Excel: Introduction, Formatting, Move and Copy

1. Excel: Introduction, Formatting, Move and Copy CSC 110

2. AGENDA • Spreadsheets • Planning a Spreadsheet • Defining Terms for Spreadsheets • Navigating Spreadsheets • Entering Data • Editing Data • File Operations • Printing • Exiting Excel • Help • Automatic Entering Features • Applying Basic Formatting

3. Course Objectives • Identify and explain the significant components of the spreadsheet interface. Note: emphasis should be on the CUI (common user interface) shared between most productivity tools. • Use the Help System • Perform basic editing, data entry, move, copy, and cut and paste functions. • Perform basic insertion, deletion and modifications to the sheet/workbook level. • Use essential formatting features including data type, color, alignment, shading, and font characteristics. • Use Print functions.

4. Spreadsheets • Spreadsheet • Used in companies for numerical and financial data • Used in companies to analyze and evaluate information. • Electronic Spreadsheet • Excel Spreadsheet • The computer completes the calculations and analysis • An Excel spreadsheet can be used for such activities creating financial statements, preparing budgets, managing inventory, and analyzing cash flow. • Made up of the following • Workbook – a spreadsheet file contains multiple worksheets • Worksheets – allowing you to enter data, complete calculations, manipulate data, and analyze data • Charts/Graphs – visual representation of the data and/or analysis results • Starting Excel 2010 • We are using office 2010 in the course so therefore we are using Excel 2010. • Starting Excel in the Windows 7 Operating System • On the taskbar click on the Start Button • You will be presented with the Start menu showing you the most recently used programs on your computer and also a Search box. • Type Excel and Press Enter inside the Search box. • This will automatically start Excel for you.

5. Planning a Spreadsheet • Planning for Effective Workbook and Worksheet Design • Plan the structure of your workbook and worksheet before you start entering information • Design Steps • State the purpose of the worksheet • Decide what input values are needed • Input Area – a range of cells containing values for variables used in formulas • Give this area labels that are recognizable for input values • Decide what outputs are needed to achieve the purpose of the worksheet • Output Area – range of cells containing results based on manipulating the values in the input area • Give this area labels that are recognizable for output values • Assign the worksheet inputs and results into columns and rows, and consider labeling • Labels at the beginning of the rows describe the information in the rows • Labels at the top of the columns describe the information in the columns • Enter the labels, values, and formulas in Excel • Change your input values to test your formulas • Correct errors in formulas as required • Format the numerical values in the worksheet • Format the descriptive titles and labels attractively, but so as not to distract your audience from the purpose of the worksheet. • Document the worksheet as thoroughly as possible

6. Defining Terms for Spreadsheets • Ribbon • Ribbon is made up of Tabs including File, Home, Insert, Page Layout, Formulas, Data, Review, View • Each Tab is made up of command groups including multiple command buttons. • Change for Office 2010 - File tab. (similar to older version of File menu) • Quick Access toolbar • Visible on the Title bar. • Includes Save button, Undo, and Redo • You may add other buttons using the drop down arrow to the right edge of the quick access toolbar. • Adding Quick Print • Workbook • A file created in Excel is called a workbook. • The workbook is filled with one or more worksheets. • The default workbook includes 3 sheets named Sheet1, Sheet2, Sheet3 • A useful workbook will rename the worksheets to something representative of the data and/or analysis included on the worksheet

7. Defining Terms for Spreadsheets - Continued • Worksheet • One sheet in a workbook. • Grid • Includes a grid of rows and columns • Rows • Rows are designated using numbers • Rows are horizontal • Row Header appears to the left of each row • Columns • Columns are designated using letters • Columns are vertical • Column Header appears at the top of each column

8. Defining Terms for Spreadsheets - Continued • Worksheet - Continued • Worksheet Name • Each worksheet has a name • Default name is Sheet1 (or some number) • Each sheet should be renamed appropriate for the sheet contents • Easy method for renaming • Right click on the Sheet name tab at the bottom and choose Rename. • Type in the new name and press enter to let the computer know you are finished typing • Alternative method of renaming • Home tab, cells group, Format Drop down list, Organize Sheets • Type in the new name and press enter to let the computer know you are finished typing

9. Defining Terms for Spreadsheets - Continued • Cells • Each box in the grid in the worksheet is known as a cell. • Each cell is named using a column letter and row number • Example – A1, B10, E3 • Currently Active Cell • Name Box displays the name of the currently active cell. • Cell is highlighted with a black thick line inside the grid • Column label of the currently active cell is highlighted • Row label of the currently active cell is highlighted • Alternative words for cell name • Cell address • Cell reference

10. Defining Terms for Spreadsheets - Continued • Formula Bar • Displays the contents of the current cell • If the current cell contains a formula, then the formula bar shows the actual formula • If the current cell contains data or text, then this is what is displayed. • Changes each time the current cell is changed. • Cell Pointer • Mouse Cursor in excel is a big fat plus sign • Used to change the currently active cell • Status Bar • Appears at the bottom of the spreadsheet window • To the left - Shows appropriate information messages on the status of the spreadsheet • To the right – Shows the Zoom and also the current View

11. Navigating Spreadsheets • Navigating Between Worksheets • The currently active worksheet will appear on the screen. • The sheet tab for the currently active worksheet will appear in the front on the list of sheet tabs • To move to a different worksheet, click on the appropriate sheet name tab at the bottom the screen. • Navigation Arrows for Worksheets • To the left-hand side of the worksheet tabs you will see navigation arrows • Use like scroll bars to scroll to see additional worksheet tabs • Double headed arrows go immediately to the beginning of ending of the list of worksheet tabs • Single headed arrows show one additional worksheet tab • Navigating Between Cells • Use the cell pointer to immediately select a cell • Tab moves from cell to cell on the same row • Enter will go to the next row in the same column • Arrow Keys • Up, Down, Left, Right • Two sets of arrow keys on keyboard • Arrow keys between standard keys and numeric keypad • Arrow keys on numeric keypad • Note numeric keypad can either be used for numbers or for arrows, but not both at the same time. • NumLock key toggles between arrows and numbers on numeric keypad

12. Navigating Spreadsheets - Continued • Navigating Between Cells – Continued • Commands for making a specific cell active

13. Navigating Spreadsheets - Continued • Navigating Between Cells - Continued • Go To Feature • Home Tab, Editing Group, Find & Select Command Button • Select Go To • In the Go To dialog box type in the cell name in the Reference Text Box • Click OK to make your selection • Scroll Bars • Horizontal Scroll Bar • Vertical Scroll Bar • Zoom • Zoom In • Zoom Out • Slide Bar • Percentage value

14. Entering Data • Select the Cell • Before you can enter data you must select the cell in which you want to enter this data. • Use one of the methods described above. • When you have successfully selected a cell you should see the word Ready appears at the left-side of the status bar. • Type in the desired information • Information may be numbers, text, or formula • Press enter when typing is complete to let the computer know you are finished typing • If you forgot to press enter there are times in Excel when you will not see all features that you are looking for because the computer thinks you are still typing – you might only get access to Font information. • The formula bar will display the information you have just entered or the results of the formula that you just entered. • As you are typing the Status Bar message changes to Enter. • Text that does not fit in a cell • All information entered in a cell belongs to the cell in which it was typed. • If you enter text that is too wide to fit in the current cell, then it will appear to overlap the adjoining cell. • It is important to remember that information entered in a cell belongs in the cell in which typing begins. • If you want the information to appear in a single cell, then you must widen the cell or wrap text within the cell. (More on this later) • Numbers that do not fit in a cell • If a number in a cell is too wide to fit in the cell, Excel automatically displays ##### • This is true if you type in a number and also if your formula results in a number that is too wide to fit in the cell. • This does not mean that the number is missing • This does not mean that there is an error in your formula. • Widen the column and the ### will go away to reveal the actual number. (more on this later)

15. Editing Data • Backspace vs. Delete • Insertion point designates the point at which the next character will be written. • Backspace erases the character to the left of the insertion point • Delete erases the character to the right of the insertion point • Editing the Enter Cell Contents • Select the cell to change by any method discussed above. • You do NOT need to click and drag across the information in the cell. • Simply selecting the cell selects all information in the cell. • You will see the information on the formula bar. • Just start typing in the new information – the existing information will immediately be erased. • Changing Partial Cell Contents • Changing the contents on the formula bar • Select the cell by any method listed above. • You will see the contents on the formula bar • Use your mouse cursor to select the portion of the contents to change • Type in the new information • Press Enter to complete the change. • Changing the cell contents immediately within the cell • Double Click the cell to change • You will now see the cell contents enlarged inside the cell including an insertion point • You will see the Status Bar message change to Edit • Use your mouse to move the insertion point to the portion of the contents to change. • Make the desired changes • Press enter to complete the change.

16. File Operations • Filenames • Names for files should be representative of what is contained in the workbook • Names can include up to 255 characters • Names can include spaces, numbers, and letters • There are some special symbols that cannot be included in filenames because they have special meanings to the operating system. • Forward and backward slashes • Question mark • Quotation marks • Greater than and less than symbols • Colon and semicolon • Asterisk • Pipe symbol • File type • Each type of file stored on a computer must have a file extension • The file extension defines the application that was used to create the file. • The file extension tells the operating system which application should be used to open the file. • Every file that is saved has a file extension. • File extension is the letters that appear after the . in the complete filename • File Extensions for Excel • Office 2010 and Office 2007 - .xlsx • Office 2003 and previous versions - .xls

17. File Operations - Continued • Creating a New Spreadsheet • Starting Excel from Start Button • Starting Excel application always creates a new spreadsheet • Creating a New Spreadsheet from Inside Excel • Click on the File Tab to display the Backstage View • In the Information Group on the File Tab you will see a New tab. • Saving a Spreadsheet • Save As • Save As allows the user to choose both a location, a name, and a file type for the file before it is saved. • Save As is required each time that the file is saved for the first time. • We are saving all files to the Flash drive so you need to navigate to the flash drive before saving. • You may also wish to choose a specific folder in which to save your file so you need to navigate to that folder before saving. • Save • Save automatically saves the file changes to the same name, location, and file type assigned to the file when it was opened. • Save does not give any options for changing name or location or file extension of the file. • Save on the Quick Access Toolbar • The Quick Access Toolbar includes a floppy disk icon. This icon is the Save icon. • Clicking this icon to save a new file. • This will automatically go through the Save As process • Excel knows that the file has never been given a name, location, or file extension • Clicking this icon to save an existing file • This will automatically go through the Save process • Even though this icon is a floppy disk – the icon can be used to store the file in any disk available in your computer

18. File Operations - Continued • Opening an Existing Spreadsheet • Using File Tab to Open an Existing File • Click on the File tab to display the Backstage view • In the Quick Commands area you will see an Open button. • Opening an Existing File from Windows Explorer • Open Windows Explorer to the folder that contains the file to open • Double click on the appropriate file icon • The operating system looks at the file extension and knows to open the file in the Excel application. • Closing a Workbook • Closing a workbook does not close the Excel application. • Closing a workbook is only closing the file. • Using the File Tab • Click on the File Tab to go to the Backstage View • In the Quick Commands Area you will see a Close Button. • Using the Close Button • As with every window there is a Close Button location in the top right hand corner of the file • There is a close button specifically for the workbook that is different from the close button for the Excel application.

19. Printing • Printing from the File Tab • Printing from the File Tab will always give you options for printing • Click on the File Tab to display the Backstage View • Click on the Print Tab • Setup your option choices BEFORE clicking on the Large Print Button • Categories • Print • Print Button, Number of Copies – use arrows or type in a number • Printer • Printer Name • At school you will NOT have an option - Your computer will be defaulted to the only option available at that location • Settings • Pages, Print One Sided, Collated • Orientation • Portrait • Landscape • Paper Size, Margins • Scaling • You can scale the printing so that all rows and columns of data fit on one page. • This is NOT recommended for this course. Your instructor cannot read things that are so squishy! • Be sure to pay attention to all assignment instructions in order to see if scaling is allowed.

20. Printing - Continued • Printing from the File Tab - Continued • Print Preview • This shows what your document will look like when printed • Look at this carefully before printing! • Navigation Buttons • Page x of y • Use the arrow keys to scroll through the pages that will be printed. • You can preview all pages and not just the first page. • Printing from the Quick Access Toolbar • Printing from the Quick Access Toolbar does not give you options for printing. • Printing from the Quick Access Toolbar always prints currently active worksheet only • Adding Quick Print to Quick Access Toolbar • Click on drop down arrow next to right-hand side of Quick Access Toolbar • Click on Quick Print • You should now see the Quick Print icon on the Quick Access toolbar • You will also see a check mark next to the Quick Print in the drop down list • This is a toggle button – so if you ever want to remove it – then you can click on it again.

21. Exiting Excel • Exiting Excel closes both the workbook and also the Excel application. • Using the Close Button • The Close Button for the excel application is located at the top right hand corner of the title bar for Excel. • Using the File Tab • Click on the File Tab to display the Backstage View • You will see an Exit Button at the bottom of the File tab.

22. Help • Microsoft Excel Help Button • Every Microsoft Application has a Help button • The Help Button is the question mark button that is located in the top right hand corner right below the Close button. • This is also accessible using the F1 special function key on the keyboard • This will bring up the Excel Help Window. • Excel Help window will search the internet for information • The user may type in a help topic for searching • Help Tab Backstage View • Click on the File tab and you will see a Help Option • This brings up the Help Tab Backstage View • On the Help Tab Backstage View you will see a large Microsoft Office Help Button. • Help for a Specific Button • Point the mouse cursor at a specific button • Tool tip appears with specific information about that button • Sometimes the tool tip will include a message about pressing F1 for more help • Help Within a Dialog Box • Individual Dialog boxes have their own help button • You will see the same question mark symbol

23. Automatic Entering Features • AutoFill • Used to fill in a range of cells with the same data or with consecutive data. • Fill Handle • The currently active cell always has a heavy black border • In the bottom right hand corner of the currently active cell is a black square • This is the fill handle. • Place your mouse cursor over the fill handle and the mouse cursor changes from a big fat plus to a little skinny plus. • When you see the little skinny plus, the fill handle is ready to work! • In general left-clicking and dragging the fill handle copies the information in the cell. • AutoFill Series • There are certain sequences of data that Excel recognizes as series • Months of the year • Days of the week • Consecutive Numbers

24. Automatic Entering Features - Continued • AutoFill - Continued • Using the Fill Handle to Fill in the series for text series • Type in the first value of the series • Left click and drag the fill handle across the cells to automatically fill in with the series • Note – if you right click and drag the fill handle you will have the choice to copy the value or to fill in the series. • Using the Fill Handle to fill in the series for numbers • Type in the first numerical value of the series • Right Click and drag the fill handle across the cells to automatically fill with the series of numbers. • Since you are right clicking you will get a menu that allows you to choose between a Series and Copying the Value • Choose Series • You will now have an option to choose the step value between consecutive numbers • Note – if you left click and drag on the fill handle of a number, then the number will be copied from cell to cell.

25. Automatic Entering Features - Continued • AutoFill - Continued • AutoFill Formulas • The fill handle is used most often for copying formulas • This allows a formula to be entered only once, but copied in order to fill in the appropriate formulas in consecutive cells. • As the formula is copied the relative cell names change relative to where they are copied and the absolute cell names remain the same. • More on formulas later

26. Selecting Cells for Formatting • Before you can format a cell you must select it. • Selecting a single cell • Point and Click method allows you to click in the cell that you want to format. • Selecting multiple cells in consecutive order • Point and click in the first cell to select • Left click and drag across the middle of all cells to select • Be sure that you are not dragging the fill handle – remember that will copy the data instead of selecting the cells • Selecting multiple cells that are not in consecutive order • Point and click in the first cell to select • Hold the Control Key down on the keyboard • Click in each additional cell to select.

27. Applying Formatting • Changing Column Width • Clicking and Dragging • Point the mouse cursor to the right hand side of the column heading of the column that you want to change. • When you see the double headed arrow, left click and drag until the column is as wide as you want it to be. • Double Clicking • Point the mouse cursor to the right hand side of the column heading of the column that you want to change • When you see the double headed arrow, double click and the column will be wide enough to fit the widest data value in the column. • Merging an d Centering Text • This allows you to create a title that is centered across multiple columns • Only one of the cells that you select is allowed to include text. • Select all of the consecutive cells that you wish to merge together. • Click on the Home Tab and click on the Merge and Center Button in the Alignment Group. • You will now see that the individual cells that you selected are now one giant cell with the text centered in the middle. • The text will be centered horizontally, but it won’t be centered vertically in the cell. • You can center the cell vertically by choosing the correct vertical alignment button in the Alignment Group on the Home tab.

28. Applying Formatting - Continued • Wrap Text • Sometimes the text label that you want to use spans multiple cells, but the data will be included in a single column or row. • Wrap Text allows the long label to be wrapped around inside of a single cell instead of spanning multiple cells. • Select the cell with the text to wrap • Click on the Home Tab and the Wrap Text icon in the Alignment group • Formatting Numbers • Numbers come in many styles and formats • The Number Group on the Home Tab gives access to formatting of numbers • Number Group Command Buttons • Money • Percentage • Remember that this button will always multiply the value in your cell by 100 if you choose this formatting. • Commas • Increase and Decrease Decimal places • Number Group Drop Down List of Number Formats • Number Dialog Box • The dialog box is launched by clicking on the little arrow in the bottom right hand corner of the Number group. • The dialog box gives you the most options for number formatting. • This was the Format Cells Menu in older versions of Excel.

29. Deleting Formatting • Formatting belongs to the cell and not to the information contained in the cell. • This means that if you delete the data you are not deleting the formatting. • Using the Clear Formats Options • Go to the Home Tab and Editing Group • Click on the drop down arrow for the Clear Button (eraser icon) • Choose Clear Formatting to only clear the formatting. • Choose Clear All and both the contents and the formatting will be cleared. • Toggle Option • Remember that all formatting commands are options on the tabs and command buttons • These options are toggle options • You can remove the formatting by toggling the individual options off

30. Changing Column Width • Click and Drag on the column boundary on the right hand side of the column when you see the double headed arrow • Double Click on the boundary between column headers on the right side of the column to resize • Automatically makes the column wide enough for the widest data in a cell in the column • Column Width Dialog Box • Click on the Home Tab, the Cells Group and the Format button • Select Column Width • This brings up the Column Width Dialog Box • You can type in a column width value

31. Inserting Columns • Inserting a column always inserts a column to the left of the current cell • Using the Insert Button • Home Tab, Cells Group, Insert Button , Select Insert Sheet Column • Using the Insert Dialog Box • Accessing the Insert Dialog Box • Home Tab, Cells Group, Insert Button, Select Insert Cells • Right Click on the Current Cell, Select Insert • Select Entire column

32. Deleting Columns • Inserting a column always removes the column associated with the current cell • Using the Delete Button • Home Tab, Cells Group, Insert Button , Select Delete Sheet Column • Using the Delete Dialog Box • Accessing the Delete Dialog Box • Home Tab, Cells Group, Insert Button, Select Delete Cells • Right Click on the Current Cell, Select Delete • Select Entire column • Right Click on the column header, Select Delete

33. Changing Row Height • Click and Drag on the row boundary below the row when you see the double headed arrow • Double Click on the boundary below the row that needs to be resized. • Automatically makes the row tall enough for the tallest data in a cell in the row • Row Height Dialog Box • Click on the Home Tab, the Cells Group and the Format button • Select Row Height • This brings up the Row Height Dialog Box • You can type in a row height value

34. Inserting Rows • Inserting a row always inserts a row above the current cell • Using the Insert Button • Home Tab, Cells Group, Insert Button , Select Insert Sheet Rows • Using the Insert Dialog Box • Accessing the Insert Dialog Box • Home Tab, Cells Group, Insert Button, Select Insert Cells • Right Click on the Current Cell, Select Insert • Select Entire row

35. Deleting Rows • Deleting a row always removes the row associated with the current cell • Using the Delete Button • Home Tab, Cells Group, Insert Button , Select Delete Sheet Rows • Using the Delete Dialog Box • Accessing the Delete Dialog Box • Home Tab, Cells Group, Insert Button, Select Delete Cells • Right Click on the Current Cell, Select Delete • Select Entire row • Right Click on the row header, Select Delete

36. Hiding and Unhiding • Sometimes you want a row or column to be hidden from view, but not deleted from the spreadsheet. • As an example – in my grade book when a student withdraws I hide their row in the spreadsheet • Executing Hide and Unhide • Home Tab, Cells Group, Format Button, Hide & Unhide option • Right Click on a selected row or column heading • Hide and Unhide are toggle buttons • If a row or column is currently hidden, then the menu option will include Unhide • If a row or column is currently not hidden, then the menu option will include Hide • Unhiding a Row or column • Select a range of row or column headings that include the hidden item of interest • Select the unhide option on the menu (right click or Format button method

37. Clearing Cells • Clearing Contents • Press delete key on the keyboard • Using the Clear Button • Access the button on Home Tab, Editing Group, Clear Button • Click on the drop down arrow for the Clear Button • Select Clear Contents • Clearing Formats • Remember that formatting belongs to the cell and not to the contents • Using the Clear Button • Access the button on Home Tab, Editing Group, Clear Button • Click on the drop down arrow for the Clear Button • Select Clear Formats • Clearing Both • Using the Clear Button • Access the button on Home Tab, Editing Group, Clear Button • Click on the drop down arrow for the Clear Button • Select Clear All

38. Font Formatting • Font Group on the Home tab • Options for basic formatting to the text included in cells. • Font type • Font Size • Increase Font Size, Decrease Font Size • Bold, Italics, Underline • Font Color • Clicking on the Font Color Button will apply the current font color to the cell • Clicking on the drop down arrow allows you to pick from many color options • Clicking on More Font Colors gives you the most options • Automatic means regular black font color • Fill Color • Fills the cell with a color • Clicking on the Fill Color Button will apply the current fill color to the cell • Clicking on the drop down arrow allows you to pick from many color options • Clicking on More Fill Colors gives you the most options • Borders from the Button in the Font Group • All parts of border –use some or all • Outside border, inside border • Thick line border

39. Font Formatting - Continued • Dialog Box in Font Group • Dialog Box is accessed using the small arrow in the bottom right hand corner of the Group • This brings up the Format Cells Dialog Box • Select the Border tab • The Dialog Box gives many more options • Choose a line style first • Choose a color for the line • Choose the actual Border last • Click OK to save changes. • Formatting with the Mini Toolbar • The Mini Toolbar includes formatting options that are available on the Home tab in the Font Group. • Remember that the contents of the Home Tab are not visible when you are using a different tab. • The Mini Toolbar gives you formatting options when you are on a different tab. • Displaying the Mini Toolbar • Double Click in a cell, select the data in the cell • Right Click in any cell • The Mini Toolbar appears dimmed • Hover over the Mini Toolbar and it will become active and bright again

40. Alignment Formatting • By default numbers are aligned to the right of the cell. • On the Home Tab in the Alignment Group • Horizontal Alignment • Alignment within the cell • Left, center, right • Vertical Alignment • Alignment within the cell • Top, middle, bottom • Orientation of Text • This button allows you to change the orientation of text within a cell • The text can be rotated at an angle or moved vertically. • Increase Indent and Decrease Indent • Wrap Text • Wraps the text inside of one cell instead of spilling over to the neighbor cell

41. Alignment Formatting - Continued • Merge and Center • Merges a group of cells together as one big cell. • Centers the text horizontally within the merged cell. • There can only be one cell in the group of cells that include text before the merge and center is executed. • There is also an option to unmerge cells that have been previously merged • Format Cells Dialog Box • Use the arrow to the bottom right hand corner of the Alignment Group to display the Format Cells Dialog Box • Select the Alignment Tab

42. Formatting Numbers • By default numbers are aligned to the right, without commas, without decimal digits • Numbers can be formatted using the Number Group on the Home Tab • $ button • Applies Accounting Number Style when the button is clicked • Drop down arrow gives options for formatting in a variety of international currencies • % Button • Takes the value that is entered in the cell and multiplies it by 100 • Includes a % symbol in the cell with the number • Note – if the user just types in a % sign the number will not be multiplied by 100 and it will still be evaluated as a percentage • , Button • Applies comma formatting to the number • Inserts a comma for 1000s • Increase Decimal • Includes an additional digit after the decimal point each time the button is selected • 0’s are inserted if there are no other digits after the decimal point • The original number is not lost, this is just a display feature

43. Formatting Numbers - Continued • Numbers can be formatted using the Number Group on the Home Tab – Continued • Decrease Decimal • Removes an additional digit after the decimal point each time the button is selected • The number displayed is rounded • The original number is not lost, this is just a display feature. • Number Categories • Click on the drop down arrow to view a list of number categories • By default the number is a General Number with no specific formatting • Each category will apply default formatting belonging to that category of number • Numbers can be formatted using the Format Cells Dialog Box • Format Cells Dialog Box can be launched from • Launch Dialog Box button in the bottom right hand corner of Numbers Group • More Number Formats selection on the drop down list of number categories • More accounting Formats selection on the drop down list for the $ Button • Home Tab, Cells Group, Format button

44. Number Categories • General Number • No formatting options • Number • Formatting options for number of digits after decimal, commas, and negative number representation • Currency • Formatting options for number of digits after the decimal, money symbol, and negative number representation • Accounting • Matches the default formatting for the $ Button in the Numbers Group • Formatting options include number of digits after the decimal point and the money symbol. • Accounting has a very specific representation of negative numbers so this is not a formatting option • Dates • Times • Percentage • Fractions • Special • Special types of numbers • Zip code, phone number, social security number • These are all numbers that must follow a specific known pattern • Custom • Specify your own number type by choosing a pattern listed

45. Number Categories • Fill Color Button on Font Group • Format Cells Dialog Box • Gives many more options • More colors • Patterns – color and styles • Fill Effects

46. Repeat Formatting • Repeat Command • use special function key F4 or CTRL Y • Format Painter • Button on the Home Tab in the Clipboard Group • The button is a paint brush • Selecting this button turns your cursor into a paint brush • When the button is selected the computer remembers the formatting included in the current cell • As you click and drag across other cells (like painting with a paint brush) the same formatting is applied to all of those cells • Double clicking on the Format Painter allows you to continued to apply the same formatting to different areas of the worksheet. When you are finished formatting click on the Format Painter button again.

47. Margins • Your page has many margins: top, bottom, left, right • You can choose the setup for each of those margins • There are several margin setting groups that are predefined: • Normal • Wide • Narrow • Custom Margins • You can define your own custom margins using the Margins tab on the Page Setup Dialog Box • The Page Setup Dialog Box can be accessed: • Margins Button on the Page Setup Group • Page Setup Dialog Box Launcher on the right hand side of Page Setup Group • You can specify individual values of top, bottom, left, right • You can specify the changes using the spinners. • Click up the up or down arrow appropriately • Or you can just type in a new value • As you change the margin values you will see the preview of what that looks like in the center diagram. • Click on OK to save the changes.

48. Page Orientation • Page Orientation defines the direction in which the spreadsheet will be printed on the page. • By default the page is printed in Portrait • Portrait • Page is taller than it is wide • This allows for more rows on one page • Landscape • Page is wider than it is tall • This allows for more columns on one page • Orientation can be defined • Using the Orientation Button in the Page Setup Group on the Page Layout tab • Page Tab on the Page Setup Dialog Box • One or the other, but not both • Page Orientation works as a group of radio buttons • Only one button can be selected at any one time. • If you select one button, then the other button is deselected. • In the Orientation Button, the options appear as two buttons, but they still work in the same fashion as radio buttons

49. Printing Gridline and Row/Col Headings • We are printing gridlines and row and column headings in every print out (value or formula) • Sheet Options Group • Page Layout Tab, Sheet Options Group • Gridlines • Checkbox for View • Shows gridlines in the development area • This is selected by default • Checkbox for Print • Includes gridlines in the print out • This is not selected by default. • Headings • This involves both row and column headings • These are the headings generated by excel • This is NOT the titles that the user included in the cells in the grid. • Checkbox for View • Shows row and column headings in the development area • This is selected by default • Checkbox for Print • Includes row and column headings in the print out • This is not selected by default.

50. Printing Gridline and Row/Col Headings - Continued • Page Setup Dialog Box • Launched by the Dialog Box Launcher in the Sheet Options Group • Use the Sheet Tab • In the Print category on the dialog box • Checkbox for Gridlines – not checked by default • Checkbox for Row and Column headings – not checked by default.