Microsoft Excel 2003 Level 1 4 - Applying formats It is always important to get the presentation of data in a spreadsheet, but som

etimes it is not possible to fully achieve this objective through the proposed A utoFormat Excel 2003. In these cases you should use the various tools and effici ent format that provides the same program to customize our work. In the previous chapter we used the AutoFormat for the presentation of data on the form, but in this chapter will create a new form in which the data will have a personalized treatment through the use of lines, changing the font, alignment of information from the cells, and so on. In addition, other functions are explained very usefu l for common tasks used in Excel 2003. A sample form To work on these issues will create a new file and a list with the information n ecessary for payroll. It must save this file, as will be used for work that will feature in the next chapter. Figure 4.1: Example of payroll Inserting rows For the return is ows (depending on y clicking on the y display the new e 4.2. complete, you need a title. You'll need to insert one or two r your taste). 1. Open the Salaries and Wages. 2. Select row 1 b row number. 2. On the Insert menu, choose Row and automaticall row and the return will be shifted downward, as shown in Figur 54 Microsoft Excel 2003 Level 1 Figure 4.2: Row inserted Tip: You can perform this operation using the right mouse button, which opens wi th a "context menu that allows you to perform tasks with greater agility to inse rt a row using this method, do the following: 1. Position the mouse pointer over the label of the row containing the headers: Bundle, Last ... etc. and press th e right button there. This displays the menu shown in Figure 4.4. Figure 4.3: Context menu to insert 2. Choose Insert (click on it) and the row will be inserted. 3. Position the cur sor in cell A1 to write the title of the template. 4. Enter the title: Salaries and Wages. 55 Microsoft Excel 2003 Level 1 5. Press ENTER to complete the entry of information. Note: You can insert multip le rows with a single operation. You'll need to select on the left side of the l abels the number of rows to insert and then choose the Insert option from the co ntext menu or perform the operation through the menu. Figure 4.4: Values with decimals Applying formatting numbers

When calculating averages, always appear in many places. You can change the form at of numbers, only increasing or decreasing the number of decimal places you wa nt to view, as explained in the previous chapter. Besides changing the number of decimal places, you can make other changes, such as implementing a specific for mat. 1. Select the cells that contain the values of wages and deductions, if you added the title and interlining will range G4: J19. 2. Click on the icon and di splay thousands style numbers with thousands separator point and no decimal plac es. 3. Make two clicks on the icon to increase to assign decimal numbers to two decimal places selected. 56 Microsoft Excel 2003 Level 1 Attributes for the content The content of the cells, be they numbers or text, can be formatted to modify th e attributes such as font, size or attributes apply also to enhance the content. In the template you are creating will be needed to enhance the titles of the co lumns, increasing the font size and using the bold attribute. 1. Select the rang e A3: J3, which contains the column headings. 2. Click on the icon of bold to im plement this attribute. 3. Click on the icon control that changes the font size and choose the size 11. With this modification, some of the titles will be cut, but do not increase the width of the column because the solution is obtained by means of the alignments. 4. Select the range F16: F19 containing the titles of t he rows of totals, averages, maximums and minimums. 5. Click on the icon of bold to implement this attribute. 6. Position the cursor in cell A1, which is the ti tle of the template. 7. Click on the icon control that changes the font and choo se the font you want, for example: Times New Roman. 8. Click on the icon control that changes the font size and select the size 20. 9.€Click on the icon of bol d to implement this attribute. 10. Click on the icon that sets the italic attrib ute. Figure 4.5 shows part of the list with the attributes applied. 57 Microsoft Excel 2003 Level 1 Figure 4.5: Attributes for content Aligning content When you enter text, it is automatically aligned to the left of the cell, while the numbers are aligned right. But it is possible to change the alignment so tha t the form has a better presentation. 1. Select the range D4: F15, which contain s the information of sex, marital status and number of children. 2. Click on the icon to center and the information is displayed in the center of each of the co lumns. 3. Select the range F16: F19, which contains the titles of the rows of to tals, averages, maximums and minimums. 4. Click on the icon right alignment and you will see the titles in full, as can be seen in Figure 4.6. Note: Note that t he alignment icon is in low relief, which indicates the active alignment. To ret urn to the standard alignment, you must click on the icon that is in low relief. 58 Microsoft Excel 2003 Level 1

Figure 4.6: Data aligned 1. Select the range A3: J3, which contains the column headings to solve the prob lem of long titles that are not shown in the column width. 2. On the Format menu , choose Cells. 3. Click on the Alignment tab and display the table in Figure 4. 7. 4. Click on the Horizontal control box and display the list of possible align ments. 5. Choose the alignment Center. 6. Click on Vertical control box and disp lay the list of possible alignments that can provide the vertical text. 59 Microsoft Excel 2003 Level 1 Figure 4.8: Table to change the alignment 7. Choose the alignment Center. 8. Check the Wrap Text option. This will enable a change in the height of the row to display in the width of the column, the com plete information. 9. Click on the OK button and the titles will be just as show n in Figure 4.9. Figure 4.9: Text wrapped to the column Applying borders The edges, or lines around the cells, can be applied using the icon on the Forma tting toolbar or by using the menu. In the example presented at the beginning of the chapter, there are vertical lines that separate the columns, but only horiz ontal lines appear to divide the ranks of the column headings and final calculat ions. 60 Microsoft Excel 2003 Level 1 Note: The icon does not show all the alternative lines, so that will need to use the menu to draw certain lines. 1. Select the range A3: J3, which contains the column headings. 2. Click on the icon that puts control lines or edges and displ ays the palette positions and styles of lines that can be used, as shown in Figu re 4.10. Figure 4.10: Edge Palette 3. Click on the icon placed lines around all cells in the selected range (indica ted in the figure). Note that the icon bar goes to take this format as the defau lt border. 4. Select the range G16: J19, which contains the function calculation s. 5. Click on the icon of edges (not the arrow) to apply the same format (remem ber that in step 3 is default). 6. Select the range A16: F19, which contains the titles of the ranks of the calculations with functions. 7. Click on the icon th at puts control lines or edges. 8. Open borders box again and select the Externa l Borders icon to apply that format to the selected range. 9. Select the range A 4: J15, which contains the information of the template. 10. On the Format menu, choose Cells. 11. Click on the Borders tab and display a table as shown in Figur e 4.11. 12. Click on the icon of contour and area of sample lines appear around the four alleged cells. 13. Click on the icon of the central vertical line that appears below, within the frame edges. 14. Click on the OK button and you can se e how in the return are the lines created (Figure 4.12). 61 Microsoft Excel 2003 Level 1 Note: Using the table edge placement, you can choose the style of the lines (das hed, continuous, rays, etc.) and the color you have. For that, you choose the st yle and color, before fixing the position in the sample area. Figure 4.11: Table to hold the edges 62 Microsoft Excel 2003 Level 1 Figure 4.12: Edges of the form Note: The horizontal lines that appear in the template are the so-called "lines of division," which let you visualize the size of each cell. These lines, by def ault, not printed. Applying Fill Color The fill color or background allows me to highlight certain cells, for example, the title. To place this color icon you can use background colors or if you need more colors, the menu. 1. Select the range A3: J3, which contains the column he adings. 2. Click on the icon that applies control fill colors and display the co lor palette we see in Figure 4.13, which will be used to place a background to t he cells. Figure 4.13: Color palette for the background of the cell 3. Choose the color you want for the background of the titles. 4. Select the ran ge A16: J19, which contains the row headings and calculations with functions. 5. Click on the icon that applies control fill color and select the color you want apply. Tip: If you want a dark background, it would be advisable to change the text color for a contrasting effect and to view and print the contents of the ce lls more clearly. The menu for the fill color If none of the colors in the palette filling is satisfactory you can use the men u, where there are more colors and will also have the possibility 63 Microsoft Excel 2003 Level 1 create a dither, ie a combination of two colors to place a dotted, diagonal stri pes, or other effects, at the bottom of the cells. 1. Select the cells whose bac kground color or fill you want to change. 2. On the Format menu, choose Cells. 3 . Click on the Patterns tab and display a box like the one shown in Figure 4.14 on the previous page. 4. Choose the color you want apply. 5. Click on the contro l box and display Trama frame styles and colors you can use for it. Figure 4.14: Table for placing fillings 6. Choose one of them and then click on the OK button to see how the range is se lected with the chosen dithering. 64 Microsoft Excel 2003 Level 1 Figure 4.15: Frame styles and colors Changing the name to the sheet A workbook in Excel 2003 can consist of many leaves, but by default only present three. If using multiple sheets of a book or file, it is recommended that you a ssign a name to each of the sheets to be used. Usually, the name refers to the t ype of information contained in the leaf. 1. Position the mouse pointer on the t ab that appears at the bottom of the sheet is named Sheet1 now. 2. Double-click on the tab with the name and the text will be selected, as shown in Figure 4.16. Figure 4.16: Current Sheet Name 3. Enter the name you have the sheet, for example, salary and retention. 4. Pres s ENTER to confirm the name entered. Figure 4.17 shows how the flap is extended so you can see the entered text. Figure 4.17: Name changed Note: The name of the blade can have at most 31 characters and at least one char acter. 65 Microsoft Excel 2003 Level 1 4 - Inserting 54 rows formatted Attributes for the content 54 content 58 Alignin g edges 60 Applying Applying Fill Color 57 63 66