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Formatting Spreadsheets

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Presentation on theme: "Formatting Spreadsheets"— Presentation transcript:

1 Formatting Spreadsheets
Photos: © Sebastian Duda, and Andrea G Carelasa, Shutterstock.com

2 This lesson will cover:
The reasons for formatting a spreadsheet. Basic techniques for formatting spreadsheets. Formatting a spreadsheet so that it is suitable for printing. Functional Skills: This presentation covers the following Functional Skills standard: Develop, Present and Communicate Information Level – enter, organise, develop, refine and format information, applying editing techniques to meet needs, and Use ICT Systems 1.4 – select and use interface features and system facilities to effectively meet needs.

3 Spreadsheets Spreadsheets have a lot of uses in business, whether it be to carry out calculations, display records, or to log results. Teacher’s note: Formatting data can help interpretation by making information easier to read, making labels clearer and also by highlighting differences between data. Colour can also be used to show instantly when data is of a significant importance (e.g. making negative numbers appear in red). Most spreadsheets will contain lots and lots of data and so by using appropriate spacing and formatting it is possible to make the relevant data appear more visible and make it easier for the human eye to pick out final totals etc. Photo: © 2010, Photos.com To make the best use of spreadsheets you need to be able to format the data so it can be easily understood. In what ways can formatting data help interpretation?

4 Entering data All data is entered into a spreadsheet by clicking on a cell and typing: The data appears in the formula bar… …and also in the selected cell. Clicking on a cell and looking at the formula bar lets you know if the cell contains a formula or just numbers.

5 Copying and pasting The contents of any cell can be cut or copied and then pasted into another cell. This is very useful if you want to replicate or move large chunks of data. Select the data you want and then select Copy from the Edit menu or by right-clicking. Teacher’s note: It may be worth reminding students that you don’t have to paste into the same worksheet and you can even transfer the data between programs. Then chose the location you want to paste into and select Paste from the Edit menu, or by right-clicking.

6 Formatting cells Spreadsheet cells will automatically accept any data you type in as being general data. However, you can format the cells so that they are more suited to specific types of data. In Excel, you can do this by: Selecting the cells you wish to format. Opening the Format menu. Changing the Category under the Number tab. Numbers, like telephone numbers, which start with a zero will lose the zero unless you put them down as text.

7 Data types

8 Formatting cells

9 Inserting columns and rows
Sometimes you will find you need to add in an extra row or column. To do this: Select the row below or column to the right of where you wish to insert. Open the Insert menu. Select Row or Column. The new column will then appear to the left of the selected column. Teacher’s note: On newer versions of Excel you can then use the Format Painter to choose from options as to how you want to format the new column. It may also be worth reminding students that you can easily delete columns and rows. To do this: Select the column or row you wish to delete. Go to the Edit menu. Select Delete. Alternatively, you can select a column or row, right-click on it and select Delete from the pop-up menu. You can also resize rows and columns by dragging the number or letter at the top or far left of the column or row.

10 Headers and footers As with word processing documents, you can insert headers and footers into spreadsheets to let users know important details like page numbers, dates and who the author was. You can add headers and footers by: Opening the View menu. Selecting Header and Footer. You can then select from a range of preset headers and footers (which will automatically add page numbers, dates, etc. to your document). Teacher’s note: You can create your own headers and footers by clicking on Custom Header or Custom Footer.

11 Printing Spreadsheets do not always fit onto a single page. This can make printing difficult as data may not fit in neatly. Try to keep your spreadsheets concise by using smaller font sizes and minimizing the width of columns. To select a specific area of your spreadsheet for printing: Highlight the area you want to print. Go to the File menu. Click on Print Area. Select Set Print Area.

12 Printing You can also change the print area by selecting Page Break Preview from the View menu. This will bring up a view of your spreadsheet, with blue lines representing where the page breaks will be. You can move these lines around until you are happy with the selected print area. Your spreadsheet may look better if it is printed in landscape rather than portrait view. It is always best to check Print Preview before printing.

13 Further printing options

14 Know your icons


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