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Formatting

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About this lesson

Format cells by selecting fonts and color fills to make information more attractive.

Exercise files

Download this lesson’s related exercise files.

Formatting.xlsx
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Formatting - Completed.xlsx
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Quick reference

Topic

Excel formatting basics.

When to use

Making information look more attractive in Excel.

Instructions

General formatting notes

  • Cells can be formatted individually or as a group (when multiple cells are selected before formats are applied)

Quick Access Formats

  • Fonts and their associated properties (size, colour, bold, underline, etc) can be achieved by using the commands on the Home tab’s Font group
  • Cell borders and colour fills can also be applied via the commands on the Home tab
  • Alignment of cell contents can be achieved by using the commands on the Home tab
  • Common number formats can be applied via the Home tab as well

Advanced Cell Formatting

  • Accessed by right clicking on a cell and choosing “Format Cells” (or by pressing Command 1)
  • The Format Cells dialog contains all formatting options available to the selected cell(s), including many that are not available through Ribbon commands.
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  • 00:04 >> In this video we're gonna look at the basics of formatting cells.
  • 00:08 And this is one of the things that every user loves to do when they actually
  • 00:11 start working with Excel, is make their data look a little prettier.
  • 00:14 Because, let's face it, when we put a report in front of someone, if it looks
  • 00:18 like it does right now on my screen, nobody's gonna be really impressed.
  • 00:22 So, the idea behind formatting is that formatting can be applied
  • 00:26 to individual cells or to a group of cells all
  • 00:29 at once when you select multiple cells before you actually apply those formats.
  • 00:33 We have a variety of different formats that we can use.
  • 00:38 Many of them are found on the font tab.
  • 00:39 So let's go and take a look at our sports store inventory here.
  • 00:42 If I wanted to change the size on this I could go and click on this little drop
  • 00:45 down here and change it to a 24 point font which makes it nice and big.
  • 00:50 I could set it to bold and maybe italics,
  • 00:52 and I could even change the font to something else.
  • 00:54 That one looks really bold, so let's give that a shot.
  • 00:57 So there we go.
  • 00:58 We now have a really nice header for our sports store inventory.
  • 01:02 I could do something, of course,
  • 01:03 completely different with the with the cell below it.
  • 01:05 I could go and try this other font.
  • 01:08 And I'm not sure what fonts you have on your system.
  • 01:10 They vary sometimes between things.
  • 01:12 So you could try bold and italics and underline.
  • 01:16 Maybe even change the font size or shade here to, how about a dark green?
  • 01:20 That's something a little bit different.
  • 01:22 There we go.
  • 01:23 So, now we've got a little bit of different formatting here.
  • 01:27 What about selecting entire sets of cells and ranges that we wanna actually format?
  • 01:33 For example, if I wanted to take this table and
  • 01:35 I wanted to apply a background to all these cells at once.
  • 01:39 I wanna use a fill color, like something like a nice big purple here.
  • 01:44 And I wanted to change the font so
  • 01:45 that I could still see it, I could change the font to white.
  • 01:49 I could make the font size just a little bit bigger by clicking on this
  • 01:53 icon right here.
  • 01:54 And that'll actually increase the font size a bit.
  • 01:56 But one of the things I've noticed at this point now is that I've lost the remaining
  • 02:01 letters in quantity.
  • 02:03 So I can fix that by going up to my columns.
  • 02:07 And right between them,
  • 02:07 you'll notice that the cursor changes to this different shape.
  • 02:11 It has an arrow, or arrows, that point it two directions.
  • 02:14 If I left click and drag, it will actually allow me to open that up so
  • 02:19 that I can actually get the entire word.
  • 02:21 So that's how we make these columns bigger.
  • 02:22 And the same works for rows as well.
  • 02:24 We could drag between two rows.
  • 02:27 One thing that's interesting about this, though,
  • 02:29 is that sometimes you might not know exactly how wide you want something to be.
  • 02:33 And you can actually deal with that by going over here and double-clicking.
  • 02:37 And that'll actually expand it or
  • 02:39 shrink it to exactly what it is needed in that particular case.
  • 02:43 Now what if I wanted to put a border around this?
  • 02:46 I could do that in a few different ways.
  • 02:48 There's a lot of different options for borders here.
  • 02:50 I could put a thick border around it.
  • 02:52 That might make it look kinda nice.
  • 02:54 Or maybe I wanted to get a little bit more granular with things.
  • 02:58 I could go and grab this one and say, you know, let's put all borders on this, and
  • 03:01 it'll put borders around the insides.
  • 03:05 If I wanted to get a little bit more into even more information here,
  • 03:10 and I wanted to try and format things in different ways and
  • 03:13 be a little bit more complex all at once, I have a really powerful little
  • 03:16 dialogue as well that I can access by right-clicking and going to format cells.
  • 03:21 The fastest way to get there is actually to press command one because then
  • 03:25 you don't have to take your hands off the keyboard to grab the mouse.
  • 03:28 But when you do this, and you click on Format Cells,
  • 03:31 you'll notice that you actually have a whole bunch of options here.
  • 03:34 We've got number options where we could select, I've only selected this
  • 03:38 one cell here, but I could change to a different number style.
  • 03:42 Say I wanted to use a different numeric style,
  • 03:46 there's all kinds of different ones.
  • 03:47 Most of these ones have dollar signs, but you can find different ones like Yen,
  • 03:52 I believe this is, that we could format it and show it a little bit differently.
  • 03:57 We can change the alignment of the cell here as well.
  • 04:01 Lot of different options in horizontal and vertical alignment as well,
  • 04:04 if I wanted to actually change those around.
  • 04:06 Or I could change the angle of the text that was gonna show up in this cell.
  • 04:10 I can change the fonts in here as well, just like I could from the Font tab.
  • 04:13 But I can do all this controlling in one place, even my borders.
  • 04:18 I could change the fill in here as well.
  • 04:20 So if I look at the background color and I wanted to change it to orange for
  • 04:23 this one specific cell, I could do that.
  • 04:25 And now everything that I've set in this one dialogue,
  • 04:28 when I say OK, will take place on this particular cell.
  • 04:32 You can see that it's got the Yen symbol, it's been rotated to the angle that I put
  • 04:35 it at, it's got orange, it's got borders, all of that stuff is in one place.
  • 04:40 If I don't like this,
  • 04:41 I say man, that's really not good, I can copy the formats from another cell.
  • 04:46 And to do that, we can use this little paintbrush.
  • 04:48 We can click on it and come back and paste those formats.
  • 04:52 It'll take the format from what I had and
  • 04:54 put it back over top of what was already there.
  • 04:57 So, really good stuff.
  • 05:00 Most of the really common commands that you wanna use for
  • 05:03 formatting are found on the home tab.
  • 05:05 You can see your number styles are over here.
  • 05:07 Really common formats are listed here.
  • 05:09 Anything else you'd have to click More, and it will actually launch you into
  • 05:12 the number dialogue box of the format cells dialogue.
  • 05:17 So for the most part you're gonna find most of the commands available here.
  • 05:20 But if you're looking for more robust,
  • 05:22 you basically just go right click, format cells.
  • 05:24 Or, if you wanna be really fast,
  • 05:25 press command one on the cell that you selected and it'll take you
  • 05:28 right into where you can actually do some more detailed work and set things up.
  • 05:32 And I encourage you to play around and come up with your own kind of formatting
  • 05:34 styles that you like that you think makes your data really sing.

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First File
04m:22s
Basic Math
05m:05s
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