1. Formatting a Worksheet
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2. What’s inside and on the CD?
In this chapter you will learn how to:
Format worksheets created with Microsoft Excel
Determine special formatting characteristics for each type of data
Make changes to spreadsheet data in order to show how changes effect results
Avoid making incorrect modifications to data
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3. How do I add borders and background colors?
Borders and background colors define areas and can call attention to important information
To add borders
Click Home tab
Click Format Cells dialog box launcher
Click the appropriate Preset border buttons
Preset Outline – outside edge of cells
Preset Inside – between individual cells
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4. How do I add borders and background colors? Cont’d.
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5. How do I add borders and background colors? Cont’d.
Select border option buttons in the Border section of dialog box
The Line area allows selection of decorative line styles or line color
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6. How do I add borders and background colors? Cont’d.
Click the Fill tab to add a colored background to selected cells
For a shortcut to Borders, use the button in the Font group on the Home tab; however, options on the Format Cells dialog box are not available
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7. How do I format worksheet data?
Buttons on the Font group of the Home tab allow you to select different font attributes for data in any cells
Values and formula results can use the same font attributes used in labels
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8. How do I format worksheet data? Cont’d.
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9. How do I format worksheet data? Cont’d.
To apply format:
Click in the cell to format
Click as many font attributes as wanted
Click outside cell to complete
To change font for range:
Click top-left cell
Drag mouse to select cells
Release mouse button
Apply font formatting option
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10. How do I format worksheet data? Cont’d.
Separate words or letters in a cell can be formatted differently. Use the mouse inside the cell to select words or characters to format
More formatting options:
Select cell
Click Format
Click Format Cells from the Cells group
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11. How do I use the Format Cells dialog box?
These number formats can be applied to cells that contain values:
Currency
Percent
Commas
Decimals
Format Cells dialog box provides options to improve readability
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12. How do I use the Format Cells dialog box? Cont’d.
The Accounting Number Format button displays contents in local currency format
The Percent Style button displays the cell contents as a percentage
The Comma Style button adds a comma to values
The Decrease Decimal button displays one less digit, the Increase Decimal button displays one more digit
Select a range of cells then click any format buttons to apply formatting to a range
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13. How do I use the Format Cells dialog box? Cont’d.
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14. How do I adjust column and row size?
A column too narrow will display as #####. The entire column width can be changed, but not just one cell
To adjust the width, position the pointer between two column headings. When the shape changes to , press and hold the left mouse button while you drag to adjust the width of the column
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15. How do I adjust column and row size? Cont’d.
If a label is too long to fit into a cell, it will extend into the cell on the right if that cell is empty. If not, the label will be cut off
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16. How do I adjust column and row size? Cont’d.
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17. How do I center and align cell contents?
By default, labels are left-aligned while values and formulas are right-aligned
Typically, you will want to center or right-align a label when it is a column heading
Select the header cell and click the Align Text Right button
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18. How do I center and align cell contents? Cont’d.
Select a range of cells and click the Align Text Left, Align Text Right or Align Text Center button to align a range of cells
Click gray column header at top of a column to select entire column
Click gray box on left of row to select all cells in row
To center text across columns, select the range, then click the Merge & Center button
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19. How do I center and align cell contents? Cont’d.
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20. What happens when I copy and move cells?
Use the Cut, Copy, and Paste buttons to copy or move cell contents to a different worksheet location
Label data is copied or moved without changing
When you copy and paste cells containing a formula, the copied formula is modified to work in the new location
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21. What happens when I copy and move cells? Cont’d.
A cell reference that changes when a formula is copied or moved is called a relative reference
Unless you specify otherwise, Excel treats all cell references as relative
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22. What happens when I copy and move cells? Cont’d.
To move data in cells:
select the cells, then click the Cut button
click the new cell, then click the Paste button
When you copy or move data in a range, click the cell in the top-left corner where you want the data to be pasted
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23. What happens when I copy and move cells? Cont’d.
A formula containing a relative reference changes when it is copied or moved
Example:
Assume cell C4 contains the formula =C2+C3. If you copy and paste that formula to cell F4, the formula will be changed to =F2+F3
This is because the references C2 and C3 are relative references
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24. What happens when I copy and move cells? Cont’d.
When the formula was in cell C4, Excel interpreted it as:
=(the contents of the cell two rows up) + (the contents of the cell one row up)
When it was copied to cell F4, Excel adjusted the formula so it retained the same relative references, making it =F2+F3
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25. What happens when I copy and move cells? Cont’d.
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26. When should I use absolute references?
Sometimes, you do not want cell references to change when moved to a new location
An absolute reference will not change and will always refer to the same cell
To create an absolute reference, insert a dollar sign ($) before the column reference and another dollar sign before the row reference
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27. When should I use absolute references? Cont’d.
If you want to use an absolute reference in a formula, begin typing, then press the F4 key after you click a cell to add it to the formula
Pressing the F4 key changes the current reference to an absolute reference
References can be combined so only one row or column is an absolute reference
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28. When should I use absolute references? Cont’d.
For example,
$C1 creates an absolute column and a relative row reference
C$1 creates a relative column and an absolute row reference
The absolute identifier will not change, but the relative identifier will
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29. When should I use absolute references? Cont’d.
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30. How do I delete and insert rows and columns?
When you insert or delete rows or columns, Excel will modify your formulas to refer to the correct cells
To insert a row, click any cell, click the down-arrow button next to Insert in the Cells group, then click Insert Sheet Rows. It will be inserted above the selected row
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31. How do I delete and insert rows and columns? Cont’d.
To select an entire row, click the gray row identifier button on the left side of the window
To insert more than one row, drag down over the number of rows to insert, click Insert in the Cells group, click Insert Sheet Rows. Excel will insert that number of rows
To delete rows, click the down-arrow button next to Delete in the Cells group, then click Delete Sheet Rows
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32. How do I delete and insert rows and columns? Cont’d.
Use the same procedures to insert and delete columns
Excel will adjust the relative cell references in formulas to keep them correct as you insert or delete
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33. How do I delete and insert rows and columns? Cont’d.
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34. Practical Office 2007 Chapter 6
Can I use styles?
Use predefined styles or create your own styles
The , , and toolbar buttons automatically format a cell or group of cells
Click Cell Styles, in the Styles group to redefine default settings
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35. Practical Office 2007 Chapter 6
Can I use styles? Cont’d.
Styles include:
Text formatting
Font
Size
Color
Numeric formatting
Comma placement
Number of decimal points
Currency symbol
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36. Practical Office 2007 Chapter 6
Can I use styles? Cont’d.
Create you own styles:
Click Cell Styles
Click New Cell Style
Type new style name
Click the Format button to modify styles
Click OK to accept changes
Click OK
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37. Practical Office 2007 Chapter 6
Can I use styles? Cont’d.
The Format Painter button allows you to copy and paste formats from one cell to another
Click cell containing formats to be copied
Click Format Paint button
Click cell where you want format applied
To view Style formats
Click Cell Styles or
Click Format as Table button
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38. Practical Office 2007 Chapter 6
Can I use styles? Cont’d.
The Hide function is used to hide rows or columns you don’t want displayed
To hide cells:
Select rows or columns to be hidden
Right-click highlighted area
Select Hide
To display hidden rows or columns, select rows or columns bordering hidden section and right-click, then choose Unhide
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39. Practical Office 2007 Chapter 6
Can I use styles? Cont’d.
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40. How do I manage multiple worksheets?
A workbook – sometimes called a “3D workbook” – is a collection of worksheets
Workbooks allow related worksheets to be grouped together
Worksheets in a workbook can access data from other worksheets
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41. How do I manage multiple worksheets? Cont’d.
Default workbook contains three worksheets, titled Sheet 1, Sheet 2, and Sheet 3
Click tabs at bottom of screen to navigate
Rename worksheets, change color of tab, or change order by right-clicking worksheet tab and making selection
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42. How do I manage multiple worksheets? Cont’d.
To insert new worksheet:
Click Insert Worksheet button after the final worksheet
To delete existing worksheet:
Right-click worksheet’s tab
Click Delete
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43. How do I manage multiple worksheets? Cont’d.
Move/copy option allows order change of worksheets
For example, to insert new worksheet in front of Sheet 1, insert new sheet after any tab, then use Move/copy option to position as first sheet
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44. How do I manage multiple worksheets? Cont’d.
To reference data from other worksheets, include tab name before row letter and column number
Example:
Sheet3!A1 indicates Column A, Row 1 on Sheet 3
Also reference data on other worksheets by:
Navigating to worksheet
Click desired cell
Enter formula or function
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45. How do I manage multiple worksheets? Cont’d.
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