SUBJECT: Computer

GRADE: 4
UNIT 2: Word Processing
LESSON 3: Formatting and Ptinting Wlorksheets

OBJECTIVES:
This hand out provides helpful understandings/insights to enable the pupils to:

 Format data, tables and worksheets using document styles

 Use and customized document themes
 Format data manually
 Apply excel number formats appropriately
 Use the print preview features effectively
 Change the page and print setup efficiently
 Print a worksheet or a part of a worksheet properly.

OVERVIEW:

Formatting worksheet data is easily done in Excel. You can use fast and simple ways to
create worksheets that display your data effectively. You can use document themes for a uniform
look throughtout all of your Excel spreadsheets, styles to apply predefined formats, and other
manuwal formatting features to highlight important data.

In this lesson, you will also learn how to set up your page and printer settings. To make
sure that the worksheet will be printed the way you want it, you must learn to utilize the print
preview features of excel.

POINTS TO REMEMBER AND UNDERSTAND:

Using styles to format data

a style is a set of formatting attributes such as font name, size, alignment, and text color.
Excel has several cell styles that you can apply. All cells to which a style has been applied look
the same in terms of formatting. When you change a part of a style, all cells to which that style
has been applied change their formatting accordingly.
 Using
Cell
Styles

Excel has several built-in cell styles that you can apply or modify.

To apply cell styles, do the following steps.

1. Select the cells that you want to format.
2. On the home tab, in the styles group, click the Cell Styles drop-down arrow, and
select the cell style that you want to apply.

To remove cell styles, do the following steps.

1. Select the cells that are formatted with the cell style that you want to remove.
2. On the home tab, in the Styles group, click the Cell Styles derop-down arrow, and
click Normal.

Using Table Styles

Excel provides numerous predefined table styles that you can use to format a table quickly.

To apply table styles, do the following steps.

1. Select any cell within the table, or range of cells you want to format as a table.
2. On the Home tab, click the Styles group, click the Format as Table drop-down
arrow, and select the table style that you want to apply.

To remove table styles, do the following steps.

1. Select any cell in the table from which you want to remove the current table style.
The Table Tools contextual ribbon tab should appear.
2. On the design tab, expand the table Styles Gallery by clicking the More drop-
down list button, then clicking Clear.

To convert a table to a range of data, do the following steps.

1. Click anywhere in the table, go to Table Tools then click Design on the ribbon.
2. In the Tools group, click Convert to Range.

You may also right-click the table, and then in the shortcut menu, click Table then Convert
to Range.

Using Document Themes

A document theme is a set of formatting choices such as colors, fonts, and effects
that you can apply on your worksheet data or other items.
 To apply a document theme, do the steps that follow.

1. On the Page Layout tab, in the themes group, click Themes.

2. Click the document theme that you want to use.
3. If a document theme that you want to use is not listed, click Browse for Themes
to find it on your computer or network.

To change the theme colors, do the following steps.

1. On the Page Layout tab, in the Themes group, click Colors.
2. Under Theme Colors, select the colors that you want to use.
3. Repeat steps 3 and 4 for all of the theme color elements that you want to change.

To change the theme fonts, do the following steps.

1. On the Page Layout tab, in the Themes group, click Fonts.
2. Select theme fonts that you want to use.

To change the theme effects, do the steps the follow.

1. On the Page Layout tab, in the Themes group, click effects.
2. Click the effect that you want to use.

Formatting Data Manually

To make certain data such as text or numbers are clear, you can manually format
the data. Manual formatting is not based on the document theme of your workbook unless you
choose a theme font or use theme colors. It stays the same when you change the document
theme. You can manually format all of the data in a cell or range at the same time, but you can
also use this method to format individual characters.

To format cells, do the following steps.

1. Select the cell or range you will format.
2. On the Home tab, in the Cells group, click the Format drop-down arrow then
select Format cells.
3. In the Format Cells dialog box, you can apply or change the cell format such as
number, alignment, font, border, fill, and protection.

Formatting Numbers

Excel comes with different number formats. You ncan format numbers as a whole
number ow with decimal places. You can display currency signs or a percent symbol. You can
set numbers with specific date, time or fraction formats.

Below are the most common Excel number formats.

General. In General format, cells have no specific number format.
Number. This is used to specify the number of decimal places for values and how negative
numbers will be displayed.
Currency. This is used to display currency sign, set the number of decimal places. And set how
negative numbers will be displayed.
Accounting. This is used to display and align the currency signs at the left edge of the cell, set
the number, and display a dash for zero values.
Date. This displays and formats date and time.
Time. This displays and formats time values.
Percentage. This displays a number with the percent symbol.

To format numbers, do the following steps.

1. Select the cell or range that you want to format.
2. On the Home tab, in the Cells group, click Format then Format Cells.

you may also do the steps below.

1. On the Home tab, in the Number Group, click the dialog box launcher next to
number or just press Ctrl+1.
2. In the category list, click the format that you want to use, and then adjust the
settings, if necessary. For example, if you are using the Currency format, you can
select a different currency symbol, show more or fewer decimal places, or change
the way negative numbers are displayed.

 Techno Tips and Tricks

When you use Format as table, Excel automatically converts your data range to a table. If
you do not want to work with your data in atable, you can convert the table back to a
regular range while keeping the table style formatting that you applied.

You can start customizing a document theme by changing the colors, the fonts, or
the line and fill effects that are used. Any changes that you make to one or more of these
theme components will immediately affect the styles that you applied in the active
document. If you want to apply these changes to new documents, you can save them as a
custom document theme.
To customize theme colors, do the following steps.
1. On the Page layout tab, in the Themes group, click Colors then Customize
Colors.
2. In the Create New Theme Fonts dialog box, choose the theme color palettes.
3. In the name box, type the name of the customized theme color, then click Save.

to customize the fonts, do the following steps.

1. On the Page Layout tab, in the Themes group, click Fonts then Customize Fonts.
2. In the Create New Theme Fonts dialog box, choose the fonts for the heading and
the body Fonts.
3. In the Name box, type the name of the customized theme fonts, then click Save.

On the Home tab, the Number group contains commands and buttons that you can
use to format numbers.