Microsoft Office 2003- Illustrated Microsoft Office 2003- Illustrated Introductory, Premium Edition Introductory, Premium Edition A Worksheet A Worksheet Formatting 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
3Formatting a Worksheet
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
4Formatting a Worksheet
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
5Formatting a Worksheet
Formatting Values (cont.)Formatting Values (cont.)
New date format
6Formatting a Worksheet
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
7Formatting a Worksheet
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
8Formatting a Worksheet
Using Fonts and Font Sizes Using Fonts and Font Sizes (cont.)(cont.)
Font and size of active cell or range
9Formatting a Worksheet
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
10Formatting a Worksheet
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
11Formatting a Worksheet
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
12Formatting a Worksheet
Changing Attributes Changing Attributes and Alignment (cont.)and Alignment (cont.)
Column headings centered, bolded, and underlined
Title centered
Bold button Underline buttonCenter button
13Formatting a Worksheet
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
14Formatting a Worksheet
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
15Formatting a Worksheet
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
16Formatting a Worksheet
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
17Formatting a Worksheet
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
18Formatting a Worksheet
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
19Formatting a Worksheet
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
20Formatting a Worksheet
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
21Formatting a Worksheet
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
22Formatting a Worksheet
Applying Colors, Patterns, Applying Colors, Patterns, and Borders (cont.)and Borders (cont.)
Background color Font color
23Formatting a Worksheet
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
24Formatting a Worksheet
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
25Formatting a Worksheet
Using Conditional Formatting Using Conditional Formatting (cont.)(cont.)
Conditional formatting options
26Formatting a Worksheet
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
27Formatting a Worksheet
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)
28Formatting a Worksheet
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