MSOffice Excel - Part 2

Formatting Workbook Text and

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Objectives

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Change fonts, font style, and font color

Add fill colors and a background image
Create formulas to calculate sales data
Apply Currency and Accounting formats a
the Percent style
Format dates and times
Align, indent, and rotate cell contents
Merge a group of cells
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Use the AVERAGE function

Apply cell styles
Copy and paste formats with the Format
Painter
Find and replace text and formatting
Change workbook themes

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Highlight cells with conditional formats

Format a worksheet for printing
Set the print area, insert page breaks, add
print titles, create headers and footers, an
margins

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Visual Overview

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Worksheet Formatting

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Formatting Cell Text

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Formatting
Process of changing workbooks appearance by
defining fonts, styles, colors, and graphical effe
Only the appearance of data changes, not da
itself
Enhances readability and appeal
Live Preview shows the effects of formatting
options before you apply them
Themes
Named collections of formatting effects
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Formatting Cell Text

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You can add formatting to a workbook by

choosing its fonts, styles, colors, and
decorative features through the use of
themes.

A theme is a collection of formatting for text,

colors, and graphical effects that are applied
throughout a workbook to create a specific look
and feel.

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Formatting Cell Text

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As you format a workbook, Galleries and

Preview show how a workbook would be
affected by a formatting selection.

A Gallery is a menu that shows a visual

representation of the options available for the
selected button.
Live Preview shows the results of clicking eac
option. By pointing to different options, you can
quickly see different results before selecting th
format you want.
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Applying Fonts and Font Sty

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Theme fonts and non-theme fonts

Character styles (serif fonts and
sans serif fonts)
Font styles, special effects, font size

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Applying a Font Color

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Themes have 12 colors: 4 for text and

backgrounds, 6 for accents and highlights
2 for hyperlinks
Standard colors (always available)
Custom colors
Automatic colors

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Working with Colors and Backgr

Changing a fill color

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Working with Colors and Backgr

Background images do not print

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Changing a Fill Color

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Select the range you wish to apply a fill co

to
On the Home tab, in the Font group, click
Fill Color button arrow, and then click the
specific color you wish to use in the Stand
Colors section.

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Adding a Background Image

On the ribbon, click the Page Layout tab t

display the page layout options.
In the Page Setup group, click the Backgro
button.
Click the Browse button. The Sheet
Background dialog box opens allowing yo
navigate to the file location
Click the file, and then click Insert. The im
is added to the background
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Using Functions and Formul

A primary feature of Excel is the ability to

easily perform many mathematical and
statistical calculations through functions
formulas.
A function is a formula pre-established by
Excel
A formula is created by the Excel user as
needed

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Tutorial 2 Functions and For

The following formulas will be calcula

Tutorial 2

Salesthe total amount of sales at all of the

restaurants
Cost of Salesthe cost of producing the store
menu items
Operating Expensesthe cost of running the
stores including the employment and insuranc
costs

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Tutorial 2 Functions and For

The following additional formulas wil

calculated in Tutorial 2

Net Profit/Lossthe difference between the

income from the gross sales and the total cost
sales and operating expenses
Units Soldthe total number of menu items s
by the company during the year
Customers Servedthe total number of
customers served by the company during the y

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Formatting Numbers

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Goal: Make workbook easier to interpret

Change the number of digits displayed t
the right of the decimal point
Add a comma as a thousands separator
Control number of decimal places
Use percentage and currency symbols

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Formatting Calculated Value

Create formulas to add, subtract, and divi

values

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Formatting Calculated Value

Applying number formats

Use General number format for simple
calculations
Apply Excels additional formatting to make
numbers easier to interpret
Accounting style
Lines up currency values within a column
currency symbol and decimal point
Encloses negative numbers within
parentheses
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Applying Number Formats

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Applying Number Formats

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Formatting Calculated Value

Formatting dates and times

Dates/times are stored as numbers, not as text
Applying different formats does not affect
values
Makes it easier to calculate time intervals
Short Date format or Long Date format
12- or 24-hour time

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Formatting Dates and Times

Excel provides many formats for dates an

times in the worksheets depending on use
requirements

Select the cell in which the date and time shoul

appear
On the ribbon, select the HOME tab
In the Number group, click the Number Format
button arrow to display a list of number format
and then select the preferred format.
The date is displayed with the selected format
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Formatting Worksheet Cells

Format appearance of individual cells by:

Modifying alignment of text within the c
Indenting cell text
Adding borders of different styles and co
to individual cells or ranges

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Formatting Worksheet Cells

Aligning cell content
Default:
Cell text aligned with
left bottom borders
Cell values aligned
with right
bottom borders
Buttons to set
alignment options are
in Alignment group
on Home tab
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Formatting Worksheet Cells

Indenting cell content

Useful for entries considered subsection
a worksheet

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Formatting Worksheet Cells

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Merging cells
Retains only content (and cell reference
from upper-left cell in the range
Merge options: Merge & Center, Merg
Across, Merge Cell, and Unmerge Ce

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Formatting Worksheet Cells

Rotating cell contents saves space and

provides visual interest

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Formatting Worksheet Cells

Adding cell borders enhances readability

rows and columns or data
Add borders to left, top, right, or bottom
cell or range; around an entire cell; or
around outside
edges of a range
Specify thickness
and number of
lines in border
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Format Cells Dialog Box Opt

Presents formats available from Home tab

different way and provides more choices
Six tabs, each focusing on different option
Number
Alignment
Font
Border
Fill
Protection
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Options in the Format Cells Dial

Border tab

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Session 2.2 Visual Overview

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Using the Average Function

As mentioned previously, Excel includes p

determined formulas called functions.
The AVERAGE function calculates the a
value from a collection of numbers.
The syntax of the Average function is:
AVERAGE (number1, number2, number3, )

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Using the Average Function

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Applying Cell Styles

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Use styles to ensure that cells displaying

type of data use the same format
Style
Selection of formatting options using a
specific font and color from the current
theme
If style is later revised, appearance of an
cell formatted with that style is updated
automatically; saves time and effort
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Applying Cell Styles

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Copying and Pasting Format

Copying formats with Format Painter

Fast and efficient way of maintaining a
consistent look and feel throughout a
workbook
Copies formatting without duplicating d

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Copying and Pasting Format

Use Paste Options Button to paste format

from a copied range along with its conten

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Copying and Pasting Format

Use Paste Special to control exactly how t

paste the copied range

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Finding and Replacing Text

The Find and Replace commands let you m

content and design changes to a Workshe
the entire workbook quickly.
The Find command searches through the
current worksheet or workbook for the
content or formatting you want to locate
The Replace command then substitutes it
the new content or formatting you specify

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Finding and Replacing Text

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Working with Themes

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Appearance of fonts, colors, and cell style

depends on workbooks current theme
If theme is changed, formatting of fonts,
colors, and cell styles changes throughou
entire workbook
Only elements directly tied to a theme ch
when you select a different theme

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Working with Themes

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Highlighting Cells with Conditio

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Formats

Goal of highlighting: Provide strong visua

of important data or results
Format applied to a cell depends upon va
or content of the cell
Dynamic: If cells value changes, cells for
also changes as needed
Excel has four conditional formats: data b
highlighting, color scales, and icon sets
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Highlighting Rules

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Each conditional format has a set of rules

define how formatting should be applied a
under what conditions format will be chan

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Highlighting Cells with Conditio

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Formats

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Highlighting Cells with Conditio

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Formats

Always include a legend a key that show

each color used in the worksheet and wha
means

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Print options can be applied to an entire

workbook or to individual sheets
Look at a worksheet in Page Layout view t
see how it would print

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Formatting the Worksheet for

Defining the print area allows you to ove

default settings and print part of a worksh
Region sent to the printer from the activ
sheet
Can cover adjacent or nonadjacent rang
current worksheet
Generally easiest to set in Page Break
Preview
Fit a large worksheet on a single page by
reducing size of the page margin
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Inserting page breaks

Automatic page breaks
Manual page breaks

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Add print titles (descriptive information) o

each page of a printout in case pages bec
separated

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Create page headers and footers to includ

text not usually found within the workshe
(e.g., author, date, filename)
Headers and footers have three sections:
center, right
Elements are dynamic

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