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Date Created: 08/26/15
CIS 150 Chapter 3 Formatting a Workbook m Overview Worksheet Formatting Format Painter little paint brush copies and pastes formatting from one cell range to another without duplicating any data Typeface appearance of text the speci c design of a set of characters including letters numbers punctuation marks and symbols Formatting a Font italic bold bold italic underline stFiket hreugh and color Font a set of characters that employ the same typeface measure in points 1 point 172 of an inch Merge make several cells one so that longer text can t and be centered Fill Color a background color can be added to help differentiate parts of worksheet Border a line you add along an edge of cell to improve readability of the data The Alignment group has buttons for setting the horizontal and vertical alignment the orientation indents and text wrapping of text in a cell as well as merging cells The Accounting style lines up currency values by their currency symbol and decimal point negative numbers are enclosed in parentheses To format the revenue values The Comma style add a thousand separator and two decimal place to the right of the decimal point and lines values by their decimal points f To apply thousands separator to units sold The Percentage style formats numbers with the symbol after the number and two digits to the right of the decimal point f To format the percentages gt Formatting Cell Text Formatting process of changing workbook s appearance by de ning fonts styles colors and graphical effects only the appearance changes not the actual data 0 Live Preview shows the effects of formatting options before you apply them 0 Themes named collections of formatting effects gt Applying Fonts and Font Styles 0 Theme Font associated with a particular theme and used for headings and body text in the workbook o NonTheme Font when you don t want to apply a font associated with a particular design Serif Fonts there is extra decorative strokes at the end of each character eg Times New Roman Sans Serif Fonts do not include decorative strokes eg Arial gt Applying Font Colors 0 Themes Colors the 12 colors 4 for text and backgrounds 6 for accents and highlights and 2 for hyperlinks Standard Colors there are 10 colors always available regardless of the workbooks theme 0 Custom Color specifying a mixture of colors creating 167 million custom colors 0 Automatic Color uses your default text and background colors usualy black on White gt Working with Colors and Backgrounds 0 You can apply a background image however it will not print gt Formatting Calculated Values 0 To make it more clear add comma control decimals and use and symbols 0 Create formulas to add subtract and divide values gt Formatting Dates amp Times DatesTimes are stored as numbers not text 0 Short Date Format the abbreviated format entered into the sheet mmddyyyy 0 Long Date Format displays the day of the week full month name and date and year Select the cell go to number tab select ong date in the number format tab 0 12hour or 24hour Format Time gt Applying Number Formats 0 Calculate the Net Percentage Change 1 Increase Value AYear1 Value B Year 2 D7C7 2 Percentage Increase Always divide the amount of increase by the starting value and not the ending value Number Format displays the values in a way that makes it easy for the reader to quickly understand and interpret them General Number Format mostly displays values exactly as they are typed by the user gt Merging Cells Retains only content and cell reference from upperleft cell in the range Merge amp Center merges the range into one cell and horizontally centers the content Merge Across merges each rows in the selected range across the columns selected Merge Cells merge the range into a single cell but does not center the cell content Unmerge Cells reverses a merge returning the cells selected back to individual cell gt Alignments lndentations amp Rotation of Cell Text Cell Text default is aligned with the left and bottom borders Cell Values default aligned with the right and bottom borders lndenting Cell useful for entries considered subsections of a worksheet Rotating Cell done to saves space and provides visual interest 39 J 7 39 quot 7 Aligns the cell content with the cell s top edge Vertically centers the cell content within the cell Aligns the cell content with the cell s bottom edge Aligns the cell content with the cell s left edge llIlIl lllll m m J l llorizontally centers the cell content within the cell Aligns the cell content with the cell39s right edge Decreases the size of the indentation used in the cell E Increases the size of the indentation used in the cel 1 quot quot quot A iii csi ee s ieggii t pheu55m i r I i r A r r r r 7 r if iMel Q slltheselected callsi lonaising39l u quot gt Adding Cell Borders 0 Cell borders enhances readability of rows and columns of data Add borders to left top right or bottom of cell or range around an entire cell or around outside edges of range Specify thickness and number of lines in border gt Options in the Format Cell Dialog Box 0 Presents formats available from Home tab in a different way and provides more options 0 Includes 6 tabs each focusing on different options 1 Number provides options for formatting the appearance of numbers 2 Alignment provides options for how data is aligned within a cell 3 Font provides options for selecting font types sizes styles and other options 4 Border provides options for adding and removing cell borders amp color and style 5 Fill provides options for creating and applying background colors and patterns 6 Protection provides options for locking or hiding cell to prevent others modifying Set the Format for Negative Values numbers dialog box make sure 0 appears in decimal box make sure you use 1000 separator gt Cobying and Pasting Formats 0 Format Painter a fast and efficient way of maintaining a consistent look and feel throughout a workbook for formats copies formatting without duplicating data Paste Special use to control exactly how to paste the copied range in dialog box gt Visual Overview Table Styles and Page Formatting Header information that appears in the top margin of each printed page includes summary information like lename amp date Footer information that is printed in the bottom margin of each printed page includes current page number and number of pages Print Titles information that appears on every printed page by specifying rows or columns to repeat on the top left of each page use print titles on page layout to do it Banded Rows displays alternate rows in an Excel table with different ll colors can be applies to columns too Table Style select a range to create a table it will format the entire table as a single unit Margin space between the page content and the edges of the page Conditional Format applies formatting only when a cell s value meets a speci ed condition to analyze data Applies a different color to data that matches criteria Excel Table treat range of data as a distinct object in a worksheet using a table style gt Applying Cell Styles Use styles to ensure that cells displaying same type of data use the same format Style Home Tab Cell Styles Selection of formatting options using a speci c font and color from the current theme lf style is later revised appearance of any cell formatted with that style is updated automatically saves time and effort gt Working with Themes Appearance of fonts colors and cell styles depends on workbook s current theme lf theme is changed formatting of fonts colors and cell styles changes throughout entire workbook Only elements directly tied to a theme changes when you select a different theme To change the workbook theme 1 Page Layout on the Ribbon click themes button select wanted theme live preview will show you what it looks like when your mouse is over it gt Creating Formulas to Add and Subtract Values Do this to identify trends with the data gt Working with Table Styles Speci es Formats eg Font color ll color for each element More ef cient than formatting individual cells Ensures that table s formatting re ects any changes made to the table Table Style elements can be turned on and off Header Row formats the rst row of the table Total Row inserts a row at the bottom of the table that adds the column values First Column formats the rst column of the table Last Column formats the last column of the table Banded Rows formats alternating rows in different colors Banded Columns formats alternating columns in different colors gt Highlighting Cells with Conditional Formats Goal of highlighting provide strong visual clue of important data or results Location Home Tab Styles Conditional Formatting Format applies to a cell depends upon value or content of the cell Dynamic if cell s value changes cell s format also changes as needed Excel has 4 conditional formats data bars highlighting color scales and icon sets Each conditional format has a set of rules that de ne how formatting should be applied and under what conditions format will be changed Greater Than cells that are greater than a speci ed number Less Than cells that are less than a speci ed number Between cells that are between two speci ed numbers Equal To cells that are equal to a speci ed number Text that Contains cells that contain speci ed text A Date Occurring cells that contain a speci ed date Duplicate Values cells that contain duplicate or unique values Include a legend a key that shows each color used in the worksheet and what it means gt Hiding Worksheet Data Manage contents of a large worksheet by selectively hiding rows and columns of extraneous data allows to focus attention on only a selected few data points Does not affect other formulas in workbook Never hide data that is crucial to understanding a workbook Location Home Tab Cells Format Hide amp Unhide gt Formatting the Worksheet for Printing Print options can be applied to an entire workbook or to individual sheets Look at a worksheet in Page Layout view to see how it would print De ning the Print Area allows to override default settings and print part of a worksheet Region sent to the printer from the active sheet Can cover adjacent or nonadjacent range in current worksheet Generally easiest to set in Page Break Preview Fit a large worksheet on a single page by reducing size of the page margin Inserting Page Breaks 2 ways 1 Automatic Page Breaks continue printing the remaining worksheet content on successive pages and tries to t as much content on single page no resizing 2 Manual Page Breaks specifies exactly where the page breaks occur allows to split into logical segments Add Print Titles descriptive information on each page of a printout in case pages become separated Create page headers and footers to include text not usually found within the worksheet eg Author date fiename Headers and footers have three sections left center right Elements are dynamic Page margins way to t a large worksheet on one page to reduce the size of margins