2. 1 CA202 Spreadsheet Application Changing Document Appearance Lecture # 4

3. 2 Objectives Change the appearance of data Apply an existing format to data Make numbers easier to read Change data’s appearance based on its value Make printout easier to follow Position data in a document

4. 3 Changing Document Appearance Make your data easier to understand, by changing font, letter size, or color of cell How your data appears on the printed page? By changing margin, add header & footer

5. 4 Changing Data Appearance Formatting data labels helps in reading data To make your data labels or data visible, you can change the format of the cells in which the labels or data is stored Use Bold, Italic, Underline or other options on formatting toolbar to make them high up Add Borders to make cell stand apart

6. 5 Formatting You can format your spreadsheet by the Formatting toolbars –Choose typeface, point size, bold, italic, underline, left align, right align, center align, apply number format, percent, comment, increase/decrease indent, add border, add a background, fill or font color or customize format

7. 6 Changing Data Appearance The standard font of Excel is Arial, you can choose another font, Click Tools  Options  General and use standard Font and Size for your future workbooks

8. 7 Formatting Shortcut Keys To Do This …Press This … Display Format →Style dialog BoxAlt + ‘ Display Format →Cell dialog BoxCtrl + 1 Apply General Number FormatCtrl + Shift + ~ Currency format with 2 decimalsCtrl + Shift + $ %age format with no decimalCtrl + Shift + % Exponential number format w/2 decimalsCtrl + Shift + ^ Date Format dd/mm/yyCtrl + Shift + # Time Format hh:mm with AM/PMCtrl + Shift + @ Number Format with 2 decimalsCtrl + Shift + !

9. 8 Formatting Shortcut Keys To Do This …Press This … Apply an Outline borderCtrl+ Shift + & Remove all bordersCtrl+ Shift + _ Toggle Bold FormattingCtrl+ B Toggle Italic FormattingCtrl+ I Toggle UnderliningCtrl+ U StrikethroughCtrl+ 5 Hide RowCtrl+ 9 Unhide RowCtrl + Shift + ( Hide ColumnsCtrl+ 0 Hide ColumnsCtrl + Shift + )

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11. 10 Apply Existing Format to Data You can develop your own formats and store them, and recall as needed You can find predefined formats available to you in the Style dialog box. If none of the existing styles are what you want, you can create your own by typing the name of your new style in the Style name box and then clicking Modify

12. 11 Apply Existing Format to Data The quickest way to apply formatting changes you made to a cell to the content of another cell, is to use Format Painter Single click on Format Painter will help to past the format to one cell only. For multiple pasting use double click on Format Painter

13. 12 Format Painter Button Choose the cell to copy format Click of Format Painter, with a Click or Drag, it will paint the format over the range Format painter can also be used for multiple paste –Double click the Format Painter button to paste as many as different cells and ranges as you like –Press Esc to get out of paint mode

14. 13 AutoFormat To apply an AutoFormat, you select the cells you want to format and click AutoFormat on the Format menu. Format → AutoFormat Choose one of the 17 different design to decorate your data The Option button let you choose only a portion of formatting e.g. you like font not the background color

15. 14 Start Activity on Page 63

16. 15 Making Number Easier to Read Changing the format of the cells in your worksheet can make your data much easier to read Adding borders to define the boundaries between labels and data Using formatting options for different data types such as dates, time, phone no, or currency

17. 16 Custom Number Format Choose Format  Cells  Number Tab The number format you apply doesn’t effect the actual value that Excel uses for calculation

18. 17 Rounding Choose Format → Cell → Number Tab Choose decimal places, commas and so forth No built-in formats will round numbers to the nearest specified whole number Round function does this trick, but you can do it by choosing Custom Format

19. 18 Rounding Choose Format → Cells → Number Tab Choose Custom format Type the following code #, (# with comma) round to nearest thousand 54,223 become 54 #,”000” (# with comma & zero in quot) round to nearest thousand, 54,223 become 54,000 0.0, round the nearest thousands 54,223 becomes 54.2

20. 19 Aligning Data Format → Cells → Alignment Tab Choose Left, Center, Right You can turn on the following options –Shrink to Fit (instead of changing the font size) –#### (If you see these number sign, means number is bigger than column)

21. 20 Aligning Data You can rotate the text You can merge the cells, both vertically and horizontally –In MERGE only upper cell data survive To include all data in the range in the merged cell, move it to the upper left most cell before merging

22. 21 Activity on Page 66

23. 22 Conditional Formatting Another way you can make your data easier to interpret is to have Excel change the appearance of your data based on its value. These formats are called conditional formats

24. 23 Conditional Formatting Format → Conditional You can set certain Format, when value fall outside of the set range, or when a particular formula meets certain criteria Student IDAttendanceStatusTotal Attendance 110DN45 230OK 345OK 412DN 533OK 625OK

25. 24 Finding cell with conditional Formatting Edit → GOTO Choose Special and turn on conditional Format near the bottom Choose All to find the cell in all worksheet that have conditional Formatting

26. 25 Copying Conditional Formatting Select the cell to receive the formatting, plus one cell that already has the condition you want to copy Go To Format → Conditional Formatting Click OK

27. 26 Past Special Command After Copying the cell, Choose “past special” It will let you choose variety of cell attributes to apply, including formula with or without formatting, resulting values, formatting only, comments or validation restrictions Transpose the new range, create a Hot link between source and destination

28. 27 Activity on Page 71

29. 28 Making Printout Easier to Follow To ensure that the same information appears at the top or bottom of every printed page, you can do so using headers or footers To create a header or footer in Excel, you open the Page Setup dialog box to the Header/Footer tab Adding a graphic to a header or footer After you insert a graphic into a header or footer, the Format Picture button will become available

30. 29 Activity on Page 74

31. 30 Positioning Data on a Printout Change is its margins, or the boundaries between different sections of the printed page Portrait or Landscape mode On Page Setup you can reduce the size of the worksheet’s contents until the entire worksheet can be printed on a single page

32. 31 Activity on Page 78

33. 32 Chapter 4 Key Points 1.You can change excel default font and its size 2.You can use cell formatting, including borders, alignment, and fill colors, to emphasize certain cells in your worksheets. 3.Excel comes with a number of existing styles 4.If you want to apply the formatting from one cell to another cell, use the Format Painter to copy the format quickly 5.There are quite a few AutoFormats 6.Conditional formats let you set rules so that Excel will change the appearance of a cell’s contents based on its value 7.Use header, footer, graphic, alignment, and margin settings to make your data look great on the page