4.1.1 Bold, Italic and Underline
Formatting is changing the way cells look in order to improve readability, appearance and ease of use.
Applying bold, italic and underline
Highlight the required cell/s.
Select Format | Cells, Font tab.
Choose the required formatting from within Font Style and Underline.
Note: When using the Format dialog box all selections are previewed to show what the results will look like.
Click OK to add the formatting.
From the keyboard
Select the cell/s.
To add Bold, press <Ctrl B>.
To add Italic, press <Ctrl I>.
To add Underline, press <Ctrl U>.
To start Bold press <Ctrl B>, type text and <Ctrl B> to turn bold off.
To start Italic press <Ctrl I>, type text and <Ctrl I> to turn italic off.
To start Underline press <Ctrl U>, type text and <Ctrl U> to turn underline off.
Part of a cell only, while editing
Enter edit mode by double clicking on the required cell or press
<F2>.
Click and drag any part of the cell contents and use any method described previously to add the required formatting.
Press <Enter>, to exit edit mode.
Using the mouse
Select the required cell/s and click once on the required toolbar
button from .
When a feature is in operation the button changes colour and appears to be pressed.
Removing bold, italic and underline
Select the required cell/s.
Turn off by clicking once on the depressed button.
4.1.2 Change Font and Font Size
A font is a type or style of print. Examples of fonts are Arial, Roman, Modern, Script, etc. A combination of the software in use and the selected printer determines which fonts are available for use.
The default font is Arial, 10 point. Font size is measured in points.
There are 72 points to 1 inch in height.
Select the range.
Select Format | Cells.
Select Font tab.
Select Font from Font box and Size from Size box.
Note: Text can be typed into these boxes, especially the size box, when a size is not displayed in the list.
Check the Preview box for an example of the chosen options.
Click OK to add the formatting.
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On the formatting toolbar, select a Font from the drop down listand Size from the size box . The changes have to be applied to see the results, there is no preview available.
Change of base font and size
To change the base font for all new workbooks:
Select Tools | Options, click the General tab.
Choose the required Font and Size.
The changes will only take effect after Excel is restarted.
4.1.3 Format Numbers
Numbers can be displayed in various formats with options for decimal places and the display of negative values.
Formatting numbers
Select the range.
Select Format | Cells.
Choose the Number tab.
Select required Category, Number of decimal places and Negative number display (for currency).
Check the sample box.
Click OK to apply the chosen formats.
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There are also five number formatting buttons on the Toolbar. gives a standard Currency format, gives a standard Percentage format,gives a Comma format and and increase and decrease the number of decimal places by one. Select the cells to be formatted and then click on the appropriate button.
4.1.4 Date and Time
Date and Time is stored as a number including a decimal part. The whole number represents the number of days since 1 January 1990 and the decimal part represents the time as a fraction of a day.
Formatting date and time
Select the range.
Select Format | Cells.
Choose Number tab.
Select Date or Time in Category and the required format from within Type.
Click OK.
T I P To enter Today’s date press <Ctrl ;>. To enter the current time press
<Ctrl Shift ;>
Note: Elapsed time calculations are carried out by subtracting one time from another.
4.1.5 Alignment
Alignment is the positioning of text in a cell relative to its edges. By default Labels (Text) are aligned to the left and Numbers to the right.
Aligning cell contents
Highlight the required range.
Select Format | Cells | Alignment tab.
Select the required option from within Horizontal (choosing Left (Indent) optionally enter the amount in the Indent box, changing the Indent automatically selects Left (Indent) in the Horizontal box).
Select the required option from within Vertical.
Click OK to apply the formatting.
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There are three horizontal alignment buttons, Left Centre and Right on the formatting toolbar. Click once to apply formatting.4.1.6 Text Wrap
When text needs to fit a cell without widening the column, text wrap can be used.
To apply text wrap
Highlight the cell/s.
Select Format | Cells and the Alignment tab.
Check Wrap text under Text control.
Click OK to apply the formatting.
Note: The row height is changed automatically to accommodate the text if the user has not manually set the row height. If the row height has been set, it must be increased manually to view all the text.
4.1.7 Merge and Shrink to Fit
Merge and centre is used to centre a title across a range of cells, either horizontally or vertically.
Enter text into a cell.
Highlight the range starting with the cell that contains the text.
Select Format | Cells, Alignment tab.
Under text alignment, select Centre (vertical or horizontal, as required).
Check Merge cells under Text control.
Click OK.
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To display numbers with leading zeros, start the entry with an apostrophe, e.g. ‘0786. The entry is now treated as text and calculations can be performed on it without modification. Trailing zeros in decimals are displayed via formatting. TIP
To remove merge and centre
Highlight the merged cell.
Select Format | Cells, Alignment tab.
Uncheck Merge cells under Text control.
Click OK.
Shrink to Fit
Text can be made to fit a cell by applying Shrink to Fit.
Select the cell/s.
Select Format | Cells, Alignment tab.
Check Shrink to Fit under Text control.
Click OK to apply the formatting.
4.1.8 Text Orientation
Text within cells can be displayed vertically or at any angle.
To change the text orientation
Highlight the range of cells to be formatted.
Select Format | Cells and the Alignment tab.
Within Orientation click on the vertical text or either Rotate the text by dragging the line round to the required angle or enter the number of degrees in the box.
Note: If the row height has not been set manually it changes automatically to accommodate the text. If it has been set manually the row height must be adjusted manually as required.
4.1.9 Text Colour
Text colour is called Font Color.
To change font colour
Highlight the required range.
Click the Font colour button to change to the displayed colour or
Click the to display the drop down list and choose from the palette of colours.
Selecting a Font Colour automatically closes the drop down box and adds that colour to the text in the selected range.
Note: The last colour used will be displayed as the colour for the rest of the current working session. Red is displayed as the default text colour if the program is restarted.
Alternatively
Font colour can also be changed if formatting text via Format | Cells and Font tab.
In the Color box click the drop down arrow to display the range of colours.
Select the required text colour.
Click OK to apply the text colour.
4.1.10 Cell Borders
Lines are added to worksheets via Cell Borders. Options are given on line style and location within the cell or range of cells.
To add cell borders
Select the required cell/range.
Select Format | Cells and Border tab.
Choose from Style, Color (if required) and then from either Presets or Border to add lines to the required areas.
Note: When adding lines, remember that lines are added in the chosen position to every cell in the chosen range.
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A smaller selection of Border options is available on the toolbar via the Borders button . Choose from the drop down list. The last chosen option is then displayed for future use. The default Border is a single line on the bottom of cells.4.1.11 Cell Shading
Background cell colour is added to cells to enhance the appearance of worksheets.
To add cell shading
Highlight the required range.
Click the Fill Color button for the default colour or
Click the down triangle to display the range of colours.
Click on the required colour to apply to the range of cells.
To add cell patterns
Highlight the range and select Format | Cells and Patterns tab and choose from Pattern.
Click OK to add pattern and colour.