1. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 Laboratory Exercise # 13 Font and Number Format Styles Objectives: At the end of the session, the students are expected to:  Modify the appearance of numbers in your worksheet Modify text formatting to reach the look you want Format text and numbers Use style buttons to format numbers Enumerate the different numeric formatting options Modify the looks of your text in the worksheet Modify text attributes using Toolbar options Explore different font attributes Align text in cells Align text in cells using the toolbar Combine cells Wrap cells Use format painter to copy formats Apply borders to a cell or cells Materials:  1 PC with pre-installed Microsoft Windows operating system and Microsoft Excel 2003 Basic Principles: You work with value formatting and font formatting when you work in Excel. In value formatting, you give a certain number style to a cell or group of cells that contains numeric data. You can use a currency style, a percent style, or other numeric styles to values. Another formatting option offered in Excel is used for different font attributes. You can bold or italic to the contents of a cell or cells. You can change the font style and font size used for a group of cells. The Formatting toolbar located below the Standard toolbar contains several buttons for applying a format to your numbers. Figure 13.1 Formatting toolbar

2. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 Figure 13.2 Buttons of the Formatting toolbar You can use the buttons available in the Formatting toolbar by choosing the cell or cells you want to format and then click the button representing the format. The numeric values you enter in your Excel cells are more than just numbers. They usually represent amounts in dollar, a date, or a percentage. You can use a wide range of number formats using the Excel’s Format Cells dialog box and this dialog box is also used to create custom formats. The steps in using Format Cells dialog box in assigning numeric formatting cells in a worksheet are: 1. Select the cell or group of cells that holds the values you want to format.

3. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 Figure 13.3 Selecting cells 2. Select FormatCells. This display the Format Cells dialog box. Figure 13.4 FormatCells 3. Click the Number tab. The different numeric format categories are shown in a Category list.

4. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 Figure 13.5 Format Cells dialog box 4. Choose the numeric format category you want to use in the Category list. A sample is displayed in the Sample box. 5. Click OK to assign the numeric format to the chosen cells. Figure 13.6 Sample Number format Excel provides different formatting styles under the Category list of the Number tab. The different number formats are shown in a table given below:

5. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 Table 13.1 Excel Number Format

6. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 Table 13.2 Excel Number Formats (cont.) You can also open the Format Cells dialog box by choosing the cell or cells you want to use and then right- click the cells selected. Select Format Cells on the shortcut menu displayed and then select the Number tab to select your numeric format. Figure 13.7 Format Cells using shortcut menu ClearYou can remove a number format from the cell and return it to General format by choosing Edit Formats.

7. Office Productivity Tools 1 Figure 13.8 EditClearFormats Excel automatically formats the font of your workbook to Arial size 10. You can choose different fonts and change the size of any font characters in a cell (use the Font and Font Size drop-down list). You can also apply different font attributes such as bold, italic, and underline. You must change the default font and font size for your workbook before you can apply different font attributes to the cells. This step will allow you to select a different font and font size for your worksheets. The steps in changing the default font are: 1. Choose ToolsOptions. This will open the Options dialog box. Options Figure 13.9 Tools 2. Click General tab. Laboratory Exercise # 13 – Font and Number Format Styles

8. Office Productivity Tools 1 Figure 13.10 General tab of the Options dialog box 3. Use the drop-down list located in the Standard Font area to choose a new font. Use the Size drop- down list to choose a new default font size. Figure 13.11 Selecting default font

9. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 Figure 13.12 Selecting default font size 4. Click OK button after making the necessary changes. This will make your preference the default font and size. You may apply a variety of different formatting options to different cells of your worksheet. The easy way to assign different font attributes is to use the different font attributes buttons on the Excel Formatting toolbar. The steps in changing font attributes using the Formatting toolbar are: 1. Select the cell or group of cells that contains the text you want to format. 2. Click the Font drop-down list if you want to change the font and then choose the new font name. Click the Font Size drop-down list if you want to change the font size and then choose the size you want to apply. You can also enter the font size to the Font Size text box and then press ENTER. Figure 13. 13 Font and Font Size drop-down lists 3. Click the Bold, Italic or Underline button if you want to add an attribute such as bold, italic, and underline to the selected cells. Figure 13.14 Font Attribute buttons

10. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 You can also use the Font Keyboard shortcuts in applying font attributes to the text. Just simply select the cell or group of cells and then press CTRL+B for bold, CTRL+I for italic, and CTRL+U for underline. You can also choose the color of the font in a cell by using the Font Color drop-down list located on the Formatting toolbar. Choose a font color from the color palette displayed. Figure 13.15 Font Color You can use the Font tab of the Format Cells dialog box if you would like to see the different font format options for a cell or group of cells. This dialog box offers different fonts, font styles, font sizes, font colors, and other text attributes, such as superscript, subscript, and strikethrough. The steps in formatting cells using the Font tab of the Format Cells dialog box are: 1. Choose the cell or group of cells you want to format. 2. Choose FormatCells or press CTRL+1. This will display the Format Cells dialog box. 3. Choose Font tab that provides drop-down lists and checkboxes for choosing different font attributes. Figure 13.16 Font tab of Format Cells dialog box 4. Choose the options you want. 5. Click OK. You can also align the text in your worksheet. You can change the horizontal and vertical alignment of data in your text. The steps in changing the alignment of text in a cell or group of cells are:

11. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 1. Select the cell or group of cells you want to align. 2. Choose FormatCells. This will display the Format Cells dialog box. 3. Choose Alignment tab. Figure 13.17 Alignment tab of the Format Cells dialog box 4. Choose from the following alignment options:  Horizontal – Allows you to specify the left and/or right alignment in cells (Center Across – Allows you to center a title or other text in the cell.). Vertical – Allows you to specify the text alignment you want in relation to the top and bottom of the cell. Orientation – Allows you to flip the text or print it from top to bottom instead of left or right. Wrap Text – Allows wrapping long lines of text without modifying the width of the cell. Shrink to Fit – Shrinks the text to fit within the width of the cell. The font size is adjusted automatically when you adjust the width of the cell. Merge Cells – Allows combining of several cells into one single cell. 5. Click OK if you are finished. Figure 13.18 Sample Cell Alignment

12. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 You can also use the alignment options using the alignment button provided by the Formatting toolbar. Figure 13.19 Alignment buttons Figure 13.20 Indent Buttons You can center text across group of cells or you can merge cells to hold the title of the sheet of other information. You must choose the entire group of blank cells in which you want to center and then click the Merge and Center button located in the Formatting toolbar if you want to center a title or other text in a group of cells. You can also place a special heading or other text into the cells when you combined a group of cells. The steps in merging cells are: 1. Choose the cells you want to combine. Figure 13.21 Selecting cells to be merged 2. Select FormatCells and then choose the Alignment tab of the Format Cells dialog box. 3. Check the Merge Cells checkbox and then click OK. This will merge the cells selected.

13. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 Figure 13.22 Merge Cells checkbox of Format Cells dialog box Figure 13.23 Sample Merged Cells You can also merge cells that hold a large amount of text. You must wrap the text within the cell or merge cells in order to merge cells that holds large amount of text. The steps are: 1. Click the cell that contains the text.

14. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 Figure 13.24 Selecting cells to be wrapped 2. Select FormatCells and then select the Alignment tab of the Format Cells dialog box. 3. Check the Wrap Text checkbox and then click OK. Figure 13.25 Wrap Text checkbox of the Format dialog box

15. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 Figure 13.26 Sample wrapped text You can also add borders to your cells. Borders are used to show the boundaries of each cell from each other. The steps are: 1. Select the cells you want to put borders. Figure 13.27 Selecting cells 2. Click the Borders button located in the Formatting toolbar. You can choose different border styles if you click the arrow besides the Border button.

16. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 Figure 13.28 Selecting border style Figure 13.29 Border Styles Figure 13.30 Sample cells with border You can easily copy numeric formats or other formatting font attributes to a cell or group of cells. This is applicable whether you are copying numeric or text formatting or shading or borders. The steps in copying a format to other cells are:

17. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 1. Select the cells that hold the formatting you want to copy. Figure 13.31 Selecting cell that holds the format to be copied 2. Click theFormat Painter button located on the Standard toolbar. The mouse pointer will change into a paintbrush with a plus sign next to it. Figure 13.32 Format Painter's paintbrush 3. Click one cell or drag over several cells to which you want to use the copied formatting.

18. Laboratory Exercise # 13 – Font and Number Format Styles Office Productivity Tools 1 Figure 13.33 Selecting cells which you want to apply the copied formatting 4. Release the mouse button and Excel will copy the formatting and apply the formatting to the selected cells. Figure 13.34 Sample copied format using Format Painter Procedures: 1. Open Microsoft Excel and create a new document. 2. Create a Multiplication Table of 9 similar to the Multiplication Table given below. Use Number Category having 3 decimal places for the numbers and Text Category for the headers or any text used in the document. These categories are found in Numbers tab of the Format Cells dialog box. Use font Courier New, font size 12, and Bold for the headers and font Courier New size 10 for the rest of the program. Adjust all row heights to 20 and column widths to 10. Use Center for your vertical alignment. All the text of the all the cells used in the document must be wrapped. Apply borders similar to the one shown below.