data is ms Excel is Stored in .…......format
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EXCEL 2007 Basics: Data Input and Types of Data
A. Colin Cameron, Dept. of Economics, Univ. of Calif. - Davis
This September 1999 help sheet gives information
Text files and non-text files.
File formats.
Methods to input data from a range of sources
1. Type data into an existing Worksheet
2. Read in data from an existing worksheet or workbook
3. Copy data from an existing worksheet
4. Read in data from an existing comma-separated values file
5. Read in data from an existing text file
6. Read in data from files in other formats
Saving files
It can be surprisingly difficult to input data from sources other than an Excel workbook from versions of Excel the same as or earlier than the version you are using.
TEXT FILES AND NON-TEXT FILES
There are many ways to represent data on a computer. The essential divide is between text files and non-text files.
Text files can be directly read using a text editor such as Notepad in Microsoft Windows.
These files often have extension .txt but can often have other extensions (a common one we will use is .csv).
Example: For the text file carsdata.txt Notepad yields
Non-text files cannot be meaningfully read using a text editor such as Notepad.
Then one obtains non-text characters that appear as, for example, @Z
Example: For the non-text file carsdata.xls (an Excel file) Notepad yields
Instead non-text files can only be read using special software.
In this example an Excel file can be meaningfully read using the Excel program.
FILE FORMATS
The most common data formats used to store data in files that can be read data into Excel are:
Existing Excel workbook or worksheet with extension .xls
This is easily read into Excel, just like reading a Word file with extension .doc using MS Word.
Existing Excel workbook or worksheet with extension .xlsx
The extension .xlsx mean that the file is in Excel 2007 format.
This may not be recognized by earlier versions of Excel such as Excel 97 or Excel 2003.
Comma-separated values text file with extension .csv
This is easily read into Excel.
Furthermore, because this is a text file it can be read by many other programs.
Text file, often with extension .txt or extension .asc
This can be read into Excel but information about the formatting of the data needs to be provided, as explained below.
METHODS TO INPUT DATA
Common ways to input data into Excel are:
Type in data into a new Excel worksheet.
Read in data from an existing Excel workbook.
Copy data from an existing Excel worksheet.
Read in data from an existing comma-separated values text file.
Read in data from and existing text file (possibly downloaded from the internet) and convert the file to an Excel worksheet.
Read in data from other format files if Excel recognizes this format.
1. TYPE IN DATA INTO A NEW EXCEL WORKSHEET
Open Excel, for example from Windows Start Menu | Programs.
This immediately puts you into a new Excel worksheet, or prompts you to ask for a new Excel worksheet.
Consider entry of the following data on the number of cars in a household (first column) and the number of persons in the household (second column).
Type the data into cells A1:A5 and cells B1:B5. (Click on cell A1 and enter 1 and then enter, then 2 and enter ....)
Then give headers to the two columns.
Put cursor in cell A1 and right-click and select Insert and then select Entire Row.
Then in the new blank cell A1 type CARS and in the new blank cell A2 type HH SIZE.
Now headers (CARS and HH SIZE) are in row 1 and data are in rows 2 to 6. The final data are:
Next give the worksheet a name.
Go to the sheet tab at the bottom, which may be called Sheet 1, right-click and select Rename and give the worksheet a name.
Finally save the workbook by using Office Button and Save As if a new workbook or Office Button and Save if saving an existing workbook.
If typing in a lot of data it is obviously best to save the workbook a number of times before typing is finished.
2. READ IN DATA FROM AN EXISTING EXCEL WORKBOOK OR WORKSHEET
This is the easiest, if you have approriate version(s) of Excel.
Open Excel, for example from Start Menu | Programs.
Left-click the Office Button, select Open and give the filename or browse for the file you want to input.
Usually the filename will have extension .xls or .xlsx
Excel 2007 should read all previous versions of Excel files, though not vice-versa.
For example, read in the file carsdata.xls (which is an Excel 97-2003 workbook).
3. COPY DATA FROM AN EXISTING EXCEL WORKSHEET
Suppose we are already in an existing worksheet within an existing workbook.
Right click on the Worksheet Tab at the bottom.
This yields the Move or Copy dialog box
Answer
data is ms Excel is Stored in tabular format