Chapter.06

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Chapter.06

  1. 1. Chapter 6<br />Formatting a Worksheet<br />
  2. 2. What’s inside and on the CD?<br />In this chapter you will learn how to:<br />Format worksheets created with Microsoft Excel<br />Determine special formatting characteristics for each type of data<br />Make changes to spreadsheet data in order to show how changes effect results<br />Avoid making incorrect modifications to data<br />2<br />Practical Microsoft Office 2010<br />
  3. 3. How do I add borders and background colors?<br />Borders and background colors define areas and can draw attention to important information<br />To add borders, use the Font group on the Home tab and Format Cells dialog box<br />3<br />Practical Microsoft Office 2010<br />
  4. 4. How do I add borders and background colors?<br />4<br />Practical Microsoft Office 2010<br />
  5. 5. How do I add borders and background colors?<br />Select border option buttons in the Border section of dialog box<br />The Line area allows selection of decorative line styles or add color<br />For a shortcut to Borders, use the button in the Font group on the Home tab<br />Click the Fill tab to add a colored background to selected cells<br />5<br />Practical Microsoft Office 2010<br />
  6. 6. How do I format worksheet data?<br />Buttons in the Font group on the Home tab allow you to select different font attributes for data in worksheet cells<br />Values and formula results can use the same font attributes used in labels<br />6<br />Practical Microsoft Office 2010<br />
  7. 7. How do I format worksheet data?<br />7<br />Practical Microsoft Office 2010<br />
  8. 8. How do I format worksheet data?<br />To apply format:<br />Click in the cell to format<br />Click as many font attributes as wanted<br />Click outside cell to complete<br />To change font for range:<br />Click top-left cell <br />Drag mouse to selected cells<br />Release mouse button <br />Apply font formatting option<br />8<br />Practical Microsoft Office 2010<br />
  9. 9. How do I format worksheet data?<br />Separate words or letters in a cell can be formatted differently. Use the mouse inside the cell to select words or characters to format<br />More formatting options:<br />Select cell(s) <br />Click Format Cells<br />Click Cells to display Cells Format dialog box<br />Select formatting option<br />Click OK to apply<br />9<br />Practical Microsoft Office 2010<br />
  10. 10. How do I use the Format Cells dialog box?<br />These number formats can be applied to cells that contain values:<br />Currency<br />Percent<br />Commas<br />Decimals<br />Number group on the Home tab can be used to apply most common number formats <br />Format Cells dialog box provides options to improve readability<br />10<br />Practical Microsoft Office 2010<br />
  11. 11. How do I use the Format Cells dialog box?<br />The Accounting Number Format button button displays contents in local currency format<br />The Percent Style button displays the cell contents as a percentage <br />The Comma style button adds a comma to values<br />The Decrease Decimal button, one less digit is displayed, the Increase Decimal button, one more digit is displayed<br />Select a range of cells then click any format buttons to apply formatting to a range<br />11<br />Practical Microsoft Office 2010<br />
  12. 12. How do I use the Format Cells dialog box? <br />12<br />Practical Microsoft Office 2010<br />
  13. 13. How do I adjust column and row size?<br />A column too narrow will display as #####. The entire column width can be changed, but not just one cell<br />To adjust the width, position the pointer between two column headings. When the shape changes to , press and hold the left mouse button while you drag to adjust the width of the column<br />If a label is too long to fit into a cell, it will extend into the cell on the right if that cell is empty. If not, the label will be cut off<br />13<br />Practical Microsoft Office 2010<br />
  14. 14. How do I adjust column and row size?<br />14<br />Practical Microsoft Office 2010<br />
  15. 15. How do I center and align cell contents?<br />By default, labels are left-aligned while values and formulas are right-aligned.<br />Typically, you will want to center or right-align a label when it is a column heading.<br />Select the header cell and click the Align Text Right button.<br />15<br />Practical Microsoft Office 2010<br />
  16. 16. How do I center and align cell contents?<br />Select a range of cells and click the desired alignment button to align a range of cells.<br />Click column header at top of a column to select entire column.<br />Click row header on left of row to select all cells in row.<br />To center text across columns, select the range, then click the Merge & Center button.<br />16<br />Practical Microsoft Office 2010<br />
  17. 17. How do I center and align cell contents?<br />To merge a range of cells in a column:<br />Select the range<br />Click the Merge & Center button in the Alignment group on the Home tab<br />The down-arrow button next to the Merge & Center button allows you to:<br />Unmerge cells<br />Merge without centering<br />17<br />Practical Microsoft Office 2010<br />
  18. 18. How do I center and align cell contents?<br />18<br />Practical Microsoft Office 2010<br />
  19. 19. What happens when I copy and move cells?<br />Use the Cut, Copy, and Paste buttons to copy or move cell contents to a different worksheet location.<br />Label data is copied or moved without changing.<br />When you copy and paste cells containing a formula, the copied formula is altered to work in the new location.<br />19<br />Practical Microsoft Office 2010<br />
  20. 20. What happens when I copy and move cells?<br />A cell reference that changes when a formula is copied or moved is called a relative reference. <br />Unless you specify otherwise, Excel treats all cell references as relative.<br />20<br />Practical Microsoft Office 2010<br />
  21. 21. What happens when I copy and move cells?<br />To move data in cells:<br />select the cells, then click the Cut button<br />click the new cell, then click the Paste button<br />When you copy or move data in a range, click the cell in the top-left corner where you want the data to be pasted<br />21<br />Practical Microsoft Office 2010<br />
  22. 22. What happens when I copy and move cells?<br />A formula containing a relative reference changes when it is copied or moved.<br />Example:<br />Assume cell B11 contains the formula =SUM(B5:B10). If you copy and paste that formula to cell C11, the formula will be changed to =SUM(C5:C10)<br />This is because the references B5 and B10 are relative references.<br />22<br />Practical Microsoft Office 2010<br />
  23. 23. What happens when I copy and move cells?<br />When the formula was in cell B11, Excel interpreted it as:<br />=SUM the numbers in the six cells above<br />When it was copied to cell C11, Excel adjusted the formula so it retained the same relative references, making it =SUM(C5:C10)<br />23<br />Practical Microsoft Office 2010<br />
  24. 24. What happens when I copy and move cells?<br />24<br />Practical Microsoft Office 2010<br />
  25. 25. When should I use absolute references?<br />Sometimes, you do not want cell references to change when moved to a new location.<br />An absolute reference will not change and always refer to the same cell.<br />To create an absolute reference, insert a dollar sign ($) before the column reference and another dollar sign before the row reference.<br />25<br />Practical Microsoft Office 2010<br />
  26. 26. When should I use absolute references?<br />If you want to use an absolute reference in a formula, begin typing, then press the F4 key after you click a cell to add it to the formula.<br />Pressing the F4 key changes the current reference to an absolute reference.<br />References can be combined so only one row or column is an absolute reference.<br />26<br />Practical Microsoft Office 2010<br />
  27. 27. When should I use absolute references?<br />For example,<br />$C1 creates an absolute column and a relative row reference<br />C$1 creates a relative column and an absolute row reference<br />The absolute identifier will not change, but the relative identifier will.<br />27<br />Practical Microsoft Office 2010<br />
  28. 28. When should I use absolute references?<br />28<br />Practical Microsoft Office 2010<br />
  29. 29. How do I delete and insert rows and columns?<br />When you insert or delete rows or columns, Excel will adjust your formulas to refer to the correct cells.<br />To insert a row, select a row, click the down-arrow button next to Insert in the Cells group, then click Insert Sheet Rows.<br />29<br />Practical Microsoft Office 2010<br />
  30. 30. How do I delete and insert rows and columns?<br />To insert more than one row, drag down over the number of rows to insert and follow the same steps for inserting a row<br />To delete rows, select rows, drag over the rows you want to delete, click the down-arrow button next to Delete in the Cells group, then click Delete Sheet Rows<br />30<br />Practical Microsoft Office 2010<br />
  31. 31. How do I delete and insert rows and columns?<br />Use the same procedures to insert and delete columns.<br />Excel will adjust the relative cell references in formulas to keep them correct as you insert or delete.<br />31<br />Practical Microsoft Office 2010<br />
  32. 32. How do I delete and insert rows and columns?<br />32<br />Practical Microsoft Office 2010<br />
  33. 33. Can I use styles?<br />Use predefined styles or create your own styles<br />Predefined includes formats for displaying: <br />currency <br />percentages<br />numbers<br />Create your own to enhance your worksheet<br />Click Styles in the Styles group, click the More button, then click New Cell style<br />Type style name, and then use the Format Cells dialog box to modify your style<br />33<br />Practical Microsoft Office 2010<br />
  34. 34. Can I use styles?<br />The Format Painter button allows you to copy and paste formats from one cell to another<br />Click cell containing formats to be copied<br />Click Format Painter button<br />Click cell where you want format applied<br />The Styles group includes a variety of predefined formats designed to format entire worksheets or sections of worksheets<br />34<br />Practical Microsoft Office 2010<br />
  35. 35. Can I use styles?<br />The Hide function is used to hide rows or columns you don’t want displayed<br />To use Hide function:<br />Select rows or columns to be hidden<br />Right-click highlighted area<br />Select Hide<br />To display hidden rows or columns, select rows or columns bordering hidden section and right-click, then choose Unhide <br />35<br />Practical Microsoft Office 2010<br />
  36. 36. Can I use styles?<br />36<br />Practical Microsoft Office 2010<br />
  37. 37. How do I manage multiple worksheets?<br />A workbook – sometimes called a “3D workbook” – is a collection of worksheets<br />Workbooks allow related worksheets to be grouped together<br />Worksheets in a workbook can access data from other worksheets<br />37<br />Practical Microsoft Office 2010<br />
  38. 38. How do I manage multiple worksheets?<br />Default workbook contains three worksheets, titled Sheet 1, Sheet 2, and sheet 3<br />Click tabs at bottom of screen to navigate<br />Rename worksheets, change color of tab, or change order by right-clicking worksheet tab and making selection<br />38<br />Practical Microsoft Office 2010<br />
  39. 39. How do I manage multiple worksheets?<br />To insert new worksheet:<br />Right-click tab for worksheet that should follow new worksheet<br />Select Insert from shortcut menu<br />Make selection from Insert dialog box<br />To delete existing worksheet:<br />Right-click worksheet’s tab<br />Click Delete<br />39<br />Practical Microsoft Office 2010<br />
  40. 40. How do I manage multiple worksheets?<br />Move/copy option allows you to change the order of worksheets<br />For example, to insert new worksheet in front of Sheet 1, insert new sheet after any tab, then use Move/copy option to position as first sheet <br />40<br />Practical Microsoft Office 2010<br />
  41. 41. How do I manage multiple worksheets?<br />To reference data from other worksheets, include tab name before row letter and column number <br />Example:<br />Sheet3!A1 indicates Column A, Row 1 on Sheet 3<br />Also reference data on other worksheets by:<br />Navigating to worksheet<br />Click desired cell <br />Enter formula or function <br />41<br />Practical Microsoft Office 2010<br />
  42. 42. How do I manage multiple worksheets?<br />42<br />Practical Microsoft Office 2010<br />

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