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CA202Spreadsheet Application

Changing Document Appearance

Lecture # 4

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Objectives

• Change the appearance of data

• Apply an existing format to data

• Make numbers easier to read

• Change data’s appearance based on its value

• Make printout easier to follow

• Position data in a document

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Changing Document Appearance

• Make your data easier to understand, by changing font, letter size, or color of cell

• How your data appears on the printed page? By changing margin, add header & footer

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Changing Data Appearance

• Formatting data labels helps in reading data

• To make your data labels or data visible , you can change the format of the cells in which the labels or data is stored

• Use Bold, Italic, Underline or other options on formatting toolbar to make them high up

• Add Borders to make cell stand apart

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Formatting

• You can format your spreadsheet by the Formatting toolbars– Choose typeface, point size, bold, italic, underline,

left align, right align, center align, apply number format, percent, comment, increase/decrease indent, add border, add a background, fill or font color or customize format

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Changing Data Appearance

• The standard font of Excel is Arial, you can choose another font, Click Tools Options General and use standard Font and Size for your future workbooks

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Formatting Shortcut Keys

To Do This … Press This …

Display Format →Style dialog Box Alt + ‘

Display Format →Cell dialog Box Ctrl + 1

Apply General Number Format Ctrl + Shift + ~

Currency format with 2 decimals Ctrl + Shift + $

%age format with no decimal Ctrl + Shift + %

Exponential number format w/2 decimals Ctrl + Shift + ^

Date Format dd/mm/yy Ctrl + Shift + #

Time Format hh:mm with AM/PM Ctrl + Shift + @

Number Format with 2 decimals Ctrl + Shift + !

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Formatting Shortcut Keys

To Do This … Press This …

Apply an Outline border Ctrl+ Shift + &

Remove all borders Ctrl+ Shift + _

Toggle Bold Formatting Ctrl+ B

Toggle Italic Formatting Ctrl+ I

Toggle Underlining Ctrl+ U

Strikethrough Ctrl+ 5

Hide Row Ctrl+ 9

Unhide Row Ctrl + Shift + (

Hide Columns Ctrl+ 0

Hide Columns Ctrl + Shift + )

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Apply Existing Format to Data

• You can develop your own formats and store them, and recall as needed

• You can find predefined formats available to you in the Style dialog box.

• If none of the existing styles are what you want, you can create your own by typing the name of your new style in the Style name box and then clicking Modify

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Apply Existing Format to Data

• The quickest way to apply formatting changes you made to a cell to the content of another cell, is to use Format Painter

• Single click on Format Painter will help to past the format to one cell only. For multiple pasting use double click on Format Painter

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Format Painter Button

• Choose the cell to copy format• Click of Format Painter, with a Click or

Drag, it will paint the format over the range• Format painter can also be used for

multiple paste– Double click the Format Painter button to

paste as many as different cells and ranges as you like

– Press Esc to get out of paint mode

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AutoFormat

• To apply an AutoFormat, you select the cells you want to format and click AutoFormat on the Format menu.

• Format → AutoFormat

• Choose one of the 17 different design to decorate your data

• The Option button let you choose only a portion of formatting e.g. you like font not the background color

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Making Number Easier to Read

• Changing the format of the cells in your worksheet can make your data much easier to read

• Adding borders to define the boundaries between labels and data

• Using formatting options for different data types such as dates, time, phone no, or currency

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Custom Number Format

• Choose Format Cells Number Tab

• The number format you apply doesn’t effect the actual value that Excel uses for calculation

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Rounding

• Choose Format → Cell → Number Tab

• Choose decimal places, commas and so forth

• No built-in formats will round numbers to the nearest specified whole number

• Round function does this trick, but you can do it by choosing Custom Format

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Rounding

• Choose Format → Cells → Number Tab• Choose Custom format• Type the following code• #, (# with comma) round to nearest thousand

54,223 become 54• #,”000” (# with comma & zero in quot) round

to nearest thousand, 54,223 become 54,000• 0.0, round the nearest thousands 54,223

becomes 54.2

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Aligning Data

• Format→ Cells → Alignment Tab

• Choose Left, Center, Right

• You can turn on the following options– Shrink to Fit (instead of

changing the font size)– #### (If you see these

number sign, means number is bigger than column)

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Aligning Data

• You can rotate the text• You can merge the cells,

both vertically and horizontally– In MERGE only upper cell

data survive

• To include all data in the range in the merged cell, move it to the upper left most cell before merging

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Conditional Formatting

• Another way you can make your data easier to interpret is to have Excel change the appearance of your data based on its value. These formats are called conditional formats

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Conditional Formatting

• Format → Conditional

• You can set certain Format, when value fall outside of the set range, or when a particular formula meets certain criteria

Student ID Attendance Status Total Attendance

1 10 DN 45

2 30 OK  

3 45 OK  

4 12 DN  

5 33 OK  

6 25 OK  

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Finding cell with conditional Formatting

• Edit → GOTO

• Choose Special and turn on conditional Format near the bottom

• Choose All to find the cell in all worksheet that have conditional Formatting

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Copying Conditional Formatting

• Select the cell to receive the formatting, plus one cell that already has the condition you want to copy

• Go To Format → Conditional Formatting

• Click OK

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Past Special Command

• After Copying the cell, Choose “past special”

• It will let you choose variety of cell attributes to apply, including formula with or without formatting, resulting values, formatting only, comments or validation restrictions

• Transpose the new range, create a Hot link between source and destination

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Making Printout Easier to Follow

• To ensure that the same information appears at the top or bottom of every printed page, you can do so using headers or footers

• To create a header or footer in Excel, you open the Page Setup dialog box to the Header/Footer tab

• Adding a graphic to a header or footer• After you insert a graphic into a header or footer,

the Format Picture button will become available

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Positioning Data on a Printout

• Change is its margins, or the boundaries between different sections of the printed page

• Portrait or Landscape mode

• On Page Setup you can reduce the size of the worksheet’s contents until the entire worksheet can be printed on a single page

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Chapter 4 Key Points1. You can change excel default font and its size2. You can use cell formatting, including borders,

alignment, and fill colors, to emphasize certain cells in your worksheets.

3. Excel comes with a number of existing styles4. If you want to apply the formatting from one cell to

another cell, use the Format Painter to copy the format quickly

5. There are quite a few AutoFormats6. Conditional formats let you set rules so that Excel

will change the appearance of a cell’s contents based on its value

7. Use header, footer, graphic, alignment, and margin settings to make your data look great on the page