Lesson 4: Formatting the Worksheet

3231 Microsoft Office Excel 2007 -- Exam 77-602 Lesson Objectives format numbers and decimal places change the alignment, font, or font size of cell contents apply borders, background colors and shading to cells use the Format Painter clear cell contents and formatting apply and modify themes use cell styles apply conditional formatting Pg 91 The Exam objectives covered in this lesson are: 1.3.4 change workbook themes 2.2.1 merge cells 2.2.2 modify cell alignment and indentation 2.2.3 change font and font styles 2.2.4 use Format Painter 2.2.5 wrap text within cells 2.2.6 apply Number formats 2.2.7 apply highlighting 2.2.8 apply cell styles 2.3.1 apply conditional formatting These are the objectives for this section. Go over these briefly so students know what to expect. This will be another section that most users will look forward to and ask questions about, especially if you’ve delayed giving them any information or details on formatting up to this point. Some students will want to focus on formatting rather than formulas but the design of the book was set up so that the emphasis could be on entering the data for the worksheet and ensuring the accuracy of that data. This is a similar premise we use in our word processing books for new users – focus on entering the text, editing it and saving it; once the text is as close to final, then go back and select the items and add formatting, as required. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting a Cell Refers to how data appears Formatting does not alter the underlying value Can format cells at any time Cell remains formatted when contents cleared unless format cleared or cell reformatted When pasting a cell value to another cell, formatting is also copied Most common formatting options on Home tab or Mini toolbar Live Preview Applies formatting to worksheet temporarily while pointing at formatting option on Ribbon When mouse is moved away, formatting reverts back to current Does not apply to all formatting buttons in Ribbon Pg 91 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Digits 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Digits To format cell, select cells and then: On Home tab, in Font, Alignment or Number group, click appropriate button, or press CTRL+1, or right-click and click Format Cells, or right-click and click formatting from Mini toolbar on Home tab, in Font, Alignment or Number group, click Dialog box launcher for appropriate group Pg 92 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Digits 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Digits General category Default format for all cells Numbers display exactly as entered Trailing zeros after decimal point dropped Numbers inconsistent for numbers with decimal digits Numbers much larger than cell width change to Scientific format Pg 92 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Digits 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Digits Number category Standard format for numbers Show 1000 separator for values over 999 Default 2 decimal digits Negative numbers can show in red, with minus sign or brackets Pg 93 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Digits 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Digits Currency category Similar to Number format Automatically displays with currency symbol and 1000 separator Pg 93 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Digits 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Digits Accounting category Similar to Currency Negative numbers appear in brackets Currency symbol appears at far left of cell Pg 94 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Digits 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Digits Date category Change display of date values If month entered as a name, format is: dd-mmm-yy If month entered as number, format is as specified in computer’s region setting in the Control Panel Pg 94 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Digits 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Digits Time category Default format for time is Custom Select the time format you want afterwards Pg 95 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Digits 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Digits Percentage category Always show as 100 times number value Shows percent sign at right of cell Default 2 decimal digits Pg 96 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Digits 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Digits Fraction category Converts decimal digits to fractional values Based on fraction type Pg 96 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Digits 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Digits Scientific category Usually used in scientific applications for very large or very small numbers Only one digit shown to left of decimal point Pg 96 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Digits 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Digits Special category Used for specific items where calculations not required and not to be treated as text Pg 97 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Places 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Places Custom category If you cannot find exact format in other categories Create own format using options, or as guide Pg 97 Objective 2.2.6 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Numbers and Decimal Digits 3231 Microsoft Office Excel 2007 -- Exam 77-602 Formatting Numbers and Decimal Digits Using the Ribbon: Using the Mini formatting toolbar Pg 97 Objective 2.2.6 . © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing Cell Alignment 3231 Microsoft Office Excel 2007 -- Exam 77-602 Changing Cell Alignment Change position or placement of data Align contents horizontally, vertically, or across several cells Wrapping text forces text labels to stay inside cell Merging cells combines cells together and treats group as a single cell Indenting within a cell (shown at right) Pg 100 Objective 2.2.1, 2.2.2, 2.2.5 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing Cell Alignment 3231 Microsoft Office Excel 2007 -- Exam 77-602 Changing Cell Alignment To change alignment after selecting cell: On Home tab, in Alignment group, click alignment button, or Press CTRL+1 and click Alignment tab, or right-click, click Format Cells, and then click Alignment tab, or on Home tab, in Alignment group, click Dialog box launcher and click Alignment tab Pg 101 Objective 2.2.1, 2.2.2, 2.2.5 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing Fonts and Sizes 3231 Microsoft Office Excel 2007 -- Exam 77-602 Changing Fonts and Sizes Font is style of text Can apply font changes to any data Changes apply to entire cell or selected range Can also format individual characters or numbers in contents Pg 103 Objective 2.2.3 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing Fonts and Sizes 8369 Windows Operating System Fundamentals Exam 98-349 Changing Fonts and Sizes Using the Ribbon Using the Mini-formatting toolbar Pg 103 Objective 2.2.3 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

3231 Microsoft Office Excel 2007 -- Exam 77-602 Applying Cell Borders Separates data for readability Draw lines around one or all edges of cell or range of cells To apply border, select cells: On Home tab, in Cells group, click Format and click Border tab, or Press CTRL+1 and click Border tab, or right-click, click Format Cells and click Border tab, or right-click and click border style on Mini toolbar, or on Home tab, in Font group, click Dialog box launcher and click Border tab Pg 105 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

3231 Microsoft Office Excel 2007 -- Exam 77-602 Applying Cell Borders Can also apply borders directly On Home tab, in Font group, click Options in Borders applies border style automatically to selected cells Use Draw Borders to draw borders to specific cells Pg 106 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using Colors and Patterns 3231 Microsoft Office Excel 2007 -- Exam 77-602 Using Colors and Patterns Apply background colors to increase visual appeal Color palette has two sets of colors: Bottom row of colors are standard colors Theme Colors section offers range of tones based on current theme To display color palette, select cells: On Home tab, in Font group, click , or right-click on cell and click Fill Color in Mini toolbar Pg 108 Objective 2.2.7 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using the Format Painter 3231 Microsoft Office Excel 2007 -- Exam 77-602 Using the Format Painter Duplicate formatting “standards” in spreadsheet Must click cell with formatting to copy, and then on Home tab, in Clipboard group: for one application, click , then click cell to have same formatting for multiple applications, double-click , then click each cell to have formatting options Pg 111 Objective 2.2.4 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Clearing Cell Contents and Formatting 3122 Microsoft Office Excel Specialist Clearing Cell Contents and Formatting Select cells and then Edit, Clear Use All to remove all data, cell formats, comments, and hyperlinks Use Format to remove only formatting Use Contents to remove only data Use Comments to remove only comments Use Hyperlinks to remove only hyperlinks Delete command removes selected cells, row or column from worksheet To remove contents of cell without removing formatting, press DELETE Pg 113 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

3231 Microsoft Office Excel 2007 -- Exam 77-602 Using Themes Very useful for creating consistent look for documents creates identity for quick recognition Set of theme colors, fonts, and display effects Default is Office theme several built-in themes can create your own themes To display themes, on Page Layout tab, in Themes group, click Themes Pg 115 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

3231 Microsoft Office Excel 2007 -- Exam 77-602 Modifying Themes Theme colors consist of: four sets of text and background colors six accent colors two hyperlink colors. Sample pane compares new collection of colors compared to current combination Save theme colors of your choice Pg 117 Objective 1.3.4 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

3231 Microsoft Office Excel 2007 -- Exam 77-602 Using Cell Styles Grouping of specific format settings for cell all cells with this style formatted the same if style changes, cells adopt changes also called Quick Styles Styles defined for workbook, not template file Changing style impacts all cells using that style Style name does not display anywhere on Ribbon Style based on currently selected theme Pg 119 Objective 2.2.8 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

3231 Microsoft Office Excel 2007 -- Exam 77-602 Using Cell Styles Can create new styles: use formatting in cell or cell range as example; or display Format Cells dialog box to specify formatting; or merge styles from another workbook into current workbook To apply style, on Home tab, in Styles group, click Cell Styles Pg 120 Objective 2.2.8 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Conditional Formatting 3231 Microsoft Office Excel 2007 -- Exam 77-602 Conditional Formatting On Home tab, in Styles group, click Conditional Formatting Formatting options only include: font styles font colors, borders, and background fill patterns may not choose different font names or font sizes in a conditional form Pg 124 Objective 2.3.1 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Conditional Formatting 3231 Microsoft Office Excel 2007 -- Exam 77-602 Conditional Formatting Conditional format types: Pg 125 Objective 2.3.1 Highlight Cells Top & Bottom Data Bars © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Setting Conditional Formats 3231 Microsoft Office Excel 2007 -- Exam 77-602 Setting Conditional Formats Conditional format types: Pg 126 Objective 2.3.1 Color Scales Icon Sets © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using the Rules Manager Excel creates the conditional formatting rules in the background. Use Rules Manager directly to create new rules more customized to needs Can also use to modify existing rules or delete rules no longer needed On Home tab, in Styles group, click Conditional Formatting, click Manage Rules Pg 128 Objective 2.3.1 © CCI Learning Solutions Inc.

3231 Microsoft Office Excel 2007 -- Exam 77-602 Lesson Summary use the Format Painter clear cell contents and formatting apply and modify themes use cell styles apply conditional formatting format numbers and decimal places change the alignment, font, or font size of cell contents apply borders, background colors and shading to cells Pg 130 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

3231 Microsoft Office Excel 2007 -- Exam 77-602 Review Questions 1. What is Live Preview? 2. How do data appear in a cell if the alignment is set to General? 3. How can applying colors or patterns be useful in a worksheet? 4. How does applying themes differ from applying different formatting features individually? 5. Give an example of when you might want to change a theme in a workbook. Pg 130 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

3231 Microsoft Office Excel 2007 -- Exam 77-602 Review Questions 6. What is the difference between clicking the Format Painter once and clicking it twice? 7. Give some examples of why you might want to use styles on cells in the worksheet. 8. Explain what conditional formatting is and provide examples of how you can use it to find or enhance data. Pg 130 Answers to the Review questions are found in the Instructor Resources and can be used at the end or beginning of a class. Alternatively, you can also assign these for homework and then mark them at the beginning of the next class. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.