Chapter 6 Formatting a Worksheet
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Chapter 6Formatting a Worksheet
2Practical Microsoft Office 2010
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
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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
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How do I add borders and background colors?
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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
• For a shortcut to Borders, use the button in the Font group on the Home tab
• Click the Fill tab to add a colored background to selected cells
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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
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How do I format worksheet data?
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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
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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
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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
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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
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How do I use the Format Cells dialog box?
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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
• 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
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How do I adjust column and row size?
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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.
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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.
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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
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How do I center and align cell contents?
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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.
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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.
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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
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What happens when I copy and move cells?
• A formula containing a relative reference changes when it is copied or moved.– Example:
• Assume cell B11 contains the formula =SUM(B5:B10). If you copy and paste that formula to cell C11, the formula will be changed to =SUM(C5:C10)
– This is because the references B5 and B10 are relative references.
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What happens when I copy and move cells?
• When the formula was in cell B11, Excel interpreted it as:=SUM the numbers in the six cells above
• When it was copied to cell C11, Excel adjusted the formula so it retained the same relative references, making it =SUM(C5:C10)
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What happens when I copy and move cells?
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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.
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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.
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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.
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When should I use absolute references?
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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.
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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
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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.
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How do I delete and insert rows and columns?
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Can I use styles?
• Use predefined styles or create your own styles• Predefined includes formats for displaying:
– currency – percentages– numbers
• Create your own to enhance your worksheet– Click Styles in the Styles group, click the More
button, then click New Cell style– Type style name, and then use the Format Cells
dialog box to modify your style
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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
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Can I use styles?
• The Hide function is used to hide rows or columns you don’t want displayed
• To use Hide 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
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Can I use styles?
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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
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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
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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
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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
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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
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How do I manage multiple worksheets?
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