Excel Lesson 2

Business Forms

Task 1 Goals

Format cell data Apply and modify cell styles

Format Cell Data Apply Number Format

Format changes the appearance of number without changing the value used in calculations.

By default, numbers will be displayed with no specific format (General)

Example of Number formats Accounting format - $ aligned in the column Currency format - $ to the immediate left of

the number Comma format – 2 decimal places and

commas Number format – 2 decimal places

Ways to Access the Number format tools In the Home tab, in the Number group In the Number Format gallery, displayed when

you click on the Number format arrow In the shortcut menu and Mini toolbar,

displayed when you right-click on a cell In the Format Cells dialog box, accessed

through the Shortcut menu, by clicking the dialog box launcher arrow in the Number group or by pressing (Ctrl+1)

Format Cell Data Format Dates

You can enter a date in any format and reformat it in one of 17 date formats.

How Click the date Press Ctrl+2 In the number tab, Click date Click a date format

Apply and Modify Cell Styles Apply a Cell Style

Cell style defines a set of formats that can be applied to cells

Select the cells, Click the Home tab and in the Styles group, click the Cell Styles button, Select style

Apply and Modify Cell Styles Create a Custom Style

You can create your own cell style by modifying an existing style or by selecting all the setting in a cell and naming the style

How Format the cell Click the Home tab and in the Styles group, click

Cell Styles button Click New Cell Style Enter a cell style name OK

Apply and Modify Cell Styles

Modify a Cell Style An existing cell style my be duplicated and then

modified to create a new style

How Right-click a cell style Select Duplicate Click Format Change setting Click Ok (2X)

Apply and Modify Cell Styles Apply a Theme

A theme is a set of font, color, and style formatting choices for an entire worksheet

How Click the Page Layout tab, and in the Themes

group, click the Themes button Click the predefined theme you prefer

Task 2 Goals

Edit cell data Insert cell data Print

Edit Cell Data Edit Cell Data

To edit data before you complete an incorrect entry, press the Backspace key. To edit after incorrect data is entered, use one of these method Redo the entry to overwrite the original data Press F2 key Double-click in the cell at the editing location

Edit Cell Data Align Cell Data

You can change the alignment of data to improve the appearance of the worksheet by using the tools in the Alignment group on the Home tab

The Orientation button allows you to rotate cell text to diagonal or vertical orientation

Edit Cell Data Clear Cell Contents

If you want to remove entered data, select the cell and press the Delete key or right-click the data and click Clear Contents from the Shortcut menu

Insert Cell Data Use AutoComplete

The AutoComplete feature enters labels automatically if you have previously entered them in the same column.

When you enter the first letter or letters of repeated data, Excel completes the label from your previously entered data

If correct press enter. If not correct, continue entering the new label

Insert Cell Data

Use AutoFill The AutoFill feature, using the fill handle, will

automatically continue a series based on a pattern you establish.

The fill handle is the small black square in the lower-right corner of a selection

Select the cell then click and drag the fill handle

Print Change Print Setting

The default printer settings are portrait orientation without gridlines or row and column headings

To customize print settings, click Page Setup on the Print Preview screen and use the dialog box

Print Set Print Area

To print only part of a worksheet, you must define the print area

How Select range Click Page Layout tab and in the Page Setup group

click Print Area, then Set Print Area

Task 3 Goals

Work with templates

Work with Templates A template is a model worksheet design,

containing permanent worksheets for fonts, formatting, styles, and formulas

To use Excel templates, open the New Workbook dialog box.

You can view installed templates, create a new template from an existing file, or search Microsoft Office Online for additional templates.

Customize a Template Once a template has been opened or

download, you can customize it with your permanent data to create a business form for your company.

Purchase order is a form used to order merchandise or supplies from a vendor.

The data that is specific to the transaction or recordable business event, will be entered when the form is used

Save a File as a Template Once you customize a template with your

permanent data, you should save it as a template file so that it will remain intact after each use.

When you open and make entries into your customized template, you will save it under a new name so that the template will remain as a form.

Save a File as a PDF Portable Document Format (PDF) is a file that

preserves document formatting. Once the worksheet is in PDF format, data

cannot be easily changed and it can only be viewed if Acrobat Reader is installed on the computer.