Microsoft Office
Microsoft
Office
Excel 2013 Core
Excel 2013 Core
Courseware # 3253
Lesson 4: Formatting the
Worksheet
Microsoft Office
Excel 2013 Core
Lesson Objectives
• format numbers and
decimal places
• change the alignment,
font, or font size of cell
contents
• apply borders,
background colors and
shading to cells
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• use the Format Painter
• clear cell contents and
formatting
• apply and modify themes
• use cell styles
• apply conditional
formatting
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Microsoft Office
Excel 2013 Core
Formatting a Cell
• Refers to how data appears
• Formatting does not alter the underlying value
• Can format cells at any time
• Cell remains formatted when contents cleared unless format cleared
or cell reformatted
• When pasting a cell value to another cell, formatting is also copied
• Most common formatting options on Home tab or Mini toolbar
• Live Preview
– Applies formatting to worksheet temporarily while pointing at
formatting option on Ribbon
– When mouse is moved away, formatting reverts back to current
– Does not apply to all formatting buttons in Ribbon
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Digits
• To format cell, select cells and then:
– On Home tab, in Font, Alignment or Number group, click
appropriate button, or
– press CTRL+1, or
– right-click and click Format Cells, or
– right-click and click formatting from Mini toolbar
– on Home tab, in Font, Alignment or Number group, click
Dialog box launcher for appropriate group
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Digits
• General category
– Default format for all cells
– Numbers display exactly
as entered
• Trailing zeros after
decimal point dropped
– Numbers inconsistent for
numbers with decimal
digits
– Numbers much larger
than cell width change to
Scientific format
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Digits
• Number category
– Standard format for
numbers
– Show 1000 separator for
values over 999
– Default 2 decimal digits
– Negative numbers can
show in red, with minus
sign or brackets
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Digits
• Currency category
– Similar to Number format
– Automatically displays with
currency symbol and 1000
separator
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Digits
• Accounting category
– Similar to Currency
– Negative numbers appear
in brackets
– Currency symbol appears at
far left of cell
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Digits
• Date category
– Change display of date
values
– If month entered as a name,
format is: dd-mmm-yy
– If month entered as
number, format is as
specified in computer’s
region setting in the Control
Panel
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Digits
• Time category
– Default format for time is
Custom
– Select the time format
you want afterwards
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Digits
• Percentage category
– Always show as 100 times
number value
– Shows percent sign at right
of cell
– Default 2 decimal digits
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Digits
• Fraction category
– Converts decimal digits to
fractional values
– Based on fraction type
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Digits
• Scientific category
– Usually used in scientific
applications for very large
or very small numbers
– Only one digit shown to
left of decimal point
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Digits
• Special category
– Used for specific items where
calculations not required and
not to be treated as text
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Places
• Custom category
– If you cannot find exact
format in other categories
– Create own format using
options, or as guide
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Microsoft Office
Excel 2013 Core
Formatting Numbers and Decimal Digits
• Using the Ribbon:
Using the Mini formatting toolbar
Number Format
Accounting Number Format
Percent Style
Comma Style
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Decrease Decimal
Increase Decimal
Comma Style
Percent Style
Accounting Number Format
Decrease Decimal
Increase Decimal
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Microsoft Office
Excel 2013 Core
Changing Cell Alignment
• Change position or placement of data
• Align contents horizontally, vertically, or across several cells
• Wrapping text forces text labels to stay inside cell
• Merging cells combines cells together
and treats group as a single cell
• Indenting within a cell (shown at right)
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Microsoft Office
Excel 2013 Core
Changing Cell Alignment
• To change alignment after selecting cell:
– On Home tab, in Alignment group, click alignment button, or
– Press CTRL+1 and click Alignment tab, or
– right-click, click Format Cells, and then click Alignment tab, or
– on Home tab, in Alignment group,
click Dialog box launcher and
click Alignment tab
Bottom Align
Middle Align
Top Align
Align Left
Center
Align Right
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Wrap Text
Merge & Center
Increase Indent
Decrease Indent
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Excel 2013 Core
Changing Fonts and Sizes
• Font is style of text
• Can apply font changes to any data
• Changes apply to entire cell or selected range
– Can also format individual characters or numbers in contents
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Microsoft Office
Excel 2013 Core
Changing Fonts and Sizes
• Using the Ribbon
Font
Font Size
Increase Font Size
Decrease Font Size
Using the Mini-formatting toolbar
Font Size
Font
Bold
Italic
Bold
Italic
Underline
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Increase Font Size
Decrease Font Size
Font Color
Font Color
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Microsoft Office
Excel 2013 Core
Applying Cell Borders
•
Separates data for readability
•
Draw lines around one or all
edges of cell or range of cells
•
To apply border, select cells:
– On Home tab, in Cells group, click
Format and click Border tab, or
– Press CTRL+1 and click Border tab, or
– right-click, click Format Cells and click
Border tab, or
– right-click and click border style on
Mini toolbar, or
– on Home tab, in Font group, click
Dialog box launcher and click
Border tab
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Microsoft Office
Excel 2013 Core
Applying Cell Borders
• Can also apply borders directly
– On Home tab, in Font group, click
• Options in Borders applies border style
automatically to selected cells
• Use Draw Borders to draw borders to
specific cells
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Microsoft Office
Excel 2013 Core
Using Colors and Patterns
• Apply background colors to
increase visual appeal
• Color palette has two sets of colors:
– Bottom row of colors are standard
colors
– Theme Colors section offers range of
tones based on current theme
• To display color palette, select cells:
– On Home tab, in Font group, click
, or
– right-click on cell and click Fill Color
in Mini toolbar
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Microsoft Office
Excel 2013 Core
Using the Format Painter
• Duplicate formatting “standards” in spreadsheet
• Must click cell with formatting to copy, and then on Home tab, in
Clipboard group:
– for one application, click
, then click cell to have same formatting
– for multiple applications, double-click
formatting options
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, then click each cell to have
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Excel 2013 Core
Clearing Cell Contents and Formatting
• Select cells and then Edit, Clear
– Use All to remove all data, cell formats, comments, and hyperlinks
– Use Format to remove only formatting
– Use Contents to remove only data
– Use Comments to remove only comments
– Use Hyperlinks to remove only hyperlinks
• Delete command removes selected cells, row or column from
worksheet
• To remove contents of cell without removing formatting, press DELETE
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Microsoft Office
Excel 2013 Core
Using Themes
• Very useful for creating consistent look
for documents
– creates identity for quick recognition
• Set of theme colors, fonts, and display
effects
• Default is Office theme
– several built-in themes
– can create your own themes
• To display themes, on Page Layout
tab, in Themes group, click Themes
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Microsoft Office
Excel 2013 Core
Modifying Themes
• Theme colors consist of:
– four sets of text and
background colors
– six accent colors
– two hyperlink colors.
• Sample pane compares new
collection of colors compared to
current combination
• Save theme colors of your choice
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Microsoft Office
Excel 2013 Core
Using Cell Styles
• Grouping of specific format settings for cell
– all cells with this style formatted the same
– if style changes, cells adopt changes
– also called Quick Styles
• Styles defined for workbook, not template file
• Changing style impacts all cells using that style
• Style name does not display anywhere on Ribbon
• Style based on currently selected theme
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Microsoft Office
Excel 2013 Core
Using Cell Styles
• Can create new styles:
– use formatting in cell or cell
range as example; or
– display Format Cells dialog
box to specify formatting; or
– merge styles from another
workbook into current
workbook
• To apply style, on Home tab,
in Styles group, click Cell
Styles
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Microsoft Office
Excel 2013 Core
Conditional Formatting
• On Home tab, in Styles group,
click Conditional Formatting
• Formatting options only include:
– font styles font colors, borders,
and background fill patterns
– may not choose different font
names or font sizes in a
conditional form
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Microsoft Office
Excel 2013 Core
Conditional Formatting
• Conditional format types:
Highlight Cells
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Top & Bottom
Data Bars
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Excel 2013 Core
Setting Conditional Formats
• Conditional format types:
Color Scales
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Icon Sets
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Microsoft Office
Excel 2013 Core
Using the Rules Manager
• Excel creates the conditional formatting rules in the background.
• Use Rules Manager directly to create new rules more customized to
needs
– Can also use to modify existing rules or delete rules no longer needed
• On Home tab, in Styles group, click Conditional Formatting, click
Manage Rules
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Microsoft Office
Excel 2013 Core
Lesson Summary
• use the Format Painter
• clear cell contents and
formatting
• apply and modify themes
• use cell styles
• apply conditional
formatting
© CCI Learning Solutions Inc.
• format numbers and
decimal places
• change the alignment,
font, or font size of cell
contents
• apply borders,
background colors and
shading to cells
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Microsoft Office
Excel 2013 Core
Review Questions
1. What is Live Preview?
2. How do data appear in a cell if the alignment is set to General?
3. How can applying colors or patterns be useful in a worksheet?
4. How does applying themes differ from applying different
formatting features individually?
5. Give an example of when you might want to change a theme in
a workbook.
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Microsoft Office
Excel 2013 Core
Review Questions
6. What is the difference between clicking the Format Painter once
and clicking it twice?
7. Give some examples of why you might want to use styles on
cells in the worksheet.
8. Explain what conditional formatting is and provide examples of
how you can use it to find or enhance data.
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