Developing Editing and Formatting Skills Lesson 3 Developing Editing and Formatting Skills

Objectives 1 2 7 3 4 5 6 Insert and delete sheets and cells. Copy, cut, and paste cell contents. 2 Use AutoComplete and Pick From Drop-down List. 3 Use Find and Replace commands. 4 Work with the Alignment group. 5 Use the Format Cells dialog box. 6 Format with data bars. 7

Inserting and Deleting Sheets and Cells Objective 1 Inserting and Deleting Sheets and Cells

Inserting and Deleting Sheets To insert a worksheet, you can: Click the Insert Worksheet tab. Press [Shift]+[F11]. In the Cells group on the Home tab, click the arrow with the Insert Cells button and choose Insert Sheet. Right-click a worksheet tab and choose Insert. Then choose Worksheet in the dialog box.

Inserting and Deleting Sheets To delete a worksheet, you can: Right-click the worksheet tab and choose Delete. In the Cells group on the Home tab, click the arrow next to the Delete Cells button and choose Delete Sheet.

Inserting and Deleting Cells When you insert or delete a cell, the entire worksheet is affected. You can choose if existing cells move up, down, left, or right. Inserted cells Cells shifted down

Copying, Cutting, and Pasting Cell Contents Objective 2 Copying, Cutting, and Pasting Cell Contents

Copying and Pasting Cell Contents Use one of these methods: Click the Copy button. Position the pointer at the new location and click the Paste button or press [Enter]. Press [Ctrl]+[C]. Position the pointer and press [Ctrl]+[V] or press [Enter]. Right-click the selected cells. Choose Copy. Right-click the new cell location and choose Paste. Select the cell or range. Hold down [Ctrl] and drag it to a new location.

Cutting and Pasting Cell Contents Use one of these methods: Click the Cut button. Position the pointer at the new location and click the Paste button or press [Enter]. Press [Ctrl]+[X]. Position the pointer and press [Ctrl]+[V] or press [Enter]. Right-click the selected cells. Choose Cut. Right-click the new location and choose Paste. Select the cell or range. Drag it to a new location.

Copying and Pasting Cells After pasting cells, the Paste Options button provides choices for how the data is pasted.

Using Drag and Drop Drag and drop works in most Windows applications. Hold down the [Ctrl] key while dragging to make it a copy.

Using the Office Clipboard The Office Clipboard holds up to 24 copied pieces of data. It works across all products in the Office suite.

Using AutoComplete and Pick From Drop-down List Objective 3 Using AutoComplete and Pick From Drop-down List

Using AutoComplete AutoComplete displays a suggested label after you key a character or two in a cell.

Using Pick from Drop-down List Pick from Drop-down List displays a list of labels already in the column when you right-click a cell.

Using Find and Replace Commands Objective 4 Using Find and Replace Commands

Using Find and Replace The Find command locates a sequence of letters, numbers, or symbols (a string). It can also find formats. The Replace command locates character strings and substitutes replacement strings for them. You can use wildcard characters in the Find what box in either command.

Wildcard Characters for Find What Strings * Represents any number of characters mo* would find all data that include “mo” followed by any number of letters or values more tomorrow commotion modern mo278 GMO7

Wildcard Characters for Find What Strings ? Represents any single character b?r would find all data that include “b” followed by any single character and then by an “r” September border B2R34 aberration bartender burn

Finding and Replacing Data The Find string is not case-sensitive, but the Replace string is.

Finding and Replacing Formats Excel can find and replace formats, such as replacing bold with italic. Remember to reset this dialog box after completing the task. Bold italic data will be replaced by bold italic purple data

Working with the Alignment Group Objective 5 Working with the Alignment Group

Working with the Alignment Group Cell alignment sets how cell contents are positioned within the cell. Cell alignment commands include: Horizontal alignment Vertical alignment Indents Merge and Center Wrap text Orientation

Using Merge and Center Use this command to combine a selected range of cells into one cell that occupies the same amount of space. The top-left cell of the range should contain the data. Other cells must be empty. Cells A1 and B1 are merged into one cell (A1) and the label is centered within that cell.

Using Center Across Selection You can horizontally center multiple rows of labels across a selected range of cells. The results look similar to Merge and Center results, but this command does not combine the selected cells into one cell.

Vertical Cell Alignment Options

Changing Cell Orientation The orientation is the way the data is rotated within the cell. Degrees can be set in the Format Cells dialog box or the red diamond can be dragged into position.

Using the Format Cells Dialog Box Objective 6 Using the Format Cells Dialog Box

Using the Format Cells Dialog Box Many format commands can be given from the Ribbon. Others, such as gradient fill, special borders, and custom formats, are designed and applied using tabs in the Format Cells dialog box.

Applying a Gradient Fill A gradient is a blend of colors. It can be used as background fill color for a cell.

Creating Custom Formats Using Excel format codes, you can build a custom format in the Format Cells dialog box.

Formatting with Data Bars Objective 7 Formatting with Data Bars

Formatting with Data Bars Data bars are a type of data visualization. Data bars are conditional formatting. Data bars fill each cell in the selected range with varying lengths of a color based on the actual value.

Formatting with Data Bars Data bar options include gradient fill, solid fill, and borders.

Summary You can insert, delete, move, and rename worksheets in a workbook. Insert or delete cells when data have been improperly positioned or space is needed for missing data. When you cut or copy data, it is placed on the Windows Clipboard and the Office Clipboard. Copied data can be pasted more than once.

Summary The Office Clipboard stores up to 24 copied elements. It is shared among Word, Excel, Access, and PowerPoint. The AutoComplete feature makes suggestions when you key a label that begins with the same characters as labels already in the column. The Pick From Drop-down List displays a list of all labels already in the current column.

Summary The Find command locates and lists all occurrences of a keyed character string. The Replace command locates data and substitutes new data. You can find and replace formats.

Summary Change cell alignment to make data easier to read and professional-looking. The Merge and Center command combines a range of cells into one cell and center-aligns data within the new single cell. Text can be wrapped, indented, or rotated.

Summary A gradient fill uses a blend of two colors. Data bars are a data visualization tool that applies formatting based on the cell’s value. You can edit the color of a data bar and the way in which it is applied.