Formulas, Functions, and Formatting Excel Chapter 2 EX71 Entering the Titles and Numbers into the Worksheet The first step in creating the worksheet is to enter the titles and numbers into the worksheet. The following se of steps enter the worksheet title and subtitle and then the biweekly payroll report data shown in Table 2-1 To Enter the Worksheet Title and Subtitle The following steps enter the worksheet ttle and subtitle into cells Al and A2. © iinecessary select cellA1. Type The Mobile Masses store inthe selected ell worksheet title toenter the worksheet subtitle (igure 2-4'0n page 73) The employee names and the row titles Totals, As ; and Lowest in the rage, Highes leftmost column begin in cell Ad and continue down to cell A16, The employee data is entered into rows 4 through 12 of the worksheet. The remainder of this section explains the steps required to enter the column titles, payroll data, and row titles, as shown in Figure then save the workbook. To Enter the Column Titles The column titles in row 3 begin in cell A3 and extend through cell J3. Some of the column titles in Figure 2-3 include multiple lines of text, such as Hours Worked in cell D3. To start a new line in a cell, press ALT+ENTER after each line, except for the lst line, which is completed by clicking the Enter box, pressing the ENTER key, or pressing one of the arrow keys. When you see ALT+ENTER in a step, press the ENTER key while holdi down the ALT key and then release both keys, The following steps enter the column titles © witncet'a3 selected, type Employee and then press the MGT ARROW key to enter the column heading E a Type Dependents and then press the RIGHT ARROW Key to enter the column heading, Incell 3, type Hours and then press ALT+ENTER to enter the first line of the column, heading. Type Worked and then press the RIGHT ARROW key to enter the column heading, a to begin a new line in the cell Type Pay Rate and then press the RIGHT ARROW key to enter the column heading, pe Hourly and then press AU Type Gross Pay incell 3 and then press the heading ;RROW key to enter the column Type Federal heading Tax in cell G3 and then press the RIGHT ARROW key to enter the column Type State Tax incell H3 and then press the RIGHT AR heading, ow key to enter the column Type Net Pay incell 3 and then press the RIGHT ARROW key to enter the column heading, ° 6 6 o ° ° ® Type Tax % in cell 3 to enter the column heading The Ribbon and Screen Resolution Excel the groups and buttons fon the Ribbon, depending resolution, Thus, your Ribbon may look diferent from the ones inthis book 1024 768, 3) erws BBTWs found in the margins ofthis book, visit the Excel 2010 BTW Web page (esite.coniex2010/otw£X 72. Excel Chapter 2. Formulas, Functions, and Formatting To Enter the Biweekly Payroll Data The biweekly payroll data in Table 2~1 includes a hire date for each employee Excel considers a date to be a number and, therefore, it displays the date right-aligned in the cell. The f dependents, hours worked, and hourly pay ra Z| QaAs BAA celatotthe © Select cll AG, type swing steps enter the data for each employee: name, hire date arvat, Emily, and then press the Annow key to enter Excel 2010 GRA Web page elected cel key to enter a date in the © type 65.25 incellD4 and then press the Git AROW key to ener a numbe inthe es eee ee one root Years | @ rr the payroll atin Tale 2-1 orth eight rerrng employees n rows 5 tough 12 digit year value (x) that i (Figure 2-4) ran enelcene tatvsuntozonc wien S| Soorgmuter(ah eal] anges the value to 1922. | Excel iterprets yor values EIrshre seekly Payroll Report Dat ee en ee) Wrapping Text Ifyou have along text Meme, Thoma sno 25 entry, such asa paragraph visa 2 : you can instruct Excel to prasad igo ansoe 2 3350 pressing ACTENTER to-end ime i the paragraph, To wrap io, tare puec =Te)Eniter te Row. Titles Shortt ment ci the ee The following steps add row titles for the rows that will contain the totals, average Glick Wrap text Excel wil highest, and lowest amounts inte crater han ling Excel wap the txt @ Type Lowest. in cell AIG and then pres the ENTER Key to enter a row header. Select based onthe cel wih cell FA to ps 0 enter a formula in the cell (Figure 2~4),as, Functions, and Formatting Excel Chapter 2. EX 73, ; a y Bru aa ‘ B | Formatting Worksheets the appearance of the worksheet. With Excel increase row heights to add white sp To Change Document Properties As discussed in Chapter 1, the first time you save a workbook, you s document properties. The following steps change the document properties. Click File on the Ribbon to open the Backstage view. If necessary, click the Info tab in the Backstage view to display the Info gallery Click the Properties button in the right pane of the Info gallery to display Properties, Click Show Document Panel on the Properties menu to close the Backstage view and display the Document Information Panel in the Excel workbook window. Click the Author text box, if necessary, and then type your name as the Author property. Ha name already is displayed in the Author text box, delete it before typing your name. Click the Subject text box, if necessary delete any existing text, and then type your course and section as the Subject property f an AutoComplete dialog box appears, click its Yes button. Click the Keywords text box, if necessary delete any existing text, and then type Biweekly Payroll Report as the Keywords property, If an AutoComplete dialog box appears, lick its Yes button 09 009 000 OO O: Click the Close the Document information Panel button so that the Document Information Panel no longer is displayedX74 Excel Chapter 2. Fo Entering Numbers in a Range data into a ange of cells is elect a range and ther Plan Ahead To Change the Sheet Name and Save the Workbook change the sheet name to Biweekly Payroll Report, change the sheet tab color, and save orkbook on a USB flash drive in the Excel folder (for your the file name, The Mobile Masses Biweekly Payroll Report. @ Doubie-cck the Sheet! tab and then enter Biweekly Payroll Report ast sheet name and then press the ENTER key. © Right-click the tab to display the shortcut menu and then click Tab Color on the shortcut 1 to display the Color gallery. Click Blue, Accent 1, Darker 25% (column 5, row 5) in the Theme Colors area to apply a new color to the sheet tab, ha USB flash drive connected to one of the computer's USB ports click the Save button the Quick Access Toolbar to display the Save As dialog box. Type The Mobile Masses Biweekly Payroll Report in the File name text box We the file name, Do not press the ENTER key after typing the file name because you se the dialog box at this time. do not want to Navigate to the desired save location (in this case, the Excel folder in the CIS 101 folder lor your clas folder] on the USE flash drive). Click the Save button (Save As dialog box) to save the document in the selected folder on the selected drive with the entered file name. e9o 80 Entering Formulas One of the reasons Excel is such a valuable tool is that you can assign a formula to a cell and Excel will calculate the result. Consider, for example, what would happen if you had to multiply 65.25 by 20.5 and then manually enter the product for Gross Pay, 1,337.625, in cell F4, Every time the values in cells D4 or E4 changed, you would have to recalculate the product and enter the new value in cell F4. By contrast, if you enter a formula in cell + to multiply the values in cells D4 and E4, Excel recalculates the product whenever new alues are entered into those cells and displays the result in cell P4 Determine the formulas and functions needed. {As you have learned, formulas and functions simplify the creation and maintenance o worksheets because Excel performs calculations for you. When formulas and functions are rksheet Used together properly, the amount of data that a user manually must enter in a greatly can be diminished: * Utilize proper algebraic notation. Most Excel formulas are the result of algebraic caleulations. A solid understanding of algebraic operators and the order of operations is important to writing sound formulas * Utilize the fill handle and copy and paste operations to copy formulas. The fill handle and the Excel copy and paste functionality help to minimize errors caused by rety ula will be used formulas. When possible, ifa similar for eatedly in a works! oid retyping the formula and instead use the fill handle + Be careful about using invalid and circular cell references, An invalid reference occurs mula, resulting in Excel hen Excel does not understand a cel reference used in 3 f displaying a #REF! error message in the cell inued) (or(Continued) ference back to itself is called a circular reference In almost al cases, ult of an incorrect formula, circular reference can be direct place reference. An indirect circular reference occurs when a formula in a cell refers to anothe A formula in a cell that contains a Excel often warns you when you create a circular reference incu references are the r vTiTd or indirect. For exampl the formula =A in cell At results in a direct circular cell or cells that include a formula that refers back to the original cell. r includes prewritten form + Employ the Excel builtin functions whenever possible. Excel called functions to help you compute a range of values and statistic forms an operation, and returns a result to the cell. The values ith a function are called arguments. All functions begin with an equal sign and include the arguments in parentheses after the function name. For example, in the function =AVERAGE(C4:C12), the function name is AVERAGE, and the argument isthe ange Cé:C12, Become familiar with the extensive number of builtin functions. When ys use builtin functions instead of writing and typing a formula version of your mathematical expression the possibilty of errors {and simplifies the formula used in a cell, resulting in improved readability ‘A function takes a you have the choice, al icha practice reduc To Enter a Formula Using the Keyboard The formulas needed in the worksheet are noted in the requirements document as, 1. Gross Pay (column F) = Hours Worked x Hourly Pay Rate Federal Tax (column G) x (Gross Pay ~ Dependents x 24.32) 3. State Tax (column H) = 0.04 x Gross Pay 4. Net Pay (column 1) = Gross Pay - (Federal Tax + State Ta} 5. Tax% (column J) = (Federal Tax + State Tax) / Gross Pay The gross pay for each employee, which appears in column F, is equal to hours wo hourly pay rate in column E. Thus, the gross pay for Emily Charvat in cell F+ is (cell D4) by 20.50 (cell E4) or =D4*E4. The following steps enter the initial gr the keyboard With cell Fa selected, type =d4¥ed TY ml in the cell to display the formula in the formula bar and in the current cell and to display colored borders a ‘around the cells referenced in the Figure 2-5 Formulas, Functions, and Formatting Excel Chapter 2. EX 75 Plan Ahead = | Automatic | Recalculation | every time you enter he worksheet, Exce! all formulas. You | recalculation by clicking he Calculation Options button (Formulas tab | Calculation group) and fecaclate al formalas (allows: ed in column D tim£X76 Excel Chapter 2_ Formulas, Functions, and Formatting e * Press the RIGHT ARROW key to complete the 1d by the rmula, to display the result in the rksheet, and to : select the cell to the aa ght (Figure 2-6). The number of decim places shown in cell F may be different, but fy o these values wil adjusted later in this r chapter 9 ok Pac Raport Figure 2-6 Arithmetic Operations Ti Pence ‘Arithmetic Ca Ce area ee TatOrder of Operations When more than one arithmet the same basic ut use in algebra. Moving from left to formula, the ordé of operations is as fc first negation (-), then all percent then all exponentiations (°), then all multiplications (*) and divisions (/), and finally, all additions (+) and subtractions (-~). As in algebra, you can use parenth override the order of operations. ~ For example, if Excel follows the order of operation +2 equals 26. If you use parentheses, however, to change the formula to 8 * (3 + 2), the result is 40, because the heses instruct Excel to add 3 and 2 before multiplying by 8. Table 23 illustrates several examples of valid Excel formulas and explains the order of operations eee - 5 =D2-+100 or Asians 100 pls the. the ace ce Kis * x45) the native vale ofthe product ofthe values contained in ces KIS XAS tothe ace cl eed type an equa sign before an exes 78S +108 * Mé= 22 Completes the flowing operation ght: exponentiation @2 4 Bo 1 dvsion U7 7S), then mutilation (6 * MB) G7 185) + 9° M6) and aly subtacion G7 fee To Enter Formulas Using Point Mode he sketch of the worksheet in Fi 3 on page EX 70 cals for for each employee to appear in columns G, H, I, and J respectively, Al formulas in row + Federal Tax (cell G4) (Gross Pay ~ Dependents x 24,32) or =0.22*(F4-C4*24, = State’Tax (cell H4) = 0.04 x Gross Pay ot = 0.04" Fs Net Pay (cell 4) = Gross Pay ~ (Federal Tax + State Tax) ot =F4-(G4+H14 = Tax % (cell J4) = (Federal Tax + State Tax) / Gross Pay or =(G4+H4)/F4 An alternative to entering the formulas in cells G4, H4, 1, and J4 using the keyboard using the mouse and Point mode, Point mode allows you to select cells for use ina formula by The steps on the following pages enter formulas using Point mo atting Excel Chapter 2. EX77 Troubling Formulas formula, remove the equal sign from the left side Ceeroricry lentered additional data in the cells reliant on the formula or determined the terror, reinsert the equal sign to change the text back to a formula and ectEX 78 Excel Chapter 2. Formulas, Functions, and Formatting Figure 2-7 Figure 2-88 * Click the Enter box in the formula bar and then select cell Ha to pare to enter the next formula, + Type then click cell Fé to ‘add a cell reference to the formula Figure 2-9) * Click the Enter box in the formula bar and ato pare to enter the then select cel next formula + Type sign) and then click cell Fa to begin the formula an cell reference to the formula oType ~( followed by an of parenthesis) and then lick cell G4 to add a subtrad open parenthesis, and cell reference to the formula (minus sign Type *Type ) ting Excel Chapter 2 EX79 Figure 2-9 rare m7 TR rn a Figure 2-10 (plus sign) and then click cell H4 to add an addition operator and cell reference to (close parenthesis) to complete the formula (Figure 2-10),EX 80 Excel Chapter 2. Formulas, Functions, and Formatting °e * Click the Enter box Porto | , critter TE an Select cell 4. Type = ( (equal sign followed by an open ~ f parenthesis) and then = ick cell G4 to ad ° 7 \ ence to th | ype + (plussign) and then click cell H4 add a cell reference 0 the formula, | ype )/ (close parenthesis followed and then click cell Fa 10 add a cell reference he formula bya fo * Click the Enter box \ mula bar to = aunt enter the formula in Figure 2-11 cell J4 (Figure 2-11 i To Copy Formulas Using the Fill Handle The five formulas for Emily Charvat in cells F4, G4, 114, ¥ nd J4 now are complete however, ists fh row 12. When performing he formulas in row 4 and then use the fill handle to copy them throu copying operations in Excel, the source area is the cell, or range, from which data or formulas are being copied. When a is used as a source, sometimes itis called the source range. The destination area is the cell, or range, to which data or formulas are being copied. When a range is used as a destination, sometimes itis called the destination range. Recall from Chapter I that the fill handle is a small rectan The le in the lower-right corner of th Lor act lowing steps copy the formulas using the fill handle& & ° £ £ * Select the source as Toee Wen mm nd range, F44 inthis 3 case, and then point 5 to the fill handle. 6 “ ho S| ‘Drag the fill handk ¢ S | down through cell 412 | and continue to hold Li i el of | select the destination range (Figure 2-12), Figure 2-12 * Release the button to ¢ formulas to thi ne | destination range sai 0 Figure asco onan 024 Figure 2-13 sour te ope,X82 Excel Chapter 2 Fo The Paste Options Button ve Paste Options butto provides powerful functionality. When performing copy and paste allows you great freedom ‘example, you could choose what you copied, including the cell contents and formatting. You als -opy just formulas, just “formatting, jst the eel values, a combination of these options or a picture | of what you copied | Selecting a Range using the keyboard. Press the F8 key and then us the arrow keys to select the desired range. After you ae finished, make sure ta press the Fi key to turn Option Buttons Excel displays Option buttons in a workbook while you are worki automatic features such as AutoCorrect Auto Fill Options button shown ng the fill handle. When an that you can complete an operation wsi Auto Fill in Figur ror checking, and others. For example 3 appears after a fill operation, such as de: ror occurs in a formula in a cell, Excel displays the Trace Error button next to the ll and identifies the cell with the error by placing a green triangle in the upper left of the cell 24 summarizes the Option buttons available in Excel. When one of these buttons appears on your worksheet, click the button arrow to produce the list of options for modifyin Table 2-4 Options Buttons in Excel he operation or to obtain additional information, z Aut Fil Option {Gves options for hawt fil els following 2 fl S insert Options Lists formating options fllawing an insertion of cl, rows, Trace Eror Lists erorchecking options following the sssignment af an To Determine Totals Using the Sum Button The next step is to determine the totals in row 13 for the hours worked in column D, gross pay in column F, federal tax in column G, state tax in column H, and net pay in column D4 thr To determine the total hours worked in column D, the values in the D12 must be summed. To do so, enter the function =sum(4d12) in cell D13 or select cell 13, click the Sum button (Home tab | Editing group), and then press the ENTER key: Recall thata function is a prewritten formula that is built into Excel. Similar SUM fanetions ean be used in cells F13, G13, H13, and 113 to total gross pay, federal tax, state tax, and net pay, respectively: The following steps determine totals in cell D13 and the range FI3:113. Select cell to contain the sum, cell D13 in this case. Click the Sum button (Home tab Editing group) to sum the contents of the range D4:012 in cell D13 and then click the Enter box to display a total in the selected cell se Home tab | Editing group) to display totals in the selected range he range to contain the sums, range F13:113 in this case. Click the Sum button igure 2-14)Formulas, Functions, and Formatting Excel Chapter 2 EX #3 \cc "sles hee om. 2 fa Brome 2 re PRESTR YT x c E fotes + res aya Figure 2-14 To Determine the Total Tax % - With the totals in row 13 determined, the next cell J12 to cell J13 as performed in the following steps oO: © drag the fill handle down through is to copy the tax % formula in lect the cell to be copied, 412 in this case, and then point to the fill handle. 1513 to copy the formula (Figure 2-15). $| wm 1 formula I13/F13 not copied to cell 13 ear Figure 2-15EX84 Excel Chapter 2 Forms 3 | Statistical Functions To Determine the Average of a Range of Numbers Using the Keyboard and Mouse however, ignore blank lls. Excel thus calculate the average of three cells with values of ind 8 to be 9 [10 + 8)/2 0+8)/3) The AVERAGE function sum: of cells with numeric values in the of the numbers in the range C4:C12. ° ‘Select the cell to eType =av contain the average cell C14 in this case, inthe ce to display the Formula ‘AutoComplete list Press the DOWN ARROW key to highlight the required formula (Figure 2-16) Using the AVERAGE, MAX, and MIN Functions The next step in creating The Mobile Masses Biweekly Payroll Report worksheet is to compute the average listed in thi to the other columns Sum inth skills and whether you can recall the function name and required arguments and mouse method w The Insert Function button in the formula bar method will be used to determine the highest number of dependents (cell C15).’The Sum menu method will be used ta determine the lowest number of dependents (cell C16 highest value, and lowest value for the number of dependents 2 using the AVERAGE, MAX, and MIN functions in the range C14:C16. Once the values are determined for column C, the entries can be cop functions using one of five methods: (I) the keyboard ox in the formula bar, (3) th ommand (Formulas tab | Function Library group), and mula bar (Figure 2-16). The method you choose will depend on your typin; to determine the average number of dependents (cell C14 allowing steps use the AVERAGE function to determine the average m menu, (4) the ) the Name box ar he first three methods will be used. The keyboard saat =y = Figure 2-16Formulas, Functions, and Formatting Excel Chapter 2. EX 85 e * Double-click AVERAGE in the Formula AutoComplete list to select the fun 5 & A Fs cd 3 Fi « Select the range to be averaged, C&:C12 in this case, to insert the range as the argument to the function (Figure 2-17) aaa 2 is potty | me } i 5 - Figure 2-17 Click the Enter box tocompute OT ST he average of the numbers in the selected range and display the result & : GE § } in the selected cell (Figure 2-18) Foaru ‘zee s z ne 3 =f Sarl meena | | | | | | < ur f | | $ | 3s |X86 Excel Chapter 2. Formulas, Functions, and Formatting To Determine the Highest Number in a Range of Numbers Using the Insert Function Box The next step isto select cell C15 and determine the highest (maximum) number in the range C4:C12. Excel includes a function called the MAX funetion that displays the highest value in a range. Although you could enter the MAX function using the keyboard and Point mode as deseribed in the previous steps, an alternative method to entering the function is to use the Insert Function box in the formula bar. The following steps use the Insert Function box in the formula bar to enter the MAX function. oe contain the maximum number, cell C15 in this case s ho Click the Insert Function box in the mula bar to display the Insert Function ialog box. ick MAX in the Select a function list (Insert Functios dialog box) it Figure 2-19). If the MAX function is not displayed in the Select a function’ list, scroll the list until the function is displayed, ik the OK b (insert Function dialog \ 10x) to display the ‘nction Arguments ‘unction Arguments dialog box) to enter io the first argument of the function Figure 2-20), Figure 2-20Formulas, Functions, and Formatting Excel Chapter 2. EX 8 © i — = ® Click the OK button Finction arguments a= dialog bon to display the highest value inthe selected cel (Figure 2-21) Qea Figure 2-21 To Determine the Lowest Number in a Range of Numbers Using the Sum The next step is to enter the MIN funetion in cell C16 to determine the lowest (minimum) nun CECI. Although you can enter the MIN function using either of the methods used to enter the AVE functions, the followin steps perform an alternative using the Sum button (Home tab | Editing group) Beerercry MAX Menu RAGE and MAX ° Select cell C16 to prepare to entar th next function, * Glick the Sum button 2 arrow (Home tab ‘mtn Editing group) to display the Sum Figure 2-22). Figure 2-22EX.88 Excel Chapter 2_ Formulas, Functions e * Click Min to display he MIN function in the formula bar | andintheactve ce | re 2-23) | 3] the range cra rer Fe = —— coe Figure 2-23 ° * Click cell C4 and ther drag through cell C12 to display the function the formula bar and n the selected cell Figure 2-24)Formulas, Functions, and Formatting Excel Chapter 2. EX 89 ° Click the Enter box to mine the lowest value in the fange C&:C12 and display the resul the formula bar and in the selected cell mer aS (Figure 2-25) . | aaa Figure 2-25 “Other Ways : ] To Copy a Range of Cells Across Columns to an Adjacent Range Using the Fill Handle The next step is t range D14J16, The fe # Select the source 7 rc ‘opy the AVERAGE, MAX, and MIN functions in the range C14:C16 range from which to py the functions, in this case C14:C16, [: Drag the fill handl inthe lower-right comer of the selected range through ll 16 and continue to hold down the mouse butt begin a fil operation (Figure 2-26) Figure 2-26 Eeerericry£X 90 Excel Chapter 2 Formulas, Functions, and Formatting e aa ‘Release the mouse Aicicrinnanrcicete { uutton to copy the | a5 ee ea three functions to the select Figure 2-2 Figure 2-27 cell J14 ani then press the o key to delete the werage of the tax %Formulas, Functions, and Formatting Excel Chapter 2 EX1 To Save a Workbook Using the Same File Name Earlier in this project, an intermediate version of the workbook was saved using the file name, The Mobile Masses Biweekly Payroll Report. The following step saves the workbook a second time, using the same file name © cick the Save button on the Quick Access Toolbar to overwrite the previously saved file Verifying Formulas Using Range Finder ates You can drag the Fu Arguments dialog box (Figure 2-20 on page One of the more common mistakes made with Excel is to include a wrong cell reference reference i to use the Excel Range Finder: Use Range Finder to check which cells are order to select a ange referenced inthe formula assigned tothe active cell. Range Finder allows you to make You aio can dk the immediate changes tothe cells referenced in a formula. pose Ditna ane To use Range Finder to verify that a formula contains the intended cell references, | box tehde the Function double-click the cell with the formula you want to check. Excel responds by highlighting Arguments dialog box the cells referenced in the formula so that you can check that the cell references are correct, | Feed | cick the Expand Dialog to fexpand the dialog box To Verify a Formula Using Range Finder The following steps use Range Finder to check the formula in cell J4 ° ' Double-click cell 14 to activate Range Finder igure 2-29) Press the ESC key to : mas janes quit Range Finder and t Soeentes coy a then click anywhere in the worksheet, such i ascell A1B, to deselect |. mojo sored oyna the current cell fe f Figure 2-29Excel Chapter 2_ Formulas, Functions, and Formatting Formatting the Worksheet Ithough the worksheet contains the appropriate data, formulas, and functions, the text nd num to be formatted to improve their appearance and readabili In Chapter 1, cell styles were used to format much of the work his describes ho hange the unformatted worksheet in Figur prmat ‘orksheet in Figure 2~30b using a theme and other comman n olors and fonts that are used in the worksheet shown in Figure 2-30 SER © unformatted 3 Worksheet a i wD =r i \ | The Mobile Masses Store“ Biweekly Payroll Report (b) Formatted Worksheet wm oes Figure 2-30Formulas, Functions, and Fo Identify how to format various elements of the worksheet. As you have learned, applying proper formatting to @ worksheet imp joves its appeal and readability. The following list includes additional worksheet formatting considerations. * Consider using cell borders and fill colors for various portions of the worksheet. Cell borders, of box borders, draw a bor fer around a cel or range of cells to set the cell or range off fr 1m other portions of the worksheet. For example, worksheet titles often fe cel borders. Similarly, the use of a fil color in a cell or range of cells ets off the cell or range from other portions of the worksheet and provides visual impact to draw the user's eye toward the cell or range. + Use good judgment when centering values in columns. if a cell entry is short, such as the dependents in column C, centering the entries within their respective colurmns improves, the appearance of the worksheet. + Consider the use ofa different theme. A theme isa predefined set of colors, fonts styles, cell styles, and fll effects that can be applied to an entire workbook. Every new work book that you create is assigned a default theme named Office. Excel, however, includes a variety of other themes that provide a range of visual effects for your workbooks hart + Apply proper formatting for cells that include dates. Excel provides a number of date mats 50 that date values can be formatted .0 meet your needs, How you decide t format a date depends on a number of factors. For example, dates that include years both before and after the year 2000 should be formatted with a four-digit year. Your organization or department may insist on the use of certain standard date formats Industry standards also may indic te how you should format date values. The following outlines the formatting suggested in the sketch of the worksheet in Figure 2-3 on page EX 70. L. Workbook theme — Trek 2. Worksheet title and subtitle a. Alignment — center across columns A throug b. Cell style — Title c. Font size — title 18; subtitle 16 d. Background color (range Al:J2) — Orange Accent + 60 e. Border — thick box border around range Al:J2 3. Column titles a. Cell style — Heading 3 b, Alignment — center 4. Data a. Dates in column B— mm/dd/yy format b, Alignment — center data in range C4:C12 ¢, Numbers in column D — Comma style and two decimal places; if a cel in range D4:D12 is greater than 70, then cell appears with background color of orange and a font color of white dd. Numbers in top row (range E414) — Accounting number format ¢. Numbers below top row (range E5:112) Comma style and decimal places 5. Total line a. Cell style — Total p. Numbe Accounting number format matting Excel Chapter 2 EX 93 Plan Ahead PerericryEX 94 Excel Chapter 2_ Formulas, Fun 6, Average, highest, and lowest row a. Font style of row titles in range AL4:A16— bold b, Numbers — Currency style with floating dollar sign in the range E1416 7. Percentages in column J Numbers — Percentage th two decimal places 8. Column widths Columns A, B, and C— best fi b, Column H— 10.22 char ¢. Column D, E, and J — 7.56 characte w heights 48.00 points 90 poin r To Change the Workbook Theme The Trek theme includes fonts and colors that provide the worksheet a professional and subtly colore pearance. The following step: ‘orkbook theme to the Trek theme Display the Pags Ale] -_—= | * Scroll to the bottom Sigur |e] voit ramet eam feed ALTE IAIAIE Figure 2-31Formulas, Functions, and Formatting Excel Chapter 2 EX 95 e " 5 3 z F Figure 2-32 To Format the Worksheet Titles The fe to the worksheet titles, and decrease the font of the worksheet subtitle ‘eps merge and center the worksheet titles, apply the Title cells style Display the Home Select the range to be merged, Al:J1 in this case, and then click the Merge & Center button (Home tab | Alignment group) to merge and center the text in the selected range. Select the range A2:)2 and then click the Merge & Center button (Home tab | Alignment youp) to merge and center the text in the selected range. Select the range to contain the Title cell style, in this case A1:A2, click the Cel Styles button (Home tab | Styles group) to display the cell styles gallery, and then click the Title I style in the Cell Styles gallery to apply the Tite cel style to the selec cd range © © © 06 Select cell A2 and then click the Decrease Font Size button (Home tab | Font group) to decrease the font size of the selected cell to the next lowest font size (Figure 2-33 on the following page)€X96 Excel Chapter 2 Formulas, Functions, and Formatting Color Selection g how people emphasize parts of y Vedandorangetendto | “i "ous oe reach toward te reader ¢ Gr ef aa’ Bs Cooler coors (Bue green, and violet) tend to pul Bright colors jump out of 2 ccssect |__ The Mobile Masses Store | dark background and are [Biweekly Payroll Report 1 | green purple or back — a na background i ideal Figure 2-33 To Change the Background Color and Apply a Box Border to the Worksheet Title and Subtitle The final formats assigned to the worksheet ttle and subtitle are the orange background color and thick box border (Figure 2-30b on page EX 92). The followin teps complete the formatting of the worksheet titles. * Select the range A1:A2 and then click he Fill Color button arrow (Home tab Font group) to display the Fill Color gallery (igure 2-34), pile Masses Store ly Payroll Report ©) experiment * Point to a number of W calor gay colors in the Fill Color gallery to display a ive preview of the color in the range A1:A2. e Click Orange Accent 1, Lighter 60% the Fill Color gallery to change the background color of the range of cells Figure 2-35). Figure 2-35ormulas, Functions, and Formatting Excel Chapter 2 EX 9 ° * Click the ders button arrow (Home tab | Font group) to display the Borders list (Figure 2-36). Figure 2-36 ° Click Thick Box Borde: SERS inthe Borders li display a thick box border around the selected range. . i '* Click anywhere in the = iat to dese (eave 3) [ Figure 2-37EX 98 Excel Chapter 2. Formulas, Functions, and Formatting Z| Sactoround colors To Apply a Cell Style to the Column Headings and Format | seccground colorisbue, the Total Rows Research shows thot | the color bive used As shown in Figure 2-30b on page EX 92, the column titles (row 3) should have most often becuse this the Heading 3 cell style and the totals row (row 13) should have the Total cell style. The «color connotes serenity summary information headings in the range A14:A16 should be bold. The following steps betoeiactadletal assign these styles and formats to row 3 and row 13 and the range AL:AL6 Select the range to be formatted, cells A3:J3 in this case Apply the Heading 3 cel style to the range A3:13, Click the Center button (Home tab | Alignment group) to center the column headings. Apply the Total cell style to the range A13:/13. 00000 Bold the range A14:A16 (Figure 2-38). as Alonmen rp te mouite Masses Store Biweekly Payroll Report igure 2-38 To Format Dates and Center Data in Cells With the column titles and total rows formatted, the next step is to format the dates in column B and center the dependents in column C. The following steps format the dates in the range B4:B12 and center the data in the range C4:C12 --+-==sem em ne neh Aaa Baaormulas, Functions, and Formatting Excel Chapter 2 EX99 s £ ° Fi Hy Select the range to _ iy contain the date 3 forma els 812 in fan: tren TR Click the Format Cells: Number Dialog Box Launcher (Home tab | Number group) to display the Format Cells dialog box. 1 If necessary, click the Number tab (Format Cells dialog box), click Date in the Category lst, and then click = 3/14/01 in the Type list to choose the format, for the selected range fe (Figure 2-39), nest e Click the OK button = — (Format Cells dialog box) to format the The Mobile Masses Sto imeekly Payroll Report dates in the cu column using e \ theselected date amy ee format style ° | ® Select the range cact2_ | - and then click the | a 2 Genter button Home} tab| Alignment group) | ra me Fes een ames oe \ to center the data in the selected range # Select cell £4 to — as a deselect the selected Figure 2-40 range (Figure 2-40) QeaEX 100 Excel Chapter 2 Formulas, Functions, and Formatting wn in Figure 2-30b on page EX 92, the worksheet is formatted to resem an accounting report. For example, in columns E through I, the numbers in the first row rf he totals row (row 13), and the rows below the totals (rows 14 through 16) hi Jollar signs, while the remaining numbers (rows 5 through 12) in column E through column T do nov Plan Determine proper formatting for cells that include currency and other Ahead numeric amounts. + To append a dollar sign to a number, you should use the Accounting number format. Excel displays numbers using the Accounting number format h a dollar sign to the left of imber, inserts a comma every three positions to the left of the decimal point, and plays numbers to the nearest cent (hundredth place). Clicking the Accounting Numbe Format button (Home tab | Number group) assigns the desired Accounting number format. + When you use the Accounting Number Format button to assign the Accounting number a fixed dollar sign to the fa left in the cel, often with spaces between it and the first digit. To assign a floating dollar sign that appears immediately to he let ofthe first digit with no spaces, use the Currency style Format Cells dialog box). Whether you use the Accounting number format or the Currency style format depends on a number of factors, including the preference of your organization, industry standards, and he aesthetics of the work + The Comma style format is used to instruct Excel to display numbers with commas and né dollar signs. The Comma style format, which can be assigned to a range of cells by clicking the Comma Style button (Home tab | Number group), inserts a comma every three positions to he left of the decimal point and causes numbers to be displayed to the nearest hundredths. To Apply an Accounting Number Format and Comma Style Format Using the Ribbon he following steps assign formats using the Accounting Number Format button and the Comma Sty putton (Home tab | Number group). The Accounting Number format is applied to the currency amounts in rows 4 and 13. The Comma style is applied to the ra 12 and to column D (Hours Worked). o lect the range to contain the Accounting Number Format, cel E414 in holding down the crn. key elect the range F13} toselectthe | “ rnonadjacent range. The Mobile masses store er Biweekly Payroll Report _ eee # Click the Accountin Format button (Home group) to apply the Acc number format with fixed dolla signs to the sel 4200211 $aae.80 “WaoseTa< Figure 2-41Formulas, Functions, and Formatting Excel Chapter 2 EX 10 ‘ e : 5 a fie ent 5 —= & contain the Comma az style format, calls . | 4 a5 Ey E the Comma Style utton (Home tab Number group) to assign the Comma | style format to the selected range { lobile Masses Store Figure 2-42 * Select the range to SRT contain the Comma \ style format, cells 4:16 in this case. button (Home tab | ame peros ome The Mobile maases'store | = 7 Biweekly Payroll Report style format to he selected range : (Figure 2-43), rotate $42,129 4260271 $4nana $400473 0.2} Figure 2-43To Apply a Currency Style Format with a Floating Dollar Sign Using the Format Cells Dialog Box The following steps use the Format Cells dialog box to apply the Currency style format with a floating dollar gn to the numbers in the range E14:11 ° « Select the range 4:116 and the ck the Formot Cells . auncher (Ho < | j faeries diplay the Format | Cel calog box. sf necessary, click 7 oo fosserm oat a box) to display the } (Figure 2-44), e * Click Curreney in the Category list to selec the necessary number format category, and then click the thied style ($1,234.10) in the Negative ist (Format Cells dialog box) to select thed format Figure 2-45Functions and Formatting Excel Chapter 2 EX 103, 8 * Click the OK button (Format Cells. en — dialog box) to assign the Curency style format with a floating Bs | dollar sign to the selected range ane cata | genes Sal omer | Figure 2-46 To Apply a Percent Style Format and Use the Increase Decimal Button The next step is to format the tax % in column J. Currently, Excel displays the numbers in column J asa lecimal fraction (for example, 0.256 in cell J4). The following steps format the range J4J16 to the Percent style o * Select the range to format, cell JA:I16 in this case * Click the Percent Style button (Hom tab | Number group) to display the 1umbers in the selected range as a ” t ‘ounded whole percent | What i t of clicking the The Mobile-masses store nt Style button Biweekly Payroll Report Qea 8 ® Click the Increase Decimal button (Home tab | Number group) times to display the numbers in the selected range with t places (Figure 2-47) Figure 2-47 (0 decimal crEX 104 Excel Chapter 2. Formul Conditional Formatting Plan Ahead Conditional Formatting ditionally. f the value Jpprestes the conditional To Apply Cond * Select the rang ‘Click the Conditional | Formatting button Home tab | Style group) to display the Conditional Formatting lst (Figure 2-48), The next ste ith is to emphasize the values greater than 70 in column D by formatting and and white font color (Figure 2 Establish rules for conditional formatting. + Excel lets you apply formatting that appear that you specify. This type of forma rmatting workbook. Usually, you apply conditional formatting nly when the value in a cell meets conditions ing is called conditional formatting, cell, a range of. ire ou can apply rksheet, or the entire -onditional the e a range of cells that contains values you want to highlight, if conditions warrant A condition, which is made up of two values and a relational o cell in the range. Ifthe condi ato, i true or false for ead is true, then Excel applies the formatting Ifthe condition i esses the formatting. What makes conditional formatting so powerful rorksheet. false, then Excel isthat the, I's appearance can change as you enter new values in the ‘As with worksheet formatting, follow the less-is-more rule when considering conditional formatting, Use conditional formatting to make cells and ranges stand out and raise attention. Too much conditional formatting can result in confusion fo he reader of the nal Formatting he range D4:D12, so that J and a white font color Pe — j The Mobile Masses 3 | Biweekiy Payroll Report | Figure 2-48Formulas, Functions, and Formatting, Excel Chapter 2. EX 105 e ‘© Click New Rule in the Conditional Formatting list to * display the New 5 se Formatting Rule Type dialog box * Click ‘Format only cells that contain’ in the Select a Rule Type area (New Formatting g box) to change the ‘Edit the Rule Description’ area ‘In the ‘Edit the Rule Description’ area, lick the box arrow in the relational operator box (second text box) to display a list of ational operators id then select Figure 2-49 greater than to select the desired operator «Select the rightmost box, and then type 70 in the box int area to enter the second value tthe Rule De: f the rule description (Figure 2~49) scription * Click the Format = button (New Formatting Rule dialog box) to display the For dialog box iat Cells ‘if necessary, click the Font tab. Click the Color box arrow Cells dialog box) to display the Color gallery and then click White, Background 1 (column 1, row 1) in the Color gallery to select the font color. Click the Fill tab Format Cells dialog box) to display the Fillsheet and then dlick the ofange color it Figure 2-50 umn 5, row 5 to select the background color (Figure 2-50).EX 105 Excel Chapter 2 ° * Click the OK button ‘ormat Cells dialog box) to close the Format Cells dialog box and display the New Format Rule dialog box with the desired font colors displayed in the Pre (Figure 2-51), '» Click the OK button to assign the conditional format to the selected range. # Click anywhere in the worksheet, such as cell A18, to desel he current range (igure 2-52) 5 $92,172 33. $3,602 114484 99 $9.00473 704 Figure 2-51 mz ere = oo Figure 2-52Formulas, Functions, and Fo atting Excel Chapter 2. EX 107 Conditional Formatting Operators As shown in Figure 2-49 on page EX 105, the second text box in the New Formatting Rule dialog box allows you to select a relational operator, such as less than, to use in thi he different relational operators from which you can choose for conditional formatting in the New Formatting Rule dialog box are summarized in Table 2-5 Tabl ‘Summary of Conditional Formatting Rel Eno PCR Dee ay Cel values between two number equal to Cel values equal 0 number: greater than Cel values greater than a number lessth Cel value ess than 2 rumt create than or equal to Cell value wn or equal to 2 number Hidden Rows and Changing the Widths of Columns and Heights of Rows BTw Columns When Excel starts and displays a blank worksheet on the screen, all of the columns | For some people, trying to have a default width of 8.43 characters, or 64 pixels. These values may change depending | unhide a range of columns Using the mouse can frustrating, An alternative isto use the keyboard: oon the theme applied to the workbook. For example, in this chapter, the Trek theme was applied to the workbook, resulting in columns having a default width of 8.11 characters. A character is defined asa letter, number, symbol, or punctuation mark in L1-point Calibri | select the columns to font, the default font used by Excel. An average of 8.43 characters in I1-point Calibri font | the right and left of the will it in a cel hidden columns and then PARENTHESS). To use the picture element. A pixel is a dot on the sereen that contains a color. The size of the dot Keyboard to hide a range Another me are of the height and width of cells is pixels, which is short for is based on your sereen’s resolution. At the resolution of 1024 x 768 used in this book of columns, pres RO). You aio can use range of rows by selecting 1024 pixels appear across the sereen and 768 pixels appear down the sereen for a total ‘of 786,432 pixels. It is these 786,432 pixels that form the font and other items you see The default row height in a blank worksheet is 15 points (or 20 pixels). Recall above and below the from Chapter I that a point is equal to 1/72 of an inch. Thus, 15 points is equal to hidden rows and then pressing ¢ ARENTESS). To use the keyboard to hide a range properly in a cell of rows, press CTRL9, about 1/5 of an inch. You can change the width of the columns or height of the rows at peer any time to make the worksheet easier to read or to ensure that Excel displays an entry To Change the Widths of Columns When changing the column width, you can set the width manually or you can instruct Excel to size the column to best fit. Best fit means that the width of the column will be increased or decreased so that the widest entry will fit in the column, Sometimes, you may prefer more ot less white space in a column than best fit provides To change the white space, Excel allows you to change column widths manually When the format you assign to a cell causes the entry to exceed the width of a column, Excel automatically changes the column width to best fit. Ifyou do not assign a format to a cell or cells in a column, the column width will remain 8.43 characters. To set a column width to best fit, double-click the right boundary of the column heading hove row 1 The steps on the following pages change the column widths: column A, B, and C.to best fits column H to and J to7 10.22 characters; and columns D, E 56 charactersEX 108 Excel Chapter 2. For '* Drag through ‘= Point to the boundary weadings A, B, and C above th on the right side of olumn heading C to cause the mouse pointer to become a split double arrow (Figure 2-53). e Double-click the right boundary of column, heading € to change the width of the selected columns to best fit Point to the dary on the right side of the column H heading above row 1 When the mouse pointer changes split double arrow, drag until the Screentip indicates, Width: 10.22 (9 Do not release the mouse button (Figure ‘The Mobile Masses Store iweekly Payroll Report Figure 2-53 The Mobile Masses Store ae Biweekly Payroll Report pe oe Figure 2-54Formulas, Functions, and Formatting Excel Chapter 2. EX 109 8 ‘Release the mouse button to change the column width 2 Ei * Glick the column © a: eis ee GBs a= | heading above row 1 eS ~ | + while holding dow The Mobile Masses Store | the crRL key, click the | Biweekly Payroll Report colurmn € heading 7 7 | and then the column J ee rae Fedweite, oe tes so that nonadjacent : s columns are selected 2% © (Figure 2-55) 2 \ me Es = ° if necessary, scroll jorksheet to the ptso that the right border of column Js visible, Point to the boundary on the right side of the column — | acon > heading above ro | The Mobile Masses Stor | Bibvog unt the | __Bimeehiy Payroll Report ScreenTip indicates he Federal tax tut Width: 7.56 (75 pixels) Do not release the ea 200 mete ™ Figure 2-56EX 110 Excel Chapter 2 Form For 8 * Release the mouse button to change the olumn widths # If necessary, scroll the worksheet to the le so that the left border of column A is visi The Mobile Masses Store Biweekly Payroll Report in the worksheet, ao Tay such as cell 18, to deselect the columns (igure 2-57) Other Ways ed nent, enter desires Figure 2-57 To Change the Heights of Rows When you increase the font size ofa cel entry, such asthe tile in cell Al, Excel automatically increases the row height to best fit so that it can display the characters properly. Recall that Excel did this earlier when multiple lines were entered ina cell in row 3, and when the cel style of the workshect title and subtitle was changed The following steps improve the appearance ofthe worksheet by increasing the height of row 3 to 48.00 points and increasing the height of row 14 to 27.00 points * Point to the boundary below row heading 3 drag down untiithe | 3 Kc = =Be k So ey ScreenTip indicates ¢)0 78 oe wens Height: 48.00 (64 pixels). Do not avi \ release the mouse cee RL & | See REE "? | The Mobile Masses Store boaieadD delat ee ie WE Biweekly Payroll Report Figure 2-58ormatting Excel Chapter 2 EX 111 8 * Release the mouse button to change the 4 & row height The Mobile Masses Store Biweekly Payroll Report «Point to the boundary med below row heading 14 ‘Drag down until the ScreenTip indicates \ Height: 27.00 6 pixels). Do not release the mouse button (Figure 2-58) * Release the mous {ton to change the ° row height, . “ ey rr * Click anywhere in the 3 a - worksheet, such as z cell A18, to deselect aeons ‘the current cel ‘The Mobile Masses Store (Figure 2-60) weekly Payroll Report o | | Figure 2-60 Other Waysex 112 Excel Chapter 2 Formulas, Functions, and Formatting Spell checking S| While Excel's spel ch fa valuable too tis | carefully by pointing to ach word and saying | mindful of misused word such a its andi, throug | and though, and to and | too. Nothing undermines Checking Spelling Excel includes a spell checker yc spell checker looks for spelling er words contained in its standard di in the standard dictionary, you m: Spelling dialog When the spell checker fir word in the Spelling To Check Spelling on the Worksheet illustrate how Excel respond: mployee, in cell A3 as the ° * Click cell A3 and then type Empolyee +o misspell the word Employee * Select cell A1 so that the spell checker begins checking at the selected ce * Click Review on the Ribbon to display the Review tab. # Click the Spelling button (Review tab | Prooting group) to run the spell checker and display the misspelled word in the Spelling dialog box igure 2-61) ou can use to check a worksheet for spelling errors. The rors by comparin words on the worksheet against If you often use specialized terms that are not ds a word her diction: box. ¥ fou then can correct it if itis misspelled, ceps misspell purposely the word , a shown in Figure 2~61 Figure 2-61Formulas Functions, and Formatting Excel Chapter 2. EX 113 e Click the Change button (Spelling dial misspelled word to the correct word (Figure 2-62). ox) to change the * Click the Close button (Spelling iog box) to close the Spelling ee cane The Mobile Masses Store | «ifthe Microsoft Excel dialog box oe" | _____ Biweekly Payroll Report is displayed, click the OK button, e ascell A18, to deselect the current cel anywhere in the worksheet, such «Display the Home tab * Click the Sa Access Toolbar to save the workbo button on the Quick Figure 2-62 Additional Spell Checker Considerations Consider these additional guidelines when using the spell checke Error Checking Je-click the cell to make the ays take the tim * To check the spelling of the text in a single cell, dou ») fa worksheet before formula bar active and then click the Spelling button (Review tab | Proofin + Ifyou select a single cel so that the formula bar is not active and then start the ubmiting it to your ; ormlas by clicking the embedded charts Error Checking tab | Formula Auditing group) You aso if you want to continue checking atthe beginning 3 employing data that s the limits of formu rll checker, Excel checks the remainder of the worksheet, including notes and * Ifyou select a cell other than cell Al before you start the spell checker, Excel will display a dialog box when the spell checker reaches the end of the worksheet, askin, * Ifyou select a range of cells before starting the spell checker, Excel checks the ets in a workbook, right-click any sheet tab, click | time testing a workbook * To check the spelling ofall th Select All Sheets on the sheet tab shortcut menu, and then start the spell checker: as they do creating oT dictionary such as your last name, click the Add to Dictionary button in the Spelling dialog box (Figure 2-61) when Excel identifi * Click the A\ ind the correct version of the word to the AutoCorrect list. For example, suppose hat you misspell the word, do, as the word, cox. When the spell checker displays he Spelling dialog box with the correct word, do, in the Change to box, click the AutoCorrect button. Then, anytime in the future that you type the word dox, E