Session 4 Managerial Spreadsheet Modeling -- Prof. Juran1

2 Outline Principles of Spreadsheet Design Cell Comments Custom Number Formatting

Managerial Spreadsheet Modeling -- Prof. Juran3 At this point, you can add text to the comment. –Change the default text now. –Or later, right-click the cell and choose Edit Comment. –Or under the Review tab, choose “Edit Comment” from within the Comments group. Useful comments only; not “Profits = Revenues – Costs.” Adding Comments Right-click on cell, and choose “Insert Comment” or Shift-F2. Or, under the Review tab, choose “New Comment” from within the Comments group.

Managerial Spreadsheet Modeling -- Prof. Juran4 Works for formulas only. –Works in cells starting with “=“ AutoFormulaBox Macro

Managerial Spreadsheet Modeling -- Prof. Juran5 Right-click on the comment border and choose Format Comment. Select the “Colors and Line” tab, and make whatever changes you want. Excel 2003 style color palette! Changing the Appearance of Comments

Managerial Spreadsheet Modeling -- Prof. Juran6 Changing Comment Shapes Superficial, but guaranteed to stand out! Need to add the “Change Shape” command to the QAT. –Right-click on the QAT, and set “Choose command from” to “Drawing Tools | Format Tab.” –Select “Change Shape” and click Add >> to install it on the QAT. Select the edge of the comment (as before), click on “Change Shapes” on the QAT, and select a new shape. –If you choose a Callout shape, move the callout “handle” (the small yellow diamond) to the tip of the red triangle comment indicator.

Managerial Spreadsheet Modeling -- Prof. Juran7 You can copy comments by copying the cell (Right-click Copy, Home Copy, or Ctrl+C), and then Home | Paste (or right-click) Paste Special | Comments. You can change the default comment label in File | Options | General | User name. You can set pictures to be the background. –Photographs of the products, sales reps, etc. Comments

Managerial Spreadsheet Modeling -- Prof. Juran8 Cell borders? Emphasized totals? Commas? Alignment? $’s? Formatting a List of Numbers

Managerial Spreadsheet Modeling -- Prof. Juran9 How can we center numbers in the middle of a column, but keep the decimal place aligned? Under the Home Tab, launch the Number dialog window and choose “Custom” as the Category. Different possible formats: –0 Always a number –# A number if needed; otherwise nothing –? A number if needed; otherwise a blank space –_ Underscore: A blank the width of the following character –– En-dash (Alt-0150 on the number pad; laptop: use NumLock) –— Em-dash (Alt-0151), € (Alt-0128), ¥ (Alt-0165) Custom Number Formatting

Managerial Spreadsheet Modeling -- Prof. Juran10 positive format; negative format; zero format _($ ?,??0.00_); [Red]($ ?,??0.00); _(—_) –Separated by ;’s. –zero format defaults to positive format if not separately specified. Custom Number Formatting

Managerial Spreadsheet Modeling -- Prof. Juran11 _($ ?,??0.00_); [Red]($ ?,??0.00); _(—_) Custom Number Formatting positive format; negative format; zero format Leave a space the width of a “(” at the beginning. Always show the last digit and two decimal places. And a trailing space. Numbers, or spaces if < 999. Then a $ and a space.

Managerial Spreadsheet Modeling -- Prof. Juran12 _($ ?,??0.00_); [Red]($ ?,??0.00); _(—_) Custom Number Formatting positive format; negative format; zero format Leave a space the width of a “(” at the beginning and the end. Always parentheses. Can be a different color (black, blue, cyan, green, red, yellow or white) Alt-0151 positive format; negative format; zero format _($ ?,??0.00_); [Red]($ ?,??0.00); _(—_)

Managerial Spreadsheet Modeling -- Prof. Juran13 In the Home tab, launch the Number dialog box, and choose Custom. Enter the format in the “Type” box. Using Custom Number Formatting

Managerial Spreadsheet Modeling -- Prof. Juran14 A “,” in the format code divides the number displayed by 1,000. An “*” will repeat the following character to fill the cell. There’s a fourth format code for text, where is the placeholder for the text. The format code “;;;” will always display nothing. Number Formatting Extensions

Managerial Spreadsheet Modeling -- Prof. Juran15 Install AutoFormulaBox Inserting a comment and changing its appearance. Adding “Change Shape” to your QAT and apply it to your comment. Using Home | Copy and Paste Special to copy your comment to another (non-empty) cell. Experimenting with custom number formats. –Exactly 45 and ………………….. 95/XX dollars –(Hint: Use 2 adjacent cells that contain 45 and 95.) –Accounting format with the Thai baht ( ฿ ) –You can also find in the Calibri and Cambria fonts. –Round the display to the nearest $1,000. Hands-on Practice

Managerial Spreadsheet Modeling -- Prof. Juran16 Install AutoFormulaBox Roth vs. Traditional IRA For Next Time