Types of Spreadsheet Data
Spreadsheets are composed of columns and rows that create a grid of cells. Typically, each cell holds a single item of data. Here’s an explanation of the three types of data most commonly used in spreadsheet programs:
Text data, also called labels, is used for worksheet headings and names that identify columns of data. Text data can contain letters, numbers, and special characters such as ! or &. By default, text data is left-aligned in a cell. Number data, also called values, is used in calculations. By default, numbers are right-aligned in a cell. In addition to actual numbers, Excel also stores dates and times as numbers. Other spreadsheet programs treat dates and times as a separate data category. Problems arise when numbers are formatted as text data. This prevents them from being used in calculations. Formulas are mathematical equations that work in combination with data from other cells on the spreadsheet. Simple formulas are used to add or subtract numbers. Advanced formulas perform algebraic equations. Spreadsheet functions are formulas that are built into Excel.
Dates in Excel
Excel automatically recognizes dates entered in a familiar format. For example, if you enter 10/31, Oct 31, or 31 Oct, Excel returns the value in the default format 31-Oct.
How to Convert Data Types in Excel
When data is imported from a database or enterprise reporting system, numerical data may be transferred as text. Such situations can create sorting problems. Look for numerical characters that are left-aligned in cells. Numeric values should align to the right by default. There are several ways to change text data into numerical data, but using the VALUE function is usually the easiest solution. Conversely, if you want Excel to read numerical characters or a formula as text, just add an apostrophe (’) at the beginning of the entry. For example:
‘10’=TEXT (A1,“0”)
