **Clear** and choose one of the following options:

| Option | What It Removes |
|----------|----------|
| **Clear All** | Contents and formatting |
| **Clear Formats** | Formatting only |
| **Clear Contents** | Contents only, similar to pressing **Delete** |
| **Clear Hyperlinks** | Hyperlinks only |

**Delete** removes the data stored in a cell. **Clear All** removes both the data and the formatting. If formatting remains after deleting the contents, use **Clear All** to completely reset the cell.

## Cell Navigation

You can move around a worksheet using the mouse:

- Click any cell to select it.
- Use the mouse wheel or scroll bars to move through the worksheet.
- To jump directly to a specific cell, type its address into the **Name Box** and press **Enter**.

## Keyboard Navigation

Using keyboard shortcuts makes navigation faster and more efficient.

| Key | Result |
|----------|----------|
| **Arrow Keys** | Move one cell up, down, left, or right |
| **Enter** / **Shift + Enter** | Move down or up one cell after data entry |
| **Tab** / **Shift + Tab** | Move right or left one cell |
| **Home** | Move to column A of the current row |
| **Ctrl + Home** | Move to cell A1 |
| **Ctrl + End** | Move to the last used cell in the worksheet |
| **Ctrl + Arrow Key** | Move to the edge of the current data region |
| **Page Up** / **Page Down** | Move up or down one screen |

## Common mistakes

| Mistake | Result | Solution |
|----------|----------|----------|
| Typing `250 kg` | Excel treats it as text and excludes it from calculations | Enter `250` and place `(kg)` in the heading |
| Entering a space before a number | Excel stores the value as text | Remove the space and re-enter the number |
| Using an unrecognized date format | Excel stores the date as text | Re-enter the date in a recognized format such as `3/15/2026` |
| Losing the leading zero in a phone number | `0712...` becomes `712...` | Type an apostrophe before the number, such as `'0712...` |
| Using **Delete** and expecting formatting to be removed | Formatting remains in the cell | Use **Clear All** instead |

## Exercise

Click **Reset** in the sandbox header to start with an empty worksheet. Complete the following tasks and then click **Check**.

## What to Remember

- **Text** is aligned to the left, while **numbers** and **dates** are aligned to the right.
- Enter one value per cell, and place units in headings instead of cells.
- Use a recognized date format, such as `3/15/2026`, when entering dates.
- Press **F2** or use the formula bar to edit cell contents. Press **Esc** to cancel an edit.
- **Delete** removes cell contents, while **Clear All** removes both contents and formatting.
- Use **Ctrl + Home** to move to cell A1, **Ctrl + End** to move to the last used cell, and **Ctrl + Arrow Key** to move to the edge of a data range.

In the next lesson, you'll learn how to copy, cut, paste, and move data within a worksheet.