Formatting a

Workbook

COMPREHENSIVE
Objectives XP

Format text, numbers, and dates

Change font colors and fill colors
Merge a range into a single cell
Apply a built-in cell style
Select a different theme

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Objectives XP

Apply a built-in table style

Add conditional formats to tables with
highlight rules and data bars
Hide worksheet rows
Selecting cells and ranges
Copying or moving ranges
Using names to work with ranges
Adding comments to cells

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Formatting Workbooks XP

Formatting is the process of changing a

workbook’s appearance by defining the
fonts, styles, colors, and decorative features
A theme is a collection of formatting that
specifies the fonts, colors, and graphical
effects used throughout the workbook
As you work, Live Preview shows the
effects of formatting options on the
workbook’s appearance before you apply
them

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Formatting Text XP

• The appearance of text is

determined by its
typeface, which is the
specific design used for
the characters
– Font
• Serif fonts
• Sans serif fonts
• Theme font
• Non-theme font
– Font Style
– Font Size
• Measured in points

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Working with Color XP

Theme colors are the 10 colors that belong

to the workbook’s theme
Standard and custom colors
Apply a color by selecting a cell or range of
cells, clicking the Font Color or Fill Color
button arrow, and then selecting an
appropriate color

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Formatting Text Selections XP

The Mini toolbar appears when you select

text and contains buttons for commonly used
text formats

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Formatting Data XP

By default, values appear in the General

number format, which, for the most part,
displays numbers exactly as you enter them
The Number group on the Home tab has
buttons for formatting the appearance of
numbers

Accounting Decrease Decimal

Number Format

Percent Style
Comma Style Increase Decimal

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Formatting Data XP

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Formatting Dates and Times XP

Although dates and times in Excel appear as

text, they are actually numbers that measure
the interval between the specified date and
time and January 1, 1900 at 12:00 a.m.

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Aligning Cell Content XP

In addition to left and right alignments, you

can change the vertical and horizontal
alignments of cell content to make a
worksheet more readable
Alignment buttons are located on the Home
tab

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Alignment Buttons XP

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Indenting Cell Content XP

You increase the indentation by roughly one

character each time you click the Increase Indent
button in the Alignment group on the Home tab

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Merging Cells XP

One way to align text over several columns

or rows is to merge, or combine, several
cells into one cell

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Rotating Cell Content XP

To save space or to provide visual interest to

a worksheet, you can rotate the cell contents
so that they appear at any angle or
orientation
Select the range
In the Alignment group, click the
Orientation button and choose a proper
rotation

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Rotating Cell Content XP

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Adding Cell Borders XP

You can add borders to the left, top, right, or

bottom of a cell or range, around an entire
cell, or around the outside edges of a range
using the Border button arrow

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Working with the XP
Format Cells Dialog Box
The Format Cells dialog box has six tabs,
each focusing on a different set of formatting
options

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Working with the XP
Format Cells Dialog Box

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Copying Formats XP
with the Format Painter
The Format Painter copies the formatting
from one cell or range to another cell or
range, without duplicating any of the data
Select the range containing the format you
wish to copy
Click the Format Painter button on the
Home tab
Click the cell to which you want to apply the
format

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Copying Formats with Paste Special XP

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Applying Styles XP

A style is a collection of formatting

Select the cell or range to which you want to
apply a style
In the Styles group on the Home tab, click
the Cell Styles button
Point to each style in the Cell Styles gallery
to see a Live Preview of that style on the
selected cell or range
Click the style you want to apply to the
selected cell or range

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Applying Styles XP

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Working with Themes XP

The appearance of these fonts, colors, and

cell styles depends on the workbook’s
current theme

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Applying a Table Style XP
to an Existing Table
You can treat a range of data as a distinct
object in a worksheet known as an Excel
table
Select the range to which you want to apply
the table style
In the Styles group on the Home tab, click
the Format as Table button
Click a table style in the Table Style gallery

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Applying a Table Style XP
to an Existing Table

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Selecting Table Style Options XP

After you apply a table style, you can choose

which table elements you want included in
the style

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Introducing Conditional Formats XP

A conditional format applies formatting only when a

cell’s value meets a specified condition
Select the range or ranges to which you want to add
data bars.
In the Styles group on the Home tab, click the
Conditional Formatting button, point to Data Bars, and
then click a data bar color
or
Select the range in which you want to highlight cells
that match a specified rule
In the Styles group, click the Conditional Formatting
button, point to Highlight Cells Rules or Top/Bottom
Rules, and then click the appropriate rule
Select the appropriate options in the dialog box, and
then click the OK button

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Adding Data Bars XP

A data bar is a horizontal bar added to the

background of a cell to provide a visual
indicator of the cell’s value
Select the cell(s)
In the Styles group on the Home tab, click
the Conditional Formatting button, point
to Data Bars, and then click the DataBar
option you wish to apply

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Adding Data Bars XP

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Hiding Worksheet Data XP

Hiding rows, columns, and worksheets is an

excellent way to conceal extraneous or
distracting information
In the Cells group on the Home tab, click the
Format button, point to Hide & Unhide,
and then click your desired option

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Changing the Page Orientation XP
to Landscape
Click the Page Layout tab on the Ribbon
In the Page Setup group, click the
Orientation button, and then click
Landscape

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Defining the Print Area XP

By default, all parts of the active worksheet

containing text, formulas, or values are
printed
You can select the cells you want to print,
and then define them as a print area
Select the range, in the Page Setup group on
the Page Layout tab, click the Print Area
button, and then click Set Print Area

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Adding Print Titles XP

You can repeat information, such as the

company name, by specifying which rows or
columns in the worksheet act as print titles,
information that prints on each page
In the Page Setup group on the Page Layout
tab, click the Print Titles button
Click the Rows to repeat at top box, move
your pointer over the worksheet, and then
select the range
Click the OK button

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Adding Print Titles XP

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Adding Headers and Footers XP

A header is the text printed in the top

margin of each page
A footer is the text printed in the bottom
margin of each page
Scroll to the top of the worksheet, and then
click the left section of the header directly
above cell A1 to display the Header & Footer
Tools contextual tab

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Adding Headers and Footers XP

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Working with Excel Windows XP

Each Excel workbook file that you open is

displayed in a window
To resize a window, drag any of its borders until
it’s the size that you want it to be
Moving and resizing windows
View ➪ Window ➪ Arrange All displays

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Working with Excel Windows XP

Switching among windows

Press Ctrl+F6
Choose View ➪ Window ➪ Switch Windows
Closing Excel windows
Choose File ➪ Close
Click the Close button
Press Alt+F4
Press Ctrl+W

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Working with Worksheet XP

A worksheet is what people usually think of

when they think of a spreadsheet
Activating a worksheet
Ctrl+PageUp: Activates the previous sheet, if one
exists
Ctrl+PageDown: Activates the next sheet, if one
exists
Adding a new worksheet
Click the New Sheet button
Press Shift+F11
Right-click a sheet tab, choose Insert

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Working with Worksheet XP

Changing the name of a worksheet

double-click the sheet tab, edit the name
May contain 31 characters
spaces are allowed
can’t use the following characters
 : colon
 / slash
 \ backslash
 [ ] square brackets
 ? question mark
 * asterisk

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Working with Worksheet XP

Rearranging your worksheets

Right-click the sheet tab and choose Move or
Copy to display the Move or Copy dialog box

drag the worksheet tab to the desired location

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Working with Worksheet XP

Hiding and unhiding a worksheet

right-click its sheet tab and choose Hide
Sheet/Unhide Sheet

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Protecting the Workbook XP

To prevent others from unhiding hidden

sheets, inserting new sheets, renaming
sheets, copying sheets, or deleting sheets,
protect the workbook’s structure
1. Choose Review ➪ Changes ➪ Protect Workbook.
2. In the Protect Workbook dialog box, select the Structure
option.
3. Provide a password (optional).
4. Click OK

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Viewing Worksheet XP

To create and display a new view of the

active workbook
View ➪ Window ➪ New Window
Excel appends a colon and a number to each window
Splitting the worksheet window Four panes
View ➪ Window ➪ Split
the split occurs at the location of the cell pointer
Keeping the titles in view by freezing panes
View ➪ Window ➪ Freeze Panes

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Working with Rows and Columns XP

Inserting rows and columns

Select an entire row or multiple rows by clicking the
row numbers. Right-click and choose Insert
Move the cell pointer to the row that you want to
insert, and then choose Home ➪ Cells ➪ Insert ➪
Insert Sheet Rows
Deleting rows and columns
Select an entire row or multiple rows by clicking the
row numbers. Right-click and choose Delete
Move the cell pointer to the row that you want to
insert, and then choose Home ➪ Cells ➪ Delete➪
DeleteSheet Rows

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Working with Rows and Columns XP

Hiding rows and columns

Select an entire row or multiple rows by clicking
the row numbers. Right-click and choose Hide
Move the cell pointer to the row that you want to
insert, and then choose Home ➪ Cells ➪
Format➪ Hide & Unhide

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Working with Rows and Columns XP

A pixel is a single point on a computer

monitor or printout
The default column width is 8.38 standard-
sized characters
Row heights are expressed in points or
pixels, where a point is 1⁄72 of an inch
Autofitting eliminates any empty space by
matching the column to the width of its
longest cell entry or the row to the height of
its tallest cell entry

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Working with Rows and Columns XP

Changing column widths and row heights

Drag the right column border with the mouse until
the column is the desired width
Choose Home ➪ Cells ➪ Format ➪ Column Width
and enter a value in the Column Width dialog box
Choose Home ➪ Cells ➪ Format ➪ AutoFit Column
Width to adjust the width of the selected column so
that the widest entry in the column fits
Double-click the right border of a column header to
set the column width automatically to the widest
entry in the column

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Understanding Cells and Ranges XP

Cell
Intersection of row and column
single element in a worksheet that can hold a
value, some text, or a formula
identified by its address, which consists of its
column letter and row number

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Understanding Cells and Ranges XP

Range
group of cells
range address by specifying its upper-left cell
address and its lower-right cell address, separated
by a colon
A1:D4 16 cells (four rows by four columns).
An adjacent range is a single rectangular
block of cells
A nonadjacent range consists of two or
more distinct adjacent ranges

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Selecting Range XP

To select an adjacent range:

Click the cell in the upper-left corner of the
adjacent range, drag the pointer to the cell in
the lower-right corner of the adjacent range,
and then release the mouse button
or
Click the cell in the upper-left corner of the
adjacent range, press the Shift key as you
click the cell in the lower-right corner of the
adjacent range, and then release the Shift
key

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Selecting Range XP

To select a nonadjacent range of cells:

Select a cell or an adjacent range, press the
Ctrl key as you select each additional cell or
adjacent range, and then release the Ctrl key

To select all the cells in a worksheet:

Click the Select All button located at the
intersection of the row and column headings
(or press the Ctrl+A keys)

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Selecting Range XP

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Moving or Copying a Cell or Range XP

Select the cell or range you want to move or copy

Move the mouse pointer over the border of the selection
To move the range, click the border and drag the selection to a
new location
or
Select the cell or range you want to move or copy
In the Clipboard group on the Home tab, click the Cut button
or the Copy button (or right-click the selection, and then click
Cut or Copy on the shortcut menu)
Select the cell or upper-left cell of the range where you want
to move or copy the content
In the Clipboard group, click the Paste button (or right-click the
selection, and then click Paste on the shortcut menu)

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Using Names to Work with Ranges XP

Excel allows you to assign descriptive names

to cells and ranges
A meaningful range name (such as
Total_Income) is much easier to remember
than a cell address
You can quickly move to areas of your
worksheet either by using the Name box

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Creating range names XP

Names can’t contain any spaces

You can use any combination of letters and
numbers, but the name must begin with a
letter, underscore, or backslash
Symbols — except for underscores,
backslashes, and periods — aren’t allowed
Names are limited to 255 characters, but it’s
a good practice to keep names as short as
possible, but still meaningful

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Creating range names XP

Using the Name box

1. Select the cell or range
2. click the Name box
3. Type the name
Using the New Name dialog box
1. selecting the cell or range that you want to name
2. choose Formulas ➪ Defined Names ➪ Define Names
3. Excel displays the New Name dialog box
4. Type the name

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Managing Cell or Range Names XP

A workbook can have any number of named

cells and ranges
Name Manager
manages range names
Displays information about each name in the
workbook
Use to edit or delete range names
Formulas ➪ Defined Names ➪ Name Manager
Ctrl+F3

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Adding Comments to Cells XP

add comments to cells to document your

work
useful when you need to describe a
particular value or explain how a formula
works
Choose Review ➪ Comments ➪ New Comment
or
Right-click the cell and choose Insert Comment
from the shortcut menu
or
Press Shift+F2

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Assignment XP

Formula
Operators used in formula
Operators precedence
Build formulas containing relative, absolute,
and mixed references
Function available in Excel
Use AutoFill to fill in a formula and complete
a series

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