Excel Tutorial 2 Formatting A Workbook: Comprehensive

COMPREHENSIVE
Excel Tutorial 2
Formatting a
Workbook
XP XP
Objectives
Format text, numbers, and dates
Change font colors and fll colors
erge a range into a single cell
!""l# a built$in cell st#le
%elect a di&erent theme

New Perspectives on Microsoft Ofce Excel 2007 2
XP XP
Objectives
!""l# a built$in table st#le
!dd conditional formats to tables 'ith

highlight rules and data bars
(ide 'orksheet ro's
)nsert "rint titles, set "rint areas, and

insert "age breaks
Enter headers and footers

XP XP
Formatting Workbooks
Formatting is the "rocess of changing a

'orkbook*s a""earance b# defning the
fonts, st#les, colors, and decorative features
! theme is a collection of formatting that

s"ecifes the fonts, colors, and gra"hical
e&ects used throughout the 'orkbook
!s #ou 'ork, Live Preview sho's the

e&ects of formatting o"tions on the
'orkbook*s a""earance before #ou a""l#
them
New Perspectives on Microsoft Ofce Excel 2007
XP XP
Formatting Text
The a""earance of
text is determined b#
its t!peface, 'hich is
the s"ecifc design
used for the
characters
Font
"erif fonts
"ans serif fonts
#heme font
Non$theme font
Font "t!le
Font "i%e
easured in points
New Perspectives on Microsoft Ofce Excel 2007 &
XP XP
Working 'ith Color
#heme colors are the +2 colors that

belong to the 'orkbook*s theme
"tan'ar' and c(stom colors
!""l# a color b# selecting a cell or

range of cells, clicking the Font Color or
Fill Color button arro', and then
selecting an a""ro"riate color
New Perspectives on Microsoft Ofce Excel 2007 )
XP XP
Formatting Text %elections
The Mini tool*ar a""ears 'hen #ou

select text and contains buttons for
commonl# used text formats
XP XP
%etting a ,ackground )mage
-ou can use a "icture or image as the

background for all the cells in a
'orksheet
Click the Page La!o(t tab on the

.ibbon
Click the +ac,gro(n' button
/ocate the background, and then click

the -nsert button
New Perspectives on Microsoft Ofce Excel 2007 .
XP XP
Formatting 0ata
,# default, values a""ear in the /eneral

n(m*er format, 'hich, for the most "art,
dis"la#s numbers exactl# as #ou enter them
The 1umber grou" on the (ome tab has buttons

for formatting the a""earance of numbers
0omma st!le button
1ecrease 1ecimal button
Percent "t!le button
-ncrease 1ecimal button
2cco(nting N(m*er Format button

XP XP
Formatting 0ata
XP XP
Formatting 0ates and Times
!lthough dates and times in Excel

a""ear as text, the# are actuall#
numbers that measure the interval
bet'een the s"ecifed date and time
and 2anuar# +, +344 at +2544 a6m6
XP XP
!ligning Cell Content
)n addition to left and right alignments,

#ou can change the vertical and
hori7ontal alignments of cell content to
make a 'orksheet more readable
!lignment buttons are located on the

(ome tab
XP XP
)ndenting Cell Content
-ou increase the indentation b# roughl#

one character each time #ou click the
)ncrease )ndent button in the !lignment
grou" on the (ome tab
XP XP
erging Cells
One 'a# to align text over several

columns or ro's is to merge, or
combine, several cells into one cell
XP XP
.otating Cell Content
To save s"ace or to "rovide visual

interest to a 'orksheet, #ou can rotate
the cell contents so that the# a""ear at
an# angle or orientation
%elect the range
)n the !lignment grou", click the

Orientation button and choose a
"ro"er rotation
New Perspectives on Microsoft Ofce Excel 2007 4&
XP XP
.otating Cell Content
New Perspectives on Microsoft Ofce Excel 2007 4)
XP XP
!dding Cell ,orders
-ou can add borders to the left, to",

right, or bottom of a cell or range,
around an entire cell, or around the
outside edges of a range using the
+or'er *(tton arrow
XP XP
Working 'ith the
Format Cells 0ialog ,ox
The Format Cells

dialog box has six
tabs, each focusing
on a di&erent set of
formatting o"tions
New Perspectives on Microsoft Ofce Excel 2007 4.
XP XP
Co"#ing Formats
'ith the Format 8ainter
The Format Painter co"ies the

formatting from one cell or range to
another cell or range, 'ithout du"licating
an# of the data
%elect the range containing the format #ou

'ish to co"#
Click the Format Painter button on the

(ome tab
Click the cell to 'hich #ou 'ant to a""l#

the format
XP XP
Co"#ing Formats 'ith the
8aste O"tions ,utton
XP XP
Co"#ing Formats 'ith 8aste
%"ecial
XP XP
!""l#ing %t#les
! st!le is a collection of formatting
%elect the cell or range to 'hich #ou

'ant to a""l# a st#le
)n the %t#les grou" on the (ome tab,

click the Cell %t#les button
8oint to each st#le in the Cell %t#les

galler# to see a /ive 8revie' of that
st#le on the selected cell or range
Click the st#le #ou 'ant to a""l# to the

selected cell or range
XP XP
!""l#ing %t#les
XP XP
Working 'ith Themes
The a""earance of these fonts, colors,

and cell st#les de"ends on the
'orkbook*s current theme
XP XP
!""l#ing a Table %t#le
to an Existing Table
-ou can treat a range of data as a

distinct object in a 'orksheet kno'n as
an Excel ta*le
%elect the range to 'hich #ou 'ant to

a""l# the table st#le

click the Format as Table button
Click a table st#le in the Table %t#le

galler#
XP XP
!""l#ing a Table %t#le
to an Existing Table
XP XP
%electing Table %t#le
O"tions
!fter #ou a""l# a table st#le, #ou can

choose 'hich table elements #ou 'ant
included in the st#le
XP XP
)ntroducing Conditional
Formats
! con'itional format a""lies formatting onl# 'hen a

cell*s value meets a s"ecifed condition
%elect the range or ranges to 'hich #ou 'ant to add

data bars6
)n the %t#les grou" on the (ome tab, click the

Conditional Formatting button, "oint to 0ata ,ars, and
then click a data bar color
or
%elect the range in 'hich #ou 'ant to highlight cells

that match a s"ecifed rule
)n the %t#les grou", click the Conditional Formatting

button, "oint to (ighlight Cells .ules or To"9,ottom
.ules, and then click the a""ro"riate rule
%elect the a""ro"riate o"tions in the dialog box, and

then click the O: button
XP XP
!dding 0ata ,ars
! 'ata *ar is a hori7ontal bar added to

the background of a cell to "rovide a
visual indicator of the cell*s value
%elect the cell;s<

click the 0on'itional Formatting
button, "oint to 1ata +ars, and then
click the 0ata,ar o"tion #ou 'ish to
a""l#
XP XP
!dding 0ata ,ars
XP XP
(iding Worksheet 0ata
(iding ro's, columns, and 'orksheets

is an excellent 'a# to conceal
extraneous or distracting information
)n the Cells grou" on the (ome tab,

click the Format button, "oint to 5i'e
6 7nhi'e, and then click #our desired
o"tion
XP XP
Changing the 8age Orientation
to /andsca"e
Click the Page La!o(t tab on the

.ibbon
)n the 8age %etu" grou", click the

Orientation button, and then click
Lan'scape
XP XP
0efning the 8rint !rea
,# default, all "arts of the active

'orksheet containing text, formulas, or
values are "rinted
-ou can select the cells #ou 'ant to "rint,

and then defne them as a print area
%elect the range, in the 8age %etu" grou"

on the 8age /a#out tab, click the Print
2rea button, and then click "et Print
2rea
XP XP
)nserting 8age ,reaks
Excel "rints as much as fts on a "age

and then inserts a page *rea, to
continue "rinting the remaining
'orksheet content on the next "age
Man(al page *rea,s s"ecif# exactl#

'here the "age breaks occur
XP XP
%etting and .emoving 8age
,reaks
#o set a page *rea,8
%elect the frst cell belo' the ro' 'here #ou

'ant to insert a "age break
)n the 8age %etu" grou" on the 8age /a#out tab,

click the ,reaks button, and then click )nsert
8age ,reak
#o remove a page *rea,8
%elect an# cell belo' or to the right of the "age

break #ou 'ant to remove
)n the 8age %etu" grou" on the 8age /a#out tab,

click the ,reaks button, and then click .emove
8age ,reak ;or click .eset !ll 8age ,reaks to
remove all the "age breaks from the 'orksheet<
XP XP
%etting and .emoving 8age
,reaks
XP XP
!dding 8rint Titles
-ou can re"eat information, such as the

com"an# name, b# s"ecif#ing 'hich ro's
or columns in the 'orksheet act as print
titles, information that "rints on each
"age
)n the 8age %etu" grou" on the 8age

/a#out tab, click the Print #itles button
Click the 9ows to repeat at top box,

move #our "ointer over the 'orksheet,
and then select the range
Click the O: button

XP XP
!dding 8rint Titles
XP XP
!dding (eaders and Footers
! hea'er is the text "rinted in the to"

margin of each "age
! footer is the text "rinted in the

bottom margin of each "age
%croll to the to" of the 'orksheet, and

then click the left section of the header
directl# above cell !+ to dis"la# the
(eader = Footer Tools contextual tab
XP XP
!dding (eaders and Footers

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COMPREHENSIVE

Format text, numbers, and dates

Change font colors and fll colors

erge a range into a single cell

!""l# a built$in cell st#le

%elect a di&erent theme

!""l# a built$in table st#le

!dd conditional formats to tables 'ith

(ide 'orksheet ro's

)nsert "rint titles, set "rint areas, and

Enter headers and footers

Formatting is the "rocess of changing a

! theme is a collection of formatting that

!s #ou 'ork, Live Preview sho's the

#heme colors are the +2 colors that

"tan'ar' and c(stom colors

!""l# a color b# selecting a cell or

The Mini tool*ar a""ears 'hen #ou

-ou can use a "icture or image as the

Click the Page La!o(t tab on the

Click the +ac,gro(n' button

/ocate the background, and then click

,# default, values a""ear in the /eneral

The 1umber grou" on the (ome tab has buttons

0omma st!le button

1ecrease 1ecimal button

Percent "t!le button

-ncrease 1ecimal button

2cco(nting N(m*er Format button

!lthough dates and times in Excel

)n addition to left and right alignments,

!lignment buttons are located on the

-ou increase the indentation b# roughl#

One 'a# to align text over several

To save s"ace or to "rovide visual

%elect the range

)n the !lignment grou", click the

-ou can add borders to the left, to",

The Format Cells

The Format Painter co"ies the

%elect the range containing the format #ou

Click the Format Painter button on the

Click the cell to 'hich #ou 'ant to a""l#

! st!le is a collection of formatting

%elect the cell or range to 'hich #ou

)n the %t#les grou" on the (ome tab,

8oint to each st#le in the Cell %t#les

Click the st#le #ou 'ant to a""l# to the

The a""earance of these fonts, colors,

-ou can treat a range of data as a

%elect the range to 'hich #ou 'ant to

)n the %t#les grou" on the (ome tab,

Click a table st#le in the Table %t#le

!fter #ou a""l# a table st#le, #ou can

! con'itional format a""lies formatting onl# 'hen a

%elect the range or ranges to 'hich #ou 'ant to add

)n the %t#les grou" on the (ome tab, click the

%elect the range in 'hich #ou 'ant to highlight cells

)n the %t#les grou", click the Conditional Formatting

%elect the a""ro"riate o"tions in the dialog box, and

! 'ata *ar is a hori7ontal bar added to

%elect the cell;s<

)n the %t#les grou" on the (ome tab,