®Microsoft Office 2010Excel Tutorial 2:Formatting a Workbook
XPXPXPNew Perspectives on Microsoft Office 2010 2Objectives• Format text, numbers, and dates• Change fonts and font colors...
XPXPXPNew Perspectives on Microsoft Office 2010 3Objectives• Merge a range into a single cell• Copy and paste formats• App...
XPXPXPNew Perspectives on Microsoft Office 2010 4Objectives• Highlight cells with conditional formats• Hide worksheet rows...
XPXPXPNew Perspectives on Microsoft Office 2010 5Visual Overview
XPXPXPNew Perspectives on Microsoft Office 2010 6Worksheet Formatting
XPXPXPNew Perspectives on Microsoft Office 2010 7Formatting Cell Text• Formatting– Process of changing workbook’s appearan...
XPXPXPNew Perspectives on Microsoft Office 2010 8Applying Fonts and Font Styles• Theme fonts and non-theme fonts• Characte...
XPXPXPNew Perspectives on Microsoft Office 2010 9Applying a Font Color• Themes have 12 colors: 4 for text andbackgrounds, ...
XPXPXPNew Perspectives on Microsoft Office 2010 10Working with Colors and Backgrounds• Changing a fill color
XPXPXPNew Perspectives on Microsoft Office 2010 11Working with Colors and Backgrounds• Background images do not print
XPXPXPNew Perspectives on Microsoft Office 2010 12Formatting Calculated Values• Goal: Make workbook easier to interpret–Ad...
XPXPXPNew Perspectives on Microsoft Office 2010 13Formatting Calculated Values• Create formulas to add, subtract, and divi...
XPXPXPNew Perspectives on Microsoft Office 2010 14Formatting Calculated Values• Applying number formats– Use General numbe...
XPXPXPNew Perspectives on Microsoft Office 2010 15Applying Number Formats
XPXPXPNew Perspectives on Microsoft Office 2010 16Applying Number Formats
XPXPXPNew Perspectives on Microsoft Office 2010 17Formatting Calculated Values• Formatting dates and times– Dates/times ar...
XPXPXPNew Perspectives on Microsoft Office 2010 18Formatting Worksheet Cells• Format appearance of individual cells by:–Mo...
XPXPXPNew Perspectives on Microsoft Office 2010 19Formatting Worksheet Cells• Aligning cell content– Default:• Cell text a...
XPXPXPNew Perspectives on Microsoft Office 2010 20Formatting Worksheet Cells• Indenting cell content–Useful for entries co...
XPXPXPNew Perspectives on Microsoft Office 2010 21Formatting Worksheet Cells• Merging cells–Retains only content (and cell...
XPXPXPNew Perspectives on Microsoft Office 2010 22Formatting Worksheet Cells• Rotating cell contents saves space andprovid...
XPXPXPNew Perspectives on Microsoft Office 2010 23Formatting Worksheet Cells• Adding cell borders enhances readability ofr...
XPXPXPNew Perspectives on Microsoft Office 2010 24Options in the Format Cells Dialog Box• Presents formats available from ...
XPXPXPNew Perspectives on Microsoft Office 2010 25Options in the Format Cells Dialog Box• Border tab
XPXPXPNew Perspectives on Microsoft Office 2010 26Copying and Pasting Formats• Copying formats with Format Painter–Fast an...
XPXPXPNew Perspectives on Microsoft Office 2010 27Copying and Pasting Formats• Use Paste Options Button to paste formattin...
XPXPXPNew Perspectives on Microsoft Office 2010 28Copying and Pasting Formats• Use Paste Special to control exactly how to...
XPXPXPNew Perspectives on Microsoft Office 2010 29Visual Overview
XPXPXPNew Perspectives on Microsoft Office 2010 30Table Styles and Page Formatting
XPXPXPNew Perspectives on Microsoft Office 2010 31Applying Cell Styles• Use styles to ensure that cells displaying sametyp...
XPXPXPNew Perspectives on Microsoft Office 2010 32Applying Cell Styles
XPXPXPNew Perspectives on Microsoft Office 2010 33Working with Themes• Appearance of fonts, colors, and cell stylesdepends...
XPXPXPNew Perspectives on Microsoft Office 2010 34Working with Themes
XPXPXPNew Perspectives on Microsoft Office 2010 35Creating Formulas to Add andSubtract Values• Use this data to identify t...
XPXPXPNew Perspectives on Microsoft Office 2010 36Working with Table Styles• Specifies formats (e.g., font color, fill col...
XPXPXPNew Perspectives on Microsoft Office 2010 37Working with Table Styles• Table style elements can be turned on or off–...
XPXPXPNew Perspectives on Microsoft Office 2010 38Selecting Table Style Options
XPXPXPNew Perspectives on Microsoft Office 2010 39Highlighting Cells with ConditionalFormats• Goal of highlighting: Provid...
XPXPXPNew Perspectives on Microsoft Office 2010 40Highlighting Rules• Each conditional format has a set of rules thatdefin...
XPXPXPNew Perspectives on Microsoft Office 2010 41Highlighting Cells with ConditionalFormats
XPXPXPNew Perspectives on Microsoft Office 2010 42Highlighting Cells with ConditionalFormats• Always include a legend – a ...
XPXPXPNew Perspectives on Microsoft Office 2010 43Hiding Worksheet Data• Manage contents of a large worksheet byselectivel...
XPXPXPNew Perspectives on Microsoft Office 2010 44Formatting the Worksheet for Printing• Print options can be applied to a...
XPXPXPNew Perspectives on Microsoft Office 2010 45Formatting the Worksheet for Printing• Defining the print area allows yo...
XPXPXPNew Perspectives on Microsoft Office 2010 46Formatting the Worksheet for Printing• Inserting page breaks– Automatic ...
XPXPXPNew Perspectives on Microsoft Office 2010 47Formatting the Worksheet for Printing• Add print titles (descriptive inf...
XPXPXPNew Perspectives on Microsoft Office 2010 48Formatting the Worksheet for Printing• Create page headers and footers t...
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Excel.t02

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Excel.t02

  1. 1. ®Microsoft Office 2010Excel Tutorial 2:Formatting a Workbook
  2. 2. XPXPXPNew Perspectives on Microsoft Office 2010 2Objectives• Format text, numbers, and dates• Change fonts and font colors• Add fill colors and background images• Create formulas to add, subtract, and dividevalues• Apply number formats• Align, indent, and rotate cell contents2
  3. 3. XPXPXPNew Perspectives on Microsoft Office 2010 3Objectives• Merge a range into a single cell• Copy and paste formats• Apply built-in cell styles• Change the theme of a workbook• Create formulas to add and subtract values• Apply a built-in table style and select tablestyle options
  4. 4. XPXPXPNew Perspectives on Microsoft Office 2010 4Objectives• Highlight cells with conditional formats• Hide worksheet rows• Define the print area, insert page breaks, andadd print titles• Create headers and footers• Select page margins4
  5. 5. XPXPXPNew Perspectives on Microsoft Office 2010 5Visual Overview
  6. 6. XPXPXPNew Perspectives on Microsoft Office 2010 6Worksheet Formatting
  7. 7. XPXPXPNew Perspectives on Microsoft Office 2010 7Formatting Cell Text• Formatting– Process of changing workbook’s appearance bydefining fonts, styles, colors, and graphical effects• Only the appearance of data changes, not dataitself– Enhances readability and appeal– Live Preview shows the effects of formattingoptions before you apply them• Themes– Named collections of formatting effects
  8. 8. XPXPXPNew Perspectives on Microsoft Office 2010 8Applying Fonts and Font Styles• Theme fonts and non-theme fonts• Character styles (serif fonts andsans serif fonts)• Font styles, special effects, font size
  9. 9. XPXPXPNew Perspectives on Microsoft Office 2010 9Applying a Font Color• Themes have 12 colors: 4 for text andbackgrounds, 6 for accents and highlights, and2 for hyperlinks• Standard colors (always available)• Custom colors• Automatic colors
  10. 10. XPXPXPNew Perspectives on Microsoft Office 2010 10Working with Colors and Backgrounds• Changing a fill color
  11. 11. XPXPXPNew Perspectives on Microsoft Office 2010 11Working with Colors and Backgrounds• Background images do not print
  12. 12. XPXPXPNew Perspectives on Microsoft Office 2010 12Formatting Calculated Values• Goal: Make workbook easier to interpret–Add a comma as a thousands separator–Control number of decimal places–Use percentage and currency symbols
  13. 13. XPXPXPNew Perspectives on Microsoft Office 2010 13Formatting Calculated Values• Create formulas to add, subtract, and dividevalues
  14. 14. XPXPXPNew Perspectives on Microsoft Office 2010 14Formatting Calculated Values• Applying number formats– Use General number format for simplecalculations– Apply Excel’s additional formatting to makenumbers easier to interpret• Accounting style–Lines up currency values within a column bycurrency symbol and decimal point–Encloses negative numbers withinparentheses
  15. 15. XPXPXPNew Perspectives on Microsoft Office 2010 15Applying Number Formats
  16. 16. XPXPXPNew Perspectives on Microsoft Office 2010 16Applying Number Formats
  17. 17. XPXPXPNew Perspectives on Microsoft Office 2010 17Formatting Calculated Values• Formatting dates and times– Dates/times are stored as numbers, not as text• Applying different formats does not affectvalues• Makes it easier to calculate time intervals– Short Date format or Long Date format– 12- or 24-hour time
  18. 18. XPXPXPNew Perspectives on Microsoft Office 2010 18Formatting Worksheet Cells• Format appearance of individual cells by:–Modifying alignment of text within the cell–Indenting cell text–Adding borders of different styles andcolors to individual cells or ranges
  19. 19. XPXPXPNew Perspectives on Microsoft Office 2010 19Formatting Worksheet Cells• Aligning cell content– Default:• Cell text alignedwith left bottomborders• Cell values alignedwith right bottomborders– Buttons to setalignment options arein Alignment group onHome tab
  20. 20. XPXPXPNew Perspectives on Microsoft Office 2010 20Formatting Worksheet Cells• Indenting cell content–Useful for entries considered subsections ofa worksheet
  21. 21. XPXPXPNew Perspectives on Microsoft Office 2010 21Formatting Worksheet Cells• Merging cells–Retains only content (and cell reference)from upper-left cell in the range–Merge options: Merge & Center, MergeAcross, Merge Cell, and Unmerge Cells
  22. 22. XPXPXPNew Perspectives on Microsoft Office 2010 22Formatting Worksheet Cells• Rotating cell contents saves space andprovides visual interest
  23. 23. XPXPXPNew Perspectives on Microsoft Office 2010 23Formatting Worksheet Cells• Adding cell borders enhances readability ofrows and columns or data–Add borders to left, top, right, or bottom ofcell or range; around an entire cell; oraround outsideedges of a range–Specify thicknessand number oflines in border
  24. 24. XPXPXPNew Perspectives on Microsoft Office 2010 24Options in the Format Cells Dialog Box• Presents formats available from Home tab in adifferent way and provides more choices• Six tabs, each focusing on different options:–Number–Alignment–Font–Border–Fill–Protection
  25. 25. XPXPXPNew Perspectives on Microsoft Office 2010 25Options in the Format Cells Dialog Box• Border tab
  26. 26. XPXPXPNew Perspectives on Microsoft Office 2010 26Copying and Pasting Formats• Copying formats with Format Painter–Fast and efficient way of maintaining aconsistent look and feel throughout aworkbook–Copies formatting without duplicating data
  27. 27. XPXPXPNew Perspectives on Microsoft Office 2010 27Copying and Pasting Formats• Use Paste Options Button to paste formattingfrom a copied range along with its contents
  28. 28. XPXPXPNew Perspectives on Microsoft Office 2010 28Copying and Pasting Formats• Use Paste Special to control exactly how topaste the copied range
  29. 29. XPXPXPNew Perspectives on Microsoft Office 2010 29Visual Overview
  30. 30. XPXPXPNew Perspectives on Microsoft Office 2010 30Table Styles and Page Formatting
  31. 31. XPXPXPNew Perspectives on Microsoft Office 2010 31Applying Cell Styles• Use styles to ensure that cells displaying sametype of data use the same format• Style–Selection of formatting options using aspecific font and color from the currenttheme–If style is later revised, appearance of anycell formatted with that style is updatedautomatically; saves time and effort
  32. 32. XPXPXPNew Perspectives on Microsoft Office 2010 32Applying Cell Styles
  33. 33. XPXPXPNew Perspectives on Microsoft Office 2010 33Working with Themes• Appearance of fonts, colors, and cell stylesdepends on workbook’s current theme• If theme is changed, formatting of fonts,colors, and cell styles changes throughoutentire workbook• Only elements directly tied to a theme changewhen you select a different theme
  34. 34. XPXPXPNew Perspectives on Microsoft Office 2010 34Working with Themes
  35. 35. XPXPXPNew Perspectives on Microsoft Office 2010 35Creating Formulas to Add andSubtract Values• Use this data to identify trends
  36. 36. XPXPXPNew Perspectives on Microsoft Office 2010 36Working with Table Styles• Specifies formats (e.g., font color, fill color) foreach element• More efficient than formatting individual cells• Ensures that table’s formatting reflects anychanges made to the table
  37. 37. XPXPXPNew Perspectives on Microsoft Office 2010 37Working with Table Styles• Table style elements can be turned on or off–Header Row–Total Row–First Column–Last Column–Banded Rows–Banded Columns
  38. 38. XPXPXPNew Perspectives on Microsoft Office 2010 38Selecting Table Style Options
  39. 39. XPXPXPNew Perspectives on Microsoft Office 2010 39Highlighting Cells with ConditionalFormats• Goal of highlighting: Provide strong visual clueof important data or results• Format applied to a cell depends upon valueor content of the cell• Dynamic: If cell’s value changes, cell’s formatalso changes as needed• Excel has four conditional formats: data bars,highlighting, color scales, and icon sets
  40. 40. XPXPXPNew Perspectives on Microsoft Office 2010 40Highlighting Rules• Each conditional format has a set of rules thatdefine how formatting should be applied andunder what conditions format will be changed
  41. 41. XPXPXPNew Perspectives on Microsoft Office 2010 41Highlighting Cells with ConditionalFormats
  42. 42. XPXPXPNew Perspectives on Microsoft Office 2010 42Highlighting Cells with ConditionalFormats• Always include a legend – a key that showseach color used in the worksheet and what itmeans
  43. 43. XPXPXPNew Perspectives on Microsoft Office 2010 43Hiding Worksheet Data• Manage contents of a large worksheet byselectively hiding rows and columns ofextraneous data• Allows you to focus attention on only a selectfew data points• Does not affect other formulas in workbook• Never hide data that is crucial tounderstanding a workbook
  44. 44. XPXPXPNew Perspectives on Microsoft Office 2010 44Formatting the Worksheet for Printing• Print options can be applied to an entireworkbook or to individual sheets• Look at a worksheet in Page Layout view tosee how it would print
  45. 45. XPXPXPNew Perspectives on Microsoft Office 2010 45Formatting the Worksheet for Printing• Defining the print area allows you to overridedefault settings and print part of a worksheet–Region sent to the printer from the activesheet–Can cover adjacent or nonadjacent range incurrent worksheet–Generally easiest to set in Page BreakPreview• Fit a large worksheet on a single page byreducing size of the page margin
  46. 46. XPXPXPNew Perspectives on Microsoft Office 2010 46Formatting the Worksheet for Printing• Inserting page breaks– Automatic page breaks– Manual page breaks
  47. 47. XPXPXPNew Perspectives on Microsoft Office 2010 47Formatting the Worksheet for Printing• Add print titles (descriptive information) oneach page of a printout in case pages becomeseparated
  48. 48. XPXPXPNew Perspectives on Microsoft Office 2010 48Formatting the Worksheet for Printing• Create page headers and footers to includetext not usually found within the worksheet(e.g., author, date, filename)• Headers and footers have three sections: left,center, right• Elements are dynamic

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