1. Microsoft Excel 2007 – Level 2
Chapter 1
ADVANCED FORMATTING TECHNIQUES

2. Performance Objectives
Apply conditional formatting by entering parameters for a rule
Apply conditional formatting using a predefined rule
Create and apply a new rule for conditional formatting
Edit and delete a conditional formatting rule
Apply conditional formatting using an icon set, data bars, and color scale
Apply fraction and scientific formatting
Apply a special format for a number
Create a custom number format
Apply wrap text and shrink to fit text control options
Filter a worksheet using a custom Auto Filter
Filter and sort a worksheet using conditional formatting
Filter and sort a worksheet using cell attributes

3. Conditional Formatting
Conditional formatting applies format changes for cells that meet a condition
First, select the range to format
Click Home tab, then Conditional Formatting button in the Styles group
Choose a Predefined Rule Category

4. Conditional Formatting../2
Conditional Formatting drop down list
Select a comparison operator
Enter parameter value
Select type of formatting

5. Create a New Formatting Rule
A rule defines the formatting for cells when the cell contents meet a condition
Choose condition
Click Conditional Formatting,
Manage Rules
Select formatting
Click New Rule button
Click OK

6. Create a New Formatting Rule …/2
Click Apply, then OK
Create a rule to format cells based on values, text, dates, blank or error values

7. Edit Conditional Formatting Rules
Select range to format
Make changes to parameters
Click Conditional Formatting,
Manage Rules
Click desired rule, then Edit Rule
Click OK

8. Delete a Formatting Rule
Click Conditional Formatting,
Change “Show formatting rules for:” to “This Worksheet”
Manage Rules
Click OK
Select rule, then click Delete Rule

9. Delete a Formatting Rule../2
Remove Conditional Formatting from a range
Select range to be formatted
Click Conditional Formatting button
Click Clear Rules, then click ‘Clear Rules from Selected Cells’ or
Entire Sheet

10. Conditional Formatting Using Icon Sets
Icon sets classify data into 3 to 5 categories based on threshold values for the selected range
Select range to format
Icon Sets Gallery
Click Conditional Formatting,
Icon Sets
Click the Icon set that best represents the categories in the range

11. Conditional Formatting Using Icon Sets../2
Icon set example - 3 Arrows (Colored)
Green arrow = Higher Values
Red arrow = Lower Values
Yellow sideways arrow = Middle values

12. Conditional Formatting Using Color Scales and Data Bars
Color Scales and Data Bars can visually identify distributions or variations in a range
Then click Color Scales
Click the Conditional Formatting button or
Data Bars

13. Excel Number Formats
Click the Home tab, Format Cells Number dialog box launcher
12 categories
by which numbers
can be formatted
Select desired format from list
You can also open the Format Cells dialog box by right-clicking the selected cell(s), clicking Format Cells, and clicking the Number tab

14. Fraction Formatting Choose the desired display for a Fraction
Formatted as up to two digit fractions

15. Scientific Formatting
Used for very large or very small numbers
Before applying
Scientific format
After applying
Scientific format
2.47E+13 means 2.47X1013

16. Special Number Formats
Special number formats are specific to a country and language
Special number format types available for active locale
Save keystrokes and ensure consistency of data by applying a special format

17. Creating Custom Formats
A custom format can be applied elsewhere in a workbook, using the Format Cells dialog box
Open Format Cells dialog box, Number tab,
Click Custom
Delete ‘General’ and type desired custom format codes
Click OK

18. Deleting Custom Formats
To delete a custom format …
select the custom format to be deleted
and click the Delete button

19. Options when text doesn’t fit in a cell …
Wrap and Shrink Text
Options when text doesn’t fit in a cell …
Select cell(s) first
Wraps text
so it takes up
two or
more lines
Reduces
font size
Merge two or more
adjacent cells into
one cell

20. Text wrapped within the cell automatically increases row height
Wrap and Shrink Text …/2
Wrap text in cells
Select cell
Click Wrap Text button
Text wrapped within the cell
automatically increases row height

21. Click Format Cells Alignment dialog box launcher
Wrap and Shrink Text …/3
Shrink text to fit cell
Select cell
Click Format Cells Alignment dialog box launcher
Check Shrink to Fit
Click OK

22. Wrap and Shrink Text …/4 Merge and center text over several columns
Click the
Merge and Center
button
Selected cells are merged into one cell and the label is centered within that one cell
Text must have been entered into the left-most cell

23. You can use the ? And * wildcard characters in a custom filter
Using AutoFilter
AutoFilter will display only the rows that meet specified criteria set by using the filter arrow at the top of each column
You can use the ? And * wildcard characters in a custom filter OR

24. Using AutoFilter 1. Select range and click Filter button
2. Click Filter arrow in desired column
3. Point to Number Filters
4. Click filter category

25. Using Auto Filter../2
Use Custom Auto Filter dialog box to filter values by more than one criterion using a comparison operator
Specify two criteria using the AND or OR operators
Click OK
? and * wildcard characters are allowed in a custom filter

26. Filtering and Sorting Using Conditional Formatting or Cell Attributes
A worksheet with conditional or manual formatting that changes the cell or font color can be filtered by the colors
A worksheet conditionally formatted by icon sets can be filtered by a cell icon

27. 1. Select range and click Filter button
Filter and Sort
Filter by Color
1. Select range and click Filter button
5. Click desired color
2. Deselect range
4. Point to
Filter by Color
3. Click Filter arrow in desired column

28. 1. Select range and click Filter button
Filter and Sort
Filter by Icon Set
5. Click desired icon
1. Select range and click Filter button
2. Deselect range
3. Click Filter arrow in desired column
4. Point to Filter by Color

29. Right click in the selected cell
Filter By Font Color
Filter by Font Color
Right click in the selected cell
Point to Filter
Click

30. Right click in the selected cell
Filter and Sort
Sort by Cell Color
Right click in the selected cell
Point to Sort
Click

31. Sort Dialog Box with Three Color Sort Defined
Filter and Sort
Define a custom sort when more than one cell or font color is applied to a column
Sort Dialog Box with Three Color Sort Defined
Cells will be arranged first by cells formatted in aqua, then maroon, then green

32. Features Summary How do you apply Conditional Formatting?
Select range to format
Click Home Tab, then Conditional Formatting button
Choose a Predefined Rule Category

33. Features Summary How do you delete Conditional Formatting?
Click Conditional Formatting button
Change “Show formatting Rules for” to “This Worksheet”
Click Manage Rules
Select rule, then click Delete Rule
Click OK

34. Delete “General” and type desired custom format codes
Features Summary
How do you create a custom format?
Delete “General” and type desired custom format codes
Click OK

35. Features Summary How do you apply a number format?
Click Home tab, Format Cells Number group dialog box launcher
Select desired format from list

36. Features Summary How do you delete a custom number format?
To delete a custom format,
select the format to be deleted
and press the Delete button

37. Features Summary How do you use Auto Filter?
1. Select range and click Filter button
4. Click filter category
3. Point to Number Filters
2. Click Filter arrow in desired column

38. Features Summary How do you wrap text? Select cell
Click Wrap Text button

39. Features Summary How do you shrink text to fit? Select cell
Click Alignment dialog box launcher
Check Shrink to Fit in Text Control Section

40. ADVANCED FUNCTIONS AND FORMULAS
Coming Next
Chapter 2
ADVANCED FUNCTIONS AND FORMULAS