Adding Variables and Data to an Existing Excel File

It is easy to add variables or data to an existing data file. Access the file by double clicking on the file name, or by opening it from within the Excel Program. To open a file from within the program,

click on File from the main toolbar,
access the dropdown menu by clicking on the arrows at the bottom,
and then select Open function
select the directory where the file is stored and then double click on the file name or highlight it
select Open.

You can add rows and columns to your database by using the Insert function from the top toolbar and then row or column.

To edit data or add data at another time you can also use the data forms function. To access it, click on any variable name and select Data from the main toolbar and then Forms.

To delete rows or columns, highlight them with the cursor and then click Edit from the main toolbar and then Delete. You can clear the contents of a row or column by selecting Edit from the main toolbar and then Clear.

To enter data you can type it manually into the spreadsheet. Simply type the value in each cell and press enter, or advance horizontally by pressing the arrow key.

If you have a row or column of data with many or all repeated values, you can use a shortcut to fill them in rather than enter each value manually. To do this, place your cursor in the cell you want to copy, left click your mouse and drag the bottom corner of the right side of the cell down or across as far as you like. When you release your mouse, the copied values are filled in all cells that were outlined by dragging the cursor.

You can also copy cells using the Control-C command. Place your cursor on the cell(s) you would like to copy. Copy using Control-C. Then highlight the cells into which you would like to copy using click and drag of the cursor. Then press Control-V to paste them in.

You can also add data by accessing the Form function. Excel 2007 does not put the Form button on the menu bar, but you can add it. Click the Customize Quick Access Toolbar button. Click More Commands. From top left drop box, change Popular Commands to All Commands. Scroll down to Form… and add it to the tool bar. Then click the Forms button to see your form.

Remember to save your database when you are finished.

Research for Effective Social Work Practice by Judy L. Krysik and Jerry Finn