The columns in PHA-Pro are customizable. You can select the names, fonts and colors for the columns.
Not all changes are visible when you view your worksheets through regular view.
This section discusses the following topics:
Adding New Columns on page 172.
Alternative Method of Adding a Column on page 172.
Hiding or Displaying Columns Using the Right-Click Menu on page 173.
Hiding or Displaying Columns Using the Sheet Properties Dialog Box on page 173.
Hiding or Displaying Columns Using the Project Settings on page 174.
Renaming Columns Using the Right-Click Menu on page 174.
Renaming Columns Using Project Settings on page 175.
Resizing Columns on page 176.
Repositioning Columns on page 176.
Numbering Data in a Column on page 176.
Formatting Fonts for Columns on page 177.
Changing the Text Flow for Columns on page 178.
Formatting Colors for Columns on page 178.
Aligning Data in Columns on page 179.
Formatting Grid Lines on page 179.
Making Columns Read-Only on page 180.
Setting Conditional Formatting for Columns on page 181.
Adding New Columns To add a new column to your worksheet:
Alternative Method of Adding a Column
An alternative method of adding a column is to:
Step Action
1. Add the new field to the hierarchy.
For more information, see Adding Items to the Hierarchy on page 262.
2. Display the field as a column.
For more information, see Hiding or Displaying Columns Using the Sheet Properties Dialog Box on page 173.
Step Action
1. Go to Insert>Column.
Or
Right-click a column heading and go Show Column>New Column.
New Column dialog box opens.
2. Enter the name of the field in the Name field.
Hiding or Displaying Columns Using the Right-Click Menu
To hide or display a column using the right-click menu:
Hiding or Displaying Columns Using the Sheet Properties Dialog Box
The options described above for hiding or displaying columns are also available in the Sheet Properties dialog box.
To hide or display a column using the Sheet Properties dialog box:
3. Select the type of field in the drop-down Column Contains field.
4. If data is part of list, select the list from the Column data is part of field.
5. If new column is a list, click the Create a new sub-list check box.
6. Click Ok.
Step Action
Step Action
1. Right-click either the heading for the column that you want to hide, or any column heading if you want to display a column.
The right-click pop-up menu opens.
2. To hide the column, click Hide This Column.
The column disappears from your screen.
To display the column:
1. Click Show Column.
A pop-up menu listing the names of the hidden columns appears.
2. Click the name of the column you want to display.
The column is added. You can move the column to where you want it on the worksheet. For more information, see Repositioning Columns on page 176.
Step Action
1. Right-click any cell in the page.
Or
Select Format from the menu.
A pop-up menu opens.
2. On the pop-up menu, click Sheet Properties.
The Sheet Properties dialog box is displayed.
3. Click the Columns tab.
The Columns page opens.
4. Select (deselect) columns by selecting (deselecting) the check box next to their name.
5. Click OK.
Hiding or Displaying Columns Using the Project Settings
To hide or display a column using Project Settings:
Figure 7-4: Selecting and deselecting check boxes in the Columns tab in Project Settings lets you define which columns appear in a sheet.
Renaming Columns Using the Right-Click Menu
The names of columns are fully customizable.
To rename columns using the right-click menu:
Step Action
1. Display Project Settings by carrying out one of the following:
• Click the Settings tab.
• Go to View>Project Settings.
Project Settings opens.
2. Click Sheets.
The Sheets section opens.
3. In the left pane, click the sheet or page of interest.
Note: If you want a page that is in a sheet or collection, open the sheet or collection.
4. In the right pane, click the Columns tab. (Figure 7-4) A list of column options appears.
5. Select and deselect check boxes as required.
Tip: If necessary, open an object to expand a list.
Tip: A check mark beside a column name means that it is currently visible, and a check box beside a column means that it is hidden.
Note: This technique only changes the name on the current sheet. If you want to change the hierarchical name of the column, you must change the hierarchy item name. For more information, see Renaming Hierarchy Items on page 278.
Step Action
1. Right-click the column heading.
The right-click menu opens.
Renaming Columns Using Project Settings
To rename columns using Project Settings:
2. Select Name.
The right-click Name menu opens.
3. From the Name menu, click the name you want to use.
Tip: If you select Other: an additional field becomes available to the right of the Name field, allowing you to type a custom name for the column.
Tip: If you want add a prefix to the name:
1. Click the Prefix arrow to open a drop-down list of options.
2. From the drop-down list, select the prefix you want to use.
Step Action
Note: This technique only changes the name on the current sheet. If you want to change the hierarchical name of the column, you must change the hierarchy item name. For more information, see Renaming Hierarchy Items on page 278.
Step Action
1. Display Project Settings by carrying out one of the following:
• Click the Settings tab.
• Go to View>Project Settings.
2. Click Sheets.
The Sheets section opens.
3. In the left pane, click the sheet of interest.
Note: If you want a page that is in a sheet or a collection, open the sheet or collection.
4. In the right pane, click the Columns tab. (Figure 7-4)
5. In the Columns window, select the column name that you want to change.
Note: Ensure that the Show label check box is checked.
6. From the Name drop-down list, click the name you want to use.
Tip: If you select Other: an additional field becomes available to the right of the Name field, allowing you to type a custom name for the column.
Tip: If you want add a prefix to the name:
1. Click the Prefix arrow to open a drop-down list of options.
2. From the drop-down list, select the prefix you want to use.
Resizing Columns You can easily change the width of a column to have it display more or less information.
To resize columns:
Repositioning Columns You can quickly move a column to a different place on your screen so your data appears in the order you want.
To reposition columns:
Numbering Data in a Column You can either turn on or off numbering of data in a column.
To number data in a column
Tip: The options described above for renaming columns are also available in the Sheet Properties dialog box.
To open this dialog box:
1. Right-click any cell in the sheet or page of interest.
Or
Select Format from the menu.
A pop-up menu opens.
2. On the pop-up menu, click Sheet Properties.
The Sheet Properties dialog box opens.
3. Click the Columns tab.
The Columns tab opens.
Step Action
1. Position your mouse pointer over the right edge of the column heading.
2. Hold the left mouse button down.
3. Drag the mouse either left or right until the column is the desired width.
4. When column is desired width, release left mouse button.
Step Action
1. Position your mouse pointer over the column heading.
2. Hold left button down.
3. Drag the heading to a new position.
A red vertical line indicates the column’s new position.
4. Release the mouse button.
The column moves into its new position.
Step Action
1. Select the column and click Format on the menu.
Or
Right-click either:
• Any cell within the column of interest.
• The heading of the column.
A pop-up menu opens.
Formatting Fonts for Columns
You can customize the appearance of data in any column by selecting the font and size of the data.
To format the fonts in a column:
2. Click Column Format.
The Column Format dialog box opens.
3. Click the Options tab.
The Options tab is displayed.
Note: A check mark appears beside Show Item Number if the data in the column is currently numbered.
4. Select the Show Item Number check box to turn numbering on.
or
Deselect the Show Item Number check box to turn numbering off.
Tip: The style of the numbers that the software displays can also be changed. By following the procedure on Setting Numbering Options for Number Fields on page 279, you can use one of the following styles:
• (None)
• Custom (any text allowed) Step Action
Step Action
1. Select Format on the menu.
Or
Right-click either:
• Any cell within the column of interest.
• The heading of the column.
A pop-up menu opens.
2. Click Column Format.
The Column Format dialog box opens.
3. Click the Font tab.
The Font page opens.
4. Select your Font from the list. (Optional)
Note: Arial is the default font. The fonts that appear in the list depend on the fonts that are installed on your computer system.
5. Select your Font Size from the list. (Optional) Note: 8-point type is the default size.
6. If you wish to bold or italicize the text, click the box beside Bold or Italic.
Tip: Click both boxes if you wish to both bold and italicize the text.
7. Click OK.
Changing the Text Flow for Columns
You can enter data in either left to right or right to left order. The right to left order allows you to use languages that read from right to left. When you change the data entry, the justification automatically adjusts to the new style. The default
justification for left to right data entry is left justification; the default justification for right to left data entry is right justified.
To change the text flow in a column:
Formatting Colors for Columns
You can change the text and background colors for any column.
To format the text or background colors for a column:
Note: The default text flow is left to right.
Step Action
1. Select the column and click Format on the menu.
Or
Right-click either:
• Any cell within the column of interest.
• The heading of the column.
A pop-up menu opens.
2. Click Column Format.
The Column Format dialog box opens.
3. Click the Text Flow tab.
4. Select the direction of the text flow by selecting the appropriate radio button:
• Left to Right.
• Right to Left.
5. Click OK.
Step Action
1. Select the column and click Format on the menu.
Or
Right-click either:
• Any cell within the column of interest.
• The heading of the column.
A pop-up menu opens.
2. Click Column Format.
The Column Format dialog box opens.
3. Click the Font tab.
The Font page appears.
4. Select your Text Color.
Black is the default font color. To use a different color:
1. Click the arrow to display a pop-up palette.
2. Click the color you want to use for the font color.
Aligning Data in Columns The software automatically aligns data as you enter it into a cell. You can change both the vertical and horizontal alignment of your data.
To align the data in a column:
Formatting Grid Lines Grid lines are fully customizable. You can set the appearance of the grid lines that run along the left and right sides of a particular column. You can also adjust the appearance of horizontal grid lines within the current sheet.
5. Select your Background Color.
White is the default background color. To use a different color:
1. Click the arrow to open a pop-up palette.
2. Click the color you want to use for the background color.
6. Click OK.
Step Action
Note: Alignment modifications affect the entire column, not just the one selected cell.
Save Action
1. Select the column and click Format on the menu.
Or
Right-click either:
• Any cell within the column of interest.
• The heading of the column.
A pop-up menu opens.
2. Click Column Format.
The Column Format dialog box opens.
3. Click the Alignment tab.
The Alignment page opens.
4. To change the vertical placement of your data, click the arrow under Vertical Alignment.
A drop-down list opens.
5. Click either Top, Center or Bottom.
6. To change the horizontal placement of your data, click the arrow under Horizontal Alignment.
A drop-down list opens.
7. Click either Left, Center or Right.
8. Click OK.
All data in the column is now realigned.
To format grid lines:
Making Columns Read-Only You can protect information in a column from accidently being changed by making the column read-only. When you make an individual column read-only, you can still edit data in other columns on the worksheet.
To make a column read-only:
Step Action
1. Select the column and click Format on the menu.
Or
Right-click either:
• Any cell within the column of interest.
• The heading of the column.
A pop-up menu opens.
2. Click Column Format.
The Column Format dialog box opens.
3. Click the Grid Lines tab.
4. Under Left, click the Color arrow.
A pop-up color palette opens.
5. Click the color you want to use for the grid line that runs along the left side of the column.
6. Click the Style arrow.
A drop-down list of line styles opens.
7. Click the style you want to use for the grid line that runs along the left side of the column.
8. Click the Width arrow.
A drop-down list of line widths measured in points opens.
9. Click the width you want to use for the grid line that runs along the left side of the column.
10. Under Right, repeat steps 4 to 9 for the grid line that runs along the right side of the chosen column.
11. Under Between Rows, repeat steps 4 to 9 for the horizontal grid lines that run between rows in the current sheet/report.
12. Click OK.
Note: When you make a column read-only in a worksheet that has multiple tables, that column is read-only in all of the tables.
Step Action
1. Select the column and click Format on the menu.
Or
Right-click either:
• Any cell within the column of interest.
• The heading of the column.
A pop-up menu opens.
Setting Conditional Formatting for Columns
You can set conditions that would trigger specialized formatting in a column. This allows you to have the background color or the text color and formatting modified if certain conditions are met. For example, you could set the cell background to red for the recommendations with the high priority, yellow for recommendations with medium priority and leave the rest of the recommendations with white cells.
To set conditional formatting for a column:
2. Click Column Format.
The Column Format dialog box opens.
3. Click the Options tab.
The Options tab is displayed.
Note: A check mark appears beside Show Item Number if the data in the column is currently numbered.
4. Select the Disable Editing (Read-Only) check box to make the column read-only.
or
Deselect the Disable Editing (Read-Only) check box to turn the editing back on.
Step Action
Note: If you have several conditions for formatting a column, the conditions at the top of the list override the conditions further down the list. You can change the order of the conditions by selecting one condition and using the up and down arrows to reposition it.
Step Action
1. Select the column and click Format on the menu.
Or
Right-click either:
• Any cell within the column of interest.
• The heading of the column.
A pop-up menu opens.
2. Click Column Format.
The Column Format dialog box opens.
3. Click the Conditional Format tab.
4. Click Add.
The conditional format window opens.
Note: Click:
• Edit - to edit an exiting condition.
• Remove - to remove an existing condition.
5. Select the Evaluation context from the drop-down list.
6. Define your new formula in the workspace:
Selecting the Reference
1. Click to open the Insert Reference dialog box, which lets you select a data element from your file.
2. Select the data element.
3. Click OK.
Note: You cannot type the name of a reference in the workspace, you must use the insert reference button.
Selecting the Formula Function
1. Click to open a pop-up menu containing the following categories of functions:
• Constants – Pi, E and logical operators.
• Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count.
• Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent.
• Text – commands to convert text from lower case to upper case, or vice versa.
• Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE.
2. Select the formula.
3. Click OK.
Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator.
Note: Into this workspace you can only type:
• Numbers.
• Mathematical operators (+, -, *, /, >, < and =).
7. From the Apply format if formula result is drop-down list, select either:
• True.
• False.
8. Apply the formatting by selecting the appropriate check boxes.
Tip: If you select either Text Color or Background, you must set the color:
1. Click the Select drop-down list arrow.
2. Select the color from the palette.
9. Enter a description in the Description field.
10. Click OK.
The dialog box closes and the formatting is applied to the column.
Step Action