Formatting in excel
- 2. Formatting Our text covers the use of cell styles, HealthWise Fitness Center table formatting Plans Yearly Dues Quarterly Late Fee Monthly Late Fee2 and worksheet Economy 600.00 150.00 7.50 50.00 3.50 themes. Standard Standard 660.00 165.00 8.25 55.00 3.85 Plus 726.00 181.50 9.08 60.50 4.24 These features Deluxe 885.00 221.25 11.06 73.75 5.16 dress up your Premium 1,005.00 251.25 12.56 83.75 5.86 worksheets with Ultimate 1,259.00 314.75 15.74 104.92 7.34 colors and fonts, which are very attractive…
- 3. …but making the NUMBERS easy to read and understand is much more important and fundamental.
- 4. Importance of Decimal Points • Look at these numbers. 14273 At a glance, which one is 179863 the largest? 5413 456.5751 • Maybe you picked the 4th 487349 one? • Look again and notice the decimal point. The 4th number is the smallest.
- 5. Decimals We see numbers growing to the left as they get 14273.000000 larger. 179863.000000 In order to give a correct 413.000000 impression, always use 456.575481 the same number of 46687349.000000 decimal places if possible…
- 6. Commas and Dollar Signs …but these numbers are still hard to understand. $ 14,273.00 14273.000000 14,273.00 This is better, isn’t it? 179,863.00 $ 179863.000000 Commas and fewer $ 413.000000 413.00 413.00 decimal places really $ 456.575481 456.58 456.58 help. 46687349.000000 $ 46,687,349.00 46,687,349.00 Or this? Dollar signs have the same format as commas, but they add $, of course.
- 7. First Choice - Comma As a very general HealthWise Fitness Center rule, comma Plans Yearly Dues Quarterly Late Fee Monthly Late Fee formatting is the Economy 600.00 150.00 7.50 50.00 3.50 first choice for Standard Standard 660.00 165.00 8.25 55.00 3.85 spreadsheets. It Plus 726.00 181.50 9.08 60.50 4.24 Deluxe 885.00 221.25 11.06 73.75 5.16 is clean and easy Premium 1,005.00 251.25 12.56 83.75 5.86 to read and Ultimate 1,259.00 314.75 15.74 104.92 7.34 understand.
- 8. Alignment of numbers Another general rule has to do with alignment of 11,333,798 11,333,798 numbers: 45 45 DON’T CENTER THEM!! 96,457 96,457 6,735,457,000 6,735,457,000 We judge the size of 46,657 46,657 numbers by how far they 222 222 go to the left. That depends on everyone starting at the same place.
- 9. Decimal Places, or not??? You can think of Excel users as falling into two categories – bean counters … and big picture people.
- 10. Decimal Places 2 RSR Computer Services Bean counters have to Service Division Report balance books and Date Work Order Hours Number Billed Rate Code Extended Labor Parts Total Invoice 9/4/2009 65012 1.25 1 31.25 10.15 41.40 account for every penny. 9/6/2009 9/10/2009 65013 65014 2.75 2.00 3 1 103.13 50.00 141.75 - 244.88 50.00 9/12/2009 65015 1.50 1 37.50 - 37.50 Naturally, they want to 9/13/2009 9/16/2009 65016 65017 2.75 2.25 3 2 103.13 67.50 55.46 27.12 158.59 94.62 see decimal points. 9/16/2009 9/17/2009 65018 65019 3.25 3.50 2 1 97.50 87.50 33.75 15.89 131.25 103.39 9/17/2009 65020 2.25 2 67.50 25.46 92.96 9/19/2009 65021 1.25 1 31.25 - 31.25 9/20/2009 65022 1.75 3 65.63 12.00 77.63 9/22/2009 65023 1.50 1 37.50 155.47 192.97 9/25/2009 65024 1.75 1 43.75 87.50 131.25 9/26/2009 65025 2.50 3 93.75 141.63 235.38 9/27/2009 65026 3.75 3 140.63 142.88 283.51 9/28/2009 65027 4.00 2 120.00 - 120.00 9/30/2009 65028 4.75 1 118.75 47.66 166.41 TOTAL SERVICE BILLINGS 42.75 1,296.25 896.72 2,192.97
- 11. Decimal Places 3 Clearline Manufacturing Big picture people are Company Sales - 2010 looking at how the Month January Projected $140,100 Actual $120,350 company is doing and February $152,100 $139,280 March $161,800 $155,850 where it’s going. April $145,000 $163,200 May $130,500 $125,400 Decimals just muddy the June $158,000 $150,900 July $132,500 $146,350 message for them. August $153,750 $161,500 September $135,250 $155,950 October $160,250 $165,970 November $145,500 $152,900 December $135,500 $128,250
- 12. Decimal Places 4 January $140,000,000 $140,000 If you’re not sure, look at February $152,000,000 $152,000 the numbers. Do they March April $160,000,000 $160,000 $145,000,000 $145,000 look like they are May $130,000,000 $130,000 June $158,000,000 $158,000 rounded to the nearest … July $132,000,000 $132,000 thousand?? August September $153,000,000 $153,000 $135,000,000 $135,000 million?? October $16,000,000 $16,000 November $140,000,000 $140,000 These numbers certainly December $135,000,000 $135,000 don’t need decimals.
- 13. Format EVERY number! Here are four sets of the same numbers. Notice 4,567 the third one doesn’t line 4,567 up with the others. 4,567 This is a resultthe What’s of slight 4,567 solution??? differences in typing – someone typed the comma in the third row, whereas the others were formatted for commas.
- 14. Using the ribbon You can do almost all of the number formatting you will need using just these five buttons in the Number group of the Home tab For complete details, click here and use the Format Cells dialog box
- 15. You will be graded on formatting!! Number formatting is very important, even though our text doesn’t emphasize it so much. Remember – Format EVERY number, and control decimal places. You may review this presentation at any time to refresh your understanding.
- 16. Now for the assignment… In your chapter 3 folder, there is a file named Format Practice. Open it and follow the directions. Save as YourNameFormat Practice and close when complete.