Excel Business Forms: Apply, Edit, and Print Data

1. Excel Lesson 2 Business Forms

2. Task 1 • Goals • Format cell data • Apply and modify cell styles

3. 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)

4. 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

5. 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)

6. 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

7. 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

8. 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

9. 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)

10. 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

11. Task 2 • Goals • Edit cell data • Insert cell data • Print

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. Task 3 • Goals • Work with templates

20. 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.

21. 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

22. 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.

23. 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.