Excel Guide Handbook113

Basic Excel Handbook • Page 24

Shade or Put Patterns In Cell(s)

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

Follow the steps below to provide Shading or Patterns in a Cell.

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

A Click and move the mouse over the cells you wish to color.

From the Formatting toolbar, choose Cells.

B

C In the Format Cells dialog box, click the Patterns tab, and then choose your desired color.

In the Patterns tab, click the Pattern drop-down arrow to access patterns.

You can choose from a wider variety of color fills in the Format Cells dialog box.

D


Choose your desired Pattern. E

Click OK. F


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

From the Formatting toolbar you can also add color to a cell using the Fill Color button.

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 for printing gridlines with your data. You can also print your worksheet in black and white (even if it includes color fills or graphics).

Follow the steps below to print Gridlines.

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

A From the File menu, choose Page 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 gridlines will 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 new cells 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.

A From the Formatting toolbar, click the Borders button drop-down arrow to access the Draw Borders toolbar.

B Click the Draw Borders toolbar.

The Draw Borders toolbar displays after Step B.


C Click the Font drop-down arrow to display the different styles and thicknesses of lines.

Choose the line style you desire. D

From the Borders’ toolbar, click the Erase button, then click the line(s) you wish to delete.

E

Click on the Erase button and the Line Color button to turn on and off (like you would a light switch).

From the Borders’ toolbar, click the Line Color button, then choose the colors(s) you desire.

F


Delete a Border

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

Follow the steps below to Delete a Border.

• Complete Steps A–C as shown below.

Highlight the table of cells that have a border.

A

In the Formatting toolbar, click the Borders’ drop-down arrow.

B

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 Center Cells.

Complete Steps A-B as shown below.

A Drag across the cell with entry and adjacent cells to select them.

From the Formatting toolbar, click the 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 or Align Right buttons on the Formatting toolbar.

To unmerge the cells (and create separate cells again), click the Merge & Center button on the Formatting toolbar to 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 wraps automatically or you can enter a manual line break.

Follow the steps below to Text Wrap.

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

A Select text to appear on multiple lines in a cell.

B From the Format menu, choose Cells.


Note the result of Wrap text.

C In the Format Cells dialog box, click the Alignment tab.

Under the Text control, click Wrap text.

D

E Click 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 the Wrap text option (Format menu > Cells command > Alignment tab) to make a multiple-word label narrower, but sometimes that's not enough. Vertical text is an option, but it can be difficult to read and takes a lot of vertical space. You may want to try using rotated text and cell borders instead, as shown in the following picture.

Follow the steps below to create Vertical Text.

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

From the Format menu, choose Cells.

B

A Highlight text.


In the Format Cells dialog box, click the Alignment tab.

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 the Mouse or the Menu. On a worksheet, you can specify a column width of 0 (zero) to 255. This value represents the number of characters that can be displayed in a cell that is formatted with the standard font. The standard font is the default text font for worksheets. The standard font determines the default font 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 the Mouse.

• Complete Step A as shown below.

Note the cell A1 cannot accommodate the large of alpha data, and there is a need to resize the cell.

The display in Cells A2 and A3 indicate there is more numeric data than the cell can accommodate and the cells should be resized.

A Position the cursor on the line that separates Column A from Column B, and then double click.

You can also click and drag with the mouse to customize the size of the column.

Note the display after the column width has been resized.


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 find the Fall and Spring grade point averages. The Average Function adds the grades in the Fall or Spring grading period and divides by the number of grading periods.

Follow the steps below to find the Cumulative Fall and Spring Grade Point Averages.

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

Click in the cell where the Average formula will display. In this example Cell G1.

A

Click the Function (fx) button. B

D

C Select the Average function from the Insert Function dialog box.

Click OK.


Click on the blue Function Arguments title bar and drag the Function Arguments dialog box down so that you can access the data that needs to be averaged.

E Click and drag to highlight the cells that need to be averaged. In this example click on Cells D1 – F1.

F

Note the Average formula displays in both Cell G1 and the Functions Arguments Average Number1.

Click OK or press Enter.

G

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


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

Highlight Column G by clicking on G.

H

Click EDIT > FILL > DOWN to copy the Average formula to all the cells in Column G.

I

Do not be alarmed that Cell G1 appears to have an error message (#DIV/0!) displayed. This message occurs because the Header Rows that contain both alpha and numeric information have been averaged.


Note that all of the formulas have been successfully copied to all of the cells in Column G.

Delete the #DIV/0! message in Cell G1 and type in the appropriate Header Row title. For example “Fall Cumulative GPAs.”

J


Sort Alpha Data

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

Follow the steps below to Sort Alpha Data.

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

A From the Data menu, choose Sort.

BClick Continue with the current selection.

Click Sort. C


DClick OK.

The column will sort according to the 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 Data.

• 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 is completed, and Column C displays the numeric data in Ascending 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 can select a pre-designed header from those listed, or create customized ones. A customized header is separated 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 the author's name and at the top of the other page you'll see the book title. At the bottom will be consecutive 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 automatic renumbering 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 dialog box, click the Header/Footer tab.

In the Header/Footer tab, click Custom Header.

C


In the Custom Header dialog box, choose the Left section and click the Date button.

D

You also have the option to position 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 Print Preview: Zoom, Print, Setup, Margins, Page Break Preview, Close and Help.

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. You can select a pre-designed header from those listed or create customized ones. A customized header is 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 Page Setup.


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 Footer displays the Footer page number (1).

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


Print Preview displays the Footer page number at the bottom of this page.

Click Print. HNote all the options in Print Preview: 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 the data makes sense.

Follow the steps below to Print To the 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 to print on the top of each page and press the Enter key.

D

Note the Page Setup – Rows to repeat at top toolbar displays after clicking the row to appear at the top of each page.


Click OK. E

From the File menu, click Print Preview.

F


Page 1 Page 2

The Print Preview displays the Column Headings on all pages after completing Steps A–F.

The Print Preview displays the Column Headings on all pages after completing Steps A–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 page 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.

Portrait Orientation (vertical) printout.

Landscape Orientation (horizontal) printout.

Click Print.

E


Print the Worksheet on One Page

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

Follow the steps below to Reduce Data To One Page.

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

AFrom the File menu, choose Page Setup.


BIn the Page Setup dialog box, click the Page tab.

In the Scaling option, Adjust to 50%, rather than the default 100% normal size setting.

50

Click Print Preview.

C

D

You may also want to change the page Orientation from Portrait (vertical) to Landscape (horizontal).


Before scaling the data, only Columns A-G would fit on a page.

After reducing the data, there are more columns 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 output before you print, and the use of this feature will save ink and paper.

Follow the step below to Preview You Worksheet(s).

• Complete Step A as shown below.

AIn the Formatting toolbar, click the Print Preview button.

Basic Excel • Page 66

In the Print Preview, you have the following options: see the next page 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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Excel Guide Handbook113