Microsoft Excel
Formatting in Excel 2004
To access the Formatting toolbar, from the VIEW menu, select TOOLBARS, and then use the submenu to select FORMATTING:
Formatting and Display Features
Formatting can also be done using the FORMAT menu, and its associated commands: CELLS..., ROW..., COLUMN..., and SHEET...
Row and Column Height
- To adjust the column width, drag the line to the right of the column to the appropriate positions, or double-click on the line to the right of the column to adjust to the widest cell in the column.
- To adjust the row height, drag the line below the row number to the appropriate position, or double-click on the line below the row number to adjust to the tallest cell in the row.
- To show all the data in each cell but not adjust the cell width or height, go to the FORMAT menu, select "Cells..." and then click the ALIGNMENT tab. In the "Text Control" area, mark the WRAP TEXT or SHRINK TO FIT boxes.
Font, Size, and Style
- You can change the font name, font size, color, and style of the text in each cell by using the Formatting Toolbar (or go to the FORMAT menu, select "Cells..." and then click the FONT tab).
Number Formatting
- You can select various number formats using the buttons on the Formatting Toolbar (or go to the FORMAT menu, select CELLS..., click the NUMBER tab, and then select a category).
Border Color and Pattern
- Select which kinds of borders surround your cells with the BORDERS button in the Formatting Toolbar. You can also draw a specific border with the DRAW BORDER tool in that pop-up window.
- To change the background color of cells, use the FILL button in the Formatting Toolbar.
- To assign a background picture (like a wallpaper), use the FORMAT menu, SHEET cascade menu's "Background..." command. This opens a file chooser window through which you can locate the desired background picture.
Data Alignment
- Align cell data using the ALIGN buttons in the Formatting Toolbar (or go to the FORMAT menu, select CELLS... and then click the ALIGNMENT tab).
- To merge cells to span several columns to rows:
Select the desired cells by clicking and dragging the cursor over the cells
Method 1: click the MERGE AND CENTER button to merge cells in a row and center the contents
Method 2: go to the FORMAT menu, select CELLS..., click the ALIGNMENT tab, and then select the MERGE CELLS checkbox
CAUTION: If you have data already entered into the cells you wish to merge, the merging operation deletes the data in all but the upper-left cell. Additionally, un-merging does NOT recover the lost data; it is necessary to use the EDIT menu's UNDO command if you need the data back. Take this into account when choosing cells to merge.
- To reverse a merged cell, go back into the FORMAT menu, select CELLS..., click the ALIGNMENT tab, and then deselect (clear) the MERGE CELLS checkbox
Copying and Moving Cell Data and Formats
To copy formulas:
- highlight first the cell containing the desired formula and drag down through the cells to be filled
- choose the FILL... menu's DOWN command (CONTROL+D) from the Edit menu
To move a cell's contents to a new location:
- select the appropriate cell
- choose Cut or Copy from the Edit menu
- select the cell to receive the copied/cut information
- choose Paste from the Edit menu
To copy cell format from one cell or range to another
- Highlight the cell or range you want to copy FROM by clicking and dragging the cursor over the cell(s)
- Click the FORMAT PAINTER button
- Highlight the cell or range you want to copy TO by clicking and dragging the cursor over the cell(s)
Written by Matthew Dull '01; Updated for 2004 by Jordan McDonnell