PM2 - Management Reporting – IT Office Tools (MS Excel)

Chapter – 4
Formatting a Worksheet:
Apply Text Formats:
Emphasize text in a worksheet by making the text darker and heavier (bold), slanted
(italics), or in a different typeface (font). The Font group on the Home tab makes it easy to
apply character formatting

1. Click the cell(s) with the label to format.

2. Click the Home tab on the Ribbon and click a formatting button in the Font group

Other Ways to Format Text:

Right-click the cell(s) to format. Click a formatting button on the Mini Toolbar. Or, right-
click the cell(s) to format and select Format Cells from the contextual menu or click the

Dialog Box Launcher in the Font group. Select formatting options on the Font tab in
the Format Cells dialog box.

Tips:

 To use different font formats for different characters within the same cell, make the
formatting changes while in edit mode.

 The formatting buttons in the Font group, such as Font Color and Font Size, are not just for
formatting labels—use them to format values as well.

Text is often called a “label” in Excel, because text usually acts as a label to the data in the
worksheet.

Font Formatting Buttons

Make text darker and heavier.

Bold
Make text slant.

Italic
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Add a line or double line under text.

Underline
Select a different font.

Font

Adjust font size.

Font Size
Adjust font size by one increment,
either larger or smaller.
Increase/Decrease
Font Size
Adjust text color.

Font Color

Apply Number Formats:

Number Formatting Buttons

Applying number formatting changes how values are displayed—it doesn’t change the
actual information. Excel is often smart enough to apply some number formatting
automatically. For example, if a dollar sign is used to indicate currency, such as 132.93,
Excel will automatically apply the currency number format.

1. Click the cell(s) with the value(s) to format.

2. Click the Home tab on the Ribbon and click a formatting button in the
Number group.

The values are formatted.

Tip: See the table below for more information on buttons in the Number group.
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1000 Select from several number formats—like

General, Number, or Time—or click More to see
Number Format all available formats.
$1,000.00 Apply the Accounting number format, which adds
Accounting a dollar sign ($) and decimal point.
Number
Format
100% Apply the Percent format, which converts the
value to a percentage and adds a percent symbol
Percent Style (%).
1,000 Add a thousand separator.
Comma Style
1000.0 Increase or decrease the number of digits shown
0 or after the decimal point.
Increase/Decreas
1000.0
e Decimal
Other Ways to Format Values:
Right-click the cell(s) to be formatted. Click a formatting button on the Mini Toolbar. Or,
right click the cell(s) to be formatted and select Format Cells from the contextual menu

or click the Number group’s Dialog Box Launcher. Select formatting options on the

Number tab in the Format Cells dialog box.

Tips:

 Create custom number formats in the Format Cells dialog box by selecting the Custom
category, selecting a number format code in the list, and editing it in the Type text box.
Watch the sample area to see how the custom number format will be displayed.
The formatting buttons in the Font group, such as Font Color and Font Size, are not just for
formatting labels—they can be used to format values as well.

Align Cell Contents:

By default, the contents of a cell appear at the bottom of the cell, with values (numbers)
aligned to the right and labels (text) aligned to the left.

1. Select the desired cell(s) to align.

2. Click the Home tab on the Ribbon and click an alignment button in the Alignment group.
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The cell contents are realigned. See Table: Cell Alignment Buttons in the Alignment Group
for more information about alignment options in Excel.

Other Ways to Align Cells:

Right-click the cell(s) to align. Click an alignment button on the Mini Toolbar. Or, right-click
the cell(s) to align and select Format Cells from the contextual menu or click the Dialog
Box Launcher in the Alignment group. Select alignment options on the Alignment tab in
the Format Cells dialog box.

Align cell contents to the top, middle, or bottom of the cell using these three buttons.

Top/Middle/Bottom Align

Cell Alignment Buttons in the Alignment Group

Align cell contents to the left side, center, or right side of the cell using these three buttons.

Align Left/Center/Right
Align cell contents diagonally or vertically.

Orientation

Increase or decrease the margin between the cell contents and the cell border with
these two buttons.
Decrease/Increase Indent
Make all cell contents visible by displaying them on multiple lines within the cell (this increases
the row’s height).
Wrap Text
Select from a few options for merging cells together and centering cell contents within the
merged cells.
Merge & Center list arrow

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Apply Styles and Themes:

Styles contain preset font formatting, cell shading, and other formatting items that can be
applied to a cell or cell range all at once. This is a convenient and easy formatting option
for cells.

Apply a cell style:

1. Select the cell(s) to format.

2. Click the Home tab and click the Cell Styles button in the Styles group.

3. Select a cell style from the gallery that appears.

Tip: Hover the pointer over a style to preview how it will look before selecting it.

Remove a cell style:

1. Select the cell(s) that have the cell style applied.

2. Click the Home tab and click the Cell Styles button in the Styles group.

3. Click Normal.

Tips:

 Cell styles are associated with the theme that is being used for the workbook. To switch to
a new theme, the cell styles will update to match it.

 If another workbook contains the desired styles to copy into the current workbook, click
the Cell Styles button in the Styles group and select Merge Styles.

Creating and Modifying Cell Styles:

It’s easy to modify cell styles and create new styles.

Create a new cell style:

If applying the same formatting over and over, know that it is simple to create a style with
that formatting so that it can be applied those formatting settings with one click.
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1. Select the cell that has the desired formatting to use for the style.

2. Click the Home tab and click the New Cell Style button in the Cell Styles gallery of the
Styles group.

3. Type a name for the style in the Style name text box.

The Style dialog box appears with the formatting for the selected cell. Further define the
formatting for the cell if desired.

4. Check or uncheck “Style includes” boxes to select which formatting items the style should
include.

If a check box is left empty, the default settings will be used for the cell.

5. Click the Format button and define formatting as needed.

6. Click OK.

The Format dialog box closes.

7. Click OK.
The Style dialog box closes and the new style is available in the Cell Styles gallery.

8. Reapply the new style to the cell.

Tips :
New styles are added to the theme that is currently applied to the work book.

Modify a cell style:

1. Click the Home tab and click the Cell Styles button in the Styles group.

2. Right-click the cell style to be modified and select Modify.

The Style dialog box appears.

Trap: Selecting Modify changes the style, while selecting Duplicate, adds a new
custom style and leaves the original built-in style alone.
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3. Click the Format button and change formatting items on each tab, as needed. Click

OK.

The Format dialog box closes.

4. Click OK.

The Style dialog box closes and the style is modified.

Tips:

To duplicate and then modify a cell style, right-click a style and select Duplicate. This
creates a new custom style.

 To remove a cell style from all cells and delete the cell style itself, click the Home tab on
the Ribbon and click the Cell Styles button in the Styles group. Right-click the style to

delete and select Delete

Apply Basic Conditional Formatting:

Conditional formatting formats cells only if a specified condition is true. For example, use
conditional formatting to display weekly sales totals that exceeded 100,000 in bright red
boldface formatting, and bright blue italics formatting if the sales totals were under
60,000. If the value of the cell changes and no longer meets the specified condition, the
cell returns to its original formatting

Apply Highlight Cells Rules and Top/Bottom Rules:

Highlight specific cells in a range using a comparison operator; only cells that meet the
specified criteria will be formatted.

1. Select the cell range to format.

2. Click the Home tab on the Ribbon and click the Conditional Formatting button in the
Styles group.

Several conditional formatting rules appear to choose from:

 PM2 - Management Reporting – IT Office Tools (MS Excel)

Highlight Cells Rules: These conditions focus on general analysis. Preset conditions
include: Greater Than; Less Than; Between; Equal To; Text That Contains; Date Occurring;
Duplicate Values.

Top/Bottom Rules: These conditions focus on the high and low values in the
worksheet. Preset conditions include: Top 10 Items; Top 10%; Bottom 10 Items; Bottom
10%; Above Average; Below Average. 3. Point to Highlight Cells Rules or

Top/Bottom Rules and select a conditional formatting rule.

A dialog box appears to specify the details relating to the rule.

For example, if the Greater Than rule, in the “Format cells that are Greater Than:” box is
selected, enter a value or click a cell to enter a cell reference. Then click the list arrow and
select the desired formatting to apply to cells that fit the criteria set—in this example, cells
that are greater than the value entered.

4. Complete the dialog box to define the condition.

5. Click OK.

The conditional formatting is applied to the cells.

Remove conditional formatting:

The Clear Rules command helps remove conditional formatting rules from the worksheet.

1. Click the Home tab on the Ribbon and click the Conditional Formatting list arrow in
the Styles group.

2. Select the cell range.

3. Point to Clear Rules.

4. Select Clear Rules from Selected Cells or Clear Rules from Entire Sheet.

Conditional formatting is cleared either from the cells selected or the entire
worksheet.
 PM2 - Management Reporting – IT Office Tools (MS Excel)

Using Document Themes:

A theme is a set of unified design elements that can be applied to a worksheet to give it a
consistent look and feel. Document themes coordinate the look of a worksheet with
theme colors, theme fonts, and theme effects.

• Theme Colors: A set of eight coordinated colors used in formatting text and objects in the

worksheet.  Theme Fonts: A set of coordinated heading and body font types.

• Theme Effects: A set of coordinated formatting properties for shapes and objects in
the document.

Apply a document theme:

Applying a document theme affects all elements of the worksheet: colors, fonts, and
effects.
1. Click the Page Layout tab on the Ribbon and click the Themes button in the Themes
group.

A list of built-in document themes appears. The default theme is “Office.”

Tip: Feel free to browse for additional themes online by clicking More Themes on
Microsoft Office Online. Or, if a theme is saved elsewhere on the computer or
network location, click Browse for Themes to go to the theme’s location.

2. Click the document theme to apply it.

The formatting associated with the selected document theme is applied to the worksheet.

Mix and match document themes:

Excel is not bound to the colors, fonts, or effects that are assigned to a document theme.
Mix and match theme colors, theme fonts, and theme effects.

1. Click the Page Layout tab on the Ribbon.

2. Click the Theme Colors, Theme Fonts, or Theme Effects button and select the
set of colors, fonts, or effects desired.
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The change is applied to the document. The document theme isn’t changed, it is just no
longer applied. To use this set of theme items together again, save them as a new
document theme.

Create and Use Templates:

Excel 2016 has a lot of new templates to choose from.

1. Click the File tab on the Ribbon and select New.

The New tab of backstage view appears. All the available templates are from Office
Online. There are four ways to find the template you require:
• Featured template: Select a template from the default options available and click
Create.

• Suggested searches: Select a category link from the available options under the search
bar that matches the theme of the template you require. Select the template closest to
your requirement from the available options and click Create.

• Search for a template: Type a keyword or phrase for the kind of template you require, in
the search bar. Select the template closest to your requirement from the available options and

click Create.

• Personal template: Use a template you have created by selecting the Personal link
from the menu options above the featured templates. Select the template you wish to use;
it will open automatically.