Microsoft Office

Excel

Microsoft Excel
Lesson 3: Formatting the Worksheet

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Excel
Lesson Objectives
• format numbers and decimal
places​
• change the alignment of cell
contents​
• merge and wrap text
• change fonts and font size
• apply borders around cells
• apply background colors and
patterns to cells
• use the Format Painter​
• clear cell and formatting​
• use cell styles​
• apply and remove conditional
formatting​
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Excel

Formatting a Cell
• Formatting is about changing the appearance of data
• Cells can be formatted before or after data is entered
• Cells remain formatted even after they are cleared of data contents
• An applied cell format is carried to new cells when copied and pasted, or
when using the fill handle
• Live Preview allows you to see how formatting will appear before making a
final formatting selection

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Excel

Formatting Numbers and Decimal Digits

• On the Home tab, in the Font, Alignment, or
Number group, click an appropriate format
button; or
• Press CTRL+1; or
• Right-click cell(s), then click Format Cells; or
• Right-click cell(s), then click the appropriate
formatting button on the Mini toolbar; or
• On the Home tab, in the Font, Alignment, or
Number group, click that group’s dialog box
launcher

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Excel

Formatting Numbers and Decimal Digits

(Default Format) Displays numbers exactly as entered with no trailing zeroes after
General
the decimal point.
(Standard Format for Numbers) Can display commas and a specified number of
Number
digits after the decimal point.

Currency Similar to the Number format and will display the currency symbol ($).

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Excel

Formatting Numbers and Decimal Digits

Similar to the Currency format and will display negative numbers in

Accounting
parentheses.

Date Displays dates in many ways.

Time Uses a custom time format when entered.

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Excel

Formatting Numbers and Decimal Digits

Multiplies the underlying value by 100 and

Percentage shows a percentage sign at the right side of
the cell.

Fraction Converts decimal digits to fractions.

Used to show very large or very small numbers; Excel shows only one digit to
Scientific
the left of the decimal point.

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Excel

Formatting Numbers and Decimal Digits

Special Used to format miscellaneous items, such as phone numbers or zip codes.

Custom Used to create a format based on special user needs.

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Excel

Using the Ribbon

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Excel

Cell Alignment, Indenting, and Orientation

• Alignment refers to the position or placement
of data within cells
– Horizontal Alignment
• Left, center, right
– Vertical Alignment
• Top, middle, bottom

• Indenting can occur within cells

– Click an indent button to increase or decrease
the indent position

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Excel

Wrapping Text
• Wrapping forces a text label to stay within the left and right boundaries of a
cell by increasing the row height to accommodate the full length of the text
– You can wrap text in one cell or across merged cells

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Excel

Merging Cells
• Merge Cells
– Combines cells together and treats the group as a new single cell
• Merge and Center
– Merges selected cells and then centers the contents
across the new cell

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Excel

Changing Fonts and Sizes

• On the Home tab, in the Font group, click an appropriate button; or
• On the Home tab, in the Font group, click the Font Settings dialog box launcher; or

Font Typeface characters

Font Style Bold, italicized, or both
Underline Various underline styles
Color Color of characters
Effects Special character effects

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Excel

Changing Fonts and Sizes

• Click an appropriate button on the Mini toolbar that appears when cells
are selected Font Increase Font Size
Font Size Decrease Font Size

Bold Font Color

Italic
Underline

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Excel

Applying Cell Borders

• Borders help separate groups of data from each other to improve readability
• Use borders to draw lines around any/all four edges of a cell or range of cells
• To apply a cell border:
– On the Home tab, in the Cells group, click Format, click Format Cells, then click the
Border tab; or
– On the Home tab, in the Font group, click the Font Settings dialog box launcher, then
click the Border tab; or
– On the Home tab, in the Font group, click the Border arrow, then click More Borders; or
– Right-click the selected cell(s), click Format Cells, then click the Border tab; or
– Press CTRL+1, then click the Border tab; or
– On the Home tab, in the Font group, click the Border arrow, then click a border style; or
– Right-click, then click Border on the Mini toolbar

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Excel

Applying Cell Borders

• Line
– Click an appropriate option for the line style of
the border
• Presets
– Use these buttons to select a common border
style
• Border
– Click a button to turn on or off a particular
border position
– You can also apply diagonal lines, as required

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Excel

Using Colors and Patterns

• Patterns and color can help draw a viewer’s attention to particular parts of
the worksheet, or divide it visually from the rest of the information
• You can select one of the standard colors or create a custom color

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Excel

Using Colors and Patterns

• On the Home tab, in the Font group, click the Fill
Color arrow; or
• On the Home tab, in the Cells group, click Format,
click Format Cells, then click the Fill tab; or
• On the Home tab, in the Font group, click the Font
Settings dialog box launcher, then click the Fill tab;
or
• Right-click the selected cell(s), click Format Cells,
then click the Fill tab; or
• Right-click the selection, then on the Mini toolbar,
click the Fill Color arrow

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Excel

Using the Format Painter

• Use the Format Painter to quickly copy cell formatting from one cell to
another, or from one worksheet to another
• Select the cell or range of cells that contain formatting you want to copy,
then
– On the Home tab, in the Clipboard group, click Format Painter
• Single-click the Format Painter to use the feature only once
• Double-click the Format Painter to use the feature multiple times
– Click in the target cell(s) to paint or paste the formatting
– If you have double-clicked the Format Painter button in order to paste formatting
multiple times, single-click the button to deactivate it when you are done

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Excel

Clearing Cell Contents and Formatting

• On the Home tab, in the Editing group, click the Clear arrow

All Remove all data, cell formats, and comments

Remove only formatting from selected cell(s); data and comments

Format
remain unchanged

Contents Remove only data from selected cell(s)

Comments Remove only comments from selected cell(s)

Hyperlinks Convert hyperlinks in selected cell(s) to text

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Excel

Using Cell Styles

• A cell style is a grouping of specific format settings such as font, size, color
• Styles are defined individually for each workbook
• Quick Styles are a set of prebuilt styles
– On the Home tab, in the Styles group,
click Cell Styles
– If the Cell Styles button does not appear
in the Ribbon, click the More button in
the Styles gallery to view all the
available styles

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Excel

Conditional Formatting
• You can use conditional formatting to display data in cells one way
for some values, and another way for other values, without the
need to change the formatting manually
• On the Home tab, in the Styles group, click Conditional
Formatting

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Excel

Conditional Formatting
• Highlight Cell Rules
– Highlights cell values based on their relation to specific
values you enter

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Excel

Conditional Formatting
• Top/Bottom Rules
– Activates conditional formatting on the top or bottom
ranking cells in a range

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Excel

Conditional Formatting
• Data Bars
– Embeds a bar chart into the selected range

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Excel

Conditional Formatting
• Color Scales
– Shows the relative value of each cell to other cells using
color gradients

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Excel

Conditional Formatting
• Icon Sets
– Highlights values using icons

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Using the Rules Manager

• When you use the Ribbon to set up conditional formatting, Excel creates
formatting rules in the background.
– You can manage these formatting rules with the Rules Manager
• On the Home tab, in the Styles group, click Conditional Formatting, then
click Manage Rules

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Removing Conditional Formatting

• To remove any conditional formatting, on the Home tab, in the Styles group,
click the Conditional Formatting arrow, and select Clear Rules.
Choose to clear the conditional formatting from:
– entire sheet, or
– selected cells

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Excel
Lesson Summary
• format numbers and decimal
places​
• change the alignment of cell
contents​
• merge and wrap text
• change fonts and font size
• apply borders around cells
• apply background colors and
patterns to cells
• use the Format Painter​
• clear cell and formatting​
• use cell styles​
• apply and remove conditional
formatting​
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