Excel Guide Handbook112

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Basic Excel Handbook • Page 23

From the Formatting

toolbar, click the Fontcolor button and chooseyour desired

color.

Color Fonts

You may want to change more than just the font style and font size: you may want to change thefont color.

Follow the step below to change the Font Color .

• Complete Step A as shown below.

A

Highlight the data youwish to color, and thenchoose your desiredcolor.



Basic Excel Handbook • 4

Shade or Put Patterns In Cell(s)

To focus attention on particular areas of the worksheet, such as the column or row labels orimportant totals, fill the cell background with color and/or a pattern.

Follow the steps below to provide Shadi ng or Pat t erns in a Cell .

Complete Steps A-F. Steps A–D are shown below. Steps E–F are shown on the following pages.

AClick and movethe mouse overthe cells you wishto color.

From the Formatting toolbar,

choose Cells.

C In the Format Cells dialog box,click the Patterns tab, and

then choose your desired color.

In the Patterns tab, click thePattern drop-down arrow toaccess patterns.

You can choose from a widervariety of color fills in theFormat Cells dialog box.

D




Choose your desired Pattern.

Click OK .




Note the filled cells, and the Fill Color button has thecorresponding selected color.

From the Formatting toolbar you can alsoadd color to a cell using the Fill Colorbutton.

Cells with shading and a pattern.




Print Gridlines

Gridlines mark the cell borders. The Sheet tab of the Page Setup dialog box provides an option forprinting gridlines with your data. You can also print your worksheet in black and white (even if itincludes color fills or graphics).

Follow the steps below to print Gridl ines.

• Complete Steps A-D. Step A is shown below. Steps B–D are as shown on the following pages.

A

From the File menu, choosePage Setup.




From the Page Setup dialog

box, click the Sheet tab. B

In the Print options click

Gridlines. C

The next time you print the gridlineswill appear.

Click OK . D




Create Borders

By default, Excel applies a ½-pt. black solid line border around all table cells. Use the Borders toolbar button to change the borders of table cells. You can select borders before you draw newcells or apply them to selected cells.

Follow the steps below to Apply a Border .

Complete Steps A-F. Steps A–B are shown below. Steps C–F are shown on the following pages.

AFrom the Formatting toolbar, click the Borders button drop-down arrow to access theDraw Borders toolbar.

Click the Draw Borders toolbar.

The Draw Borders toolbar displays afterStep B.




CClick the Font drop-down arrow todisplay the different styles andthicknesses of lines.

Choose the line style you desire.

From the Borders’ toolbar, clickthe Erase button, then click the

line(s) you wish to delete.

Click on the Erase button and the LineColor button to turn on and off (like youwould a light switch).

From the Borders’ toolbar, clickthe Line Color button, then choose

the colors(s) you desire.




Delete a Border

The Draw Borders toolbar also contains the erase borders button. There are times you will want tochange the border styles or completely delete a border.

Follow the steps below to Delet e a Bord er .

• Complete Steps A–C as shown below.

Highlight the table of cells thathave a border.

A

In the Formatting

toolbar, click theBorders’ drop-down

arrow.

Choose the of the Erase option.C




Merge & Center Cells

The Merge and Center button is used to center information across a select range of cells. Typically,the Merge and Center button is used to center the title on a worksheet.

Follow the steps below to Merge and Cent er Cell s.

Complete Steps A-B as shown below.

ADrag across the cell withentry and adjacent cells

to select them.

From the Formatting toolbar, clickthe Merge & Center button.

Data is centered within the selected range. You can also left-or

right-align data within the merged cell by clicking the Align Left orAlign Right buttons on the Formatting toolbar.

To unmerge the cells (and createseparate cells again), click the Merge & Center button on the Formatting toolbarto turn it off.

B




Wrap Text

If you want text to appear on multiple lines in a cell, you can format the cell so that text wrapsautomatically or you can enter a manual line break.

Follow the steps below to Tex t Wrap .

Complete Steps A-E. Steps A–B are shown below. Steps C–E are shown on the following pages.

ASelect text to appear on

multiple lines in a cell.

BFrom the Format menu, choose Cells.




Note the result ofWrap text.

CIn the Format Cells dialog box,

click the Alignment tab.

Under the Text control, click

Wrap text.D

EClick OK .




Vertical Text

Many times the label at the top of a column is much wider than the data stored in it. You can use theWrap text option (Format menu > Cells command > Alignment tab) to make a multiple-word labelnarrower, but sometimes that's not enough. Vertical text is an option, but it can be difficult to readand takes a lot of vertical space. You may want to try using rotated text and cell borders instead, asshown in the following picture.

Follow the steps below to create Ver t i ca l Text .

Complete Steps A–E. Steps A–B are shown below. Steps C–E are shown on the following pages.

From the Format menu, chooseCells.

B

AHighlight text.




In the Format Cells dialogbox, click the Alignmenttab.

C

Under Orientation, choose the degree of

orientation.

D

Click OK.E




Resize Columns

There are two ways to resize a column. To resize or change the width of a column, you can use theMouse or the Menu. On a worksheet, you can specify a column width of 0 (zero) to 255. This valuerepresents the number of characters that can be displayed in a cell that is formatted with thestandard font.

The standard font is the default text font for worksheets. The standard font determines the defaultfont for the Normal cell style. If the column width is set to 0, the column is hidden.

Follow the step below to Resize Columns Using t he Mouse.


Note the cell A1 cannot accommodatethe large of alpha data, and there is aneed to resize the cell.

The display in Cells A2 and A3 indicate there is morenumeric data than the cell can accommodate and the

cells should be resized.

APosition the cursor on the linethat separates Column A fromColumn B, and then doubleclick.

You can also click and drag with themouse to customize the size of thecolumn.

Note the display after thecolumn width has beenresized.




Part IV:Saving Money and

Working Smart




Cumulative Fall and Spring Grade Point

Averages – Using the Average Function

A formula is a worksheet instruction that performs a calculation. The Average Function is used to findthe Fall and Spring grade point averages. The Average Function adds the grades in the Fall or Springgrading period and divides by the number of grading periods.

Follow the steps below to find the Cumulat ive Fal l and Spr ing Gra de Point Avera ges .

Complete Steps A–I. Steps A–D are shown below. Steps E–J are shown on the following pages.

Click in the cell where theAverage formula will display. In

this example Cell G1. A

Click the Function (fx) button.

B

D

C Select the Average functionfrom the Insert Function dialogbox.

Click OK .




Click on the blueFunction Argumentstitle bar and drag theFunction Argumentsdialog box down so thatyou can access the datathat needs to beaveraged.

EClick and drag tohighlight the cells thatneed to be averaged. Inthis example click onCells D1 – F1.

F

Note the Average formula displays inboth Cell G1 and the FunctionsArguments Average Number1.

Click OK or press Enter. G

The colon (:) represents through.For example D1:F1 means Cells D1through F1 are highlighted.




Important: It is important that the formula is always placed in the FIRST ROW in order to copy theformula to all the cells in the desired column. Do not be alarmed that Cell G1 appears to have an errormessage, #DIV/0!, displayed. This message occurs because the Header Rows that contain both alphaand numeric information have been averaged.

Highlight Column G byclicking on G.

H

Click EDIT > FILL > DOWN tocopy the Average formula toall the cells in Column G.

I

Do not be alarmed that Cell G1appears to have an error message(#DIV/0!) displayed. This messageoccurs because the Header Rows thatcontain both alpha and numericinformation have been averaged.




Note that all of the formulas havebeen successfully copied to all of thecells in Column G.

Delete the #DIV/0! message in Cell G1and type in the appropriate Header Rowtitle. For example “Fall CumulativeGPAs.”

J




Sort Alpha Data

Rows can be sorted according to the data in any column. For example, in a table of names andaddresses, rows can be sorted alphabetically by name or by city. Excel rearranges the rows in thetable but does not rearrange the columns. You can sort text in Ascending order (A-Z) or Descendingorder (Z-A).

Follow the steps below to Sort Alpha Dat a.

• Complete Steps A–D. A–C are shown below. Step D is shown on the following page.

AFrom the Data menu,

choose Sort.

BClick Continue withthe current

selection.

Click Sort. C




DClick OK.

The column will sort according tothe first name that appears in the

cell.

Column A is the column you wish

to sort by.




Sort Numeric Data

You can sort numeric data in Ascending order (1-100…) or Descending order (…100-1).

Follow the steps below to Sort Numeric Dat a.

• Complete Steps A-D. Steps A–C are shown below. Step D is shown on the following page.

AFrom the Data menu

item, choose Sort.

BClick Continue with the

current selection.

Click Sort. C




DClick OK.

The Numeric Sort iscompleted, and Column C

displays the numeric data inAscending order.

Column C, the column you wish to

sort by, is displayed here.




Insert Date at the Top of Worksheet

When you want to repeat the same information at the top of each page, create a header. You canselect a pre-designed header from those listed, or create customized ones. A customized header isseparated into three sections: Left (text is left aligned), Center (text is center aligned), and Right(text is right aligned).

Flip open a novel and look at the facing pages. Most likely, at the top of one page you'll see theauthor's name and at the top of the other page you'll see the book title. At the bottom will beconsecutive page numbers. These details are in the document's headers and footers.

Headers and footers in Excel have many benefits, one of the major ones being automaticrenumbering of pages if you add or delete content in your document.

Follow the steps below to create a Header.

• Complete Steps A–F. Step A is shown below. Steps B–F are shown on the following pages.

AFrom the File menu, choose

Page Setup.




BFrom the Page Setup dialogbox, click the Header/Footer

tab.

In the Header/Footer tab, click

Custom Header.

C




In the Custom Header dialogbox, choose the Left section

and click the Date button.D

You also have the option toposition the date at the Center

section or Right section.

In the Header/Footer tab, the

Header displays the date.

Click Print Preview.

E




Note all the options in PrintPreview: Zoom, Print, Setup,Margins, Page Break Preview,Close and Hel .

Print Preview displays the

header on the worksheet.

FClick Print.




Insert Page Number at the Bottom Page

When you want to repeat the same information at the bottom of each page, create a footer. Youcan select a pre-designed header from those listed or create customized ones. A customized headeris separated into three sections: Left (text is left aligned), Center (text is center aligned), and Right(text is right aligned).

Follow the steps below to create a Footer.

• Complete Steps A–H. Step A is shown below. Steps B–H are shown on the following pages.

A From the File

menu, choose PageSetup.




In the Page Setup dialog box,click the Header/Footer tab.

B

Click the Custom

Footer button.C

Click OK. D




In the Footer dialog box,click in the Left section and choose the Page

button.

E

FClick OK.

Click Print Preview. G

In the Header/Footer tab of the Page Setup

dialog box, the Footerdisplays the Footer pagenumber (1).

You can choose other buttons(date, time, file path, filename, ortab name), or to locate the data inthe Center section or Right

section.




Print Preview displays the Footer page

number at the bottom of this page.

Click Print. H

Note all the options in PrintPreview: Zoom, Print, Setup,Margins, Page Break Preview,

Close and Help.




Print the Top Row on Each Page

It is important to have the labels for the worksheet to carry over to other worksheets so that thedata makes sense.

Follow the steps below to Pr int To t he Top Row on Each Page.

• Complete Steps A–F. Step A is shown below. Steps B–F are shown on the following pages.

From the File menu,

choose Page Setup.A




BIn the Page Setup dialog box,

click the Sheet tab.

CIn Print titles, click Rows to

repeat at top.

Click the row you choose toprint on the top of each pageand press the Enter key.

D

Note the Page Setup – Rows to repeat at top toolbardisplays after clicking the row to appear at the top of

each page.




Click OK.E

From the File menu, clickPrint Preview.

F




Page 1

Page 2

The Print Preview displays the ColumnHeadings on all pages after completing StepsA–F.

The Print Preview displays the ColumnHeadings on all pages after completing StepsA–F.




BFrom the PageSetup dialog

box, click Page tab.

In the Page tab, click the

Landscape Orientation.C

In the Page tab, click Print

Preview.D




In the Print Preview, you have the following options: see the next pageof the worksheet (Next), enlarge the view of the worksheet (Zoom),Print, access Page Setup (Setup), change margins (Margins), adjustwhere the page breaks are by clicking and dragging with your mouse

(Page Break Preview), Close, or Help.

PortraitOrientation

(vertical) printout.

LandscapeOrientation (horizontal) rintout.

Click Print.

E




Print the Worksheet on One Page

Overview: To scale data, reduce or enlarge information, use the Adjust to % normal size option onthe Page Setup dialog box from the Page Setup or Print Preview commands on the File menu. Usethe Fit to pages option to compress worksheet data to fill a specific number of pages.

Follow the steps below to Reduce Dat a T o One Page .

• Complete Steps A–E. Step A is shown below. Steps B–E are on the following pages.

AFrom the File menu, choosePage Setup.




B In the Page Setup dialog box,click the Page tab.

In the Scaling option, Adjust to50%, rather than the default100% normal size setting.

50

Click Print Preview.

C

D

You may also want to change the pageOrientation from Portrait (vertical) to Landsca e horizontal .




Before scaling the data, only Columns A-G

would fit on a page.

After reducing the data, there are morecolumns included on the worksheet

printout (Columns A-N)

Click Print. E



Basic Excel • Page 65

Preview Worksheet Without Printing

Why use Print Preview before printing my worksheet? Print Preview permits you to view the outputbefore you print, and the use of this feature will save ink and paper.

Follow the step below to Previ ew You Wor ksheet(s).


AIn the Formatting toolbar,click the Print Preview button.



In the Print Preview, you have the following options: see the nextpage of the worksheet (Next), enlarge the view of the worksheet(Zoom), Print, access Page Setup (Setup), change margins (Margins),adjust where the page breaks are by clicking and dragging with your

mouse (Page Break Preview), Close, or Help.

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