Programs: Microsoft Excel Chapter 2: Lesson 2


Formatting

Lesson 2: In this lesson we will learn to format cells by using the mouse and toolbar functions.
  • Adjustment of Columns and Rows 
  • Numeric Formats
  • Alignments and Fonts
  • Selecting Nonadjacent Ranges
Adjustment of Columns and Rows Adjusting Column Width

The column measures the width of a cell.  When the text in a cell is too long to entirely fit in the cell, adjustment is needed.  A person wants to widen the cell, but not cover the adjacent cell that has different text in it.  
To widen the width of a column, go up to the toolbar at the top of the screen.  Using the mouse, click on Format and wait for a menu to pull down.  Then, click on the Column button and a new menu will appear.  Click on the Width button and a box with a number will appear next.  The number in the box tells you the current width.  You can make that number larger or smaller by clicking on it and changing the number and then clicking OK.  Continue to make the number larger until the width of the column is large enough to fit all of the text in the cell.
A second method to use the mouse instead of the toolbar.  Move the mouse to the cell column that you want to widen.  Then, move to the top of the spreadsheet above the cell you want to widen.  The mouse arrow should now be pointing to a letter.  Move the arrow to the right boundary of that letter.  Double click the the right boundary of the letter with the left button of the mouse.  Hold down the button and drag the column to the right as much as needed.  When you take your finger off the button, the column will be set to wherever you dragged it.

Adjusting Row Height

The row measures the height of a cell.  When the text in a cell is too high to entirely fit in the cell, adjustment is needed.  A person wants to heighten the cell, but not cover the above cell that has different text in it.  
To heighten the height of a row, go up to the toolbar at the top of the screen.  Using the mouse, click on Format and wait for a menu to pull down.  Then, click on the Row button and a new menu will appear.  Click on the Height button and a box with a number will appear next.  The number in the box tells you the current height.  You can make that number larger or smaller by clicking on it and changing the number and then clicking OK.  Continue to make the number larger until the height of the column is large enough to fit all of the text in the cell.
Numeric Formats Numeric Formatting 
Numeric formatting is used to adjust the number in a cell.  It can be formatted using 12 different options.  These options include: General, Number, Currency, Accounting, Date, Time, Percentage, Fraction, Scientific, Text, Special, and Custom.  Each option allows you to vary the format that the number has within the cell.  Some of the options allow you to: adjust the amount of digits in a cell, adjust how many decimal places are in the cell or adjust the specific currency or time used.  Also, you can choose the Custom option to make your own unique format.n
To change the format of numbers in the cell boxes you must first decide which cells you want to change.  To tell the computer which cells you want to adjust you must highlight these cells.  You highlight the cells by first left clicking on the cell that is the farthest left and the highest of any cell you want to change.  While holding down the left button, highlight all the cells you want to adjust.  The cells will change to a blue color to show that they have been highlighted.  Then, go up to the toolbar and click on the Format button.  When the menu pulls down, click on the Cells button.  A box will appear that says "Format Cells."  Click on the tab in the box that is Number.  The Number tab will allow you to access all 12 options for numeric formatting.  View each option by clicking on a category and reading the type and description (to the right of the category).  When you change a category, the type and description will change too.  When you have chosen a specific category and type, Click the OK button.  This will adjust all the highlighted cells to the new numeric format that you have selected. 
A second method is to use the mouse instead of the toolbar.  After highlighting the cells, Right click on the mouse and a shortcut menu will appear.  Click on "Format Cells."  This will give you the box again.  Click on the Number Tab and follow the same process as described above.
Alignments and Fonts Alignments
Alignment is used to move the text in a cell.  Different functions of alignment allow text to be moved to the left, center, right or justified.  Text can also be moved vertically to be higher or lower in the cell box.  These options can be obtained by using the shortcut menu on the toolbar or by using the format menu.  Both options are effective and will be discussed below.
To change the alignment of text in a cell, highlight the cells.  To learn how to highlight the cells, refer back to Numeric formatting (click here).  The highlighting function is methodically described there.  Then, click on the Format button on the toolbar and a pull down menu will appear.  Click on the Cell button and the "Format Cells" box will appear.  This is similar to the process used for numeric formatting.  This time though, you click on the Alignment tab.  This tab will give you several options for moving the text.  The easiest and most convenient way though is to use the Horizontal option.  Right below the word Horizontal, there is a down arrow.  Click on the down arrow using the mouse and a pull down menu will appear.  The options in the pull down menu include: left, center, right, justify, and a few other options.  Click on the option you want and the Click OK to return to the screen and see the new alignment of the text.
A second method is to use the shortcut toolbar.  Highlight the cells you want to change the alignment for.  Then click on one of the three buttons that are adjacently right of the BIU options on the toolbar.  These three options will allow you to left, center, or right align the text highlighted.  This option is more convenient and quicker, but does not allow you as many choices or options.  

Fonts

Fonts are used to adjust the presentation of text in a cell.  Different font options allow you to change the style, size, color and other aspects of  text.  The fonts can be adjusted using the toolbar or the shortcut toolbar.  Again though, the shortcut toolbar is quicker and convenient but gives you less options.
Fonts can be adjusted by highlighting the cells you want to change.  Then, click on the Format button on the toolbar at the top of the screen.  When a pull down menu appears, click on the Cells button.  Then, a box will appear.  It will be entitled "Format Cells."  Click on the tab that is named Font.  This will give you many options to change the actual font (i.e. Arial, Times New Roman, etc.), the size, the style or the color.  To change each option, you click on the box below the option you want changed.  To stay simple focus on the size, style and color.  To change the size and style, you use the box below the options.  To adjust color, you click on the down arrow right below the Color option and a pull down menu will appear.  Choose the color you would like to change your text to and click OK.  When you are done changing all the options, click OK and the options will change the text that was highlighted.   
A second method is to use the shortcut toolbar.  Again, the shortcut toolbar is easy to use but does not give you as many options.  Use the two buttons on the toolbar at the top of the screen that are to the left of the BIU icon.  The first button is the size.  After highlighting the cells you want changed, click on the down arrow to the right of number and a pull down menu will appear.  Click on the new number you will change the font size to and the highlighted cells will automatically change.  To change the actual font (i.e. Arial, Times New Roman, etc.) click on the down arrow to the right of the actual font.  A pull down menu will appear and give you many different options to change the font to.  Each option will show what it is by being in that font.  For example, the word Arial is in the Arial font, and the word Times New Roman is in the Times New Roman font.  Click on a font you want to change to and click ok.  The font will automatically be changed to the font you selected.  
Selecting Nonadjacent Ranges Selecting Nonadjacent Ranges
Highlighting is an important part of the formatting process.  Without highlighting, you would literally be formatting nothing, and no results would be seen on the spreadsheet.  Highlighting cells that are all adjacent to each other simply requires the mouse.   Highlighting ranges (a group of cells) that are Nonadjacent requires other operations.  When completed, you can highlight different ranges that are not next to each other and still format them together.
To select and highlight nonadjacent ranges highlight one cell.  Then, hold down the Ctrl key on the keyboard.  This will allow you to to select other cells without unhighlighting the first one.  Now, highlight all the cells you want in the range.  When you are down selecting them, by clicking each one with the mouse, you can format them with all of the options.  If you have selecting a cell by accident, click on it again and it will become unhighlighted.  If you decide you do not want nonadjacent cells highlighted and you only want one cell highlighted, simply take your finger off the Ctrl key and click on one cell.  This will unhighlight all the other cells.

QUIZ

1.  When formatting a row, a person is changing what?
A. Height
B. Width
C. Both

2.  Which of the Number categories when formatting cells deals with money?
A. Date
B. Currency
C. Time

3.  Which of these categories is NOT part of the Number tab for formatting cells?
A. Scientific
B. Text
C. Metric 

4.  How do you get to the shortcut menu?
A. Right click on the mouse
B. Left click on the mouse
C. It is on the File menu bar

5.  What is the default font and size?
A. Arial
B. Times New Roman
C. Courier

6.  How do you select nonadjacent ranges?
A. Click and hold Alt key
B. Click and hold Ctrl key
C. Click and hold Delete key

7.  The shortcut toolbar at the top of the screen offers how many alignments for text?
A. 1
B. 3
C. 5 

8.  To put the text in the middle of the cell which alignment do you use?
A. Left
B. Center
C. Right

Lesson Review

In this lesson we covered how to format cells using all of the different options.
  • We adjusted columns and widths to make the entire text fit in a cell without overlapping.
  • We adjusted numeric formats to choose a category to present numerical data in a cell.
  • We adjusted alignments and fonts to change the position, size, style, or color of text in a cell.
  • We selected nonadjacent ranges to highlight several cells that were not next to each other.

 Back to Lesson # 1

Continue to Lesson # 3

 Lab Exercise #2

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Programs: Microsoft Excel Chapter 2: Lesson 2