Anatomy of Excel Formatting - PowerPoint by arv17287

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									Lecture / Demonstration

    Microsoft Excel Basics
Anatomy of the Excel Window


                 Active Cell
               Title bar     Formula Bar

  Name Box

  Menu bar                     Task Pane

  Standard Tool bar

  Formatting Tool bar

  Status bar          Active Worksheet

    Sheet tabs
Basic Vocabulary

       Selected Cell            Columns




Rows


                       B 3           Cell Address


                         Worksheet
Worksheet Limits



                                          IV




              Last cell in a worksheet!



      65536
                    Cell address of IV65536
Typical Spreadsheet

               Labels     Borders
   Titles




            Values      Formulas
Excel Cell Types


    • Labels (text)
    • Values (data)
    • Formulas (calculation)
Labels


    • Identifies values
    • Left justified
    • Examples:
      – Column headings
      – Row headings
      – Notes
Values


    •   Numbers, dates, times
    •   Can be used for calculations
    •   Right justified
    •   Examples:
        Number     Date      Time   Negative Number
        378      11/29/94     4:40:31        (9876)
    • Recognized as number if begins with
        –   +    =   @   #   $   or any digit
Formulas


    • Specifies calculations to be performed
    • Begins with an equal sign (=)
    • Can contain cell references, arithmetic
      operators, values and built-in functions
    • Recalculates when cell reference
      changes
    • Example: = A1 + B2

   Note: Without the equal sign, it's just a label.
Column Width


   • Pound signs in cell indicate column is
     too small
   • Need to widen column
Column Width (cont)

  Cell not large enough, but adjacent cell is filled




  Cell still not large enough, but adjacent cell is empty
Column Width (cont)


    • Format, Column, Width, or
    • Format, AutoFit Selection, or
    • Double-click between columns
Using the Mouse


    • Select cells to edit data
    • Highlight a group of cells (a range) to
      edit them all at once
    • Right-click on a cell for options
    • Pointer icon:
      – Thick       Select cell(s)
      – Thin Crosshair + Fill Data/Series/Copy
      – Four-Way    Move cell(s)
Fill Data/Series/Copy


    •   Thin Crosshair +
    •   Same as Copy/Paste
    •   Copies labels, copies values
    •   Completes a series of label/values
    •   Copies formulas – Adjusts formulas
        relative to their new location in the
        spreadsheet
Comments


   • “Hidden” information on spreadsheet
     –   Notes to yourself or others
     –   How a formula should work
     –   Something you need to fix later
     –   Extra data there’s no room for
Comments - Viewing
Understanding Formats


    • In Excel’s “brain” each cell has two
      settings:
      – The number or text stored there
      – The way that number/text is formatted
Format Samples


   • The number ½ can be represented as:
     –   0.5
     –   50%
     –   $0.50
     –   0.50000
     –   1/2


   • To Excel, this is the same number with
     different formatting applied
Changing Cell Formats


    • Easy way: use an icon



    • Powerful way:
      – Menu: Format | Cells
      – Shortcut: Ctrl-1
Format Options


    •   Comma?
    •   Dollar Sign?
    •   Decimal Places?
    •   Negative Numbers?
Date and Time


    • Options for formatting Date and Time in
      Excel:
      – December 31,         – 5:30 PM
        2006                 – 17:30
      – 2006-12-31           – 05:30:00
      – Sunday
      – Dec 31, 06       Remember:
      – 12/31/06 (Sun)     Same number,
                           Different
                           Formatting!
Additional Cell Formatting


  • Data should be formatted so it’s purpose is
    clear
  • Use borders, colors, shading, font sizes to
    emphasize:
       • Row & Column Titles
       • “bottom line”      1
                               +
       • Totals – Use Border
                               1

								
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