MS Excel formatting

tools
Key Terms in MS-Excel
 A spreadsheet (worksheet): a piece of paper
in which data can be manipulated by the
computer stored in rows and columns.
 A workbook (Excel file) has multiple sheets.
 Each sheet may have multiple pages.
 Record and organize information in a row
(record)-and-column (field) format.
 Make calculations and simple statistical
analyses across a row or a column.
 Create charts based on the data displayed
in a spreadsheet.
Workbook vs Sheets
 A workbook refers to an Excel document. You will
sometimes hear it called a “spreadsheet.”
 In Default, each workbook has 3 “sheets”
associated with it. You can rename these sheets
to something more fitting to your purpose(e.g.
Fall Term, Summer Term, Spring Term…)
 You can add sheets if you’d like to.
 Your workbook is the ENTIRE file and the file
name should reflect the function the file serves.
 Friends_Address.xlsx
 Inventory.xlsx
Excel Workbook Window
 Open the MS-Excel
 Start-All Programs-Microsoft Office – Microsoft
Office Excel 2007
 This creates a new workbook.

 Open an Excel workbook – double-click on

the practice file named “homeexpense.xlsx”
 Open an Excel workbook in Excel
 Click on Office Button and select Open.
 Locate the file via file folders.
 Double-click on the file.
Excel Window
•MS Office Button

•Quick Access Toolbar

•Tab Bar

•Ribbon

•Worksheet Area

•Sheet Tabs

•Status Bar

•Help: F1
Microsoft Office Button
Performs many of the
functions that were located in
the File menu of older (or
Excel 2010) versions.
New, Open, Save, Save As,
Print, Send, Close, etc.
FileFormat
Save As
Excel Workbook, .xlsx
Smaller size with new
Office 2007 features.
Excel 97 – 2003 Workbook

Other Formats: web page,

.csv
 Ribbon

Font Paragraph Styles

grouping grouping grouping

 Each “tab” (such as “Home”, “Insert”…) will open a ribbon

with several command items each in similar groupings.
 Home: has the common formatting tools, clipboard, fonts,
paragraphs, number, Styles, Cells, and Editing.
The Workbook
 The workbook is comprised
of:
 Rows (labeled
numerically)
 Columns (labeled
alphabetically)
 Cells

 A cell is labeled with both a

numerical and alphabetical
value.
 Naming convention:

C3 is active as
Indicated by the
 Tab Key: navigate cells.
Steps - Creation of a Workbook
1. Create a new workbook.
2. Save it with a file name.
3. Enter data: column headings, row
headings, and data.
4. Format data: column headings, row
headings, and data.
5. Save the file.
A New Workbook
 You have a blank workbook when you
open Excel.
 Or click on Office Button and select New.
 Click on Create button.
Save a Workbook
 Click on Office Button and select
Save or Save As.
 Save: save the workbook
as .xlsx. This format is Excel
2007 compatible. It cannot be
opened in previous version of
Excel unless you have an Office
2007 converter installed.
 Save As:
 Excel Workbook - .xlsx
 Excel 97 – 2003 Workbook - .xls
 Other Formats - .CSV and others.
Creation of a Workbook
 You should always enter headings to columns and
rows to identify what the numbers represent.
 Practice: make a workbook of home expenses.

Items January February March Total Average

Clothing

Grocery

Gas

Utilities

Total
Data Entry
 Place your mouse in a cell and click once.
This will allow you to enter data in that
cell.
 To move HORIZONTALLY across cells, hit
TAB.
 To move VERTICALLY, hit ENTER.
 Practice:
 Enter column heading and row heading.
 Enter data.
Autofill – Fill in Months
AutoFill    Enter the months of the year, the days of the
week, multiples of 2 or 3, or other data in a series. You
type one or more entries, and then extend the series.
 Fill in the months of the year
 Type in the first 2 months.
 Change the cell type to Date type.
 Select the row of the months by clicking on the row tab such as “1”. Go to Format and
select Format Cells… (bottom).
 Select Date and click on OK.

•Highlightthe cells of the two

months and drag the bottom
right corner to expand the cells
with the rest of the months.
Types of Data
 You can enter numerical or text data in a cell.
 Enter numbers in cells. You may need to change the cell
format to numbers.
 Highlight number cells in the practice file, go to Format and select
Cell Format. Select Number and click on OK.
 If you see ######, you need to expand your column so
the data fits.
 Double click on the line between the two column headings to auto-fit.
 Drag the border between two columns.
 Change numbers to Currency with $ sign.
 Highlight all number cells and click on $ icon.
 To enter fractions, leave a space between the whole
number and the fraction. For example, 1 1/8.
 To enter a fraction only, enter a zero first. For example, 0
1/4. If you enter 1/4 without the zero, Excel will interpret
the number as a date, January 4.
Insert a Row/Column
 Insert a row:
 Select the row you would like to insert above
 Clicking on the row number tab.
 In Home tab, go to Insert and select Insert Sheet Rows.

 Insert a column:
 Select the column you would like to insert next to it
 Clicking on the column letter tab such as L.
 In Home tab, go to Insert and select Insert Sheet
Column.
Change Column Width or Row Height
 Column Width
 Drag the border between two columns to
adjust a column width.
 Adjust column width for a group of columns
 Highlight the columns you want to adjust their width.
 In Home tab, go to Format and select Column
Width...
 Enter a number of characters for column width. Click on
OK.
 Row Height
 Drag the border between two rows to adjust a row width.
 Adjust row width for a group of rows
 Highlight the rows you would like to change their
height.
 In Home tab, go to Format and select Row Height.
 Enter a number of the row height and click on OK.
 One point=.035 cm
Format a Worksheet

 Change the font size, color, and the

background of a cell or group of cells.
 Select the cells you’d like to change. Then
select a formatting tool.
 To show cell borders, highlight the cells
and select a border.
Table Styles and Cell Styles
 Table Styles
 Highlight the Excel table (all cells), go to
Format as Table icon. Select a table style.
 Cell Styles
 Highlight cells, go to Cell Styles, select a cell
style.
Excel - Header and Footer
 In Insert tab, click on Header & Footer icon.

 Type in a header in the Header box.

 Click on Go to Footer icon. Click on File Name icon to insert the file
name in the Footer box.
 To go back to the Normal view of the spreadsheet, click on View tab and
select Normal.
Conditional Formatting
 Format cells based on a condition
 Red font for expenses that exceed $100.
 Highlight the cells you would like to apply a conditional
formatting rule.
 In Home tab, select Conditional Formatting. Select
Highlight Cell Rules and Greater Than.
 Select a cut point number (100) and a style of text.
Conditional Formatting
 Explore more conditions
 Top/Bottom Rules: Top 10, Above Average
 Data columns
 Formatting Styles
 Color Scale
 Data Set
Basic Calculating Functions – Total,
Average
 Excel has mathematical functions for
you to use.
 Total
 Click on the Cell that displays a total.
 In Home tab, click on the sum function icon.
 Highlight the cells included in the total and
hit Enter key.
 Average
 Click on the cell that displays an average.
 In Home tab, click on the little down arrow in
the sum function icon and select Average.
 Highlight the cells included in the average
and hit Enter key.
Creating Basic Formula
 You conduct a mathematical
calculation in Excel by typing a simple
formula into a cell. An Excel formula
always begins with an equal sign (=).
 Math operators
 Addition: +
 Subtraction:-
 Multiplication:*
 Division:/
 Example: Gas + Utilities
 Click on the cell that displays the
expense of Gas and Utilities.
 Enter =.
 Click on the Gas cell for January.
 Enter +.
 Click on the Utilities cell for January
 Hit Enter key.
Copy a Formula
 You may copy the same formula onto a
series of cells.
 Example, a total expense in each of all 12 months.
 Select the total cell for January.
 Drag the bottom right corner of the cell to expand to the
December total cell.
 The total expense is then calculated for all 12 months.

•Practice
•Totalfor each of
the categories
Merge and Center
 You may want to add a title for an Excel table.
 Insert a row above the column heading row.
 Type the title in the first cell of the title row.
 Highlight the cells you would like to display the
table title.
 Click on Merge and Center icon.
Print an Excel Sheet
 As default, there are no borders
around cells.
 For printing, there are two ways to
print boarders around cells.
 Gridlines: This way adds gridlines around
the cells in the table.
 Click on Page Layout tab.
 Click on Page Setup group.
 Click on Sheet tab.
 Check Gridlines. Click on OK.
 Add borders: This way adds borders around
the cells you selected.
 Highlight the cells you want to have borders.
 In Home tab, click on the down arrow next to
the border icon and select a choice of
borders.
 You have flexibility of selecting a variety of
borders.
Page Layout
 Orientation
 The vertical dotted line specifies the right border
of a page in a spreadsheet.
 You may change the page orientation from
Portrait to Landscape. Go to Page Layout tab,
click on the Orientation icon and select
Landscape.
 You may adjust the width of columns to fit the
columns into a page.
 Double click on the border between the titles of two
columns to automatically adjust the column width.
 Drag the border between the titles of two columns to
adjust the column width.
 Margins
 To adjust the margins of a page, in Page Layout
tab, click on Margins icon and select Custom
Margins. Change margins and click on OK.
 Sheet Name
 To give a name of a sheet, double-click on the
sheet tab and enter the name.