1. Copyright 2003 Peter McDevitt 1 Microsoft Excel 2002 Lecture 3 – A Professional Looking Worksheet

2. 2Copyright 2003 Peter McDevitt Overview of Lecture 3 Formatting Cells Formatting Cells Hiding Cells Hiding Cells Adding Backgrounds Adding Backgrounds Using Styles Using Styles Headers and Footers Headers and Footers Printing Printing

3. 3Copyright 2003 Peter McDevitt The Format Cells Dialog Box The Format Cells dialog box has six tabs, each dedicated to a different set of format properties. The Font tab will be used to format the font, size and style of text in your worksheets.

4. 4Copyright 2003 Peter McDevitt Various Formats Excel, by default, will format all your entries using a style called the General format. This figure shows examples of some items formatted with the General format. You can also see the Percent Style and Currency Style applied to various cells.

5. 5Copyright 2003 Peter McDevitt Copying Existing Formats One way to copy a format is to use the Format Painter button. To use the Format Painter: One way to copy a format is to use the Format Painter button. To use the Format Painter: Select a cell, then click the Format Painter button, which has a picture of a paintbrush on it Select a cell, then click the Format Painter button, which has a picture of a paintbrush on it Select the cell or range you wish to format and the operation is complete Select the cell or range you wish to format and the operation is complete Another way to copy a format is to drag the fill handle and click the Auto Fill Options button, then click the Fill Formatting Only option. Another way to copy a format is to drag the fill handle and click the Auto Fill Options button, then click the Fill Formatting Only option. Another way to format cells is through the Format Cells dialog box. Another way to format cells is through the Format Cells dialog box.

6. 6Copyright 2003 Peter McDevitt Align Using Merge and Center Another option available for alignment in the Format Cells dialog box and on the Format toolbar is the Merge and Center option, which centers text in one cell across a range of cells. Another option available for alignment in the Format Cells dialog box and on the Format toolbar is the Merge and Center option, which centers text in one cell across a range of cells. If you want to fit a lot of text within a cell but without having to expand the column width to be very large, you can use the text wrapping option on the Alignment tab, or even choose to indent text. If you want to fit a lot of text within a cell but without having to expand the column width to be very large, you can use the text wrapping option on the Alignment tab, or even choose to indent text. You can also have Excel shrink the text to fit within the given column width you have chosen or even rotate text from -90 to +90 degrees. You can also have Excel shrink the text to fit within the given column width you have chosen or even rotate text from -90 to +90 degrees.

7. 7Copyright 2003 Peter McDevitt The Alignment Tab The Alignment tab provides many options for aligning data. Click the check boxes to select these options. Rotate text by moving the arrow with the mouse, or specify the number of degrees in the text box.

8. 8Copyright 2003 Peter McDevitt Examples of Text Formatting This column header shows an example of text wrapping. The text in column “A” is indented.

9. 9Copyright 2003 Peter McDevitt Cell Borders and Backgrounds Excel provides a range of tools to format not only the contents of a cell, but also the cells themselves. Excel provides a range of tools to format not only the contents of a cell, but also the cells themselves. You can add a border to a cell using either the Borders button on the Formatting toolbar or the options on the Border tab in the Format Cells dialog box. You can add a border to a cell using either the Borders button on the Formatting toolbar or the options on the Border tab in the Format Cells dialog box. The Borders button allows you to create borders very quickly, whereas the Format Cells dialog box allows you to refine your choices further. The Borders button allows you to create borders very quickly, whereas the Format Cells dialog box allows you to refine your choices further. The Border Tab in the Format Cells dialog box is especially useful for controlling how a block of cells or a range appears with borders. The Border Tab in the Format Cells dialog box is especially useful for controlling how a block of cells or a range appears with borders.

10. 10Copyright 2003 Peter McDevitt The Border Tab The Border tab of the Format Cells dialog box gives you complete control over the border you want to create for a cell, range of cells, or the entire worksheet. Click a button to turn on or turn off the border for the indicated area.

11. 11Copyright 2003 Peter McDevitt Add Patterns or Colors Patterns and colors can be used to enhance the appearance of spreadsheet cells. Patterns and colors can be used to enhance the appearance of spreadsheet cells. The fastest way to apply background color to cells in the worksheet is by clicking the list arrow of the Fill color button and choosing a color from the palette. The fastest way to apply background color to cells in the worksheet is by clicking the list arrow of the Fill color button and choosing a color from the palette. To apply a fill pattern to cells, use the Patterns tab on the Format Cells dialog box. To apply a fill pattern to cells, use the Patterns tab on the Format Cells dialog box.

12. 12Copyright 2003 Peter McDevitt The Patterns Tab Using the Patterns tab of the Format Cells dialog box, not only can you change the background color of the worksheet, but also you can select from a palette of patterns, as shown in the figure to the right. The color palette on the Patterns tab is the same one that is also available from the list arrow of the Fill Color button.

13. 13Copyright 2003 Peter McDevitt Hide Rows Columns You can hide rows or columns, which does not affect the data stored there, nor does it affect any cell that might have a formula reference to a cell within the hidden row or column. You can hide rows or columns, which does not affect the data stored there, nor does it affect any cell that might have a formula reference to a cell within the hidden row or column. To hide a row or column: To hide a row or column: Select the row or column and then choose Hide from either the Row or Column option of the Format menu, or, from the shortcut menu that pops up when you right click the row or column heading Select the row or column and then choose Hide from either the Row or Column option of the Format menu, or, from the shortcut menu that pops up when you right click the row or column heading To unhide a row or column: To unhide a row or column: Select the headings of the rows or columns that border the hidden area, then choose Unhide from either the Row or Column option of the Format menu, or, from the shortcut menu that pops up when you right click the row or column heading Select the headings of the rows or columns that border the hidden area, then choose Unhide from either the Row or Column option of the Format menu, or, from the shortcut menu that pops up when you right click the row or column heading

14. 14Copyright 2003 Peter McDevitt Merge Headings This figure shows a sample worksheet with a boldfaced title in the first row merged and centered across the columns used for data. The Merge and Center button is the fastest way to merge several cells into one or to split one merged cell back into several cells

15. 15Copyright 2003 Peter McDevitt Worksheet with Hidden Cells This figure shows the same worksheet that was shown in the previous slide, but it has now had several cells hidden. Hiding extraneous cells can frequently improve the overall appearance of the worksheet.

16. 16Copyright 2003 Peter McDevitt Format the Worksheet Background You can use an image file as a background for a worksheet. You can use an image file as a background for a worksheet. Images can be used to give the background a textured appearance, like that of granite, wood, or fibered paper. Images can be used to give the background a textured appearance, like that of granite, wood, or fibered paper. The background image does not affect the format or content of any cell in the worksheet, and if you have already defined a background color for a cell, Excel displays the color on top, hiding that portion of the image. The background image does not affect the format or content of any cell in the worksheet, and if you have already defined a background color for a cell, Excel displays the color on top, hiding that portion of the image. You cannot apply a background image to all the sheets of the workbook at the same time. You cannot apply a background image to all the sheets of the workbook at the same time.

17. 17Copyright 2003 Peter McDevitt Replace Formats The Undo button on the Standard toolbar is very useful for removing formatting choices you have decided you do not want to use. The Undo button on the Standard toolbar is very useful for removing formatting choices you have decided you do not want to use. You can also clear the formatting of selected cells, returning them to their initial, unformatted appearance. You can also clear the formatting of selected cells, returning them to their initial, unformatted appearance. To clear formatting, select a cell or range, click Edit on the menu bar, point to Clear and then click Formats To clear formatting, select a cell or range, click Edit on the menu bar, point to Clear and then click Formats

18. 18Copyright 2003 Peter McDevitt Find and Replace Operations The Find and Replace dialog box. The Find Format dialog box.

19. 19Copyright 2003 Peter McDevitt Style Dialog Box Click Format on the menu bar, and then click Style. The Style dialog box opens and all the formatting options associated with the active cell are listed. Click Format on the menu bar, and then click Style. The Style dialog box opens and all the formatting options associated with the active cell are listed. Give the style a name, and then modify the formatting options by removing or adding to the existing ones listed in the dialog box. Click the OK button to create a style with a specific name. Give the style a name, and then modify the formatting options by removing or adding to the existing ones listed in the dialog box. Click the OK button to create a style with a specific name. To apply a style within a worksheet, first select the cells you want associated with the style, then open the Style dialog box, choose the style name from the list arrow and then click the OK button. To apply a style within a worksheet, first select the cells you want associated with the style, then open the Style dialog box, choose the style name from the list arrow and then click the OK button.

20. 20Copyright 2003 Peter McDevitt The Style dialog box The Style dialog box allows you to create, name and customize styles. You can also copy styles from one workbook to another. Copying styles allows you to create a collection of workbooks that share a common look and feel.

21. 21Copyright 2003 Peter McDevitt Apply an AutoFormat To apply an AutoFormat to a table: To apply an AutoFormat to a table: Select a range that has a table of information in it Select a range that has a table of information in it Click Format on the menu bar, click AutoFormat and the AutoFormat dialog box opens. Scroll through the gallery to view different table formats, click on one you want to try, and then click the OK button. Click Format on the menu bar, click AutoFormat and the AutoFormat dialog box opens. Scroll through the gallery to view different table formats, click on one you want to try, and then click the OK button. Click on a cell outside of your selected range to remove the highlighting from your table so you can see what it looks like with the AutoFormat design applied. Click on a cell outside of your selected range to remove the highlighting from your table so you can see what it looks like with the AutoFormat design applied.

22. 22Copyright 2003 Peter McDevitt The AutoFormat style gallery This figure shows some of the AutoFormats available for use. The designs in the AutoFormat gallery are very useful. You can either employ the professional design that Excel provides you, or simply use it as a starting point to apply a design that is close you what you want, which you can then modify to fit your own needs.

23. 23Copyright 2003 Peter McDevitt Using Print Preview Open a Print Preview window by clicking the Print Preview button on the Standard toolbar. Open a Print Preview window by clicking the Print Preview button on the Standard toolbar. Click the Zoom button on the Print Preview toolbar, or pass your mouse over the page, and the pointer changes to the shape of a magnifying glass. When you click any portion of the page Excel will zoom in. Zoom out using the same methods. Click the Zoom button on the Print Preview toolbar, or pass your mouse over the page, and the pointer changes to the shape of a magnifying glass. When you click any portion of the page Excel will zoom in. Zoom out using the same methods. By clicking the Setup button on the Print Preview toolbar, you can change margins, orientation, center the page or set several other formatting and printing features. By clicking the Setup button on the Print Preview toolbar, you can change margins, orientation, center the page or set several other formatting and printing features.

24. 24Copyright 2003 Peter McDevitt The Margins Tab The Page Setup dialog box controls how a worksheet is placed on a page for printing. You can adjust the size of the margins, which are the spaces between the page content and the edge of the page. Most printers require a minimum margin.

25. 25Copyright 2003 Peter McDevitt Create a Header and Footer A header is text printed within the top margin of every worksheet page and a footer is printed within the bottom margin of every page. A header is text printed within the top margin of every worksheet page and a footer is printed within the bottom margin of every page. Excel tries to anticipate headers and footers and provides several preformatted options in list boxes on the Header/Footer tab of the Page Setup dialog box. Excel tries to anticipate headers and footers and provides several preformatted options in list boxes on the Header/Footer tab of the Page Setup dialog box. Click the list arrow for these header and footer options and select one of Excel's suggestions or create your own by choosing the Custom Header or Custom Footer buttons on the Header/Footer tab. Click the list arrow for these header and footer options and select one of Excel's suggestions or create your own by choosing the Custom Header or Custom Footer buttons on the Header/Footer tab.

26. 26Copyright 2003 Peter McDevitt The Header dialog box This figure shows the Header dialog box. This dialog box presents the same options as the Footer dialog box. You can type in any text you like and use the Font button to format the text just as you would in a worksheet cell. The other Header/Footer formatting buttons provide some common actions using built-in Excel formatting codes.

27. 27Copyright 2003 Peter McDevitt Define a Print Area By default, Excel prints all parts of the active worksheet that contain text, formulas, or values. By default, Excel prints all parts of the active worksheet that contain text, formulas, or values. To define a print area, select the range you want to print, click File on the menu bar, point to Print Area, and then click Set Print Area. To define a print area, select the range you want to print, click File on the menu bar, point to Print Area, and then click Set Print Area. You can also specify different sections of your worksheet to print on separate pages. You can also specify different sections of your worksheet to print on separate pages. Insert a page break by clicking on a cell, clicking Insert on the menu bar, and then clicking Page Break Insert a page break by clicking on a cell, clicking Insert on the menu bar, and then clicking Page Break

28. 28Copyright 2003 Peter McDevitt The Sheet Tab The Page Setup dialog box can specify cells that will repeat on each page, print gridlines, and whether to print or not to print headings on each page.

29. 29Copyright 2003 Peter McDevitt Recap Formatting Cells Formatting Cells Hiding Cells Hiding Cells Adding Backgrounds Adding Backgrounds Using Styles Using Styles Headers and Footers Headers and Footers Printing Printing Thank You Thank You