Download ppt - Microsoft Office 2003- Illustrated Introductory, Premium Edition A Worksheet Formatting

Microsoft Office 2003- Illustrated Introductory, Microsoft Office 2003- Illustrated Introductory, Premium EditionPremium Edition

A WorksheetA WorksheetFormattingFormatting

2Formatting a Worksheet

Format valuesFormat values Use fonts and font sizesUse fonts and font sizes Change attributes and alignmentChange attributes and alignment Adjust column widthsAdjust column widths

ObjectivesObjectives


ObjectivesObjectives

Insert and delete rows and columnsInsert and delete rows and columns Apply colors, patterns, and bordersApply colors, patterns, and borders Use conditional formattingUse conditional formatting Check spellingCheck spelling


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


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

New date format


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 cellsand apply to other cells

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


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

The physical size of text is called The physical size of text is called font font sizesize– Measured in points Measured in points

• 1 point = 1 point = 11//7272 of an inch of an inch


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

Font and size of active cell or range


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 Insert Clip Art task paneStored in the Insert Clip Art task pane• Clips Clips are media files, including graphics, are 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


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

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

using keywords.using keywords.Enter

keyword

Results of a clip search

Clip collections


Changing Attributes Changing Attributes and Alignmentand Alignment

AttributesAttributes are styling formats such as are styling formats such as bold, italics, and underliningbold, 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 toolbaroptions from the Formatting toolbar


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

Column headings centered, bolded, and underlined

Title centered

Bold button Underline buttonCenter button


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• Orientation changes from its horizontal Orientation changes from its horizontal

alignmentalignment

– 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 buttonDecrease Indent button


Changing Attributes Changing Attributes and Alignment (cont.)and Alignment (cont.) Using AutoFormatUsing AutoFormat

– 17 predefined formats17 predefined formats– Designed with labels on the left column Designed with labels on the left column

and top row, and totals on the bottom and top row, and totals on the bottom row and right columnrow and right column

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


Adjusting Column WidthsAdjusting Column Widths

Adjust column widths to Adjust column widths to accommodate dataaccommodate 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


Adjusting Column Widths Adjusting Column Widths (cont.)(cont.) Change column widths with the mouseChange column widths with the mouse

– Move the Move the column headingcolumn heading, gray box at the , gray box at the top of each columntop of each column

Resize pointer

Column headings that need adjusting


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 should exceed the font sizeRow height should exceed the font size

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


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 boxdialog 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 pointerof the cell pointer


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 Edit Select the row or column heading, click Edit

on the menu bar, then click Deleteon the menu bar, then click Delete

Inserted row will appear

above selected row


Inserting and Deleting Rows Inserting and Deleting Rows and Columns (cont.)and Columns (cont.) Adding and editing commentsAdding and editing comments

– You and other users can add comments to You and other users can add comments to worksheetsworksheets

– 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


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


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

Background color Font color


Using Conditional FormattingUsing Conditional Formatting

Excel can format cells based on Excel can format cells based on specific resultsspecific results– 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

– 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


Using Conditional Formatting Using Conditional Formatting (cont.)(cont.) The Conditional Formatting dialog boxThe Conditional Formatting dialog box

– 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 and Define up to three different conditions and apply different formatting attributesapply different formatting attributes


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

Conditional formatting options


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


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)


SummarySummary

Use formatting tools to enhance the Use formatting tools to enhance the appearance of a worksheetappearance of a worksheet

Change fonts and font sizesChange fonts and font sizes Adjust column widthsAdjust column widths Create conditional formattingCreate conditional formatting Check spellingCheck spelling