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In this lesson, you will learn how to format text and
numbers, including headings, labels, and values. You will learn how to use
Excel’s Format Painter feature, which allows you to quickly pick up all of
the formatting for selected text and then apply the same formats to
different text. You will also learn how to add borders and shading around
selected cells. Finally, you will learn how to combine multiple cells into
a single cell.
Opening an existing file.
Download the following document and save it to your pc.
Lodging Analysis03
Once it is saved go to the folder containing the document and open it with
Excel
Formatting Text
In this exercise, you format text in a worksheet.
Click cell B1, and on the Formatting toolbar, click the Bold button. The
title appears in bold, making it easier to determine the kind of data on
the worksheet.
Select the range B3:E3, and on the Formatting toolbar, click the Center
button. The year labels are centered.
Click the Bold button on the Formatting toolbar. The year labels appear in
bold.
Right-click the area you’ve selected, click Format Cells on the shortcut
menu, and click the Font tab. The Font tab of the Format Cells dialog box
appears.
On the Font list, scroll down and click Times New Roman.
On the Size list, scroll down and click 12.
Click the Color down arrow, click the Red square (third row, first
square), click OK, and click a blank area of the worksheet.
The range is deselected and appears in 12-point, red, Times New Roman
text. The new formats applied to the year labels make them stand out.
Select the range A4:A8, and click the Bold button. The row labels appear
in bold.
On the Format menu, click Cells, and click the Alignment tab. The Format
Cells dialog box appears with the Alignment tab on top.
Double-click in the Indent box, type 1, and click OK. The sales
categories in the selected cells are indented one character to the right.
On the File menu, click Save As, type
Lodging Analysis,
and click Save. The workbook is saved with the new name.
Keep this file open for the next exercise.
Format numbers using the Formatting toolbar
In this exercise, you use the Formatting toolbar to format numbers as
currency and to remove decimal positions.
Select the range B4:E8, and on the Formatting toolbar, click the Currency
Style button. The numbers in the selected cells appear with dollar signs,
comma separators, and two decimal positions. Notice that none of the
numbers includes fractions of a dollar, so the decimal positions are not
necessary.
Click the Decrease Decimal button twice, and click an empty cell in the
worksheet. The decimal positions are removed from the selected range
of numbers, and the range is deselected.
Your worksheet should now be beginning to look very professional.
The Format Painter feature is available in most Microsoft Office programs.
It allows you to copy formatting from a cell or range of cells and apply
it to another cell or range of cells.
Use the Format Painter to apply formats
In this
exercise, you use the Format Painter button to copy a format from one cell
to a range of cells.
Click cell B3. The first column label cell is selected.
Click the Format Painter button on the Standard toolbar. A flashing
marquee appears around the selected cell, and the mouse icon changes to a
plus sign with a paintbrush next to it.
Select the range A4:A8 (the row labels). Excel copies the formatting in
cell B3 to the range you selected. The row labels now appear in red, bold,
and 12-point Times New Roman font.
On the Standard toolbar, click the Save button.
The workbook is saved with the current name.
Keep this file open for the next exercise.
Adding Borders to Cells
Adding borders to a cell or range of cells can enhance the visual
appeal of your worksheet, make it easier to read, and highlight specific
data. Borders can also clearly separate sections of a worksheet. For
example, in a sales worksheet, you might add a border under the cells
containing the names of each month in the year, you might add a border
between each column of monthly sales data, and you might add a border
around the row containing the sales totals for each month.
Add borders
In this
exercise, you use all three methods to add borders to your worksheet.
Select the range B8:E8.
On the Formatting toolbar, click the down arrow to the right of the
Borders button. A menu of border line styles and locations appears
Click the Thick Box Border button (fourth button, third row) A thick
border is added around all sides of the selected cells.
Select the range A3:E3.
On the Format menu, click Cells, and click the Border tab. The Format
Cells dialog box appears with the Border tab on top.
In the Style list, click the second line style in the second column.
Click the Color down arrow, and click the Blue square (second row, sixth
square).
In the Border section of the dialog box, click the bottom border.
In the dialog box, Excel shows a preview of what the chosen border will
look like. |
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Click OK, and click a blank cell in the worksheet.
The Format Cells dialog box closes, and the blue border is added to your
worksheet.
Point to Toolbars on the View menu, and click Borders to open the Borders
toolbar.
Click the down arrow on the Line Style button, and select the double line.
The mouse pointer changes to a pencil with a line next to it, and the Line
Style button reflects the selection you have made.
Click and drag under the text in cell B1. Then click the Draw Border
button on the Borders toolbar to toggle the mouse icon back to the regular
selection arrow. A double line is drawn under the text.
Now we are going to add some shading. As with borders, you can add
shading and patterns to one cell or a range of cells to set off the
selection. For example, you might have a worksheet with numerous rows of
data that span across 15 columns. You could apply a light shade of color
to every other row so that it’s easier to follow the data for a certain
entry across the long series of columns
Apply shading and patterns to cells
In this
exercise, you add shading to cells in the worksheet and preview the
patterns that you can apply to cells.
Select the range B8:E8.
You will add shading to the cells that show total projected income for
each year.
On the Format menu, click Cells, and click the Patterns tab. The Format
Cells dialog box appears with the Patterns tab on top
In the Color area, click the Yellow square in the bottom row of colors.
Click the Pattern down arrow. The fill patterns that you can add to cells
appear.
Click the Pattern down arrow again. The Pattern list closes without a
pattern selected.
Click OK, and click a blank area of the worksheet.
The cells are deselected and appear with yellow shading.
On the Standard toolbar, click the Save button. The workbook is
saved with the current name.
Close Lodging Analysis.
Merging cells
In
this exercise, you merge cells horizontally (multiple cells in the same
row) and vertically (multiple cells in the same column) and reformat the
merged cells.
Opening an existing file.
Download the following document and save it to your pc.
AW Guest Supplies
Once it is saved go to the folder containing the document and open it with
Excel
Click cell A1 to select it, if necessary.
Hold down the Shift key, and click cell F1. The range A1:F1 is selected.
Click the Merge And Center button. The selected cells are merged into one
cell, and the text is centered in the cell.
Click cell A3, hold down the Shift key, and click cell F3. The range A3:F3
is selected.
Click the Merge And Center button. The selected cells are merged into one
cell, and the text is centered in the cell.
Select the range C4:C5; right-click the selected cells; and on the
shortcut menu, click Format Cells. The Format Cells dialog box appears.
Click the Alignment tab. The Alignment tab of the Format Cells dialog box
appears on top. Click the Vertical down arrow, and click Center. The
selected cells will be centered vertically in the merged cell.
In the Text control section of the dialog box, select the Wrap text check
box. The text in the selected cells will wrap to two or more lines if the
text does not fit on one line.
In the Text control section of the dialog box, select the Merge Cells
check box, and click OK. The cells are now merged into a single cell, and
the text is centered vertically and horizontally in the merged cell.
Click the right edge of the column selector for column C, and drag to the
left until the column is about 9 characters in width.
The text in the merged cell wraps to a second line.
On the Standard toolbar, double-click the Format Painter button.
Select the range D4:D5, then E4:E5, and finally F4:F5. Excel copies the
merge formatting to the selected cells.
Click the Format Painter button. Excel copies the merge formatting to the
selected cells, the Format Painter is no longer activated, and the cell
selection marquee around cell C4 disappears.
On your own, use the column selectors to reduce the width of columns D, E,
and F so that the text in the merged cells wraps to two lines for each
column.
On the File menu, click Save As, type
AW Guest Supplies 03,
and click the Save button.
The file is saved with the new name. Close AW Guest Supplies 03.
Email
AW Guest Supplies 03,
and Lodging Analysis
to me
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