Excel Lesson 2 Business Forms

Task 1  Goals  Format cell data  Apply and modify cell styles

Format Cell Data  Apply Number Format  Format changes the appearance of number without changing the value used in calculations.  By default, numbers will be displayed with no specific format (General)

Example of Number formats  Accounting format - $ aligned in the column  Currency format - $ to the immediate left of the number  Comma format – 2 decimal places and commas  Number format – 2 decimal places

Ways to Access the Number format tools  In the Home tab, in the Number group  In the Number Format gallery, displayed when you click on the Number format arrow  In the shortcut menu and Mini toolbar, displayed when you right-click on a cell  In the Format Cells dialog box, accessed through the Shortcut menu, by clicking the dialog box launcher arrow in the Number group or by pressing (Ctrl+1)

Format Cell Data  Format Dates  You can enter a date in any format and reformat it in one of 17 date formats.  How  Click the date  Press Ctrl+2  In the number tab, Click date  Click a date format

Apply and Modify Cell Styles  Apply a Cell Style  Cell style defines a set of formats that can be applied to cells  Select the cells, Click the Home tab and in the Styles group, click the Cell Styles button, Select style

Apply and Modify Cell Styles  Create a Custom Style  You can create your own cell style by modifying an existing style or by selecting all the setting in a cell and naming the style  How  Format the cell  Click the Home tab and in the Styles group, click Cell Styles button  Click New Cell Style  Enter a cell style name  OK

Apply and Modify Cell Styles  Modify a Cell Style  An existing cell style my be duplicated and then modified to create a new style  How  Right-click a cell style  Select Duplicate  Click Format  Change setting  Click Ok (2X)

Apply and Modify Cell Styles  Apply a Theme  A theme is a set of font, color, and style formatting choices for an entire worksheet  How  Click the Page Layout tab, and in the Themes group, click the Themes button  Click the predefined theme you prefer

Task 2  Goals  Edit cell data  Insert cell data  Print

Edit Cell Data  Edit Cell Data  To edit data before you complete an incorrect entry, press the Backspace key. To edit after incorrect data is entered, use one of these method  Redo the entry to overwrite the original data  Press F2 key  Double-click in the cell at the editing location

Edit Cell Data  Align Cell Data  You can change the alignment of data to improve the appearance of the worksheet by using the tools in the Alignment group on the Home tab  The Orientation button allows you to rotate cell text to diagonal or vertical orientation

Edit Cell Data  Clear Cell Contents  If you want to remove entered data, select the cell and press the Delete key or right-click the data and click Clear Contents from the Shortcut menu

Insert Cell Data  Use AutoComplete  The AutoComplete feature enters labels automatically if you have previously entered them in the same column.  When you enter the first letter or letters of repeated data, Excel completes the label from your previously entered data  If correct press enter. If not correct, continue entering the new label

Insert Cell Data  Use AutoFill  The AutoFill feature, using the fill handle, will automatically continue a series based on a pattern you establish.  The fill handle is the small black square in the lower-right corner of a selection  Select the cell then click and drag the fill handle

Print  Change Print Setting  The default printer settings are portrait orientation without gridlines or row and column headings  To customize print settings, click Page Setup on the Print Preview screen and use the dialog box

Print  Set Print Area  To print only part of a worksheet, you must define the print area  How  Select range  Click Page Layout tab and in the Page Setup group click Print Area, then Set Print Area

Task 3  Goals  Work with templates

Work with Templates  A template is a model worksheet design, containing permanent worksheets for fonts, formatting, styles, and formulas  To use Excel templates, open the New Workbook dialog box.  You can view installed templates, create a new template from an existing file, or search Microsoft Office Online for additional templates.

Customize a Template  Once a template has been opened or download, you can customize it with your permanent data to create a business form for your company.  Purchase order is a form used to order merchandise or supplies from a vendor.  The data that is specific to the transaction or recordable business event, will be entered when the form is used

Save a File as a Template  Once you customize a template with your permanent data, you should save it as a template file so that it will remain intact after each use.  When you open and make entries into your customized template, you will save it under a new name so that the template will remain as a form.

Save a File as a PDF  Portable Document Format (PDF) is a file that preserves document formatting.  Once the worksheet is in PDF format, data cannot be easily changed and it can only be viewed if Acrobat Reader is installed on the computer.