4 - Formatting Cells

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FormattingCells

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Introduction


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Spreadsheets that have not been formattedcan be difficult to read.

Formatted text and cells can draw attentionto specific parts of the spreadsheet andmake the spreadsheet more visually

appealing and easier to understand.


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Introduction


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In Excel, there are many tools you can useto format text and cells.

In this lesson, you will learn how to changethe color and style of text and cells, aligntext, and apply special formatting to

numbers and dates.


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Formatting text


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Many of the commands you will use toformat text can be found in the Font,

Alignment, and Number groups on theRibbon.

Fontcommands let you change the style,

size, and color of text.


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Formatting text


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You can also use them to add borders andfill colors to cells.

Alignmentcommands let you format howtext is displayed across cells bothhorizontally and vertically.

Numbercommands let you change howselected cells display numbers anddates.


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To change the font


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1. Select the cells you want to modify.

2. Click thedrop-down arrownext to theFontcommand on the Home tab. The fontdrop-down menu appears.

3. Move your mouse over the various fonts. Alive preview of the font will appear in the

worksheet.

4. Select the font you want to use.


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To change the font


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To change the font size


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1. Select the cells you want to modify.

2. Click thedrop-down arrownext to thefont sizecommand on the Home tab. The

font size drop-down menu appears.

3. Move your mouse over the various font sizes.A live preview of the font size will appear in

the worksheet.

4. Select the font size you want to use.


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You can also use theGrow FontandShrinkFontcommands to change the size.


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To use the bold, italic, and

underline commands


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1.Select the cells you want to modify.

2.Click theBold,Italic, or Underlinecommand on the Home tab.


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To add a border


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To change font color


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2.Click thedrop-down arrownext to thefont colorcommand on the Home tab.Thecolormenu appears.

3.Move your mouse over the various fontcolors. A live preview of the color willappear in the worksheet.

4.Select the font color you want to use.


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To change font color


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To add a fill color


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2.Click thedrop-down arrownext to thefillcolorcommand on the Home tab.Thecolormenu appears.

3.Move your cursor over the various fillcolors. A live preview of the color willappear in the worksheet.

4.Select the fill color you want to use.


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To add a fill color


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Textalignment


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Horizontal text alignment


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2.Select on of the three horizontalAlignment

commands on the Home tab..Align Text Left: Aligns text to the left ofthe cell

. Center: Aligns text to the center of the

cell.Align Text Right: Aligns text to theright of the cell

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Horizontal text alignment


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Vertical text alignment


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2.Select on of the three verticalAlignment

commands on the Home tab.. Top Align: Aligns text to the top of thecell

. Middle Align: Aligns text to the middle

of the cell. Bottom Align: Aligns text to the bottomof the cell

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Vertical text alignment


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Formatting

numbers anddates


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Formatting numbers and dates


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One of Excels most useful features is itsability to format numbers and dates in a

variety of ways.

For example, you might need to formatnumbers with decimal places, currency

symbols ($), or percent symbols (%).


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To format numbers and dates


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Different Number Formats


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General


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General is the default format for any cell.

When you enter a number into the cell,Excel will guess the number format thatis most appropriate.

For example, if you enter 1-5, the cell willdisplay the number as a Short Date,1/5/2010.

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Number


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Number formats numbers withdecimal

places.

For example, if you enter 4 into the cell, thecell will display the number as 4.00.


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Accounting


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Accounting formats numbers as monetaryvalues like the Currency format, but it

also aligns currency symbols and decimalplaces within columns.

This format will make it easier for you to

read long lists of currency figures.

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Accounting


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Short Date


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Short Date formats numbers as M/D/YYYY

For example, August 8th, 2010, would be8/8/2010.

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Long Date


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Long Date formats numbers as Weekday,

Month DD, YYYY.

For example, it would appear in this format:Monday, August 01, 2010

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Time


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Time formats numbersHH/MM/SSand

notesAMorPM.

For example, it would appear in this format:10:25:00 AM.

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Percentage


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Percent formats numbers withdecimalplaces and thepercent sign.

For example, if you enter 0.75 into the cell,the cell will display the number as75.00%

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Fraction


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Fractionformats numbers as fractionsseparated by theforwardslash.

For example, if you enter1/4into the cell,the cell will display the number as1/4. Ifyou enter1/4into the cell that isformatted asGeneral, the cell will

display the number as a date,4-Jan.

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Scientific

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Scientificformats numbers in scientificnotation.

For example, if you enter 140000 into the

cell, then the cell will display the numberas1.40E+05.

Note: By default, Excel will format the cell

in scientific notation if it is a largeinteger. If you do not want Excel toformat large integers with scientificnotation, use theNumberformat.

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4 - Formatting Cells