1. FORMATTING AND DATA ANALYSIS

                                                               


    This section addresses formatting commands that can be used to enhance the visual appearance of a worksheet. It also provides an introduction to mathematical calculations. The skills introduced in this section will give you powerful tools for analyzing the data that we have been working with in this workbook and will highlight how Excel is used to make key decisions in virtually any career. Additionally, Excel Spreadsheet Guidelines for format and appearance will be introduced as a format for the course and spreadsheets submitted.

    Formatting Data and Cells

    Enhancing the visual appearance of a worksheet is a critical step in creating a valuable tool for you or your coworkers when making key decisions. There are accepted professional formatting standards when spreadsheets contain only currency data. For this course, we will use the following Excel Guidelines for Formatting. The first figure displays how to use Accounting number format when ALL figures are currency. Only the first row of data and the totals should be formatted with the Accounting format. The other data should be formatted with Comma style. There also needs to be a Top Border above the numbers in the total row. If any of the numbers have cents, you need to format all of the data with two decimal places.


    Figure 1.31a
    Often, your Excel spreadsheet will contain values that are both currency and non-currency in nature. When that is the case, you’ll want to use the guidelines in the following figure:

    Figure 1.31b

    The following steps demonstrate several fundamental formatting skills that will be applied to the workbook that we are developing for this chapter. Several of these formatting skills are identical to ones that you may have already used in other Microsoft applications such as Microsoft Word or Microsoft PowerPoint.

    1. Select the range A2:D2. Click the Bold button in the Font group of commands in the Home tab of the ribbon.
    2. Click the Border button in the Font group of commands in the Home tab of the Ribbon (see Figure 1.32). Select the Bottom Border option from the list to achieve the goal of a border on the bottom of row 2 below the column headings.
    Font group of commands in Home tab containing Border button and commands such as font style, size, formatting, color, and cell fill color.
    Figure 1.32 Font Group of Commands



    1. Select the range A15:D15.
    2. Click the Bold button in the Font group of commands in the Home tab of the Ribbon.
    3. Click the Border button in the Font group of commands in the Home tab of the Ribbon (see Figure 1.32). Select the Top Border option from the list to achieve the goal of a border on the top of row 15 where totals will eventually display.




    1. Select the range B3:B14.
    2. Click the Comma Style button in the Number group of commands in the Home tab of the Ribbon. This feature adds a comma as well as two decimal places. (see Figure 1.33).
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      Figure 1.33 Number Group of Commands
    3. Since the figures in this range do not include cents, click the Decrease Decimal button in the Number group of commands in the Home tab of the Ribbon two times (see Figure 1.33).
    4. The numbers will also be reduced to zero decimal places.
    5. Select the range C3:C14.
    6. Click the Accounting Number Format button in the Number group of commands in the Home tab of the Ribbon (see Figure 1.33). This will add the US currency symbol and two decimal places to the values. This format is common when working with pricing data. As discussed above in the Formatting Data and Cells section, you will want to use Accounting format on all values in this range since the worksheet contains non-currency as well as currency data.
    7. Select the range D3:D14.
    8. Again, select the Accounting Number Format; this will add the US currency symbol to the values as well as two decimal places.
    9. Click the Decrease Decimal button in the Number group of commands in the Home tab of the Ribbon.
    10. This will add the US currency symbol to the values and reduce the decimal places to zero since there are no cents in these figures.
    11. Select the range A1:D1.
    12. Click the down arrow next to the Fill Color button in the Font group of commands in the Home tab of the Ribbon (see Figure 1.34). This will add background fill color the range for a worksheet title when entered.

    Figure 1.34 Fill Color Palette

    • Click the Blue, Accent 1, Darker 25% color from the palette (see Figure 1.34). Notice that as you move the mouse pointer over the color palette, you will see a preview of how the color will appear in the highlighted cells. Experiment with this feature.
    • Click on A1 and enter the worksheet title: Merchandise City, USA and click on the check mark in the formula bar to enter this information.
    • Since the black font is difficult to read on the blue background, you’ll change the font color to be more visible. Click the down arrow next to the Font Color button in the Font group of commands in the Home tab of the Ribbon; select White as the font color for this range (see Figure 1.32).
    • Select the range A1:D1 and format for Italics by clicking on “I” in the Font group.
    • Click the drop-down arrow on the right side of the Font button in the Home tab of the Ribbon; select Arial as the font for this range and format for Bold click on “B” in the Font group. (see Figure 1.32).
    • Notice that as you move the mouse pointer over the font style options, you can see the font change in the highlighted cells.
    • Expand the column width of Column D to 14 characters.


    Figure 1.35 shows how the Sheet1 worksheet should appear after the formatting techniques are applied.

    Figure_1.35_Formatting_Techniques_Applied-2.png
    Figure 1.35 Formatting Techniques Applied


    Data Alignment (Wrap Text, Merge Cells, and Center)

    The skills presented in this segment show how data are aligned within cell locations. For example, text and numbers can be centered in a cell location, left justified, right justified, and so on. In some cases you may want to stack multiword text entries vertically in a cell instead of expanding the width of a column. This is referred to as wrapping text. These skills are demonstrated in the following steps:

    1. Select the range A2:D2.
    2. Click the Center button in the Alignment group of commands in the Home tab of the Ribbon (see Figure 1.36). This will center the column headings in each cell location.
    Alignment Group in Home Tab: Vertical and Horizontal alignment, Increase and Decrease Indent, Wrap Text, Merge & Center buttons.

    Figure 1.36 Alignment Group in Home Tab

    3. Click the Wrap Text button in the Alignment group (see Figure 1.36). The height of Row 2 automatically expands, and the words that were cut off because the columns were too narrow are now stacked vertically.





    1. Select the range A1:D1.
    2. Click the down arrow on the right side of the Merge & Center button in the Alignment group of commands in the Home tab of the Ribbon.
    3. Click the Merge & Center option (see Figure 1.37). This will create one large cell location running across the top of the data set and center the text in that cell.




    Merge Cell Drop-Down Menu featuring Merge & Center, Merge Across, Merge Cells without centering data, and Unmerge Cells to break a merged cell into separate cells.
    Figure 1.37 Merge Cell Drop-Down Menu



    Figure 1.38 shows the Sheet1 worksheet with the data alignment commands applied. The reason for merging the cells in the range A1:D1 will become apparent in the next segment.

    Cell range A1:D1 merged into one cell for title "Merchandise City,USA". A:2 has "Month" as title, then Wrap Text feature applied to show full titles in range B2:D2 as "Unit Sales", "Average Price", and "Sales Dollars".

    Figure 1.38 Data Alignment Features Added



    Entering Multiple Lines of Text

    In the Sheet1 worksheet, the cells in the range A1:D1 were merged for the purposes of adding a title to the worksheet. This worksheet will contain both a title and a subtitle. The following steps explain how you can enter text into a cell and determine where you want the second line of text to begin:

    1. Click cell A1. Since the cells were merged, clicking cell A1 will automatically activate the range A1:D1. Position your mouse to the end of the title, directly after the “A” in the word “USA” and double-click to get a cursor (flashing I-beam).
    2. Hold down the ALT key and press the ENTER key. This will start a new line of text in this cell location.
    3. Type the text Retail Sales and press the ENTER key.
    4. Select cell A1. Then click the Bold buttons in the Font group of commands in the Home tab of the Ribbon so that the titles are now in Bold and Italics.
    5. Increase the height of Row 1 to 30 points. Once the row height is increased, all the text typed into the cell will be visible (see Figure 1.39).
    "Retail Sales" added as subtitle in merged cell range A1:D1.



    Borders (Adding Lines to a Worksheet)

    In Excel, adding custom lines to a worksheet is known as adding borders. Borders are different from the grid lines that appear on a worksheet and that define the perimeter of the cell locations. The Borders command lets you add a variety of line styles to a worksheet that can make reading the worksheet much easier. The following steps illustrate methods for adding preset borders and custom borders to a worksheet:

    1. Click the down arrow to the right of the Borders button in the Font group of commands in the Home page of the Ribbon to view border options. (see Figure 1.40).
    Format Borders Drop-Down Menu options
    Figure 1.40 Borders Dropdown Menu
    1. Select the range A1:D15. Left click the All Borders option from the Borders drop-down menu (see Figure 1.40). This will add vertical and horizontal lines to the range A1:D15.
    2. Select the range A2:D2 .
    3. Click the down arrow to the right of the Borders button.
    4. Left click the Thick Bottom Border option from the Borders drop-down menu.
    5. Select the range A14:D14 and apply a Thick Bottom Border from the drop-down menu. The thick border will help maintain the Excel Formatting Guidelines.
    6. Select the range A1:D15.
    7. Click the down arrow to the right of the Borders button.
    8. Click More Borders… at the bottom of the List.
    9. This will open the Format Cells dialog box (see Figure 1.41). You can access all formatting commands in Excel through this dialog box.
    10. In the Style section of the Borders tab, click the thickest line style (see Figure 1.41).
    11. Click the Outline button in the Presets section (see Figure 1.41).
    12. Click the OK button at the bottom of the dialog box (see Figure 1.41).
    Format Cells Dialog Box options including outline, line placement in a highlighted cell range, and thickest line style.
    Figure 1.41 Borders Tab of the Format Cells Dialog Box
     
    Figure 1.42 Borders Added to the Worksheet




    AutoSum

    You will see at the bottom of Figure 1.42 that Row 15 is intended to show the totals for the data in this worksheet. Applying mathematical computations to a range of cells is accomplished through functions in Excel. Chapter 2 will review mathematical formulas and functions in detail. However, the following steps will demonstrate how you can quickly sum the values in a column of data using the AutoSum command:

    1. Click cell B15 in the Sheet1 worksheet.
    2. Click the Formulas tab of the Ribbon.
    3. Click the down arrow below the AutoSum button in the Function Library group of commands (see Figure 1.43). Note that the AutoSum button can also be found in the Editing group of commands in the Home tab of the Ribbon.
    AutoSum Drop-Down menu in Formulas tab: Sum, Average, Count Numbers, Max, Min, and More Functions sub-menu.
    Figure 1.43 AutoSum List​​
    1. Click the Sum option from the AutoSum drop down menu. The first click will display a flashing marquee around the range. Click the check mark next to the Formula bar to complete the function.
    2. Excel will provide a total for the values in the Unit Sales column.
    3. Click cell D15. It would not make sense to total the averages in column C so C15 will be left blank.
    4. Repeat steps 3 through 5 to sum the values in the Sales Dollars column (see Figure 1.44).
    5. Click cell C15 to explore other AutoSum selections. Select the COUNT function from the list; Excel will return “12” for the number of months (rows). Excel will also display indicators of a green arrow in the corner of C15 and an exclamation point in yellow. These indicate that the function in this cell varies from the other functions in row 15. They can be ignored and do not print.
    6. Click cell C15 again; this time selecting the MAX option from the list. Excel will display $19.99. This reflects the Maximum Average Price in column C.
    7. Click cell C15 and delete the contents in this cell.
    Total Sales calculated for Unit Sales and Sales Dollars bold in cells B:15 and D:15.
    Figure 1.44 Totals Added to the Sheet1 Worksheet



    Moving, Renaming, Inserting, and Deleting Worksheets

    The default names for the worksheet tabs at the bottom of workbook are Sheet1, Sheet2, and so on. However, you can change the worksheet tab names to identify the data you are using in a workbook. Additionally, you can change the order in which the worksheet tabs appear in the workbook. The following steps explain how to rename and move the worksheets in a workbook:

    1. Double click the Sheet1 worksheet tab at the bottom of the workbook (see Figure 1.45). Type the name Sales by Month.
    2. Press the ENTER key on your keyboard.
    3. Click the + to the right of the newly named worksheet.
    4. Type the name Unit Sales Rank to prepare the worksheet for future use.
    5. Press the ENTER key on your keyboard.
    Worksheet tabs at bottom of workbook can be dragged to change order, and named or renamed.
    Figure 1.45 Renaming a Worksheet Tab
    1. Click the + to add another worksheet tab.
    2. Click the Home tab of the Ribbon.
    3. Click the down arrow on the Delete button in the Cells group of commands.
    4. Click the Delete Sheet option from the drop-down list. This removes the unneeded worksheet.
    5. Click the Delete button on the Delete warning box (if a warning box appears).
    6. Complete the steps above to delete the newly named Unit Sales Rank worksheet since it’s decided that worksheet is also unnecessary so that you are left with just one worksheet.
    7. Excel incorporates Spell Check which is located on the Review Ribbon. Clicking on the tool will allow Excel to check Spelling of alphabetic entries and allow for corrections. It’s a good habit to always use Spell Check your work before saving/printing.
    Worksheet tabs at bottom of workbook can be dragged to change order, and named or renamed.
    Figure 1.45a Spell Check Tool​​​​​
    1. Save the changes to your workbook by clicking either the Save button on the Home ribbon; or by selecting the Save option from the File menu.






    Figure 1.46 shows the final appearance of the Merchandise City, USA workbook.

    Figure_1.46__Final_Appearance_of_Merchandise_City_USA_Dslrd_Workbook-1.png
    Figure 1.46 Final Appearance of the Merchandise City, USA Workbook