Lesson 3 Cell and Page Formatting Week 5 - 6

The succeeding discussions are based from Brilliant Computing by Tan & Bongalos.

Enter Cell Data

After you have created a new workbook or once you opened an existing one, you may start entering data
in the worksheets. The following are the steps in entering data in a cell:
1. Click the cell where you want to enter data.
2. Type the data in the cell.
3. Press Enter or Tab to move on the next cell.

Editing Cell Data

In order to create a comprehensible and format document, you might need to make adjustments to the
date you have inputted in the cells. There are four ways to edit cell data.

Using Edit Key Using Double Click Using Manual Input Using the Formula Bar
1. Click the cell you 1. Double-click the cell 1. Click the cell you 1. Click the cell you
want to edit. you want to edit. want to edit. want to edit.
2. Press F2. 2. Edit the cell 2. Edit the cell 2. Click the Formula
3. Edit the cell contents. contents by typing Bar.
contents. 3. Press Enter or Tab to new data. 3. Edit the cell
4. Press Enter or Tab to move to the next cell. 3. Press Enter or Tab contents.
move to the next to move to the next 4. Press Enter or Tab
cell. cell. to move to the next
cell.

Cell Value Formatting

Cell value formatting is one of the features in creating a worksheet. Cell formats allow you to change the
way cell data appears in the spreadsheet. It is important to keep in mind that it only alters the way the data
is presented, and does not change the value of the data. The formatting options allows for monetary units,
scientific options, dates, times, fractions, and more. There are two ways to implement formatting to cell and
ranges in Excel. One is by using the Formatting toolbar and the other is by means of the Format Cells dialog
box.

To format a cell’s value, follow these steps:

1. Select the cells you want to format.

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 2. Select Format Cells in the Home Tab

Or right-click the selection and choose Format Cells

3. You may access the Format Cells dialog box with different tabs. Set the options you want and click
OK to apply them.

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 Number Formatting (Garraton, 2007)

The Number tab in the Format Cells dialog box allows the setting how numeric values would appear in
a cell. Excel gives you a complete list of predetermined format and options to design your own format.

1. General Format is the default number format. It applies no special formatting other than the basic
rules.

2. Number Format is like the General Format, but with three modifications: 1) it uses a fixed number
of decimal places with point always lines up; 2) it lets you use comma as a separator between groups
of three digits; and 3) it lets you choose to have negative numbers displayed with negative sign, in
parenthesis, or in red lettering.

3. Currency Format closely matches the Number Format, with two differences: 1) it lets you to choose
a currency symbol like the dollar sign, pound, Euro, and other symbols; and 2) it always includes
commas, supports a fixed number of decimal places, and lets you customize how negative numbers
are displayed.

4. Accounting Format is like the Currency Format. It also lets you choose a currency symbol, it uses
commas, and has a fixed number of decimal places. The difference is that the Accounting Format
uses a slightly different alignment – the currency symbol always appears at the far left of the cell.
Moreover, it always shows negative numbers in parenthesis, which is an accounting standard.

5. Formatting Dates and Times is done in the Format Cells dialog box, choose Date or Time from the
column on the left and then choose the format from the list on the right. Date and Time both provide
a slew options. Date format lets you use everything from compact styles like 7/13/19 to long formats,
like Sunday, July 14, 2019. Time format gives you a similar range of options, including the ability to
use 12-hour or 24-hour clock and show seconds, fractional seconds, and even date information.

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 6. Percentage Format displays fractional numbers as percentages.

7. Fraction Format displays numbers as a fraction instead of a number with a decimal place.

8. Scientific Format displays numbers using scientific notation, which is ideal in handling numbers
that range widely in size in the same column.

9. Text Format displays a number as though it was text, although you can still perform calculations
with it.

10. Special Format provides a location-specific range of formatting choices. All these have specifically
defined formats, most of which are separated by hyphens into groups of specific lengths.

11. Custom Format enables you to describe your custom formats for needs not available in built-in
formats.

Formatting Characters

You can format a text or characters to apply variety or to highlight a certain label or value. It can be done
by changing the following:
• Font style. Arial is the default font for new worksheets.
• Font size, in points. Generally, Excel uses point size 10, but you can choose anything from a
minuscule 1-point to a monstrous 409-point.
• Fort attributes, like italic, underlined, and bold.
• Font color. This option controls the color of the text.

Align Cell Contents

Cell contents have a default alignment base on their data type. If the cell contains text, the cell with left-
aligned, while numeric data, dates, and formulas will be right-aligned.

Change the Horizontal or Vertical Alignment of Cell Data

1. Select the cells you want to align.
2. In the Align group of the Home Tab, select a horizontal alignment.

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 a. Align Text Left aligns the data horizontally along the left edge
of the cell.

b. Center aligns the data horizontally in the middle of the cell.

c. Align Text Right aligns the data horizontally along the right
edge of the cell.
3. On the Home Tab, select a vertical alignment.

a. Top Align aligns the data vertically along the top edge of the cell.

b. Middle Align aligns the data vertically in the middle of the cell.

c. Bottom Align is the default option and aligns the data along the
bottom edge of the cell.

Merge Cells

When two or more adjacent horizontal or vertical cells are merged, the cells become one larger cell
displayed across multiple columns or rows. When multiple cells are merged, only the contents of one cell
appear in the merged cell.

Merge and Center Cells

1. Select two or more adjacent cells that you wish to merge.

2. In the Alignment group of the Home Tab, click MERGE & CENTER. The cells will be merged in a
row or column, and the cells will be centered in the merged cell.

Result:

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 Merge Cells Only
To merge cells only, click the drop-down option next the Merge and Center; then, click MERGE
ACROSS or MERGE CELLS.

Wrap Text

Aside from aligning cells, you can display multiple lines of text inside a cell by wrapping the text.
Wrapping text in the cell does not affect other cells.

1. Click the cell in which you want to wrap the text.

2. On the Home Tab, in the alignment group, click Wrap Text.

Result:

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 Add or Remove Borders to Cells

Excel can add borders to your worksheets. You can quickly apply a border around cells or cell ranges.

1. Select the cell or range of cells where you want to apply the border or change the border style.

2. In the Font group of the Home Tab, click the Border drop-down menu.

3. Click the desired border style.

Result:

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 To remove border, same steps will be followed. But this time, click NO BORDER.

Changing the Angle of Text

To change the angle of text:

1. Select the cell you wish to format.

2. Click the drop-down arrow on the Alignment group.

3. Click the half-circle, or enter a specific number of degrees in the box below it.

Result:

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 Fill Cells with a Series of Data

To fill in quickly several types of data series, you can use the small green dot or square at the bottom
right corner the cell called the Fill Handle. It can be used to copy the contents of a cell (values, formulas,
and functions) to adjacent cells or to create a series.

a. Create a Number Series

1. Type the first two numbers of the series you want to create in adjacent cells.
2. Select both cells.
3. Hover your mouse on the Fill Handle until the mouse pointer turns to a black cross.
4. Click the Fill Handle and drag to fill the adjacent cells.

b. Create Day/Month/Time Series

1. Type the first day/first month/first time in the series.
2. Hover your mouse on the Fill Handle until the mouse pointer turns to a black cross.
3. Click the Fill Handle and drag to fill the adjacent cells.

c. Copy Formulas and Data Using the Fill Handle

1. Select the cell that contains the formula that you want to copy to other cells.
2. Hover your mouse on the Fill Handle until the mouse pointer turns to a black cross.
3. Click the Fill Handle and drag to fill the adjacent cells.

Page Setup

The Page Setup dialog box is where you manage and direct the document’s printout. To access this,
click the drop-down arrow on the Page Setup group on the Page Layout Tab.

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 Page Settings

The Page Tab of the Page Setup dialog box contains two of the Excel’s most useful print tools –
Orientation and Scaling.

• Orientation lets you to control whether the document would be printed upright (portrait) or
horizontally (landscape)
• Scaling lets you fit a lot more columns and rows inside your document, because it will shirk the
document proportionally.

The Page Tab also contains the following:

• Page Size lets you specify the paper sizes.
• Print Quality lets you set the resolution which your printer is using for printing.
• First Page Number set ups the number of pages to be printed out.

Margin Settings

Margin is the spaces between the edge of the

paper and the worksheet information to be printed
out. The Margin Tab will let you to set up the
margins of your document.

If your document would fit in a single page,

you will notice that it would be aligned to the left.
Center on page options lets you to select
horizontally to center your columns between the
left and right margins and vertically to center your
data between the top and bottom margin.

Creating Headers and Footers

The Header/Footer Tab will allow you to create a new header or footer using one of the settings Excel
provides. The Header would be text, graphics or a combination of both located at the top of document as
you print it out. On the other hand, the Footer is almost the same except it is located at the bottom of the
page.

You can use the preset headers or footers which are provided at the drop-down arrow of the header or
footer tab.

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 You can also customize your own header and footer. You may insert two types of data to custom
header or footer: Literal Text and Placeholders.

• Literal Text are ordinary characters that you type.

• Placeholder are the special codes Excel will replace with a corresponding value embedded
inside it.

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