COMPREHENSIVE

Excel Tutorial 2
Formatting a
Workbook
XP XP
Objectives

Format text, numbers, and dates

Change font colors and fll colors

erge a range into a single cell

!""l# a built$in cell st#le

%elect a di&erent theme
New Perspectives on Microsoft Ofce Excel 2007 2
XP XP
Objectives

!""l# a built$in table st#le

!dd conditional formats to tables 'ith
highlight rules and data bars

(ide 'orksheet ro's

)nsert "rint titles, set "rint areas, and
insert "age breaks

Enter headers and footers
New Perspectives on Microsoft Ofce Excel 2007 3
XP XP
Formatting Workbooks

Formatting is the "rocess of changing a
'orkbook*s a""earance b# defning the
fonts, st#les, colors, and decorative features

! theme is a collection of formatting that
s"ecifes the fonts, colors, and gra"hical
e&ects used throughout the 'orkbook

!s #ou 'ork, Live Preview sho's the
e&ects of formatting o"tions on the
'orkbook*s a""earance before #ou a""l#
them
New Perspectives on Microsoft Ofce Excel 2007
XP XP
Formatting Text

The a""earance of
text is determined b#
its t!peface, 'hich is
the s"ecifc design
used for the
characters

Font
• "erif fonts
• "ans serif fonts
• #heme font
• Non$theme font

Font "t!le

Font "i%e
• easured in points
New Perspectives on Microsoft Ofce Excel 2007 &
XP XP
Working 'ith Color

#heme colors are the +2 colors that
belong to the 'orkbook*s theme

"tan'ar' and c(stom colors

!""l# a color b# selecting a cell or
range of cells, clicking the Font Color or
Fill Color button arro', and then
selecting an a""ro"riate color
New Perspectives on Microsoft Ofce Excel 2007 )
XP XP
Formatting Text %elections

The Mini tool*ar a""ears 'hen #ou
select text and contains buttons for
commonl# used text formats
New Perspectives on Microsoft Ofce Excel 2007 7
XP XP
%etting a ,ackground )mage

-ou can use a "icture or image as the
background for all the cells in a
'orksheet

Click the Page La!o(t tab on the
.ibbon

Click the +ac,gro(n' button

/ocate the background, and then click
the -nsert button
New Perspectives on Microsoft Ofce Excel 2007 .
XP XP
Formatting 0ata

,# default, values a""ear in the /eneral
n(m*er format, 'hich, for the most "art,
dis"la#s numbers exactl# as #ou enter them

The 1umber grou" on the (ome tab has buttons
for formatting the a""earance of numbers

0omma st!le button

1ecrease 1ecimal button

Percent "t!le button

-ncrease 1ecimal button

2cco(nting N(m*er Format button
New Perspectives on Microsoft Ofce Excel 2007 3
XP XP
Formatting 0ata
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XP XP
Formatting 0ates and Times

!lthough dates and times in Excel
a""ear as text, the# are actuall#
numbers that measure the interval
bet'een the s"ecifed date and time
and 2anuar# +, +344 at +2544 a6m6
New Perspectives on Microsoft Ofce Excel 2007 44
XP XP
!ligning Cell Content

)n addition to left and right alignments,
#ou can change the vertical and
hori7ontal alignments of cell content to
make a 'orksheet more readable

!lignment buttons are located on the
(ome tab
New Perspectives on Microsoft Ofce Excel 2007 42
XP XP
)ndenting Cell Content

-ou increase the indentation b# roughl#
one character each time #ou click the
)ncrease )ndent button in the !lignment
grou" on the (ome tab
New Perspectives on Microsoft Ofce Excel 2007 43
XP XP
erging Cells

One 'a# to align text over several
columns or ro's is to merge, or
combine, several cells into one cell
New Perspectives on Microsoft Ofce Excel 2007 4
XP XP
.otating Cell Content

To save s"ace or to "rovide visual
interest to a 'orksheet, #ou can rotate
the cell contents so that the# a""ear at
an# angle or orientation

%elect the range

)n the !lignment grou", click the
Orientation button and choose a
"ro"er rotation
New Perspectives on Microsoft Ofce Excel 2007 4&
XP XP
.otating Cell Content
New Perspectives on Microsoft Ofce Excel 2007 4)
XP XP
!dding Cell ,orders

-ou can add borders to the left, to",
right, or bottom of a cell or range,
around an entire cell, or around the
outside edges of a range using the
+or'er *(tton arrow
New Perspectives on Microsoft Ofce Excel 2007 47
XP XP
Working 'ith the
Format Cells 0ialog ,ox

The Format Cells
dialog box has six
tabs, each focusing
on a di&erent set of
formatting o"tions
New Perspectives on Microsoft Ofce Excel 2007 4.
XP XP
Co"#ing Formats
'ith the Format 8ainter

The Format Painter co"ies the
formatting from one cell or range to
another cell or range, 'ithout du"licating
an# of the data

%elect the range containing the format #ou
'ish to co"#

Click the Format Painter button on the
(ome tab

Click the cell to 'hich #ou 'ant to a""l#
the format
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XP XP
Co"#ing Formats 'ith the
8aste O"tions ,utton
New Perspectives on Microsoft Ofce Excel 2007 20
XP XP
Co"#ing Formats 'ith 8aste
%"ecial
New Perspectives on Microsoft Ofce Excel 2007 24
XP XP
!""l#ing %t#les

! st!le is a collection of formatting

%elect the cell or range to 'hich #ou
'ant to a""l# a st#le

)n the %t#les grou" on the (ome tab,
click the Cell %t#les button

8oint to each st#le in the Cell %t#les
galler# to see a /ive 8revie' of that
st#le on the selected cell or range

Click the st#le #ou 'ant to a""l# to the
selected cell or range
New Perspectives on Microsoft Ofce Excel 2007 22
XP XP
!""l#ing %t#les
New Perspectives on Microsoft Ofce Excel 2007 23
XP XP
Working 'ith Themes

The a""earance of these fonts, colors,
and cell st#les de"ends on the
'orkbook*s current theme
New Perspectives on Microsoft Ofce Excel 2007 2
XP XP
!""l#ing a Table %t#le
to an Existing Table

-ou can treat a range of data as a
distinct object in a 'orksheet kno'n as
an Excel ta*le

%elect the range to 'hich #ou 'ant to
a""l# the table st#le

)n the %t#les grou" on the (ome tab,
click the Format as Table button

Click a table st#le in the Table %t#le
galler#
New Perspectives on Microsoft Ofce Excel 2007 2&
XP XP
!""l#ing a Table %t#le
to an Existing Table
New Perspectives on Microsoft Ofce Excel 2007 2)
XP XP
%electing Table %t#le
O"tions

!fter #ou a""l# a table st#le, #ou can
choose 'hich table elements #ou 'ant
included in the st#le
New Perspectives on Microsoft Ofce Excel 2007 27
XP XP
)ntroducing Conditional
Formats

! con'itional format a""lies formatting onl# 'hen a
cell*s value meets a s"ecifed condition

%elect the range or ranges to 'hich #ou 'ant to add
data bars6

)n the %t#les grou" on the (ome tab, click the
Conditional Formatting button, "oint to 0ata ,ars, and
then click a data bar color
or

%elect the range in 'hich #ou 'ant to highlight cells
that match a s"ecifed rule

)n the %t#les grou", click the Conditional Formatting
button, "oint to (ighlight Cells .ules or To"9,ottom
.ules, and then click the a""ro"riate rule

%elect the a""ro"riate o"tions in the dialog box, and
then click the O: button
New Perspectives on Microsoft Ofce Excel 2007 2.
XP XP
!dding 0ata ,ars

! 'ata *ar is a hori7ontal bar added to
the background of a cell to "rovide a
visual indicator of the cell*s value

%elect the cell;s<

)n the %t#les grou" on the (ome tab,
click the 0on'itional Formatting
button, "oint to 1ata +ars, and then
click the 0ata,ar o"tion #ou 'ish to
a""l#
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XP XP
!dding 0ata ,ars
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XP XP
(iding Worksheet 0ata

(iding ro's, columns, and 'orksheets
is an excellent 'a# to conceal
extraneous or distracting information

)n the Cells grou" on the (ome tab,
click the Format button, "oint to 5i'e
6 7nhi'e, and then click #our desired
o"tion
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XP XP
Changing the 8age Orientation
to /andsca"e

Click the Page La!o(t tab on the
.ibbon

)n the 8age %etu" grou", click the
Orientation button, and then click
Lan'scape
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XP XP
0efning the 8rint !rea

,# default, all "arts of the active
'orksheet containing text, formulas, or
values are "rinted

-ou can select the cells #ou 'ant to "rint,
and then defne them as a print area

%elect the range, in the 8age %etu" grou"
on the 8age /a#out tab, click the Print
2rea button, and then click "et Print
2rea
New Perspectives on Microsoft Ofce Excel 2007 33
XP XP
)nserting 8age ,reaks

Excel "rints as much as fts on a "age
and then inserts a page *rea, to
continue "rinting the remaining
'orksheet content on the next "age

Man(al page *rea,s s"ecif# exactl#
'here the "age breaks occur
New Perspectives on Microsoft Ofce Excel 2007 3
XP XP
%etting and .emoving 8age
,reaks
#o set a page *rea,8

%elect the frst cell belo' the ro' 'here #ou
'ant to insert a "age break

)n the 8age %etu" grou" on the 8age /a#out tab,
click the ,reaks button, and then click )nsert
8age ,reak
#o remove a page *rea,8

%elect an# cell belo' or to the right of the "age
break #ou 'ant to remove

)n the 8age %etu" grou" on the 8age /a#out tab,
click the ,reaks button, and then click .emove
8age ,reak ;or click .eset !ll 8age ,reaks to
remove all the "age breaks from the 'orksheet<
New Perspectives on Microsoft Ofce Excel 2007 3&
XP XP
New Perspectives on Microsoft Ofce Excel 2007 3)
%etting and .emoving 8age
,reaks
XP XP
!dding 8rint Titles

-ou can re"eat information, such as the
com"an# name, b# s"ecif#ing 'hich ro's
or columns in the 'orksheet act as print
titles, information that "rints on each
"age

)n the 8age %etu" grou" on the 8age
/a#out tab, click the Print #itles button

Click the 9ows to repeat at top box,
move #our "ointer over the 'orksheet,
and then select the range

Click the O: button
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XP XP
!dding 8rint Titles
New Perspectives on Microsoft Ofce Excel 2007 3.
XP XP
!dding (eaders and Footers

! hea'er is the text "rinted in the to"
margin of each "age

! footer is the text "rinted in the
bottom margin of each "age

%croll to the to" of the 'orksheet, and
then click the left section of the header
directl# above cell !+ to dis"la# the
(eader = Footer Tools contextual tab
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XP XP
!dding (eaders and Footers
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