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Microsoft Office XP Microsoft Office XP Illustrated Introductory, Enhanced Illustrated Introductory, Enhanced A Worksheet A Worksheet Formatting Formatting

Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

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Page 1: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

Microsoft Office XP Microsoft Office XP Illustrated Introductory, EnhancedIllustrated Introductory, Enhanced

A WorksheetA WorksheetFormattingFormatting

Page 2: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

2Formatting a Worksheet Unit C

Format valuesFormat values Use fonts and font sizesUse fonts and font sizes Change attributes and alignmentChange attributes and alignment Adjust column widthsAdjust column widths Insert and delete rows and columnsInsert and delete rows and columns

ObjectivesObjectives

Page 3: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

3Formatting a Worksheet Unit C

Apply colors, patterns, and bordersApply colors, patterns, and borders Use conditional formattingUse conditional formatting Check spellingCheck spelling

ObjectivesObjectives

Page 4: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

4Formatting a Worksheet Unit C

Formatting ValuesFormatting Values

FormattingFormatting determines how labels determines how labels and values appear in cellsand values appear in cells– Bold, italic, dollar signs, commas, etc.Bold, italic, dollar signs, commas, etc.– Formatting does not change the data Formatting does not change the data

only its appearanceonly its appearance– Select a cell or a range, then apply Select a cell or a range, then apply

formattingformatting

Page 5: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

5Formatting a Worksheet Unit C

Formatting Values (cont.)Formatting Values (cont.)

New date format

Page 6: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

6Formatting a Worksheet Unit C

Formatting Values (cont.)Formatting Values (cont.)

Using the Format PainterUsing the Format Painter– The The Format PainterFormat Painter allows you to copy allows you to copy

all formatting attributes of selected cells all formatting attributes of selected cells and apply to other cells.and apply to other cells.

– Use to copy multiple format settings or Use to copy multiple format settings or individual onesindividual ones

Page 7: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

7Formatting a Worksheet Unit C

Using Fonts and Font SizesUsing Fonts and Font Sizes

A A fontfont is the name for a collection of is the name for a collection of similar characters with a specific design similar characters with a specific design (letters, numerals, symbols, and (letters, numerals, symbols, and punctuation marks)punctuation marks)– The physical size of text is called The physical size of text is called font sizefont size

• Font size is measured in points which is Font size is measured in points which is 1/72 of an inch1/72 of an inch

– The default font in Excel is 10-point ArialThe default font in Excel is 10-point Arial

Page 8: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

8Formatting a Worksheet Unit C

Using Fonts and Font Sizes Using Fonts and Font Sizes (cont.)(cont.)

Font and size of active cell or range

Page 9: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

9Formatting a Worksheet Unit C

Using Fonts and Font Sizes Using Fonts and Font Sizes (cont.)(cont.)

Inserting Clip ArtInserting Clip Art– Clip artClip art is a collection of graphic images is a collection of graphic images

• Stored in the Clip Organizer, a library of Stored in the Clip Organizer, a library of clipsclips—media files, including graphics, —media files, including graphics, photographs, sounds, movies, and photographs, sounds, movies, and animations that come with Excelanimations that come with Excel

– Add clips to a worksheet using the Clip Add clips to a worksheet using the Clip Art command on the Insert menuArt command on the Insert menu

Page 10: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

10Formatting a Worksheet Unit C

Using Fonts and Font Sizes Using Fonts and Font Sizes (cont.)(cont.)

Inserting Clip Art (cont.)Inserting Clip Art (cont.)– Search for clips using keywords.Search for clips using keywords.

Enter keyword

Results of a clip search

Clip types

Clip collections

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11Formatting a Worksheet Unit C

Changing Attributes Changing Attributes and Alignmentand Alignment

AttributesAttributes are styling formats such as are styling formats such as bold, italics, and underlining.bold, italics, and underlining.

AlignmentAlignment determines the position of determines the position of data in a celldata in a cell– Left, right, or centerLeft, right, or center

Apply attributes and alignment Apply attributes and alignment options from the Formatting toolbar.options from the Formatting toolbar.

Page 12: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

12Formatting a Worksheet Unit C

Changing Attributes Changing Attributes and Alignment (cont.)and Alignment (cont.)

Column headings centered, bolded, and underlined

Title centered

Bold button

Underline button Center button

Page 13: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

13Formatting a Worksheet Unit C

Changing Attributes and Changing Attributes and Alignment (cont.)Alignment (cont.)

Rotating and indenting cell entriesRotating and indenting cell entries– Rotate data within a cell by changing its Rotate data within a cell by changing its

alignmentalignment• A cell’s orientation changes from its A cell’s orientation changes from its

horizontal alignmenthorizontal alignment

– Indent data to the left or right within a Indent data to the left or right within a cellcell

• Use the Increase Indent button or the Use the Increase Indent button or the Decrease indent button on the Formatting Decrease indent button on the Formatting toolbartoolbar

Page 14: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

14Formatting a Worksheet Unit C

Changing Attributes Changing Attributes and Alignment (cont.)and Alignment (cont.)

Using AutoFormatUsing AutoFormat– Excel has 17 predefined worksheet Excel has 17 predefined worksheet

style formatsstyle formats– AutoFormats are designed with labels AutoFormats are designed with labels

on the left column and top row, and on the left column and top row, and totals on the bottom row and right totals on the bottom row and right columncolumn

– Select data, then click AutoFormat on Select data, then click AutoFormat on the Format menuthe Format menu

Page 15: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

15Formatting a Worksheet Unit C

Adjusting Column WidthsAdjusting Column Widths

Adjust column widths to Adjust column widths to accommodate data.accommodate data.– Default column width is 8.43 characters Default column width is 8.43 characters

wide (a little less than one inch)wide (a little less than one inch)– One or more columns can be adjusted One or more columns can be adjusted

using the mouse or the Column using the mouse or the Column command on the Format menucommand on the Format menu

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16Formatting a Worksheet Unit C

Adjusting Column Widths Adjusting Column Widths (cont.)(cont.)

Change column widths with the Change column widths with the mouse.mouse.– Move the Move the column headingcolumn heading, gray box at , gray box at

the top of each columnthe top of each column

Resize pointer

Column headings that need adjusting

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17Formatting a Worksheet Unit C

Adjusting Column Widths Adjusting Column Widths (cont.)(cont.)

Specifying row heightSpecifying row height– Customize row height to improve Customize row height to improve

readabilityreadability– Measured in points, same unit of Measured in points, same unit of

measure used for fontsmeasure used for fonts• Row height must exceed the size of the Row height must exceed the size of the

font you are usingfont you are using

– Excel usually adjusts row heights Excel usually adjusts row heights automaticallyautomatically

Page 18: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

18Formatting a Worksheet Unit C

Inserting and Deleting Rows Inserting and Deleting Rows and Columnsand Columns

Right-click a cell to open the Insert Right-click a cell to open the Insert dialog box.dialog box.– Insert a column or rowInsert a column or row– Shift cells in the active column right or Shift cells in the active column right or

in the active row downin the active row down Excel inserts rows above the cell Excel inserts rows above the cell

pointer and insert columns to the left pointer and insert columns to the left of the cell pointer.of the cell pointer.

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19Formatting a Worksheet Unit C

Inserting and Deleting Rows Inserting and Deleting Rows and Columns (cont.)and Columns (cont.)

Deleting rows and columnsDeleting rows and columns– Select the row or column heading, click Select the row or column heading, click

Edit on the menu bar, then click DeleteEdit on the menu bar, then click Delete

Inserted row will appear

above selected row

Page 20: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

20Formatting a Worksheet Unit C

Inserting and Deleting Rows Inserting and Deleting Rows and Columns (cont.)and Columns (cont.)

Adding and editing commentsAdding and editing comments– You and other Excel users can add comments You and other Excel users can add comments

to worksheetsto worksheets– Click a cell, click Insert on the menu bar, then Click a cell, click Insert on the menu bar, then

click Commentclick Comment– A small red triangle appears in the upper right A small red triangle appears in the upper right

hand cornerhand corner• Point to the red triangle to view the commentPoint to the red triangle to view the comment

– Click the cell with the comment, click Insert on Click the cell with the comment, click Insert on the menu bar, then click Edit Commentthe menu bar, then click Edit Comment

Page 21: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

21Formatting a Worksheet Unit C

Applying Colors, Patterns, Applying Colors, Patterns, and Bordersand Borders

Use colors, patterns, and borders to Use colors, patterns, and borders to enhance a worksheet’s appearance.enhance a worksheet’s appearance.– Add using the Pattern and Borders tabs Add using the Pattern and Borders tabs

in the Format Cells dialog boxin the Format Cells dialog box

oror– Add using the Borders and Color Add using the Borders and Color

buttons on the Formatting toolbarbuttons on the Formatting toolbar– Apply to a cell, a range, or to cell Apply to a cell, a range, or to cell

contentscontents

Page 22: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

22Formatting a Worksheet Unit C

Applying Colors, Patterns, Applying Colors, Patterns, and Borders (cont.)and Borders (cont.)

Background color

Font color

Page 23: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

23Formatting a Worksheet Unit C

Using Conditional FormattingUsing Conditional Formatting

Excel can format cells based on Excel can format cells based on specific resultsspecific results– Values above a certain number can be Values above a certain number can be

one color and values below a certain one color and values below a certain number can be another colornumber can be another color

– The automatic application of formatting The automatic application of formatting attributes on cell values is called attributes on cell values is called conditional formattingconditional formatting

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24Formatting a Worksheet Unit C

Using Conditional Formatting Using Conditional Formatting (cont.)(cont.)

The Conditional Formatting dialog The Conditional Formatting dialog boxbox– Use logical operators such as “greater Use logical operators such as “greater

than” or “not equal to.”than” or “not equal to.”– Define up to three different conditions Define up to three different conditions

and apply different formatting attributesand apply different formatting attributes

Page 25: Microsoft Office XP Illustrated Introductory, Enhanced A Worksheet Formatting

25Formatting a Worksheet Unit C

Using Conditional Formatting Using Conditional Formatting (cont.)(cont.)

Conditional formatting options

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26Formatting a Worksheet Unit C

Checking SpellingChecking Spelling

Spelling checker scans the worksheet Spelling checker scans the worksheet and flags possible mistakes and and flags possible mistakes and suggests correctionssuggests corrections– To check other worksheets in a workbook, To check other worksheets in a workbook,

display the worksheet and run the spelling display the worksheet and run the spelling checker againchecker again

– Add words that are spelled correctly that Add words that are spelled correctly that are not recognized by the spelling checkerare not recognized by the spelling checker

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27Formatting a Worksheet Unit C

Checking Spelling (cont.)Checking Spelling (cont.)

Using e-mail to send a workbookUsing e-mail to send a workbook– Send as an attachmentSend as an attachment

• Click File on the menu bar, point to Send Click File on the menu bar, point to Send to, then click Mail Recipient (as to, then click Mail Recipient (as Attachment)Attachment)

– Route a workbook with a routing listRoute a workbook with a routing list• Click File on the menu bar, point to Send Click File on the menu bar, point to Send

to, then click Routing Recipientto, then click Routing Recipient