© paradigm publishing, inc. 1. 2 excel 2013 level 2 unit 1advanced formatting, formulas, and data...
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© Paradigm Publishing, Inc. 1 Contents
© Paradigm Publishing, Inc. 2 Contents
Excel 2013
Level 2
Unit 1 Advanced Formatting, Formulas,
and Data Management
Chapter 1 Advanced Formatting Techniques
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Advanced Formatting Techniques
Conditional Formatting CHECKPOINT 1 Fraction and Scientific Formatting Special Number Formats Create a Custom Number Format Wrap and Shrink Text to Fit within a Cell Text Functions Filter a Worksheet Using a Custom Filter Filter and Sort Data Using Conditional Formatting or Cell Attribute
s CHECKPOINT 2
Quick Links to Presentation Contents
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Conditional Formatting
Conditional formatting applies format changes to the cells within a range that meet a certain condition.
Cells that do not meet the condition remain unformatted.
Changing the appearance of a cell based on a condition allows you to quickly identify values that are high or low or that represent a trend.
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Conditional Formatting - continuedTo apply conditional formatting using the Quick Analysis button:1. Select desired range.2. Click Quick Analysis button
located at the bottom right of selected cells.
3. Click desired rule.4. If necessary, enter parameter
values.5. If necessary, change format
options.6. Click OK.
Quick Analysis button
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Conditional Formatting - continuedTo apply conditional formatting using a predefined rule:1. Select desired range.2. Click Conditional Formatting
button.3. Point to desired rule category.4. Click desired rule.5. If necessary, enter parameter
values.6. If necessary, change format
options.7. Click OK. Conditional Formatting
button
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Conditional Formatting - continued Using the Top/Bottom
Rules list you can elect to highlight cells based on a top 10 or bottom 10 value or percentage, or by above average or below average values.
Top/Bottom Rules option
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Conditional Formatting - continuedTo create and apply a new formatting rule:1. Select desired range.2. Click Conditional
Formatting button.3. Click New Rule option.
continues on next slide…
New Rule option
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Conditional Formatting - continued4. At New Formatting Rule dialog box, click desired rule
type.5. Add desired formatting attributes.6. Click OK twice.
New Formatting Rule dialog box
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Conditional Formatting - continuedTo edit the formatting rule:1. Select desired range.2. Click Conditional
Formatting button.3. Click Manage Rules
option.4. Click desired rule.5. Click Edit Rule button.
continues on next slide…
Edit Rule button
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Conditional Formatting - continued6. At Edit Formatting Rule dialog box, make desired
changes to parameters and/or formatting options.7. Click OK twice.
Edit Formatting Rule dialog box
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Conditional Formatting - continuedTo delete a formatting rule:1. Click Conditional Formatting
button.2. Click Manage Rules option.3. Click Show formatting rules
for arrow and click This Worksheet option.
4. Click desired rule.5. Click Delete Rule button.6. Click OK.
Delete Rule button
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Conditional Formatting - continued Format a range of values by using an icon set to
classify data into three to five categories. Excel places an icon in a cell to visually portray the
cell’s value relative to the other cell values within the selected range.
Icons are assigned to cells based on default threshold values for the selected range. For example, if you choose the 3 Arrows (Colored) icon set, icons are assigned as follows: Green up arrow for values greater than or equal to 67% Red down arrow for values less than 33% Yellow sideways arrow for values between 33 and 67%
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Conditional Formatting - continuedTo apply conditional formatting using an icon set:1. Select desired range.2. Click Conditional
Formatting button.3. Point to Icon Sets option.4. Click desired icon set.5. Deselect range.
Icon Sets option
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Conditional Formatting - continued Excel 2013 also provides the ability to conditionally
format cells using two-color scales, three-color scales, or data bars to provide visual guides for identifying distributions or variations within a range.
Use a data bar to easily see the higher and lower values within the range.
A data bar appears in the background of a cell. The length of the bar is dependent on the value of the cell as it relates to the range. A cell with a higher value within the range displays a longer bar than a cell with a lower value within the range.
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Conditional Formatting - continued Color scales format the range using a two-color or
three-color palette. Excel provides 12 color scale options, half of which are
two-color combinations and half of which are three-color combinations.
The gradation of color applied to a cell illustrates the cell’s value relative to the rest of the range.
Color scales are useful for viewing the distribution of data.
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Conditional Formatting - continued The image below displays the payroll worksheet for
ViewItVideo with data bar and color scale conditional formatting applied.
conditional formatting
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Conditional Formatting - continuedTo apply conditional formatting using a formula:1. Open New Formatting Rule
dialog box.2. Click Use a formula to
determine which cells to format option.
3. Type desired formula.4. Click Format button.5. At Format Cells dialog box,
change desired formats.6. Click OK twice. Use a formula to determine
which cells to format option
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CHECKPOINT 11) The Conditional Formatting
button is located on this tab.a. FILEb. HOMEc. PAGE LAYOUTd. DATA
3) Format a range of values using this to classify data into three to five categories.a. data barb. objectc. ruled. icon set
2) This defines the criterion by which the cell is selected for formatting.a. data barb. objectc. ruled. icon set
4) Use this to easily see the higher and lower values within the range.a. data barb. objectc. ruled. icon set
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Fraction and Scientific Formatting
To apply fraction formatting:1. Select desired range.2. Click Number Format
button arrow.3. Click More Number
Formats option.
continues on next slide…
More Number Formats option
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Fraction and Scientific Formatting - continued
4. At Format Cells dialog box, click Fraction option in Category list box.
5. Click desired option in Type list box.
6. Click OK.7. Deselect range.
Fraction option
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Fraction and Scientific Formatting - continued Scientific formatting converts a number to exponential
notation. Part of the number is replaced with E + n where E
means exponent and n represents the power. For example, the number 1,500,000.00 formatted in
scientific number format displays as 1.50E+06. In this example, +06 means add 6 zeros to the right of the number left of E and then move the decimal point 6 positions to the right.
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Special Number FormatsTo apply a special number format:1. Select desired range.2. Click Number group
dialog box launcher.3. Click Special option in
Category list box.4. Click desired option in
Type list box.5. Click OK.6. Deselect range. Special
option
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Create a Custom Number Format You can create a custom number format for a
worksheet in which you want to enter values that do not conform to any of the predefined number formats.
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Create a Custom Number Format - continued
continues on next slide…
Format Code Description Custom Number
Format Example Display Result
#Represents a digit; type one for each digit. Rounds numbers to fit the number of decimals.
####.### Typing 145.0068displays 145.007.
0Also used for digits. Rounds numbers to fit the number of decimals and fills in leading zeros.
000.00 Typing 50.45displays 050.45.
?
Rounds numbers to fit the number of decimals and aligns the numbers vertically on the decimal point by adding spaces.
???.???
Typing 123.5, .8, and 55.356 one below each other in a column aligns the numbers vertically on the decimal point.
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Create a Custom Number Format -continuedFormat Code Description Custom Number
Format Example Display Result
“text”Adds the characters between quotation symbols to the entry.
"Model No."###
Typing 587 displaysModel No. 587.
[color]Applies the font color specified in square brackets to the cell entry.
[Blue]##.## Typing 55.346displays 55.35.
;Separates the positive value format from the negative value format.
[Blue]; [Red]Typing 25 displays as 25 and typing -25 displays as 25.
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Create a Custom Number Format -continuedTo create a custom number format:1. Select desired range.2. Click Number group dialog box
launcher.3. Click Custom option in Category
list box.4. Click General in Type text box.5. Press Delete.6. Type desired custom format
codes.7. Click OK.8. Deselect range.
Custom option
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Wrap and Shrink Text to Fit within a Cell Several options exist for formatting long labels that do
not fit within the column width. The column width can be expanded, the font can be
reduced to a smaller size, a group of cells can be merged, or you can allow the text to spill over into adjacent unused columns.
Additional options, available in the Format Cells dialog box with the Alignment tab selected, include Wrap text and Shrink to Fit (located in the Text control section).
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Wrap and Shrink Text to Fit within a Cell -continued
To wrap text in a cell:1. Select desired cell(s).2. Click Wrap Text
button.3. Deselect cell(s).
Wrap Text button
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Wrap and Shrink Text to Fit within a Cell -continued
To shrink text to fit within a cell:1. Select desired cell(s).2. Click Alignment group
dialog box launcher.3. Click Shrink to fit option in
Text control section.4. Click OK.5. Deselect cell(s). Shrink to fit
option
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Text Functions
continues on next slide…
Text Function Description Example
=PROPER(text)Capitalizesthe first letterof each word.
=PROPER("annual budget") returnsAnnual Budget in formula cellORA3 holds the text annual budget;=PROPER(A3) entered in C3 causesC3 to display Annual Budget
=UPPER(text) Converts textto uppercase.
=UPPER("annual budget") returnsANNUAL BUDGET in formula cellORA3 holds the text annual budget;=UPPER(A3) entered in C3 causesC3 to display ANNUAL BUDGET
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Text Functions - continued
Text Function Description Example
=LOWER(text) Converts textto lowercase.
=LOWER("ANNUAL BUDGET")returns annual budget in formula cellORA3 holds the text ANNUAL BUDGET;=LOWER(A3) entered in C3 causes C3 to display annual budget
=SUBSTITUTE(text)New text isinserted inplace of oldtext.
A3 holds the text Annual Budget;=SUBSTITUTE(A3,"Annual","2013")entered in C3 causes C3 to display2013 Budget
continues on next slide…
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Text Functions - continued
Text Function Description Example
=RIGHT(text,num_chars)
Extracts the requested number of characters, starting at the rightmost character.
=RIGHT("2015 Annual Budget",13) returns Annual Budget in formula cellOR A3 holds the text 2015 Annual Budget; =RIGHT(C3,13) entered in C3 causes C3 to display Annual Budget
=LEFT(text,num_chars)
Extracts the requested number of characters, starting at the leftmost character.
=LEFT("2015 Annual Budget",4) returns 2015 in formula cellOR A3 holds the text 2015 Annual Budget; =LEFT(C3,4) entered in C3 causes C3 to display 2015
continues on next slide…
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Text Functions - continued
Text Function Description Example
=MID(text,start-num, num-chars)
Extracts the requested number of characters, starting at a given position.
=MID("2015 Annual Budget",6,13) returns Annual Budget in formula cellORA3 holds the text 2015 Annual Budget; =MID(C3,6,13) entered in C3 causes C3 to display Annual Budget
=TRIM(text) Removes extra spaces between words.
=TRIM("2015 Annual Budget") returns 2015 Annual Budget in formula cellOR A3 holds the text 2015 Annual Budget; =TRIM(C3) entered in C3 causes C3 to display 2015 Annual Budget
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Text Functions - continuedTo use the substitute text formula:1. Make desired cell active.2. Type =SUBSTITUTE(.3. Type source text cell
address.4. Type a comma.5. Type text to be changed in
quotation symbols.6. Type a comma.7. Type replacement text in
quotation symbols.8. Type ).9. Press Enter.
SUBSTITUTEtext formula
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Text Functions - continued
To convert text to uppercase:1. Make desired cell
active.2. Type =UPPER(.3. Type source cell
address OR type text to convert in quotation symbols.
4. Type ).5. Press Enter.
convert text to uppercase
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Filter a Worksheet Using a Custom FilterTo filter using a Custom AutoFilter:1. Select desired range.2. Click Sort & Filter button.3. Click Filter option.
continues on next slide…
Filter option
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Filter a Worksheet Using a Custom Filter -continued
4. Deselect range.5. Click filter arrow at
top of desired column.
6. Point to Number Filters option.
7. Click desired filter category.
continues on next slide… Number Filters option
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Filter a Worksheet Using a Custom Filter -continued
8. Enter criteria at Custom AutoFilter dialog box.
9. Click OK.
Custom AutoFilter dialog box
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Filter and Sort Data Using Conditional Formatting or Cell AttributesTo filter by icon set:1. Select desired range.2. Click Sort & Filter button.3. Click Filter option.4. Deselect range.5. Click filter arrow at top of
desired column.6. Point to Filter by Color
option.7. Click desired icon. Filter by Color
option
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Filter and Sort Data Using Conditional Formatting or Cell Attributes -continued
To filter by color:1. Select desired range.2. Right-click within
selected range.3. Point to Filter option.4. Click desired filter
option.
Filter option
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Filter and Sort Data Using Conditional Formatting or Cell Attributes -continued
To sort by color:1. Select desired range.2. Click Sort & Filter button.3. Click Filter option.4. Deselect range.5. Click filter arrow at top of
desired column.6. Point to Sort by Color
option.7. Click desired color.
Sort by Color option
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Filter and Sort Data Using Conditional Formatting or Cell Attributes…continuedTo define a custom sort:1. Select desired range.2. Click Sort & Filter button.3. Click Custom Sort option.4. At Sort dialog box, define color to sort first and add a level
for each other color.
Sort dialog box
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CHECKPOINT 21) This type of formatting converts a
number to an exponential notation.a. exponentialb. conversionc. mathematicd. scientific
3) Text wrapped within a cell causes this to automatically increase.a. font sizeb. page sizec. column widthd. row height
2) In a custom number format, use this format code to separate the positive value format from the negative value format.a. #b. 0c. ;d. ?
4) The Sort & Filter button is located on this tab.a. FILEb. HOMEc. INSERTd. DATA
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Advanced Formatting Techniques
Apply conditional formatting by entering parameters for a rule Apply conditional formatting using a predefined rule Create and apply a new rule for conditional formatting Edit, delete, and clear conditional formatting rules Apply conditional formatting using an icon set, data bars, and color scale Apply conditional formatting using a formula Apply fraction and scientific formatting Apply a special format for a number Create a custom number format Apply wrap text and shrink to fit text control options Modify text using the text functions PROPER, UPPER, LOWER, SUBSTITUTE,
RIGHT, LEFT, MID and TRIM Filter a worksheet using a custom AutoFilter Filter and sort a worksheet using conditional formatting or cell attributes
Summary of Presentation Concepts