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    How to Change the Appearance of a Workbook in Microsoft Excel 2016

    This chapter from Microsoft Excel 2016 Step by Step guides you through procedures related to changing the appearance of data, applying existing formats to data, making numbers easier to read, changing data’s appearance based on its value, and adding images to worksheets.

    How to Change the Appearance of a Workbook in Microsoft Excel 2016

    10/16/2015 Contents Like us on Facebook

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    Microsoft Excel 2016 Step by Step

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    This chapter from Microsoft Excel 2016 Step by Step guides you through procedures related to changing the appearance of data, applying existing formats to data, making numbers easier to read, changing data’s appearance based on its value, and adding images to worksheets.

    In this chapter Format cells Define styles

    Apply workbook themes and Excel table styles

    Make numbers easier to read

    Change the appearance of data based on its value

    Add images to worksheets

    Practice files

    For this chapter, use the practice files from the Excel2016SBS\Ch04 folder. For practice file download instructions, see the introduction.

    Entering data into a workbook efficiently saves you time, but you must also ensure that your data is easy to read. Microsoft Excel 2016 gives you a wide variety of ways to make your data easier to understand; for example, you can change the font, character size, or color used to present a cell’s contents. Changing how data appears on a worksheet helps set the contents of a cell apart from the contents of surrounding cells. To save time, you can define a number of custom formats and then apply them quickly to the cells you want to emphasize.

    You might also want to specially format a cell’s contents to reflect the value in that cell. For example, you could create a worksheet that displays the percentage of improperly delivered packages from each regional distribution center. If that percentage exceeds a threshold, Excel could display a red traffic light icon, indicating that the center’s performance is out of tolerance and requires attention.

    This chapter guides you through procedures related to changing the appearance of data, applying existing formats to data, making numbers easier to read, changing data’s appearance based on its value, and adding images to worksheets.

    Format cells

    Excel worksheets can hold and process lots of data, but when you manage numerous worksheets, it can be hard to remember from a worksheet’s title exactly what data is kept in that worksheet. Data labels give you and your colleagues information about data in a worksheet, but it’s important to format the labels so that they stand out visually. To make your data labels or any other data stand out, you can change the format of the cells that hold your data.

    Use formatting to set labels apart from worksheet data

    TIP

    Deleting a cell’s contents doesn’t delete the cell’s formatting. To delete a selected cell’s formatting, on the Home tab, in the Editing group, click the Clear button (which looks like an eraser), and then click Clear Formats. Clicking Clear All from the same list will remove the cell’s contents and formatting.

    Many of the formatting-related buttons on the ribbon have arrows at their right edges. Clicking the arrow displays a list of options for that button, such as the fonts available on your system or the colors you can assign to a cell.

    TIP

    Clicking the body of the Border, Fill Color, or Font Color button applies the most recently applied formatting to the currently selected cells.

    Change font color to help labels and values stand out

    You can also make a cell stand apart from its neighbors by adding a border around the cell or changing the color or shading of the cell’s interior.

    Add borders to set cells apart from their neighbors

    TIP

    You can display the most commonly used formatting controls by right-clicking a selected range. When you do, a mini toolbar containing a subset of the Home tab formatting tools appears above the shortcut menu.

    If you want to change the attributes of every cell in a row or column, you can click the header of the row or column you want to modify and then select the format you want.

    One task you can’t perform by using the tools on the ribbon is to change the default font for a workbook, which is used in the formula bar. The default font when you install Excel is Calibri, a simple font that is easy to read on a computer screen and on the printed page. If you’d prefer to change the default font, you can do so, but only from the Excel Options dialog box, not from the ribbon.

    Important

    The new standard font doesn’t take effect until you exit Excel and restart the app.

    To change the font used to display cell contents

    Select the cell or cells you want to format.

    On the Home tab of the ribbon, in the Font group, click the Font arrow.

    In the font list, click the font you want to apply.

    To change the size of characters in a cell or cells

    Select the cell or cells you want to format.

    Click the Font Size arrow.

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    Change the format of a cell

    Format cells by including predefined formatting styles, and things like borders and fill colors.

    Formatting

    Change the format of a cell

    You can apply formatting to an entire cell and to the data inside a cell—or a group of cells. One way to think of this is the cells are the frame of a picture and the picture inside the frame is the data.

    Formal Cells

    Select the cells.

    Go to the ribbon to select changes as Bold, Font Color, or Font Size.

    Apply Excel Styles 

    Select the cells.

    Select Home > Cell Style and select a style.

    Modify an Excel Style

    Select the cells with the Excel Style.

    Right-click the applied style in Home > Cell Styles.

    Select Modify > Format to change what you want. 

    Need more help?

    You can always ask an expert in the Excel Tech Community or get support in the Answers community.

    See Also

    Format text in cells

    Format numbers

    Format a date the way you want

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    EXPLORE TRAINING >

    Get new features first

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    Formatting Cells

    Formatting Cells

    The Gnumeric Manual, version 1.12 Working with Data

    This section describes how to format the appearance of data in a cell. The section Section 5.11 ― Conditional Formatting of Cells describes a more advanced method of formatting where the depends on various conditions involving the current cell value and/or the values in other cells.

    Cell formats allow you to only change the way cell data appears in the spreadsheet. It is important to keep in mind that it only alters the way the data is presented, and does not change the value of the data.

    The formatting options allows for monetary units, scientific options, dates, times, fractions,and more. Positive and negative values can have different colors and formats for aiding in keeping track of values. There are also a large variety of date and time formats for virtually any time and date format one can think of. Formatting also allows you to set font, background color, and borders for selected cells.

    Finally, advanced formatting options allow you to lock some of the cells so that their values cannot be changed, or restrict the range of values that can be entered in the selected cells.

    To change the formatting of a cell or a selection, you can either use the Format Cells dialog which holds all of the formatting options or use specific formatting elements available as buttons on the Format Toolbar.

    This dialog, shown in Figure 5-16, gives you access to all formatting options.

    Figure 5-16 Format Cells Dialog

    To launch this dialog, select the cell or range of cells you want to format (see Section 5.6 ― Selecting Cells and Cell Ranges for details on selecting cells) and then use one of the following methods:

    Use keyboard shortcut Ctrl+1 (this is number one, not letter l).

    Choose Format ▸ Cells... in the menubar.

    Click with the right mouse button on the cell grid area and choose Format Cells... from the context menu.

    The Format Cells dialog contains tabs Number, Alignment, Font, Border, Background, Protection, and Validation. These tabs are described in detail in the subsequent sections.

    To set one of formatting options, select the corresponding tab, choose the options you need, and click OK. This will apply the options you selected (in all tabs) and close Format Cells dialog. You can also click on Apply to apply the and keep the dialog open, or on Close to close the dialog without applying changes.

    Some of the most commonly used formatting options, such as font, background, and alignment, can also be accessed by using the buttons in the Format Toolbar. This toolbar is described in detail in Section 4.4.3 ― The Format Toolbar,

    5.10.1. Number Formatting Tab

    5.10.2. Alignment, Font, Border, and Background Tabs

    5.10.3. Protection and Validation Tabs

    5.10.1. Number Formatting Tab

    This tab allows you to select the format for the cell's contents. You can select one of the many preset formatting styles which should be more than adequate for the vast majority of cases. If none of these meet the needs of the user, it is possible to create your own formats.

    To use one of the preset formats, select the format category (such as Number or Date) by clicking on the corresponding radiobutton in the left side of the dialog. The right side of the dialog will show you how the selected cell would look with this format and give more options for the selected format.

    The following is a list of all available format categories:

    General

    A Swiss army knife of a format. It will attempt to display a value it the 'best' way possible. The choice of format depends on the size of the cell and Gnumeric guess of what 'type' of value is being displayed (number, date, time ...).

    Number

    Displays numbers with 0-30 digits after the decimal place. Negatives can be displayed normally, within parentheses, or in red color. Optionally a delimiter can be added every third order of magnitude (thousand, million, ...). Both the decimal point and the thousands separator have internationalization support.

    Currency

    Similar to Number, with the addition of a currency symbol. Currently known symbols include $, ¥, £, ¤ and the three letter abbreviations of all major currencies. By default, Gnumeric will use currency symbol and placement (before or after the number) appropriate for your locale.

    Accounting

    A specialization of Currency which pays more attention to the alignment of negative numbers. It ensures that a small amount of space is prepended to positive numbers so that they align with negatives.

    Date

    This category contains various formats for presenting dates. By default, Gnumeric will use date format appropriate for your locale (country and language setting). You can also choose one of many possible date formats shown in the list in the right side of the dialog. The following is an explanation of codes used in these formats:

    d: day of month (one or two digits). Example: 9.

    dd: day of month (two digits). Example: 09.

    ddd: day of week. Example: Wed.

    m: month (number, one or two digits). Example: 3.

    mm: month (number, two digits). Example: 03.

    mmm: month (abbreviated name). Example: Mar.

    mmmm: month (full name). Example: March.

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