Microsoft Office XP Illustrated Introductory, Enhanced

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

2. Objectives • Format values • Use fonts and font sizes • Change attributes and alignment • Adjust column widths • Insert and delete rows and columns Formatting a Worksheet Unit C

3. Objectives • Apply colors, patterns, and borders • Use conditional formatting • Check spelling Formatting a Worksheet Unit C

4. Formatting Values • Formatting determines how labels and values appear in cells • Bold, italic, dollar signs, commas, etc. • Formatting does not change the data only its appearance • Select a cell or a range, then apply formatting Formatting a Worksheet Unit C

5. Formatting Values (cont.) New date format Formatting a Worksheet Unit C

6. Formatting Values (cont.) • Using the Format Painter • The Format Painter allows you to copy all formatting attributes of selected cells and apply to other cells. • Use to copy multiple format settings or individual ones Formatting a Worksheet Unit C

7. Using Fonts and Font Sizes • A font is the name for a collection of similar characters with a specific design (letters, numerals, symbols, and punctuation marks) • The physical size of text is called font size • Font size is measured in points which is 1/72 of an inch • The default font in Excel is 10-point Arial Formatting a Worksheet Unit C

8. Using Fonts and Font Sizes (cont.) Font and size of active cell or range Formatting a Worksheet Unit C

9. Using Fonts and Font Sizes (cont.) • Inserting Clip Art • Clip art is a collection of graphic images • Stored in the Clip Organizer, a library of clips—media files, including graphics, photographs, sounds, movies, and animations that come with Excel • Add clips to a worksheet using the Clip Art command on the Insert menu Formatting a Worksheet Unit C

10. Using Fonts and Font Sizes (cont.) • Inserting Clip Art (cont.) • Search for clips using keywords. Enter keyword Clip collections Results of a clip search Clip types Formatting a Worksheet Unit C

11. Changing Attributes and Alignment • Attributes are styling formats such as bold, italics, and underlining. • Alignment determines the position of data in a cell • Left, right, or center • Apply attributes and alignment options from the Formatting toolbar. Formatting a Worksheet Unit C

12. Changing Attributes and Alignment (cont.) Underline button Center button Bold button Title centered Column headings centered, bolded, and underlined Formatting a Worksheet Unit C

13. Changing Attributes and Alignment (cont.) • Rotating and indenting cell entries • Rotate data within a cell by changing its alignment • A cell’s orientation changes from its horizontal alignment • Indent data to the left or right within a cell • Use the Increase Indent button or the Decrease indent button on the Formatting toolbar Formatting a Worksheet Unit C

14. Changing Attributes and Alignment (cont.) • Using AutoFormat • Excel has 17 predefined worksheet style formats • AutoFormats are designed with labels on the left column and top row, and totals on the bottom row and right column • Select data, then click AutoFormat on the Format menu Formatting a Worksheet Unit C

15. Adjusting Column Widths • Adjust column widths to accommodate data. • Default column width is 8.43 characters wide (a little less than one inch) • One or more columns can be adjusted using the mouse or the Column command on the Format menu Formatting a Worksheet Unit C

16. Adjusting Column Widths (cont.) • Change column widths with the mouse. • Move the column heading, gray box at the top of each column Resize pointer Column headings that need adjusting Formatting a Worksheet Unit C

17. Adjusting Column Widths (cont.) • Specifying row height • Customize row height to improve readability • Measured in points, same unit of measure used for fonts • Row height must exceed the size of the font you are using • Excel usually adjusts row heights automatically Formatting a Worksheet Unit C

18. Inserting and Deleting Rows and Columns • Right-click a cell to open the Insert dialog box. • Insert a column or row • Shift cells in the active column right or in the active row down • Excel inserts rows above the cell pointer and insert columns to the left of the cell pointer. Formatting a Worksheet Unit C

19. Inserting and Deleting Rows and Columns (cont.) • Deleting rows and columns • Select the row or column heading, click Edit on the menu bar, then click Delete Inserted row will appear above selected row Formatting a Worksheet Unit C

20. Inserting and Deleting Rows and Columns (cont.) • Adding and editing comments • You and other Excel users can add comments to worksheets • Click a cell, click Insert on the menu bar, then click Comment • A small red triangle appears in the upper right hand corner • Point to the red triangle to view the comment • Click the cell with the comment, click Insert on the menu bar, then click Edit Comment Formatting a Worksheet Unit C

21. Applying Colors, Patterns, and Borders • Use colors, patterns, and borders to enhance a worksheet’s appearance. • Add using the Pattern and Borders tabs in the Format Cells dialog box or • Add using the Borders and Color buttons on the Formatting toolbar • Apply to a cell, a range, or to cell contents Formatting a Worksheet Unit C

22. Applying Colors, Patterns, and Borders (cont.) Background color Font color Formatting a Worksheet Unit C

23. Using Conditional Formatting • Excel can format cells based on specific results • Values above a certain number can be one color and values below a certain number can be another color • The automatic application of formatting attributes on cell values is called conditional formatting Formatting a Worksheet Unit C

24. Using Conditional Formatting (cont.) • The Conditional Formatting dialog box • Use logical operators such as “greater than” or “not equal to.” • Define up to three different conditions and apply different formatting attributes Formatting a Worksheet Unit C

25. Using Conditional Formatting (cont.) Conditional formatting options Formatting a Worksheet Unit C

26. Checking Spelling • Spelling checker scans the worksheet and flags possible mistakes and suggests corrections • To check other worksheets in a workbook, display the worksheet and run the spelling checker again • Add words that are spelled correctly that are not recognized by the spelling checker Formatting a Worksheet Unit C

27. Checking Spelling (cont.) • Using e-mail to send a workbook • Send as an attachment • Click File on the menu bar, point to Send to, then click Mail Recipient (as Attachment) • Route a workbook with a routing list • Click File on the menu bar, point to Send to, then click Routing Recipient Formatting a Worksheet Unit C