formatting a worksheet in calc

Formatting a Worksheetin Calc

2

How do I add borders and background colors?

Borders and background colors define areas of a worksheet and call attention to important information

Use Format menu to add borders and a colored background to one or more cells

3

How do I add borders and background colors? (continued)

4

How do I add borders and background colors? (continued)

To add borders around outside/inside edges of selected cells

Click Set Outer Border and All Inner Lines button

To add/ remove border lines

Click cell edges in User-defined section of Borders tab

To select line style or give all border lines color

Use Line area

To add colored background to selected cells

Click Background tab, Select color Click OK

To quickly add borders Use Borders button on formatting toolbar (won’t allow options from Format Cells dialog box)

5

How do I format worksheet data?

Use buttons on Formatting toolbar to select different font attributes for data in worksheet cells

6

How do I format worksheet data? (continued)

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How do I format worksheet data? (continued)

To apply font attributes to any worksheet data

Click in cell, then click all desired font attribute buttons

To change font for range of cells

Click top-left cell, drag mouse to select cells

Release mouse button, apply font formatting option to cells

To change font attributes for selected text inside a cell

Use mouse or arrow keys to select text, apply attributes

To apply more formatting options

Click Format, click Cells Select formatting options from

Format Cells dialog box

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How do I use the Format Cells dialog box?

Provides special format options for number data to improve readability of a worksheet

Click Format, then click Cells to display Format Cells dialog box

9

How do I use the Format Cells dialog box? (continued)

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How do I use the Format Cells dialog box? (continued)

Number Format:Currency button

Displays cell contents in local currency format

Number Format:Percent button

Displays cell contents as a percentage

Number Format: Delete Decimal Place button

Displays one less digit after decimal point

Number Format: Add Decimal Place button

Displays one more digit after decimal point

To apply number formats to more than one cell

Select range of cells before clicking number format buttons or before opening Format Cells dialog box

11

How do I adjust column and row size?

If label is too long to fit in cell• It extends into next cell on the right (if it is empty)

• If cell on right contains data, end of label is cut off

If value is too long to fit in a cell• A series of # characters is displayed in the cell to

signal that the cell contains a value that cannot fit within current width

• To see the number, increase width of the cell

12

How do I adjust column and row size? (continued)

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How do I adjust column and row size? (continued)

To change width of a cell

Increase width of entire column

Making one cell wider affects other cells in the column

To manually adjust width of a column

Position pointer over vertical line between two column headings so that pointer changes shape

Press and hold left mouse button while dragging vertical line left or right

14

How do I center and align cell contents?

By default• Labels are aligned on left edge of cell

• Values and formulas are aligned on right edge of cell

Typical to center or right-align headings for columns of numbers

15

How do I center and align cell contents? (continued)

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How do I center and align cell contents? (continued)

To align a column heading containing label data

Select the cell Click Right Align button to align

with the column of numbers

To change alignment of a range of cells at one time

Select range of cells Click Align Left, Align Center

Horizontally, or Align Right button

To quickly select all cells in a column

Click gray column header at top of column

To quickly select all cells in a row

Click gray box on left side of the row

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How do I center and align cell contents? (continued)

To center a label across a number of columns

Select range of cells to be merged Click Merge Cells button Click Align Center Horizontally

button

To merge a range of cells in a column

Select range of cells Click Merge Cells button

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Can I sort data in a worksheet?

Ascending or descending order

Save worksheet before performing a sort

Essential to select all columns of related data

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Can I sort data in a worksheet? (continued)

To sort by data in first column only

Use Sort Ascending or Sort Descending buttons on the toolbar

To sort by a column other than first one, or by several columns

Use procedure shown in Figure 7-1

To perform a multi-level sort

Use Sort by box and Then by lists

20

Can I sort data in a worksheet? (continued)

21

What happens when I copy and move cells?

Use Cut, Copy, and Paste buttons on Standard toolbar to copy/move cell contents

Label data does not change when copied or moved

Calc adjusts relative cell references in formulas to keep them accurate (when copied or moved)

22

What happens when I copy and move cells? (continued)

To move data in cells• Select cells, click Cut

• Click cell where you want data, click Paste

If you copy/move data in a range of cells, pasted data is positioned below and to right of active cell• Click cell in top-left corner of where you want to

paste data

23

What happens when I copy and move cells? (continued)

24

When should I use absolute references?

Absolute reference• Does not change

• Will always refer to the same cell, even after the formula is copied or moved

25

When should I use absolute references? (continued)

To create an absolute reference

Insert dollar sign before column reference and another dollar sign before row reference(e.g., =B4*$C$1)

To change current reference to absolute reference

Press Shift+F4 key

To create mixed references

Combine references so that only one of the column or row references is absolute

26

When should I use absolute references? (continued)

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How do I delete and insert rows and columns?

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How do I delete and insert rows and columns? (continued)

To insert a row Click any cell Click Insert, click Rows

To insert more than one row at a time

Drag down over number of rows to be inserted

Click Insert, click Rows

To delete more than one row at a time

Drag down over number of rows to be deleted

Click Edit, click Delete, click Delete entire row(s) option button

To insert and delete columns

Use same procedure as used for rows

29

Can I use styles and AutoFormats?

Can use predefined styles and AutoFormat tool, or create custom styles

Predefined styles• Built into software

• Include text formatting (e.g., font, size, color), and formats for displaying currency, percentages, and general numbers

• Use toolbar buttons to automatically format cell(s)

30

Can I use styles and AutoFormats? (continued)

AutoFormat feature• Includes variety of predefined formats designed to

format entire worksheets or sections thereof

• Click Format, then Click AutoFormat to view available formats

31

Can I use styles and AutoFormats? (continued)

32

Can I use styles and AutoFormats? (continued)

Creating custom styles• Click Format, then click Styles and Formatting

• Click New Style from Selection button

• Type new style name; click OK to create the style

• Right-click new style to display shortcut menu; click Modify to change characteristics of new style

33

Can I use styles and AutoFormats? (continued)

To copy and paste formats from one cell to another

Click cell that contains format to copy Click Format Paintbrush button Click cell where you want to apply format

To hide rows or columns

Select rows or columns to be hidden Right-click highlighted area, click Hide To display again, select rows/columns,

right-click, and choose Show

34

How do I manage multiple worksheets?

35

How do I manage multiple worksheets? (continued)

To navigate through worksheets

Click tabs at bottom of screen

To rename or change order of worksheets

Right-click worksheet tab, make selection from shortcut menu, or

Use Move/Copy Sheet option

To insert new worksheet

Right-click tab for worksheet to follow/precede new worksheet

Select Insert sheet from shortcut menu Make selections from Insert Sheet

dialog box

36

How do I manage multiple worksheets? (continued)

To delete existing worksheet

Right-click worksheet’s tab and click Delete Sheet

To reference data from other worksheets

Include tab name before row letter and column number, or

Navigate to worksheet and click desired cell while entering a formula or function

37

Summary

Adding borders and background colors

Formatting worksheet data

Using the Format Cells dialog box

Adjusting column and row size

Centering and aligning cell contents

Sorting data in a worksheet

38

Summary (continued)

Copying and moving cells

Using absolute references

Deleting and inserting rows and columns

Using styles and AutoFormats

Managing multiple worksheets