Formatting First Quarter

Lesson 2
& Modifying Entering Texts, Date, and Numbers
Worksheet

Entering Texts, Date, and Numbers

Text – any combination of numbers, spaces, and non-numeric

characters.
Date – consists of day, month and year.
Time – consists of hours, minutes and seconds.
Cont’d. Entering Texts, Dates, and Numbers
Numbers – it can contain only the following characters; 0 1 2 3 4 5 6 7 8 9
+-$%Ee
To enter texts, dates and numbers;
Type the texts, dates and numbers in a cell.

Editing and Clearing Cell Contents

• To edit cell content;
1. Select the cell.
2. Do one of the following;
• Click the Formula Bar.
• Double-click the cell.
• Press F2
3.Edit the cell content
4. Do one of the following;
• Press Enter or Tab to enter your changes.
• Press Esc to cancel your changes.
• To clear cell content;
– Select the cell or cell range.
– Do one of the following;
• Press Delete key.
• Right-click, then choose Clear Contents.
• Go to Edit Menu, then choose Clear Contents.

Inserting, Deleting and Moving Cells

1. Insert Cells Options

 Shift cells right – moving of all cells that follow the selected cells to the
right.
 Shift cells down – moving of all cells that follow the selected cells down.
 Entire row – inserting of the same number of rows as there are selected
rows in your range
  Entire column – inserting of the same number of columns as the selected
columns in your range
To Insert Selected Cells
1. Select the cell or range.
2. Do one of the following;
• In the Insert Menu click Cells.
• Right-click the selected cells or range then choose Insert
3. Choose from the Insert Cells Options.
4. Click OK button
Delete Cells Options;
 Shift cells left – deletes the selected cells and move cells in the same
rows.
 Shift cells up – deletes the selected cells and moves cells in the same
columns.
 Entire Row – deletes the same number of rows as there are in your
selected range
 Entire column – deletes the same number of columns as there are in your
selected range.
To Delete Selected Cells
1. Select the cell or range.
2. Do one of the following;
• In the Edit Menu, click Delete.
• Right-click, then choose Delete.
3. Choose one of the Delete Cells Options.
4. Click OK button.

Cutting, Copying and Pasting Cells

• When you use the cut and copy command, the selected item, object or graphics
goes into the Windows Clipboard. Through the Paste Command, the item will be
placed onto its new location.
To Cut the Selected Cell or Range
1. Click the cell or range of cells.
2. Choose one of the following methods for cutting an item.
• Click the Cut icon on the Standard toolbar.
• Press CTRL+ X
• On the Edit Menu, click Cut.
To Copy the Selected Cell or Range
1. Click the cell or range of cells.
2. Choose one of the following methods to copy an item;
• Click Copy icon on the Standard Toolbar.
• Press CTRL+ C
• On the Edit Menu, click Copy.
To Paste the Selected Cell or Range
After you copy or cut an item, you can move or paste it onto a new location.
1. Click the cell where you want to paste the selected item in.
2. Choose one of the following;
 • Click Paste icon on Standard Toolbar
• Press CTRL + V.
• On the Edit Menu, click Paste.
Working with series
• A series is a sequence of cells that form a logical progression.
To Use the Fill Handle
1. Enter the first item of the series in the given cell
2. Move the Mouse Pointer to the bottom-right corner of the cell to the Fill Handle
(The pointer changes to the tiny black cross – refer to as cross hair ).
3. Drag the Fill Handle
4. Release the Mouse Button to complete the series
To Use the Series Dialog Box
1. In the given cell, enter the first item of the series.
2. Highlight the range of cells that will be included in the series.
3. In the Edit Menu, click Fill, then select Series.
4. In the Series Dialog Box, click the Series In Option (e.g. Series by Rows.)
5. Choose a Type options (e.g. Linear).
6. Type a value for Step Value and Stop Value.
7. Click OK button to complete the series
Formatting the Font
• You may apply a variety of formatting options to fonts;
 The Font (typeface) is the shape of the text and is used to display
characters.
 The Font Style is the weight or angle of characters.
 The Font Size is the size of characters usually expressed in points.
 The Font Color is the color that you apply to the characters.
 The Font Effects are special effects applied to characters.
To Apply Font Formatting Using the Formatting Toolbar
1. the color from the Font Color List on Formatting toolbar Select the cell or cell
range that you want to format
2. Do one of the following;
• Change Font Style of the text by clicking the Bold button or Italic
button.
• Change the Font type by selecting a font in the Font List on Formatting
toolbar.
• Change the Font size by selecting the point size from the Font Size List
on Formatting toolbar.
• Change the Font color by selecting
To Apply Font Formatting Using the Format Cell Dialog Box
1. Select the cell or cell range that you want to format.
2. Right-click the cell or cell range, then select Format Cells from the Shortcut
Menu.
3. Click the Font Tab, then specify the font formatting that you want to apply.
Formatting Numbers
 • You can use Number Formats to change the appearance of numbers, including
dates and times. These changes don’t affect their values displayed in the Formula
Bar, which Excel uses to perform calculations.
To Apply Number Formatting Using the Formatting Toolbar
1. Select the cell or range that you want to format.
2. Click the appropriate Number Formatting Button(s) on the Formatting
Toolbar such as the Currency Style, Comma Style, Percentage Style and the
Increase and Decrease Decimal.
To Apply Number Formatting Using the Format Cell Dialog Box
1. Select the cell or cell range that you want to format.
2. Right-click the cell or cell range, then select Format Cells from the Shortcut
Menu.
3. Click the Number Tab, then specify the number formatting that you want to
apply.
Modifying Cell Alignment
• Text Alignment – controls the alignment of cell contents in relation to the edge
of the cell.
– Horizontal aligns the text between the left and right sides of the cell or
selection.
– Vertical aligns the text between the top and bottom of the cell.

– Indent is the amount of space between the cell data and the left side of the
cell.
– Orientation controls the angle of the text appearance.

– Text Control
– Wrap text is the wrapping of the content of the cell, depending upon the
width of the column and the length of the cell content.
– Shrink to fit decreases the size of characters to fit within the cell.
– Merge Cells combines multiple selected cells into one cell.
To Change Cell Alignment Using the Formatting Toolbar
1. Select the cell or cell range
2. Click the appropriate Alignment Button such as Left, Center, Right and Merge
and Center.

To Change Cell Alignment Using the Format Cells Dialog Box

1. Select the cell or cell range.
2. Do one of the following;
• Right-click the selection, then select the Format Cells from the Shortcut
Menu.
• On the Format Menu, click Cells.
• Press Ctrl + 1.
3. Click the Alignment Tab, then the desired alignment option.
To indent the Text in a Cell
1. Select the cell or cell range.
2. Click the Increase or Decrease Indent on the Formatting Toolbar.
To Merge Cells

1. Select the cell or cell range.

2. In the Format Menu, click Cells.
3. Click the Alignment Tab.
4. Select the Merge Cells Checkbox, then click OK button.
To Rotate the Text in a Cell
1. Select the cell or cell range.
2. In the Format Menu, click Cells.
3. Select one of the options of the orientation section or adjust the angle by dragging
the Text Rotation Tool.
4. Click OK button.
Adding Borders
• Cell Borders are the lines along the edge of a cell or the lines that cut diagonally
through it.
To Add Borders Using the Formatting Toolbar
1. Select the cell or cell range.
2. Click the Border Style List Arrow on the Formatting Toolbar, then select the
border that you want.
To Add Borders Using the Format Cells Dialog Box
1. Select the cell or cell range.
2. Do one of the following;
• Right-click the selection, then select Format Cells from the Shortcut
Menu.
• On the Format Menu, click Cells.
3. Click the Border Tab, then select the border(s) that you want to add.
Applying Colors and Patterns
• The Fill Color Palette lets you choose a different color in which shade the cell and
further emphasize its contents. The pattern drop-down list lets you select an
alternate pattern, such as dots or slanted lines.
To Apply Colors Using the Fill Color Palette
1. Select the cell or cell range.
2. Click the Fill Color List Arrow in the Formatting Toolbar, and then select the
color that you want to apply.
To Apply Colors Using the Format Cells Dialog Box
1. Select the cell or cell range.
2. Do one of the following;
3. Click the Patterns Tab, then select the color or patterns that you want to apply.
Row and Column Formatting
• Row height is the vertical length of a row
• Column width is the horizontal length of a column.
To Adjust the Column Width
Do one of the following;
• Right-click the Column Heading. Select Column Width from the shortcut
menu, then enter the column width.
• Select the Column Header(s). In the Format Menu, point to Column, then choose Width from
the menu, then enter the column width.
 • Drag the right border of the column header to the left or to the right to achieve your desired
column width. The screen tip displays the column width in points and pixels as you drag the right
border of the column header.
To Adjust the Row Height
Do one of the following;
• Right-click the Row Header(s). Select Row Height from the Shortcut Menu then enter the row
height.
• Select the Row Header(s). In the Format Menu, point to Row then choose Height from the
menu. Enter the row height.
• Drag the bottom of the row header(s) up or down to achieve your desired row height. The Screen
Tip displays the row height in points and pixels as you drag the bottom border of the row header.
Using the Format Painter
• After formatting a cell, you can copy the format specifications without copying the contents using
the Format Painter.
• The format, which can be copied by the format painter, includes font styles, number formatting
and borders and shading specifications.
To Copy Format to a Cell or Range
1. Select a cell or range that has the formatting options that you want to copy.
2. Click the Format Painter button on the Standard Toolbar. (Note: The mouse pointer changes to
format painter.)
3. Select a cell or range where you want to apply the copied formatting to.
To Copy Format to Several Cells or Ranges
1. Select a cell or range that has the formatting options that you want to copy.
2. Double-click the Format Painter button on the Standard Toolbar to apply formatting to several
locations. (Note: The mouse pointer change to format painter).
3. After copying the formatting, do one of the following to turn off the Format Painter.
• Click the Format Painter button again.
• Press Esc key.
Conditional Formatting of Cells or Cell Ranges
• Conditional formatting allows you to format the selected cell or range only if a specified condition
is true.
To Apply Conditional Formatting on Cells or Cell Ranges
1. Select the cell or cell range you want to format according to a specific condition.
2. On the Format Menu, select Conditional Formatting.
3. Do the following on the Conditional Formatting Dialog Box;
• Select the type of conditional formatting
• Choose the operator that you want to use to set the condition
• Enter the value or formula of the condition to which formatting will depend.
• Click the Format Button then specify the formatting that you want to use if the condition is true.
• Click OK button.
4. If you want to specify additional conditions for the selected cells, click the Add button, otherwise
click OK button.