1403 : COMPUTER

PACKAGES
Dr. Mohamed R Ghetas
E-mail: mohghattas@gmail.com
Lecture 6
Define and use names in formulas

 By using names, one can make formulas much easier to understand and maintain.
One can define a name for a cell range, function, constant, or table.
 One can define a name by the Defined Names group under Formulas tab, or simply
by typing the name for a certain range in the formula bar. One may mange the
defined names by using Name Manager command.
 Note: references rules, e.g. relative, absolute and mixed can be used in defining a
cell/range/formula etc.
 Naming may simplify working on Excel sheet, especially with relatively large amount
of data.
Format Values (1)

 The format of a cell determines how the labels and values, e.g. whether the
contents appear boldfaced, italicized, or with dollar signs for currencies and
commas for numbers, etc.
 As in MS Word, Formatting changes only the appearance of a value or label; it does
not alter the actual data in any way.
 To format a cell or range, first it should be selected, then one applies the formatting
using the Ribbon, Mini toolbar, or a keyboard shortcut. This can be done before or
after one enters data in a cell or range.
Format Values (2)

 There are several commands in the home tab for formatting, including number group
to define the number type (currency, data, text, scientific number etc. ), style group
to select/define the appearance style (for cells or tables), and the cells group which
allow controlling many formatting aspects (column widths, borders, alignments, cell
types, etc.). Only subset of them will be covered.
 Similar to MS word, font size is measured in points. It can be changed, resized, use
different styles (bold, italic, etc. ) and aligned from the Home tab commands or Mini
toolbar.
 Check spelling (Editing tool) commands is similar to MS Word.
Adjust the Column Width

 As you format a worksheet, you might need to adjust the width of one or more
columns to accommodate changes in the amount of text, the font size, or font style.
 With Excel, you can adjust the width of one or more columns by using the mouse
(drag or double-click the right edge of a column heading), the Format button in the
Cells group on the HOME tab, or the shortcut menu.
Insert and Delete Rows and Columns

 One might find it necessary to insert or delete rows and columns to keep worksheet
current. E.g. , need to insert rows to accommodate new inventory products or
remove a column of yearly totals that are no longer necessary.
 When inserting insert a new row, the row is inserted above the cell pointer and the
contents of the worksheet shift down from the newly inserted row.
 When inserting a new column, the column is inserted to the left of the cell pointer
and the contents of the worksheet shift to the right of the new column.
 To insert multiple rows/columns, one can select the same number of row/column
headings as desired to insert before using the Insert command under Home tab.
Apply Colours, Patterns, and Borders

 One can use colours, patterns, and borders to enhance the overall appearance of a
worksheet and make it easier to read.
 One can add these enhancements by using the Borders, Font Colour, and Fill Colour
buttons in the Font group on the Home tab of the Ribbon and on the Mini toolbar, or
by using the Fill tab and the Border tab in the Format Cells dialog box.
 One can apply a color to the background of a cell or a range or to cell contents
(such as letters and numbers), and one can apply a pattern to a cell or range.
 One can apply borders to all the cells in a worksheet or only to selected cells to call
attention to selected information.
 To save time, one can also apply cell styles, predesigned combinations of formats,
which can be found under style group in Home tab.
Conditional Formatting

 One can use formatting to highlight important aspects of the data itself. E.g., one
can apply formatting that changes the font color to red for any cells where costs
exceed $100 and to green where ad costs are below $50.
 This is called conditional formatting because Excel automatically applies different
formats to data if the data meets conditions one specifies.
 There are a set of predefined rules in Excel under Conditional Formatting command,
in styles group in the Home tab, with the option of defining new rules.
 Some predefined rules including formatting based on threshold values (apply
formats for greater than or less than or in range of threshold values etc. ), and rules
related to ordering (such as top or lower ones, below or above average etc.).