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Chapter 13

Chapter 13. Formatting a Worksheet. 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

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Chapter 13

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  1. Chapter 13 Formatting a Worksheet

  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 Practical Computer Literacy, 2nd edition Chapter 13

  3. How do I add borders and background colors? Borders and background colors define areas and can draw attention to important information To add borders, use the Font group on the Home tab and Format Cells dialog box Practical Computer Literacy, 2nd edition Chapter 13

  4. How do I add borders and background colors? Practical Computer Literacy, 2nd edition Chapter 13

  5. How do I add borders and background colors? Select border option buttons in the Border section of dialog box The Line area allows selection of decorative line styles or add color Practical Computer Literacy, 2nd edition Chapter 13

  6. How do I add borders and background colors? 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 Practical Computer Literacy, 2nd edition Chapter 13

  7. How do I format worksheet data? Buttons in the Font group on the Home tab allow you to select different font attributes for data in worksheet cells Values and formula results can use the same font attributes used in labels Practical Computer Literacy, 2nd edition Chapter 13

  8. How do I format worksheet data? Practical Computer Literacy, 2nd edition Chapter 13

  9. How do I format worksheet data? 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 selected cells Release mouse button Apply font formatting option Practical Computer Literacy, 2nd edition Chapter 13

  10. How do I format worksheet data? 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(s) Click Format Cells Click Cells to display Cells Format dialog box Select formatting option Click OK to apply Practical Computer Literacy, 2nd edition Chapter 13

  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 Number group on the Home tab can be used to apply most common number formats Format Cells dialog box provides options to improve readability Practical Computer Literacy, 2nd edition Chapter 13

  12. How do I use the Format Cells dialog box? The Accounting Number Format button 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, one less digit is displayed, the Increase Decimal button, one more digit is displayed Select a range of cells then click any format buttons to apply formatting to a range Practical Computer Literacy, 2nd edition Chapter 13

  13. How do I use the Format Cells dialog box? Practical Computer Literacy, 2nd edition Chapter 13

  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 Practical Computer Literacy, 2nd edition Chapter 13

  15. How do I adjust column and row size? 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 Practical Computer Literacy, 2nd edition Chapter 13

  16. How do I adjust column and row size? Practical Computer Literacy, 2nd edition Chapter 13

  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. Practical Computer Literacy, 2nd edition Chapter 13

  18. How do I center and align cell contents? Select a range of cells and click the desired alignment button to align a range of cells. Click column header at top of a column to select entire column. Click row header on left of row to select all cells in row. To center text across columns, select the range, then click the Merge & Center button. Practical Computer Literacy, 2nd edition Chapter 13

  19. How do I center and align cell contents? To merge a range of cells in a column: Select the range Click the Merge & Center button in the Alignment group on the Home tab The down-arrow button next to the Merge & Center button allows you to Unmerge cells Merge without centering Practical Computer Literacy, 2nd edition Chapter 13

  20. How do I center and align cell contents? Practical Computer Literacy, 2nd edition Chapter 13

  21. 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 altered to work in the new location. Practical Computer Literacy, 2nd edition Chapter 13

  22. What happens when I copy and move cells? 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. Practical Computer Literacy, 2nd edition Chapter 13

  23. What happens when I copy and move cells? 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 Practical Computer Literacy, 2nd edition Chapter 13

  24. What happens when I copy and move cells? 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. Practical Computer Literacy, 2nd edition Chapter 13

  25. What happens when I copy and move cells? 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. Practical Computer Literacy, 2nd edition Chapter 13

  26. What happens when I copy and move cells? Practical Computer Literacy, 2nd edition Chapter 13

  27. 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 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. Practical Computer Literacy, 2nd edition Chapter 13

  28. When should I use absolute references? 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. Practical Computer Literacy, 2nd edition Chapter 13

  29. When should I use absolute references? 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. Practical Computer Literacy, 2nd edition Chapter 13

  30. When should I use absolute references? Practical Computer Literacy, 2nd edition Chapter 13

  31. How do I delete and insert rows and columns? When you insert or delete rows or columns, Excel will adjust your formulas to refer to the correct cells. To insert a row, select a row, click the down-arrow button next to Insert in the Cells group, then click Insert Sheet Rows. Practical Computer Literacy, 2nd edition Chapter 13

  32. How do I delete and insert rows and columns? To insert more than one row, drag down over the number of rows to insert and follow the same steps for inserting a row To delete rows, select rows, drag over the rows you want to delete, click the down-arrow button next to Delete in the Cells group, then click Delete Sheet Rows Practical Computer Literacy, 2nd edition Chapter 13

  33. How do I delete and insert rows and columns? 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. Practical Computer Literacy, 2nd edition Chapter 13

  34. How do I delete and insert rows and columns? Practical Computer Literacy, 2nd edition Chapter 13

  35. 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 Styles in the Styles group, right-click the desired style from the Number Format section, then click Modify to redefine the default setting Practical Computer Literacy, 2nd edition Chapter 13

  36. Can I use styles? Styles include: Text formatting Font Size Color Numeric formatting Comma placement Number of decimal points Currency symbol Practical Computer Literacy, 2nd edition Chapter 13

  37. Can I use styles? Create you own styles: Click Cell Styles Click New Cell Style Type the new style name Click the Format button if you want to modify the characteristics Click OK to accept changes in Format Cells dialog box Click OK to create the style Practical Computer Literacy, 2nd edition Chapter 13

  38. Can I use styles? 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 Painter button Click cell where you want format applied The Styles group includes a variety of predefined formats designed to format entire worksheets or sections of worksheets Practical Computer Literacy, 2nd edition Chapter 13

  39. Can I use styles? The Hide function is used to hide rows or columns you don’t want displayed To use function: 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 Practical Computer Literacy, 2nd edition Chapter 13

  40. Can I use styles? Practical Computer Literacy, 2nd edition Chapter 13

  41. 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 Practical Computer Literacy, 2nd edition Chapter 13

  42. How do I manage multiple worksheets? 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 Practical Computer Literacy, 2nd edition Chapter 13

  43. How do I manage multiple worksheets? To insert new worksheet: Right-click tab for worksheet that should follow new worksheet Select Insert from shortcut menu Make selection from Insert dialog box To delete existing worksheet: Right-click worksheet’s tab Click Delete Practical Computer Literacy, 2nd edition Chapter 13

  44. How do I manage multiple worksheets? Move/copy option allows you to change the order 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 Practical Computer Literacy, 2nd edition Chapter 13

  45. How do I manage multiple worksheets? 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 Practical Computer Literacy, 2nd edition Chapter 13

  46. How do I manage multiple worksheets? Practical Computer Literacy, 2nd edition Chapter 13

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