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MICROSOFT EXCEL 2003 – FORMATTING (DRAFT)


Topics:
Formatting Numbers
Cell Text Alignment
Fonts, Underlining, Color and Special Effects
Borders and Cell Shading
Cell, Sheet and Workbook Protection

Adding formatting to a spreadsheet can help your work get the attention it deserves.
Enlarging font size, bolding or italicizing text, and changing the orientation of the text are
all ways to call attention to certain data.

1. Open Excel.
2. Open the file named Excel – Budget
Summary Report.

Number and Font Formatting


1. Select the range of cells B10:G23.
2. Click on the arrow next to font, alignment
or number.

The number tab includes options to change the way numbers, dates, and times are
displayed.

1. Click on the Number tab.


2. Select Accounting from the
category list.
3. The defaults should be 2 decimal
places and a dollar sign as the
symbol.

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1. Click on the Font tab.


2. Choose Times New
Roman from the list of
fonts.
3. Change the font size to 12.
4. Click OK.

Many of the formatting features found on the Format Cells dialog box can also be found
on the Formatting Toolbar. Use the Toolbar buttons to quickly add formatting to cells.

Font Type, Font Size Bold, Italic, Left, Merge &


Underline Center or Center
Right Align

Currency, Percent, Increase or


Decrease Increase or Border, Fill Color,
Comma Style
Decimal Decrease Indent & Font Color

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Use the Formatting Toolbar buttons to format the Total amounts.


1. Select the range B28:G28.
2. Click on the currency style button.
3. Change the font type to Times New Roman and the Font Size to 12 using the drop-
down lists located on the formatting toolbar. Add the Currency Style if you’d like.

Format the Title


1. Click on Cell A1.
2. Click on the Bold button and the Italic button.
3. Change the font size to 14.

Merge & Center


The Year-to-Date heading applies to the first four columns of numerical data. Using
Merge & Center, the cell can span above all four columns.

1. Select the range of cells B6:E6.


2. Click on the Merge & Center button.
(This option is also available on the Format Cells dialog box, the alignment tab.)
3. Use the same button to merge and center the Current Month heading over cells F6-
G6.

Borders
1. Select the two merged
cells (Year-to-Date and
Current Month).
2. From the Format menu,
choose Cells.
3. Click on the Border tab.
4. Choose the double
underline style in the
style box on the right-
had side of the window.
5. From the color box,
choose Blue. (2nd row,
6th column from left).
6. Click on the Outline
button to outline the
cells.
7. Click on the Inside
button to place a border
between the cells.
8. Click OK.

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Note: When applying a line style or color, you must select the style or color option
before clicking any of the border buttons to apply it.

Alignment
Changing the alignment of cell entries can help emphasize data or draw attention to
titles or headers.
Horizontal alignment selections:

 General - Applies the default


alignment. Text data is aligned at
the left edge of the cell, and
numbers, dates, and times are
aligned at the right of the cell.

 Left - Aligns contents at the left


edge of the cell.

 Center - Centers the contents of


the cell.

 Right - Aligns cell contents at the


right edge of the cell.

 Fill - Repeats the characters in


the left-most cell in the selection
across the selected range. All
cells to be filled in the selected
range must be empty. For
example, you can create a
border-like effect by typing a dash
(-) or an asterisk (*) in a cell and
then using this option to repeat
the string of characters across a
row.

 Justify - Breaks the cell contents into multiple lines within the cell and adjusts the spacing between
words so that all lines are as wide as the cell.

Vertical Alignment:
Select an option in the Vertical box to change the vertical alignment of cell contents. By default, Excel
aligns text vertically on the bottom of a cell.

Orientation:
To change the orientation of a cell’s contents, select a cell or range and click and drag the red diamond
next to the word Text to select the angle --OR-- Enter the number of degrees for realignment using the
spin box.

1. Select the range of cells B8:G8.


2. From the Format menu, choose Cells.
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3. Click on the Alignment tab.


4. Choose Center from the Horizontal list box.
5. Change the orientation to 45 degrees by dragging the red diamond to the next
diamond above it, or type 45 in the degree box.
6. Click OK. The text is now displayed at a 45 degree angle and centered within the
cell.

You could also use the center alignment button on the formatting toolbar, but there is no
button available to adjust text orientation.

Applying Cell Shading


1. Select the range of cells
A10:A21.
2. From the Format menu,
choose Cells.
3. Click on the Patterns tab.
4. Choose the light lavender
found furthest to the right
in the second row from the
bottom.
5. Click on the pattern box
and choose 6.25% gray
(the uppermost right-hand
corner).
6. Click OK to apply the
shading.
7. With the range of cells still
selected, click the Bold
button to make the text
more readable.

Additional Changes
1. Select the Social Security numbers (C32:C36).
2. From the Format menu, choose Cells.
3. Click on the Number tab.
4. Choose Special from the category listing and Social Security Number as the type.
5. Click OK.

Use the same steps to format the phone numbers in cells D32:D36.
Change the salary amounts to currency style.
Underline the headings in row 31.

A completed Budget Summary Report is located on the last page of this handout.

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Information about Workbook Protection:

The Protection panel of the


Format Cells window will
allow you to add various
levels of protection to cells,
sheets, or workbooks.

By default, Excel will lock


each cell so that other users
cannot make changes to your
data or formulas once you
protect your Sheet or
Workbook. If you wish to
unlock a cell or range, click in
the Locked box to turn off the
feature.

You can also choose to Hide


formulas so that other users
can only view the results of a
formula, not the formula itself.
Select the cell or range that
contain the formulas you
wish to hide, then click in the
Hidden box.

To protect a sheet or workbook, use the Tools


menu and choose Protection. Then make your
selection from the secondary menu.

 Contents locks the cells on the sheet; no changes or


deletions are allowed.
 Objects prevents changes to charts or graphical
objects.
 Scenarios locks any scenarios you’ve created.

The Password window assigns password protection to


your document. Pick a word you won’t forget, then write it
down and put it in a safe place. Once protected with a
password, the sheet can’t be unprotected without it!

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