Formatting Worksheets, Introduction, Using Formatting Toolbar, Home Tab and the Formatting Tools, Formatting Cells Using Dialog Box

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Introduction

Excel makes available numerous formatting options to give your worksheet a polished look. You can change the size, color and angle of fonts, add color to the borders and backgrounds of cells, and have the format of a cell change, based on its value.

Using Formatting Toolbar

  • Formatting helps to make our work more presentable. It also helps the viewer/reader to understand the worksheet more easily with respect to its purpose.

    • There are three locations where the Excel 2007 formatting tools are available.

    • In the home tab.

    • In the mini toolbar that appears when you right click a range or a cell in the format cells dialog box.

Home Tab and the Formatting Tools

  • Home tab provides the quick access to the most commonly used options with respect to the formatting requirements. You can select a cell or a range and then use the tool as per the need like Font, Alignment or Number groups.

  • To understand the proper and best use of such tools, only way is to use them and experience their effect. Some of the controls are further expandable like drop-down lists etc. If you see some small arrow along with a button.

  • The button will expand to display the available choices.

In the Mini Toolbar

Shortcut menu appears when you right click a cell or a range selection. A mini toolbar also appears above the shortcut menu.

In the Mini Toolbar

In the Mini Toolbar

The Mini toolbar contains controls for common formatting:

  • Font type

  • Font Size

  • Decrease Font

  • Increase Font

  • Accounting Number Format

  • Comma Style

  • Font Color

  • Format Painter

  • Bold

  • Italic

  • Center

  • Percent Style

  • Borders

  • Merge and Center

  • Increase Decimal

  • Decrease Decimal

  • Fill Color

Using the Format Cells Dialog Box

  • Although most of the formatting related requirements get fulfilled by the controls available on the Home tab of the Ribbon, some special types of formatting are fulfilled by using Format cells dialog box.

  • This dialog box allows applying more or less any type of formatting style and number formatting. The formats selected from Format Cells Dialog box will be effective to the cells which are selected at the time.

  • To use Format Cells dialog box, select the cell or a range to apply formatting. Now choose any of the following methods

    • Press the combination of Ctrl+1, i.e., Control key and numeric 1 key.

    • Click the dialog box launcher in Home Font, Home Alignment, or Home Number. A small downward- pointing arrow icon will be displayed to the right. In the Excel Ribbon, these arrow marks are known as dialog box launcher.

    • Choose Format Cells from the shortcut menu after you Right-click the selected cell or range.

    • Click the More command in some of the drop-down controls in the Ribbon. For example, the Home Number General More Number Formats… drop-down includes an item named More Number Formats.

  • There are six tabs in Format Cells dialog box: Number, Alignment, Font, Border, Patterns, and Protection.

Formatting Cells Using Dialog Box

Number Tab

  • The data type can be selected from the options on this tab. Select the range you would like to format and click on one of the Category to apply that style to your numbers.

  • Select General if the cell contains text and number and it does not have any specific number format.

  • If you select Number Category you can represent numbers as integers, decimals with number of decimal as option etc.

Alignment Tab

These options allow you to change the position and alignment of the data with the cell. The Format Cells dialog box offers you more options than the alignment buttons on the Formatting toolbar.

Font Tab

  • All of the font attributes are displayed in this tab including font face, size, style, and effects.

  • Using Formatting toolbar you can bold, italicize, and underline your cell entries.

  • For even more formatting options you can use the Format Cells dialog box.

Border and Pattern Tabs

  • You can use the Formatting toolbar for adding borders, cell shading, and font colour. These buttons are actually tear-off palettes. When you click on the picture portion of the button, the format of the picture displayed will be applied to the contents of the cell(s) you have selected in the worksheet. You can change the picture displayed on the button by clicking on the button’s small drop-down arrow to access the palette of samples from which to choose.

  • Follow these steps to apply a border and colour to a selection using the options in the Format Cells dialog box.

  • Select FormatCells to display the Format Cells dialog box.

  • Select the Border tab.

  • In the Presets area, choose None, Outline, or Inside to specify the location for the border.

  • Choose any of the following options for the border:

    • In the Border area, click on any of the buttons to toggle its border.

    • Choose the border’s line style in the Style area.

    • If necessary, select a colour for the border in the Color Palette.

  • Select the Patterns tab, and then choose any of the following options:

    • Select a color for the background of the selection in the Color palette.

    • If necessary, select a pattern for the background of the selection in the Pattern palette.

  • Choose OK to apply the border and colour.

Dates and Times

Select “Date” from the Category box and choose the format for the date from the Type box. If the field is a time, select “Time” from the Category box and select the type in the right box. Date and time combinations are also listed. Press OK when finished.

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