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CHAPTER 5

CHAPTER 5. Presenting Your Data. 5.1 Formatting Cells. Microsoft Excel provides a wealth of formatting commands for improving the appearance and content of individual cells In addition to changing a cell’s font or background color, you can also manipulate the text within it

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CHAPTER 5

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  1. CHAPTER 5 Presenting Your Data

  2. 5.1 Formatting Cells • Microsoft Excel provides a wealth of formatting commands for improving the appearance and content of individual cells • In addition to changing a cell’s font or background color, you can also manipulate the text within it • Indent and align text to keep columns uniform • Wrap and/or shrink text to keep lengthy content within the confines of a column

  3. 5.1.1 Indenting and Aligning Text Figure 5.1 Opening the EX0510 workbook

  4. 5.1.1 Indenting and Aligning Text Figure 5.2 Indenting the contents of the selected range Specify the number of character spaces to indent to the right. Two separate ranges selected at the same time.

  5. 5.1.1 Indenting and Aligning Text Figure 5.3 Increasing the cell height in a row Row height is increased to 24 points

  6. 5.1.2 Wrapping and Shrinking Text Figure 5.4 Formatting the display of a long text entry

  7. 5.1.2 Wrapping and Shrinking Text Figure 5.5 Manipulating text entries in a worksheet Shrinking an entry to fit within a cell. Merging and wrapping a text entry across four columns.

  8. 5.1.3 Selecting AutoFormat Options Figure 5.6 AutoFormat dialog box Select a table format to apply in this list area. Excel selects a range to format based on a “best guess.” Select the formatting elements to apply.

  9. 5.1.3 Selecting AutoFormat Options Figure 5.7 Applying selected elements of an AutoFormat option

  10. 5.2 Using Number Formats and Styles • Number formats change the appearance of values by adding standard symbols, such as • dollar signs • commas, and • percentage symbols • Styles ensure formatting consistency and reduce repetitive procedures. Excel provides several built-in number formats and styles for improving the readability and display of your worksheet data.

  11. 5.2.1 Using Number Formats • Regardless of how a value is displayed on the worksheet, Excel stores values (numbers and dates) internally in their unformatted form. • Thus, depending upon the number format chosen, the value appearing in a cell may not be equal to the value used by Excel in performing a calculation. • Example: Where 2.3 + 2.4 = 4.7, Excel may round the values so that 2 + 2 = 5.

  12. 5.2.2 Creating a Custom Number Format Figure 5.8 Opening the EX0520 workbook

  13. 5.2.2 Creating a Custom Number Format Figure 5.9 Creating a custom date format Enter format codes into this text box to create a custom format. Select the “Custom” option in the Category list box to create your own custom format.

  14. 5.2.2 Creating a Custom Number Format Figure 5.10 Applying a Custom Format

  15. 5.2.3 Applying and Modifying Styles Figure 5.11 Style dialog box Click here to display the Format Cells dialog box. Style comprises these six elements. Click here to import styles from another workbook.

  16. 5.2.3 Applying and Modifying Styles Figure 5.12 Modifying and applying the Currency style

  17. 5.2.4 Creating and Removing Styles Figure 5.13 Defining a new style

  18. 5.2.4 Creating and Removing Styles Figure 5.14 Applying a new style

  19. 5.3 Working with Draw Objects • Simplicity Include only those graphics that help clarify or draw the reader’s attention to specific worksheet information. • Unity The graphics that you use must clearly relate to the data. • Emphasis Use emphasis sparingly and correctly. Too much highlighting tends to confuse and frustrate the reader. • Balance Balance and symmetry make your worksheets visually attractive and enjoyable to read. Follow these basic visual design principles when formatting a spreadsheet:

  20. 5.3.1 Inserting Objects on the Draw Layer Figure 5.15 Opening the EX0530 workbook

  21. Insert Diagram or Org Chart Insert Picture from File Arrow Style Draw Menu Line Color Rectangle Line Style Text Box 3D Style Line Arrow Fill Color Font Color Dash Style Shadow Style Format printer Insert Clip Art Select Objects Insert Word Art Autoshapes Menu 5.3.1 Inserting Objects on the Draw Layer Figure 5.16 Drawing toolbar

  22. Insert Diagram or Org Chart Insert Picture from File Arrow Style Draw Menu Line Color Rectangle Line Style Text Box 3D Style Line Arrow Fill Color Font Color Dash Style Shadow Style Format printer Insert Clip Art Select Objects Toolbar Options Insert Word Art Autoshapes Menu 5.3.1 Inserting Objects on the Draw Layer Figure 5.16 Drawing toolbar

  23. 5.3.1 Inserting Objects on the Draw Layer Figure 5.17 Zooming in and out on a worksheet Zooming to view a selection of cells Drawing toolbar

  24. 5.3.1 Inserting Objects on the Draw Layer Figure 5.18 AutoShapes menu You may use the mouse to drag or “peel” these menus away from the toolbar and make them float independently over the worksheet area.

  25. 5.3.1 Inserting Objects on the Draw Layer Figure 5.19 Moving and sizing an AutoShape graphic object

  26. 5.3.2 Manipulating Draw Objects Figure 5.20 Changing the color of an AutoShape object

  27. 5.3.2 Manipulating Draw Objects Figure 5.21 Format AutoShape dialog box: Colors and Lines tab

  28. 5.3.2 Manipulating Draw Objects Figure 5.22 Placing and formatting draw objects

  29. 5.3.3 Applying Shadows and 3-D Effects Figure 5.23 Applying a shadow style effect

  30. 5.3.3 Applying Shadows and 3-D Effects Figure 5.24 Applying a 3-D style effect

  31. 5.4 Working with Other Media • Used correctly, certain media elements can help reduce ambiguity and enhance a worksheet’s appearance and ease of use. • Excel allows you to insert • WordArt objects • clip art images • organization charts • digital photographs • sounds • video, and • other media elements into your worksheets

  32. 5.4.1 Inserting WordArt Figure 5.25 WordArt Gallery dialog box

  33. 5.4.1 Inserting WordArt Figure 5.26 Entering the WordArt text

  34. 5.4.1 Inserting WordArt Figure 5.27 Positioning a WordArt object When selected, the WordArt object appears with sizing handles. Use the WordArt toolbar to redisplay the WordArt Gallery, edit the WordArt text, or apply formatting to the object.

  35. 5.4.2 Inserting Clip Art Figure 5.28 Displaying the Insert Clip Art task pane Enter a search phrase, such as “camera”, into this text box and then click the Search command button. Display the Clip Organizer dialog box. Go to the Microsoft Design Gallery on the World Wide Web. Access helpful tips for searching for clips.

  36. 5.4.2 Inserting Clip Art Figure 5.29 Viewing the results of a clip art search

  37. 5.4.2 Inserting Clip Art Figure 5.30 Moving and sizing a clip art image

  38. 5.4.3 Displaying a Background Bitmap Figure 5.31 Sheet Background dialog box

  39. 5.4.3 Displaying a Background Bitmap Figure 5.32 Applying a sheet background

  40. 5.5 Creating a Chart Sheet Consider exploring Excel’s options for customizing and formatting charts • Change a chart’s appearance by applying a new chart type • Update a chart by adding and deleting data series in its plot area

  41. 5.5.1 Plotting Your Worksheet Data Figure 5.33 Opening the EX0550 workbook

  42. 5.5.1 Plotting Your Worksheet Data Figure 5.34 Chart Wizard:Step 2 of 4 The ranges being plotted in the chart appear in the worksheet surrounded by a bounding outline or moving border.

  43. 5.5.1 Plotting Your Worksheet Data Figure 5.35 Chart Wizard:Step 4 of 4

  44. 5.5.2 Applying Chart Types Figure 5.36 Selecting a different chart type Legend from the cell range B3 to F3 Data series from the cell range B10 to F10 Rather than being embedded on a worksheet, the chart is stored on a separate tab in the workbook.

  45. 5.5.3 Adding and Deleting Data Series Figure 5.37 Adding a range to the plot area

  46. 5.5.3 Adding and Deleting Data Series Figure 5.38 Adding a data series to a chart sheet

  47. Title Subtitle Chart Area Plot Area Plot Frame Y-Axis Title Value or Y-Axis labels Single Data Marker in Data Series Category or X-Axis labels X-Axis Title 5.6 Customizing Charts Figure 5.39 Parts of a Chart

  48. Title Subtitle Chart Area Plot Area Plot Frame Legend of Data Series Y-Axis Title Value or Y-Axis labels Single Data Marker in Data Series Category or X-Axis labels X-Axis Title 5.6 Customizing Charts Figure 5.39 Parts of a Chart

  49. 5.6.1 Formatting Chart Elements Figure 5.40 Opening the EX0560 workbook Inactive “Chart” sheet tab Active “Data” sheet tab

  50. 5.6.1 Formatting Chart Elements Figure 5.41 Chart sheet tab for Haven County Chart toolbar

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