Unit 4 MS Excel Chapter 3

Chapter 3
FORMATTING WORKSHEETS AND CREATING

CHARTS
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Section 1: Formatting
Worksheet
Learning Objectives
Learn to freeze panes, change column and
row height, format cells, alignment,
colors, numbers, borders and fonts etc.
Restructuring
FREEZE PANES
Worksheet
If you have a
large worksheet
with column and
row headings,
those headings
will disappear as
the worksheet is
scrolled.
By using the
Freeze Panes
feature, the
headings can be
visible during
editing.
Splitting Panes
You can split any
sheet in a
workbook
horizontally,
vertically, or both
vertically and
horizontally.
Splitting sheets
into panes offers
synchronized
scrolling
capability.
Splitting a window allows you to work on

multiple parts of a large spreadsheet
simultaneously
Freezing the pane allows you to always
keep one part of the spreadsheet (e.g.,
column or row labels) visible
Splitting Panes
1.Drag the split
horizontal and
split vertical
icons to the
desires positions
2.Click on the
freeze pane icon

from the tool
bar to freeze the
panes
Split screen icons
Exercise
1. Split the screen so that:
The row with column labels shows up in the top

pane
The column with store names show up in the left
pane
2. Freeze the panes
Formatting Worksheet
Remember that
before you do any
formatting, you must
SELECT (highlight)
the items to be
formatted.
Select a
column
To select individual
cells, just click on
them
Selec
ta
row
To select the
entire
worksheet click
upper left
corner
To select adjacent
cells. Click and drag
to include them
To select several
cells which are not
adjacent, hold
down the Ctrl key
and click on each
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cellInformation
to include.
Formatting Dialog box
This dialog box is

very similar to what
you learned about
in MS Word. You
should be able to
experiment with the
tools found on each
of the tabs.

Number tab enables you to specify the type of
value contained in a cell and how it should be
displayed.
Alignment tab - you may align text within the cells
either horizontally or vertically and then choose left,
center, right, justify or centered.
Fonts tab you may format the size, colour, style,
and font family to be used.
Border tab - enables you to create a border around
a cell or range.
Fill tab - lets you choose a different color to shade
the cell or range

General - the default format for numeric entries and
displays the way it was entered.
Number - displays a number without the thousands
separator comma and with any number of decimal places.
Currency - displays a number with the 1000 separator
comma and an optional dollar sign and negative values (in
red or minus sign).
Accounting - displays a number with the thousand
separation, optional dollar sign (leftmost aligned) negative
values in ( ) and zero values as hyphens.
Date - displays a date in various date formats.

Time - displays the time in various time formats.
Percentage - the number is multiplied by 100 before is
displayed with a % sign.
Fraction - displays a number as a fraction such as .
Scientific - displays a number as a decimal followed by the
exponent of base 10.
Text - left aligns the entry; useful for numbers that are not
used in calculations such as zip codes.
Special - displays a number with extra characters such as
( ) around a phone number area code.
Custom - allows you to develop your own formats.
Format Cell
The Format
Cells dialog
box has
separate pages
for Number,
Alignment,
Font, Border,
Patterns, and
Protection.
Formatting Fonts
You can also change
the look of a font by
changing its color,
style, and size.
You can apply these
font formatting
options to the entire
contents of a cell or
range, or you can
apply them to
selected characters
within a cell.
The complete font
formatting options
are available on the
Font tab of the
Format Cells dialog
Fonts
You can change:
Font
Font style
Size
Color
Underline
Effects
Formatting Numbers
Formatting Numbers
Some common shortcuts (icons) available
are:
$ - Displays contents of cell as currency and
includes a $ in the cell
% - Displays contents of cell as a percentage
, - Displays commas in cell numbers
.0 Increases # of digits after decimal by
one
.0 Decreases # of digits after decimal by
one
Change Number Format

One of the tabs
in the format
dialog box is
new. It is the
FORMAT NUMBER
tab.
Remember to
select the cells,
columns, rows or
entire
spreadsheet
before you
choose the
format for you
Widening Column
If the entered text
exceeds the column
width it will overlap
the boundary into the
next column when
that column is blank.
If the next column
already contains
data, text that does
not fit in the cell is
hidden.
To increase column width, drag the right side

of the column header with the doubleheaded pointer.
To make the column width fit the contents of
its widest cell, double-click the boundary on
the right side of the column
Changing Row Height

Select a row and move your cursor to the
rows border to use the row height
handler.
Insert Column or Row

To insert a single column, click any cell in the column
immediately to the right of where you want the new
column to go. Then, on the Home tab, in the Cells
group, click the arrow on Insert. On the drop-down
menu, click Insert Sheet Columns. A new blank
column is inserted.
To insert a single row, click any cell in the row
immediately below where you want the new row to go.
For example, to insert a new row between row 4 and row
5, click a cell in row 5. Then in the Cells group, click the
arrow on Insert. On the drop-down menu, click Insert
Sheet Rows. A new blank row is inserted.
Insert a New Row

1. Select a
row by
clicking on
the number
heading.
2. Right click
your mouse
and choose
Insert.
Adding a New Column

1. Select a
column by
clicking on the
letter heading.
2. Right click your
mouse and
choose Insert.
Deleting a Row or Column

1. Select the row
or column that
you want to
delete by clicking
on the heading.
2. Right click your
mouse and
choose Delete.
Alignments
Borders
To distinguish
between different
types of
information in a
worksheet, you
can apply
borders to cells,
shade cells with
a background
color, or shade
cells with a color
pattern.
Borders
Fills and Patterns
Fill Colors
Select the cells that
user want to apply
shading to or remove
shading from.
On the Home tab, in
the Font group, do
one of the following:
To fill cells with a solid
color, click the arrow
next to Fill Color in
the Font group on the
Home tab, and then
click the color on the
palette that user
want.
To apply the most recently selected color, click

Fill Color .
Format Style
On the worksheet,
select a range of cells
that user want to
quickly format as a
table.
On the Home tab, in
the Styles group,
click Format as
Table.
Table Style
On the worksheet,
select the table to
which user want to
apply a table style.
On the Design tab,
in the Table Styles
group, do one of
the following:
1.Click the table
style that user
want to use.
2.Click the More
button
Conditional Style
Use a conditional
format to help you
visually explore and
analyze data, detect
critical issues, and
identify patterns and
trends.
Conditional Formatting
Conditional
formatting of cells
allows for better
representation of
data.
Conditional Style
Whenever you analyze data, you often ask yourself questions, such
as:
Where are the exceptions in a summary of profits over the past
five years?
What are the trends in a marketing opinion poll over the past two
years?
Conditional
formatting helps to answer these questions by making it easy
What
is the overall age distribution of employees?
to highlight
interesting
or ranges of cells, emphasize unusual values,
Which productscells
have greater than 10% revenue increases from
and visualize data by using data bars, color scales, and icon sets. A
year to year?
conditional format changes the appearance of a cell range based on a
condition (or criteria). If the condition is true, the cell range is formatted
based on that condition; if the conditional is false, the cell range is not
formatted based on that condition.
Conditional Style
1.Select a range of cells, or make sure that

the active cell is in a table or PivotTable
report.
2.On the Home tab, in the Style group, click
the arrow next to Conditional
Formatting, click Icon Set, and then
Copy and Paste

When you move
or copy rows and
columns,
Microsoft Office
Excel moves or
copies all of the
data that they
contain,
including
formulas and
their resulting
values,
comments, cell
formats, and
hidden
cells
Find and Replace

Enter the
information that
you want to
search for. You
can use a
question mark
(?) to match any
single character
or an asterisk (*)
to match any
string of
characters.
Section 2: Charts
Learning Objectives
Create a chart and know how to
change the chart type.
Understand how to add data labels
above each column to show a value
for each column.
Change chart colors in the Chart
Styles group on the Design tab.
Chart
Charts are
graphical
representation of
numeric data.
Excel supports
numerous chart
types.
Use different chart
types to portray
different kinds of
information.
Create a basic Chart

1. Select the data
that you want to
chart, including the
column titles
(January, February,
March) and the row
labels (the
salesperson
names).
2.Then click the
Insert tab, and in
the Charts group,
click the Column
button.
You could select
another chart type,
but column charts
Create a basic Chart

3. After you click
Column, you'll see a
number of column
chart types to choose
from. Click
Clustered Column,
the first column chart
in the 2-D Column
list.
Chart Types: Column Chart

Data that is
arranged in
columns or rows
on a worksheet
can be plotted in a
column chart.
Column charts are
useful for showing
data changes over a
period of time or for
illustrating
comparisons
among items.
In column charts,
categories are
typically organized
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the horizontal
Chart Types: Line Chart

Data that is arranged
in columns or rows
on a worksheet can
be plotted in a line
chart.
Line charts can
display continuous
data over time, set
against a common
scale, and are
therefore ideal for
showing trends in
data at equal
intervals.
In a line chart,
category data is
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distributed
evenly
Chart Types: Pie Chart

Data that is
arranged in one
column or row only
on a worksheet
can be plotted in a
pie chart.
Pie charts show the
size of items in one
data series
Pie chart are
displayed as a
percentage of the
whole pie.
Chart Types: Bar Chart

in columns or rows
on a worksheet can
be plotted in a bar
chart.
Chart Types: XY Scatter

Chart
Data that
is
arranged in
columns and rows
on a worksheet
can be plotted in
an xy (scatter)
chart.
Scatter charts
show the
relationships
among the
numeric values
in several data
series, or plots
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Chart Types: XY Scatter

A scatterChart
chart has
two value axis,
showing one set of
numerical data along
the horizontal axis (xaxis) and another
along the vertical
axis (y-axis).
It combines these
values into single
data points and
displays them in
uneven intervals,
or clusters. Scatter
charts are commonly
used for displaying
and comparing
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values,
such Training
Chart Types: Stock Chart

Data that is
arranged in
columns or rows in
a specific order on
a worksheet can be
plotted in a stock
chart.
As its name
implies, a stock
chart is most often
used to illustrate
the fluctuation of
stock prices.
However, this chart
may also be used
for
scientific data.
For example, user could use a stock chart

to indicate the fluctuation of daily or annual
temperatures.
Chart Types: Surface Chart

in columns or rows
on a worksheet can
be plotted in a
surface chart. A
surface chart is
useful when user
want to find
optimum
combinations
between two sets
of data.
As in a topographic
map, colors and
patterns indicate
areas that are in the
same range of
values.
Chart Types: Doughnut

Chart
Data that
is
arranged in
columns or rows
only on a
worksheet can be
plotted in a
doughnut chart.
Like a pie chart, a
doughnut chart
shows the
relationship of
parts to a
whole, but it
can contain
more than one
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dataInformation
series
Chart Types: Bubble Chart

Data that is
arranged in
columns on a
worksheet so that
x values are listed
in the first column
and
corresponding y
values and
bubble size
values are
listed in
adjacent
columns, can be
plotted in a
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bubble
chart.
Chart Types: Radar Chart

Data that is
arranged in
columns or rows
on a worksheet
can be plotted in
a radar chart.
Radar charts
compare the
aggregate
values of a
number of data
series
Chart Items
y-axis
y-axis or
or
Value
Value Axis
Axis
Chart
Chart Title
Title
Major
Major Gridline
Gridline
Plot
Plot Area
Area
Minor
Minor Gridline
Gridline
Scale
Scale Value
Value
Data
Data Label
Label
Axis
Axis Title
Title
Data
Data Marker
Marker
Legend
Legend
x-axis
x-axis or
or
Category
Category Axis
Axis
Chart
Chart Area
Area
Axis
Axis Title
Title
Category
Category
Modifying Charts
Adding a title to
the chart
1. Click on the
Layout tab.
2. Click on Chart
Title under the
Labels section.
3. Select the third
option - Above
Chart.
4. Type in the title
"East West
Sales"
Modifying Charts
Changing the
gridline colour
1. Click on the
Layout tab.
2. Choose Gridlines
> Primary
Horizontal
Gridlines >
More Primary
Horizontal
Gridlines
Options
to bring up the
Format Major
Gridlines dialog
box.
3. Choose Line
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Color
> Solid
Hyperlinks
You can use the HYPERLINK function to create a

hyperlink that opens a document that is stored on a
network server, an intranet(intranet: A network
within an organization that uses Internet technologies
(such as the HTTP or FTP protocol). By using
hyperlinks, you can explore objects, documents,
pages, and other destinations on the intranet.), or the
Internet. When you click the cell that contains the
HYPERLINK function, Excel opens the file
that is stored
Create hyperlinks
1. On a worksheet, click the cell where user wants to create a

hyperlink.
2. On the Insert tab, in the Links group, click Hyperlink.
3. Under Link to, click Create New Document.
4. In the Name of new document box, type a name for the new
file.
5. Under When to edit, click Edit the new document later or
Edit the new document now to specify when user want to
open the new file for editing.
6. In the Text to display box, type the text that user that user
want to use to represent the hyperlink.
7. To display helpful information when user rest the pointer on the
hyperlink, click ScreenTip, type the text that user want in the
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Data Validation Functions

Excel 2000 has a number of functions
which
are mainly used to validate data entry
IFBLANK
IFERR
IFERROR
IFLOGICAL
IFNA
IFNUMBER
IFREF
IFTEXT
Create Validations
To make data entry easier, or to limit entries to

certain items that you define, you can create a
drop-down list of valid entries that is compiled
from cells elsewhere in the workbook. When you
create a drop-down list for a cell, it displays an
arrow in that cell. To enter information in that
cell, click the arrow, and then click the entry
that you want.
Create Validations
To create a dropdown list from a
range of cells, use
the Data Validation
command in the
Data Tools group on
the Data tab.
1.To create a list of
valid entries for the
drop-down list, type
the entries in a
single column or row
without blank cells.
2.If you want to use
another worksheet,
type the list on that
worksheet, and then
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define
a namefor
Create Validations
3. Select the cell
where you want
the drop-down
list.
4. On the Data tab,
in the Data Tools
group, click Data
Validation.
5. Click the
Settings tab.
6. Make sure that
the In-cell dropdown check box
is selected.
7. To specify
whether the cell
can be left blank,
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select
or clear
theTraining
Create Validations
1. The width of the drop-down list is determined
by the width of the cell that has the data
validation. You may need to adjust the width
of that cell to prevent truncating the width of
valid entries that are wider than the width of
the drop-down list.
2. The maximum number of entries that you
can have in a drop-down list is 32,767.
3. If the validation list is on another worksheet
and you want to prevent users from seeing it
or making changes, consider hiding and
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protecting
that
worksheet.
Prevent invalid entry into the

Worksheet
In many worksheets that you create, users will enter data

to get the desired calculations and results. Ensuring valid
data entry is an important task. You may want to restrict
data entry to a certain range of dates, limit choices by
using a list, or make sure that only positive whole numbers
are entered. Providing immediate help to instruct users and
clear messages when invalid data is entered is also
essential to make the data entry experience go smoothly.
Create Validations
1.Select one or
more cells to
validate.
2.On the Data
tab, in the Data
Tools group,
click Data
Validation.
3.Click the
Settings tab.
4.To specify how
you want to
handle blank
(null) values,
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select
or clear
Create Validations
5. Optionally, display
an input message
when the cell is
clicked.
6. Specify how you
want Microsoft Office
Excel to respond
when invalid data is
entered.
Question
1. ___ refers to text position in the cell.
2. ___ is a statistical function
3. Charts are ____ representation of
worksheet data.
4. The Y-axis are the values plotted
along the ___ axis.
5. ____ is a special sheet that contains
only one chart.
Answer
1. Alignment_ refers to text position in
the cell.
2. Average_ is a statistical function
3. Charts are graphical representation of
worksheet data.
4. The Y-axis are the values plotted
along the vertical axis.
5. Chart sheet_ is a special sheet that
contains only one chart.

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Chapter 3

FORMATTING WORKSHEETS AND CREATING

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Splitting a window allows you to work on

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freeze pane icon

Split screen icons

1. Split the screen so that:

The row with column labels shows up in the top

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Formatting Dialog box

This dialog box is

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Formatting Dialog box

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Formatting Dialog box

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Formatting Dialog box

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Change Number Format

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To increase column width, drag the right side

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Changing Row Height

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Insert Column or Row

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Insert a New Row

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Adding a New Column

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Deleting a Row or Column

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Fills and Patterns

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To apply the most recently selected color, click