Excel Lesson 2 Changing the Appearance of a Worksheet

1. Excel Lesson 2Changing the Appearance of a Worksheet Microsoft Office 2007: Introductory

2. Objectives • Change column widths and row heights. • Position data within a cell by aligning, wrapping, rotating, and indenting. • Change the appearance of cells using fonts, font sizes, font styles, colors, and borders. • Designate the number format used for data stored in a cell. Microsoft Office 2007: Introductory

3. Objectives (continued) • Use the Format Painter to copy formatting from one cell to another. • Apply and clear cell styles. • Find and replace cell formats. Microsoft Office 2007: Introductory

4. Alignment AutoFit Border Cell style Clear Column heading Editing mode Fill Font Font size Font style Format Painter Vocabulary Microsoft Office 2007: Introductory

5. Indent Live Preview Merge Number format Orientation Points Row heading Style Theme Truncate Wrap text Vocabulary Microsoft Office 2007: Introductory

6. Changing the Size of a Cell • You can resize the column by placing the pointer on the right edge of the column heading until the pointer changes to a double-headed arrow. Click and drag to the right until the column expands to the width you want. • If you want to specify a precise column width, use the Column Width dialog box. • The process for changing row height is similar. Place the pointer below the row heading until the pointer changes to a double-headed arrow. Click and drag down until the row has the number of lines you want. • You can also use the Row Height dialog box to specify an exact row height. Microsoft Office 2007: Introductory

7. Changing the Size of a Cell (continued) • Columns often contain data of varying widths. To make the worksheet easier to read, a column should be wide enough to display the longest entry, but no wider than necessary. • AutoFit determines the best width for a column or the best height for a row, based on its contents. Place the pointer on the right edge of the column heading (or below the row heading) until the pointer changes to a double-headed arrow. Then, double-click to resize the column or row to the best fit. Microsoft Office 2007: Introductory

8. Positioning Data Within a Cell • Unless you specify otherwise, text you enter in a cell is lined up along the bottom-left side of the cell, and numbers you enter in a cell are lined up along the bottom-right side of the cell. • You can align the contents of a cell horizontally and vertically within the cell. To change the alignmentof a cell, select the cell and then click an alignment button in the Alignment group on the Home tab of the Ribbon. Microsoft Office 2007: Introductory

9. Positioning Data Within a Cell (continued) • You can center cell contents across several columns. Select the cells, and then click the Merge & Center button in the Alignment group on the Home tab of the Ribbon. • The selected cells merge, or combine into one cell, and the contents from the upper-left cell are centered in the newly merged cell. • Data can be indented (or shifted to the right) within cells to help distinguish categories or set data apart. Use the Increase Indent button in the Alignment group on the Home tab of the Ribbon. • To move the indent in the other direction, click the Decrease Indent button. Microsoft Office 2007: Introductory

10. Positioning Data Within a Cell (continued) • To save space in the worksheet, you can change each cell’s text orientation to rotate its data to any angle. Changing the text orientation of some cells can also help give your worksheet a more professional look. • To change text orientation, select the cells whose contents you want to rotate. Click the Orientation button in the Alignment group on the Home tab of the Ribbon. A menu of orientation options appears, with commands for angling the text at 45-degree angles clockwise or counterclockwise, stacking the text vertically, or rotating the text up or down. Microsoft Office 2007: Introductory

11. Positioning Data Within a Cell (continued) • Text that is too long to fit within a cell is displayed in the next cell, if it is empty. If the next cell already contains data, any text that does not fit in the cell is truncated, or hidden from view. • One way to see all the text stored in a cell is to wrap text. The row height adjusts automatically to include additional lines until all the text is visible. When you wrap text, the column width is not changed. • To wrap text, select the cells in which you want to wrap text. Then, click the Wrap Text button in the Alignment group on the Home tab of the Ribbon. Microsoft Office 2007: Introductory

12. Changing the Appearance of Cells • You can modify the cell’s default font, font size, font style, font and fill colors, and borders. • The fonts and colors used in each workbook are part of a theme. A theme is a preset collection of design elements, including fonts, colors, and other effects. By default, the Office theme is applied to each workbook. • To change a workbook’s appearance, you can select a different theme, or you can format cells with other fonts and colors. • As you format cells, Live Preview shows the results of the different formatting options you can choose. Microsoft Office 2007: Introductory

13. Changing the Appearance of Cells (continued) • A font is the design of text. The default font for cells is Calibri. • Font size determines the height of characters, as measured in points. The default font size for cells is 11 points. • You can choose different fonts and font sizes in a worksheet to emphasize part of a worksheet or to distinguish worksheet titles and column headings from other data. • Bold, italic, and underlining can add emphasis to the contents of a cell. These features are referred to as font styles. Microsoft Office 2007: Introductory

14. Changing the Appearance of Cells (continued) • You can use color to emphasize cells or distinguish them from one another. The default font color is black. The default fill (or background) color of cells is white. You can change both of these colors. • You can add emphasis to a cell by placing a border (or line) around its edges. You can place the border around the entire cell or only on certain sides of the cell. You can also select different border styles, such as a thick border or a double border. Microsoft Office 2007: Introductory

15. Changing the Appearance of Cells (continued) • Number formats change the way data looks in a cell. The actual content you entered is not changed. The default number format is General, which displays numbers the way you type them. However, you can select any of the number formats. • The Formula Bar shows the actual value of the contents you see in the active cell. For example, the actual value shown in the Formula Bar might be 1000, whereas the number you see in the active cell is $1,000.00. Microsoft Office 2007: Introductory

16. Changing the Appearance of Cells (continued) • Format Painter enables you to copy formatting from one worksheet cell to another without copying the cell’s contents. This is especially helpful when the cell formatting you want to copy includes several formats. • The Format Cells dialog box provides access to all the formatting options available on the Ribbon, as well as some additional formatting options. To open the Format Cells dialog box, you can click the Dialog Box Launcher in the Font, Alignment, or Number group on the Home tab of the Ribbon, or you can press the Ctrl+1 keys. Microsoft Office 2007: Introductory

17. Using Styles • A style is a combination of formatting characteristics such as alignment, font, font size, and font color. • When you apply a style, you apply all the formatting characteristics simultaneously. To apply a cell style, select the cells you want to format. In the Styles group on the Home tab of the Ribbon, click the Cell Styles button. • To clear all the formatting, select the cell or range, click the Clear button in the Editing group on the Home tab of the Ribbon, and then click Clear Format. • You can also find and replace specific formatting in a workbook. Microsoft Office 2007: Introductory

18. Summary • If data does not fit in a cell, you can resize the columns and rows to make the data easier to read. • You can align, indent, rotate, wrap text, and merge cells to reposition data in worksheet cells. • You can change the appearance of cells to make the worksheet easier to read or to create a specific look and feel. Choose the appropriate fonts, font sizes, font styles, font and fill colors, and borders. Microsoft Office 2007: Introductory

19. Summary (continued) • A variety of number formats enable you to change how a number is displayed in the cell. • No matter which number format you select, the actual value stored in the cell does not change. You can see this by comparing the formatted value in the active cell with the stored value in the Formula Bar. • Format Painter copies all the formatting from one cell to another cell or range without copying the contents of the cell. Microsoft Office 2007: Introductory

20. Summary (continued) • The Format Cells dialog box provides all the number, alignment, font, border, and fill formatting options available on the Ribbon, as well as some additional ones. • A style is a combination of formatting characteristics, such as alignment, font, font size, font color, fill color, and borders, that you can apply simultaneously. The Cell Styles gallery lets you quickly apply a style to selected cells. • The Find and Replace dialog box can be used to change cell formatting. Microsoft Office 2007: Introductory