Module 2 attention to specific parts of the spreadsheet and make

the spreadsheet more visually appealing and easier to

2.0. Intended Learning Outcomes (ILO's) understand.

Intended Learning Outcomes (ILO's) In Excel, there are many tools you can use to format text
and cells. 
At the end of the lesson the students are expected to be
able to: We use Format Cells to change
the formatting of cell number without changing the
1. Demonstrate how to change the color and style number itself. We can use Format cells to change the
of text and cells, align text, and number, alignment, font style, Border style, Fill options
2. Apply special formatting to numbers and dates. and Protection.
3. Demonstrate how to use the Save and Save
As commands, how to save as an Excel 97- 2.2.1. Formatting text
2003 compatible workbook, and how to save as
a PDF. Formatting text
4. Apply how to create simple formulas in Excel to
Many of the commands you will use to format text can be
add, subtract, multiply, and divide values in a
found in the Font, Alignment, and Number groups on the
workbook.
Ribbon. Font commands let you change the style, size,
5. Demonstrate various ways you can use cell
and color of text. You can also use them to add borders
references to make working with formulas easier and
and fill colors to cells. Alignment commands let you
more efficient.
format how text is displayed across cells both horizontally
and vertically. Number commands let you change how
List of topic for Module 2
selected cells display numbers and dates.
2.1. Introduction -  Formatting Cells / Saving / Creating
To change the font:
Simple Formula
2.2. Formatting Cells 1. Select the cells you want to modify.
         2.2.1. Formatting text 2. Click the drop-down arrow next to
         2.2.2. Format Painter the Font command on the Home tab. The font drop-
2.3. Saving down menu appears.
         2.3.1. Saving workbooks 3. Move your mouse over the various fonts. A live
         2.3.2. To save as a PDF preview of the font will appear in the worksheet.
2.4. Creating Simple Formulas
         2.4.1. Simple formulas
         2.4.2. Creating formulas with cell references
2.5. Summary - Formatting Cells / Saving / Creating
Simple Formula

2.1. Introduction - Formatting Cells / Saving / Creating

Simple Formula

Introduction
In Excel, there are many tools you can use to format text
and cells. In this lesson, you will learn how to change
the color and style of text and cells, align text, and apply 4. Select the font you want to use.
special formatting to numbers and dates.
To change the font size:
2.2. Formatting Cells

Spreadsheets that have not been formatted can be 1. Select the cells you want to modify.
difficult to read. Formatted text and cells can draw
2. Click the drop-down arrow next to the font 1. Select the cells you want to modify.
size command on the Home tab. The font size drop- 2. Click the drop-down arrow next to
down menu appears. the Borders command on the Home tab. The border
3. Move your mouse over the various font sizes. A drop-down menu appears.
live preview of the font size will appear in the
worksheet.

3. Select the border style you want to use.

You can draw borders and change the line

style and color of borders with the Draw Borders tools at
4. Select the font size you want to use.
the bottom of the Borders drop-down menu.
You can also use the Grow Font and Shrink To change font color:
Font commands to change the size.
1. Select the cells you want to modify.
2. Click the drop-down arrow next to the font
color command on the Home tab. The color menu
appears.
3. Move your mouse over the various font colors. A
live preview of the color will appear in the worksheet.

To use the bold, italic, and underline commands:

1. Select the cells you want to modify.

2. Click the Bold, Italic, or Underline command on
the Home tab.

4. Select the font color you want to use.

To add a border:
Your color choices are not limited to the drop-down menu 1. Select the cells you want to modify.
that appears. Select More Colors at the bottom of the 2. Select one of the three
menu to access additional color options. vertical Alignment commands on the Home tab.
o Top Align: Aligns text to the top of the
To add a fill color: cell
o Middle Align: Aligns text to the middle of
1. Select the cells you want to modify.
the cell
2. Click the drop-down arrow next to the fill
o Bottom Align: Aligns text to the bottom of
color command on the Home tab. The color menu
appears. the cell
3. Move your cursor over the various fill colors. A
live preview of the color will appear in the worksheet.

By default, numbers align to the bottom-right of cells,

while words and letters align to the bottom-left of cells.

2.2.2. Format Painter

Format Painter
4. Select the fill color you want to use. If you want to copy formatting from one cell to another,
you can use the Format Painter command on
To change horizontal text alignment: the Home tab. When you click the Format Painter, it will
copy all of the formatting from the selected cell. You can
1. Select the cells you want to modify. then click and drag over any cells you want to paste the
2. Select one of the three formatting to.
horizontal Alignment commands on the Home tab.
o Align Text Left: Aligns text to the left of Formatting numbers and dates
the cell One of Excel's most useful features is its ability to format
o Center: Aligns text to the center of the numbers and dates in a variety of ways. For example,
cell you might need to format numbers with decimal places,
o Align Text Right: Aligns text to the right currency symbols ($), or percent symbols (%).
of the cell
To format numbers and dates:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the Number
Format command on the Home tab.

To change vertical text alignment:

 2. Select Save As.

3. Select the number format you want. For some

number formats, you can then use the Increase
Decimal and Decrease Decimal commands (below
the Number Format command) to change the number
of decimal places that are displayed.

3. The Save As dialog box will appear. Select the

location where you want to save the workbook.
4. Enter a name for the workbook, then click Save.

2.3. Saving

Are you saving a workbook for the first time? Saving it as If you are using Windows 7, you will most likely want to
another name? Sharing it with someone who doesn't save files to your Documents library. For other versions of
have Excel 2010? There are many ways Windows, you will most likely want to save files to the My
you share and receive workbooks, which will affect how Documents folder. For more information, check out our
you need to save the file. lessons on Windows 7 (Links to an external
2.3.1 Saving workbooks site.) and Windows XP (Links to an external site.) .
To use the Save command:
Saving workbooks
1. Click the Save command on the Quick Access
When you create a new workbook in Excel, you'll need to
toolbar.
know how to save it to access and edit it later. Excel
allows you to save your documents in several ways.
To use the Save As command:
Save As allows you to choose a name and location for
your workbook. Use it if you are saving a workbook for
the first time or if you want to save a different version of a
workbook while keeping the original.

1. Click the File tab.
2. The workbook will be saved in its current location previously saved versions—you can browse all
with the same file name. autosaved files by clicking the Manage Versions button
and selecting Recover Unsaved Workbooks from the
If you are saving for the first time and select Save, drop-down menu.
the Save As dialog box will appear.
To use AutoRecover:
Excel automatically saves your workbooks to a temporary
folder while you're working on them. If you forget to save
your changes or if Excel crashes, you can recover the
autosaved file.

1. Open a workbook that was previously closed

without saving.
2. In Backstage view, click Info.
3. If there are autosaved versions of your workbook,
they will appear under Versions. Click the file to open To save as an Excel 97-2003 workbook:
it.
You can share your workbooks with anyone using Excel
2010 or 2007 because they use the same file format.
However, earlier versions of Excel use a different file
format, so if you want to share your workbook with
someone using an earlier version of Excel you will need
to save it as an Excel 97-2003 workbook.

1. Click the File tab.
2. Select Save As.
3. In the Save as type drop-down menu,
select Excel 97-2003 Workbook.

4. A yellow caution note will appear on the Ribbon

of the workbook. To restore this version of the
workbook, click Restore, then click OK.

By default, Excel autosaves every 10 minutes. If you are

editing a workbook for less than 10 minutes, Excel may 4. Select the location where you want to save the
not create an autosaved version. file.
5. Enter a name for the file, then click Save.
If you do not see the file you're looking for—or if you're
looking for an autosaved version of a file that has no 2.3.2. To save as a PDF
To save as a PDF
Saving your workbook as an Adobe Acrobat Document—
which is called a PDF file—can be especially useful when
your recipients do not have Excel. A PDF will make it
possible for recipients to view the content from your
workbook, but they will not be able to edit anything. If you
are not sure what a PDF looks like, you can download
our PDF example (Links to an external site.)  for this
lesson.

1. Click the File tab.
2. Select Save As.
3. In the Save as type drop-down menu,
select PDF.
2.4. Creating Simple Formulas

Excel can be used to calculate numerical information. 

A formula is an equation that performs a calculation. Like
a calculator, Excel can execute formulas that add,
subtract, multiply, and divide.
One of Excel's most useful features is its ability to
calculate using a cell address to represent the value in a
cell. This is called using a cell reference.
To maximize the capabilities of Excel, it is important to
understand how to create simple formulas and use cell
references.

2.4.1. Simple formulas

4. Select the location where you want to save the
file. Simple formulas
5. Enter a name for the file, then click Save.
Excel uses standard operators for equations, such as
a plus sign for addition (+), minus sign for subtraction
Excel defaults to saving the active worksheet only. If you
(-), asterisk for multiplication (*), forward slash for division
have multiple worksheets and want to save all of them in
(/), and caret (^) for exponents.
the same PDF file, click Options. The Options dialog box
will appear. Select Entire workbook from the Options The key thing to remember when writing formulas for
dialog box, then click OK. Excel is that all formulas must begin with an equals
sign (=). This is because the cell contains—or is equal to
—the formula and its value.
 If the result of a formula is too large to be displayed in a
cell, it may appear as pound signs (#######) instead of a
value. This means the column is not wide enough to
display the cell content. Simply increase the column
width to show the cell content.

2.4.2. Creating formulas with cell references

Creating formulas with cell references

When a formula contains a cell address, it is called a cell
reference. Creating a formula with cell references is
useful because you can update data in your worksheet
To create a simple formula in Excel: without having to rewrite the values in the formula.
1. Select the cell where the answer will To create a formula using cell references:
appear (B4, for example).
1. Select the cell where the answer will appear
(B3, for example).

2. Type the equals sign (=).

3. Type in the formula you want Excel to calculate 2. Type the equals sign (=).
(75/250, for example). 3. Type the cell address that contains the first
number in the equation (B1, for example).

4. Press Enter. The formula will be calculated, and 4. Type the operator you need for your formula. For
the value will be displayed in the cell. example, type the addition sign (+).
5. Type the cell address that contains the second
number in the equation (B2, for example).
6. Press Enter. The formula will be calculated, and
the value will be displayed in the cell.

4. Type the operator you need for the formula. For

example, type the multiplication sign (*).
If you change a value in either B1 or B2, the total will 5. Click the next cell in the formula (B3, for
automatically recalculate. example).

Excel will not always tell you if your formula contains an 6. Press Enter. The formula will be calculated, and
error, so it's up to you to check all of your formulas. To the value will be displayed in the cell.
learn how to do this, you can read the Double-Check
Your Formulas (Links to an external site.) lesson from
our Excel Formulas (Links to an external site.) tutorial.
To create a formula using the point-and-click method:

1. Select the cell where the answer will appear

(B4, for example).

 
To edit a formula:

1. Click the cell you want to edit.

2. Insert the cursor in the formula bar, and edit the
formula as desired. You can also double-click the cell
2. Type the equals sign (=). to view and edit the formula directly from the cell.
3. Click the first cell to be included in the formula 3. When you're done, press Enter or select
(A3, for example). the Enter command .
4. The new value will be displayed in the cell.

If you change your mind, use the Cancel command in

the formula bar to avoid accidentally making changes to
your formula.

2.5. Summary - Formatting Cells / Saving / Creating

Simple Formula

Summary

 Font commands let you change the style, size,

and color of text. You can also use them to add
borders and fill colors to cells. 
 Alignment commands let you format how text is
displayed across cells both horizontally and
vertically. 
 Number commands let you change how selected
cells display numbers and dates.
 You can draw borders and change the line
style and color of borders with the Draw
Borders tools at the bottom of the Borders drop-down
menu.
 If you want to copy formatting from one cell to
another, you can use the Format Painter command
on the Home tab.
 One of Excel's most useful features is its ability to
format numbers and dates in a variety of ways.