Excel formatting

Excel 2007 Formatting WORKSHOP DESCRIPTION 1 Overview 1 Prerequisites 1 Objectives 1 CONDITIONAL FORMATTING 2 Format All Cells by Using a Two-Color Scale 3 Format All Cells by Using a Three-Color Scale 3 Format All Cells by Using Data Bars 4 Format all cells by using an icon set 4 Format Only Cells That Contain Text, Number, or Date or Time Values 5 Format Only Top or Bottom Ranked Values 5 Format Only Values That Are Above or Below Average 6 Format Only Unique or Duplicate Values 6 Use a Formula to Determine Which Cells to Format 7 Clear Conditional Formats 9 Worksheet 9 A range of cells, table, or PivotTable 9 TEMPLATES 9 Creating a New Template 10 EXERCISE 1 11 FORMULAS 11 Precedence of Operators 12 Cell Referencing 12 Understanding Relative, Absolute and Mixed References 12 References to Worksheets in the Same Workbook 13 References to worksheets in other workbooks 13 FUNCTIONS 14 Entering functions manually 14 Entering functions using the Function Wizard 14 EXERCISE 2 15 CHARTS 16 CHANGE THE CHART TYPE OF AN EXISTING CHART 18 EXERCISE 3 19 MAIL-MERGE DATA TO WORD 20 WHAT HAPPENED TO EXCEL LISTS? 20 LISTS / TABLES 21 Sorting 22 Entering Data Into a List / Table 22 Using the Quick Access Toolbar 22 Entries 25 Auto Filter 25 EXERCISE 4 26 RESOURCES 27 Faculty / Staff Resource Center 27 Getting Help 27 Campus Resources 27 Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 1 WORKSHOP DESCRIPTION Overview The first leg of the Excel Workshop series was designed primarily for those who had little experience with Excel. Participants were able to flavor the basics of a spreadsheet, create and modify worksheets, format and enhance worksheets, manage workbooks and setup their work in a presentable fashion. This is the second leg of this series and designed to cover topics such as conditional formatting, creating templates, formulas and functions, charting techniques, mail merge and creating lists. The conclusion of this series is designed primarily for Pivot Tables and Macros. To start off we will cover a general know how on Pivot Tables, followed by creation of a Pivot Table and a Pivot Chart. Later on the workshop comprises of recording macros, macro menus and global macros. Prerequisites Excel 2007 Basics (optional) Objectives Participants attending this workshop will: Apply Conditional formatting to worksheets. Learn how to create a template, apply the necessary formatting and then save it for future use. Understand use of Formula’s and Functions Learn how to create Charts Work with Mail Merge & Create meaningful lists. Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 2 CONDITIONAL FORMATTING Conditional Formatting offers an easy way to apply formats that stay “asleep” until the values in the formatted cells achieve a specified state. Sometimes tables with this sort of conditional formatting are referred to as stoplight tables, because they are often used to call attention to potential problem areas in a business model. For example, you could apply conditional formatting to a range of cells that contain sales totals, specifying that if any of the totals drops below $10,000, the format of the cell changes to stand out from the other cells. Choose Home > Styles > Conditional Formatting. All the formatting options as shown. Data Bars : A data bar helps you see the value of a cell relative to other cells. Color Scales : Color scales are visual guides that help you understand data distribution and variation. Icon Sets : Use an icon set to annotate and classify data into three to five categories separated by a threshold value. Rules : If your conditional formatting needs are more complex, you can use a logical formula to specify the formatting criteria. Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 3 Format All Cells by Using a Two-Color Scale Color scales are visual guides that help you understand data distribution and variation. A two-color scale helps you compare a range of cells by using a gradation of two colors. The shade of the color represents higher or lower values. For example, in a green and red color scale, you can specify that higher value cells have a more green color and lower value cells have a more red color. step 1. Select one or more cells in a range, table, or PivotTable report. step 2. On the Home tab, in the Styles group, click the arrow next to Conditional Formatting, and then click Color Scales. step 3. Select a two-color scale. Format All Cells by Using a Three-Color Scale Color scales are visual guides that help you understand data distribution and variation. A three-color scale helps you compare a range of cells by using a gradation of three colors. The shade of the color represents higher, middle, or lower values. For example, in a green, yellow, and red color scale, you can specify that higher value cells have a green color, middle value cells have a yellow color, and lower value cells have a red color. step 1. Select one or more cells in a range, table, or PivotTable report. step 2. On the Home tab, in the Styles group, click the arrow next to Conditional Formatting, and then click Color Scales. step 3. Select a three-color scale. The top color represents higher values, the center color represents middle values, and the bottom color represents lower values. Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 4 Format All Cells by Using Data Bars A data bar helps you see the value of a cell relative to other cells. The length of the data bar represents the value in the cell. A longer bar represents a higher value, and a shorter bar represents a lower value. Data bars are useful in spotting higher and lower numbers, especially with large amounts of data, such as top selling and bottom selling toys in a holiday sales report. step 1. Select one or more cells in a range, table, or PivotTable report. step 2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, click Data Bars, and then select a data bar icon. Format all cells by using an icon set Use an icon set to annotate and classify data into three to five categories separated by a threshold value. Each icon represents a range of values. For example, in the 3 Arrows icon set, the green up arrow represents higher values, the yellow sideways arrow represents middle values, and the red down arrow represents lower values. step 1. Select one or more cells in a range, table, or PivotTable report. step 2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, click Icon Set, and then select an icon set. Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 5 Format Only Cells That Contain Text, Number, or Date or Time Values To more easily find specific cells within a range of cells, you can format those specific cells based on a comparison operator. For example, in an inventory worksheet sorted by categories, you can highlight the products with fewer than 10 items on hand in yellow. Or, in a retail store summary worksheet, you can identify all stores with profits greater than 10%, sales volumes less than $100,000, and region equal to "SouthEast". step 1. Select one or more cells in a range, table, or PivotTable report. step 2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, and then click Highlight Cells Rules. step 3. Select the command that you want, such as Between, Equal To Text that Contains, or A Date Occurring. step 4. Enter the values that you want to use, and then select a format. Format Only Top or Bottom Ranked Values You can find the highest and lowest values in a range of cells based on a cutoff value that you specify. For example, you can find the top 5 selling products in a regional report, the bottom 15% products in a customer survey, or the top 25 salaries in a department personnel analysis. step 1. Select one or more cells in a range, table, or PivotTable report. step 2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, and click Top/Bottom Rules. step 3. Select the command that you want, such as Top 10 items or Bottom 10 %. step 4. Enter the values that you want to use, and then select a format. Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 6 Format Only Values That Are Above or Below Average You can find values above or below an average or standard deviation in a range of cells. For example, you can find the above average performers in an annual performance review or you can locate manufactured materials that fall below two standard deviations in a quality rating. step 1. Select one or more cells in a range, table, or PivotTable report. step 2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, and then click Top/Bottom Rules. step 3. Select the command that you want, such as Above Average or Below Average. step 4. Enter the values that you want to use, and then select a format. Format Only Unique or Duplicate Values step 1. Select one or more cells in a range, table, or PivotTable report. step 2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, and then click Highlight Cells Rules. step 3. Select Duplicate Values. step 4. Enter the values that you want to use, and then select a format. [...]... this case the excel spreadsheet step 4 Once all the 6 steps are completed, you have a series of mails created using the data from the excel source WHAT HAPPENED TO EXCEL LISTS? The Excel List feature still exists, but it has been renamed Excel lists are now called Excel tables You cannot find the Excel Designated List feature on the Ribbon To create an Excel table (previously known as an Excel list),... out by Excel Using the Quick Access Toolbar To use the Data Forms tool to insert data, we will first have to add the Data Forms icon to the Quick Access toolbar step 1 To find Data Forms, click on the File button in the top left of Excel From the File menu, click on Excel Options at the bottom: Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 22 step 2 In the Excel Options... cell entry, you can turn a worksheet into a powerful calculator All formulas in Excel begin with an equal sign The equal sign tells Excel that the succeeding characters constitute a formula If you omit the equal sign, Excel might interpret the entry as text Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 11 Precedence of Operators Operators are symbols that represent specific... step 1 From the workshop folder named Excel Basics on your desktop, open the file named excercise2.xls in Excel step 2 Select the cells A1 through E5 step 3 Create a Chart using the chart wizard option step 4 Use your creative imagination to enhance this chart step 5 Save your file as excercise3.xls Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 19 MAIL-MERGE DATA TO WORD... click Office Button, New, and click on My Templates Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 10 EXERCI SE 1 CONDITIONAL FORMATTING, STYLES AND CREATING TEMPLATES 1 From the workshop folder named Workshop Series 2 on your desktop, open the file named excercise1.xls in Excel 2 Create a new style called “MyStyle” with the following attributes: a b c d e f Number: Alignment:... Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 9 Creating a New Template step 1 Open the workbook you want to use as a template step 2 Click Office Button, Save As, and supply a file name step 3 Choose Excel Template from the Save As Type list, and click Save When you choose the Template format in the Save As dialog box, Excel switches to the Template folder so that your... add to the Quick Access Toolbar You might find your favorite in there somewhere! When you click OK on the Excel Options dialogue box, you'll be returned to Excel 2007 Look at the Quick Access toolbar, and you should see your new item Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 24 Entries step step step step 1 2 3 4 Select the data from your current list Select Data >... dialog box Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 8 c Select the number, font, border, or fill format that you want to apply when the cell value meets the condition, and then click OK Clear Conditional Formats Worksheet step 1 On the Home tab, in the Styles group, click the arrow next to Conditional Formatting, and then click Clear Rules step 2 Click Entire Sheet... function Click the OK button Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 14 EXERCI SE 2 FORMULAS, FUNCTIONS AND CELL REFERENCING 1 Using Formulas, Functions and cell referencing 2 From the workshop folder named Workshop Series 2 on your desktop, open the file named excercise2.xls in Excel 3 Get the sum of the Second Quarter in cell C7 Use the formula approach by typing... lists, client lists, task lists, transaction lists, lists of assets and liabilities, you name it Accordingly, Excel s designers over the years have added more and more features to simplify the building, maintenance, and use of lists Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 21 Sorting A list can be sorted easily by any of the columns step 1 To sort, select the range . : Fall 2007 Excel 2007 : Formatting 1 WORKSHOP DESCRIPTION Overview The first leg of the Excel Workshop series was designed primarily for those who had little experience with Excel. Participants. lists. Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting 2 CONDITIONAL FORMATTING Conditional Formatting offers an easy way to apply formats that stay “asleep”. conditional formatting needs are more complex, you can use a logical formula to specify the formatting criteria. Academic Technology and Creative Services : Fall 2007 Excel 2007 : Formatting