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Learning Outcomes
At the end of the Spreadsheets - Advanced Formatting and Charting Editing lesson, you will be
able to change the appearance of your data and your charts to improve readability and to help
you extract information from your data. Specifically, you will be able to:
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____________________________________________________________________
The software used in this lesson is Microsoft Excel 2013. Used with permission from
Microsoft Corporation.
2013
McGraw Hill Ryerson Canada, Orden Management Inc. All rights reserved.
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Conditional Formatting
Related Microsoft online video: Use conditional formatting
Conditional formatting allows you to change the appearance of selected cells according to rules
that you create in order to bring visual attention to interesting or unusual numbers and/or words.
Unlike formatting that is applied using the options in the Font, Alignment and Number groups on
the Home ribbon, conditional formatting is automatically removed or applied as the cell
content changes.
Conditional formatting options are grouped into the following 5 categories: Highlight Cells
Rules, Top/Bottom Rules, Data Bars, Color Scale and Icon Sets. It is also possible to create your
own rules. Conditional formatting is additive, i.e. you can apply multiple types of conditional
formatting to the same range of cells.
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2. HOME >
>
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Top/Bottom Rules
VIDEO: Top Bottom Rules.swf
The Top/Bottom Rules option applies predefined formatting to numeric data in cells that are in
the top or bottom portion of a selected range.
To conditionally format cells using top/bottom rules:
1. Select a range of cells containing numbers
2. HOME >
>
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Data bars partially shade cells with various lengths of color. The lengths of color
represent the values in the cells relative to all other cells that have been selected.
Color scales entirely shade cells with a 2 or 3 color gradient. The shade of the color
represents the values in the cells relative to all other cells that have been selected.
Icon sets insert sets of 3, 4, or 5 small graphic images into cells. The graphic shape or color
represents the values in the cells relative to all other cells that have been selected.
To conditionally format cells using data bars, color scales or icon sets:
1. Select a range of cells that contain numbers.
2. HOME >
>
HOME >
>
HOME >
>
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2. HOME >
>
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2. HOME >
>
5. Click
6. Select formatting options as per the Format Cells dialog box:
7. Click OK
8. Click OK
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2. HOME >
Show formatting rules for: Current Selection (if you selected a range of cells that contain
conditional formatting) OR This worksheet (if you did not select cells that contain
conditional formatting)
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2. HOME >
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Cell Styles
VIDEO: Cell Styles.swf
Cell styles are predefined formats that are used to apply several formats to selected cells in one
step. It is more efficient to apply a single cell style than to
individually change formatting characteristics such as font sizes, number formats, cell borders,
and cell shading.
To apply a cell style:
1. Select a cell or range of cells
2. HOME >
3. Select one or more options shown below. Number formats can be combined with any
other styles; themed cell styles can be combined with any other non-shaded style.
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1. HOME >
OR click
3. Click Format...
4. Click on one or more tabs of the Format Cells dialog box to make custom selections.
5. Click OK
6. Click OK
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1. HOME >
OR click
2. Right click on any existing cell style name and select Modify...
2. Click Format...
3. Click on one or more tabs of the Format Cells dialog box to make changes to the existing
cell style
4. Click OK
5. Click OK
To delete a cell style:
1. HOME >
OR click
2. Right click on any existing cell style name and select Delete
To make custom cell styles available in another workbook:
1. Open another workbook while the workbook containing the custom styles is still open.
2. In the other workbook that does not contain the custom cell styles,
OR click
>
3. Select the name of the workbook (still open) that contains the custom cell style(s)
4. Click OK
All custom cell styles will be copied into the other workbook; it is not possible to select
only one or a few.
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2. HOME >
3. Select any one of the styles and colors that appear
Check that the location of your table is correct and click in the box next to My table has
headers if the first row in your selected range contains column headings.
4. Click OK
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To keep the formatting but remove the drop down arrows that appear next to each
column heading:
1. Select any cell inside the table. This action changes the ribbon.
2. DESIGN >
When a table is converted to a range, the formatting will not stay in place if you re-arrange
the data in the range (sort) and/or copy and paste data within the range and/or add columns
or rows to the table.
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Sparklines
VIDEO: Sparklines.swf
A sparkline is a tiny chart that is inserted in a single worksheet cell to provide a visual
representation of data. Sparklines should be inserted directly beside or below the data that is
being charted.
The sparklines in columns E, F and G shown in the image below, graph the January, February
and March sales for each item number.
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2. INSERT >
OR
OR
3. Select the data that you want to visualize by entering a range in the Data Range: box, and
then verify the location range where you want the sparklines to be placed (should be the
same as the range selected in step 1).
4. Click OK
You can also select only one row or column of data as your data range and only one cell for
the location of your sparkline and then copy the cell containing the sparkline to other cells.
To edit sparklines:
1. Select a cell or range of cells that contains a similar type of sparkline. This action
changes the Ribbon.
2. Make changes to the sparklines as per the options on the DESIGN tab. You can show all
or selected markers, change the style, and/or change the colors. Changes will be made to the
entire set of sparklines unless the sparklines are ungrouped.
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It provides a shortcut to commonly used commands eliminating the need to go to the Ribbon.
The Quick Analysis Tool gives you quick access to conditional formatting, recommended charts,
totals, tables and sparklines.
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Text Boxes
VIDEO: Text Box.swf
A text box is an object that floats on top of a worksheet and into which you can enter text. It is
used to explain or bring attention to a particular area of a worksheet or chart.
1. INSERT >
2. Click in the area of the worksheet where you want to place the text box.
3. Type your text into the text box. The box will increase in size to accommodate your text.
4. Click anywhere outside the text box to return to the worksheet. The text box will not
have a border using this method.
OR
1. INSERT
>
2. Click, drag and release the mouse pointer to create a text box that is the size you want.
3. Type your text into the text box; text will automatically wrap into the box
4. Click anywhere outside the text box to return to the worksheet. The text box will have a
border using this method.
5. Re-size the text box, if necessary.
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Format Click inside the text box. This action changes the Ribbon.
Make changes to the content of the text box using the options displayed on the
FORMAT Ribbon.
To change the border style of the text box, right click anywhere along the
border and select Format Shape...
Move
Click and drag to enlarge or reduce. Clicking and dragging on any corner node
will retain the proportion of the text box.
Delete
Press the Delete key on the keyboard OR right click and select Cut
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Illustrations
VIDEO: Insert Illustrations.swf
Illustrations are objects that float on top of the worksheet cells. As a result, they can be
positioned anywhere on the worksheet without affecting the content of the cells. Illustrations
include pictures from your private collection or from royalty-free online sites; shapes such as
lines, rectangles, block arrows, flow charts, and callouts; specialized text boxes referred to as
SmartArt graphics; and screen captures called Screenshots.
To insert an illustration into a worksheet:
Pictures
1. INSERT >
2. Locate a picture on a local computer (navigate to the drive and folder)
3. Click on the picture file name or picture icon to select it
4. Insert
5. Move and/or re-size the picture as required
Online
Pictures
1. INSERT >
2. Enter a search term in the search box to locate royalty-free photos and
illustrations
3. Press Enter OR click on the search symbol
4. Click on a picture icon to select it
5. Insert
6. Move and/or re-size the picture as required
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1. INSERT >
2. Select a shape from the options provided. The mouse pointer changes to a thin
plus sign.
3. Click, drag and release the mouse button to draw the shape
Callouts are a category of shapes that allow you to enter text inside them (like
text boxes).
SmartArt
1. INSERT >
2. Select a category from the options provided on the left side of the window
3. Select a graphic from the options provided on the right side of the window
4. OK
5. Click inside the graphic to add text
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Screen
Clipping
>
The window that contains the image you want to clip becomes active; it fades
to an almost white color and the mouse pointer changes to a large plus sign.
4. Select the portion of the window you want to clip by clicking and dragging
the mouse button. When you release the mouse button, the clip will be
immediately inserted into the Microsoft Excel worksheet as a picture.
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Edit Illustrations
VIDEO: Edit Illustrations.swf
Illustrations can be formatted to look different, moved to a different location, copied, re-sized to
be larger or smaller, rotated, and deleted.
To format, move/copy, re-size/rotate or delete an illustration:
Click anywhere on the illustration to select it. This action makes changes to the
Ribbon. Click on the FORMAT tab and make formatting changes as per the
Format options shown below:
Pictures Tools
SmartArt Tools
Move
Click anywhere on a picture or shape and drag the mouse pointer to a new
location. If the illustration is a SmartArt graphic, then you have to click the Smart
Art graphic to select it and then click again anywhere along the border before
dragging to a new location OR right click on the picture or shape, select Cut,
move to a new location, right click and select Paste.
Copy
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Delete Click on the picture or shape to select it and then press the Delete key at the
keyboard, OR right click on the picture or shape and select Cut.
Click on the SmartArt graphic to select it. Click again anywhere along its border.
Press the Delete key at the keyboard OR right click and select Cut.
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Chart Editing
Related Microsoft online video: Customize charts
Now let's take a look at the ways you can revise or add additional formatting to charts. Creating a
chart using the Insert Recommended Charts command is a simple process but the resulting chart
may not always look the way you want it to. There are 3 methods of editing charts in Microsoft
Excel 2013:
1. Click on one of the 3 shortcut buttons that appear when you select an existing chart. 1) Chart
Elements, 2) Chart Styles, and 3) Chart Filters.
2. Select a chart and then select options from the DESIGN and FORMAT ribbons.
3. Right click on the selected chart element (see image below) and then select Format... from
the short cut menu that appears.
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1) Chart Elements
2) Chart Styles
3) Chart Filters
Chart Elements: Click in the box(es) to add what is missing or click in the box(es) to remove
what currently exists.
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Chart Filters: Click on the VALUES tab to remove selected data and/or to change the range of
selected data; click Apply when done. Click on the NAMES tab to remove the legend labels
and/or category axis labels; click Apply when done.
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3. Click on the FORMAT tab to format selected chart elements, to insert shapes, to change
shape styles, to change WordArt styles, to change the arrangement of chart elements, and to
change the vertical and horizontal size of selected chart elements.
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3. Click OK
4. Add appropriate axis titles to label each axis.
You can also quickly create a chart with a secondary vertical axis by creating a combination
chart.
To create a combination chart with a secondary axis:
1. Select a range of numbers including the column and row headings
2. INSERT > Combo Chart > Clustered Column - Line on Secondary Axis
If your selected range includes values that are formatted differently, such as dollar amounts
and percentages, a Clustered Column - Line on Secondary Axis chart will automatically
appear as a Recommended Chart.
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Gantt Charts
VIDEO: Gantt Charts.swf
A Gantt chart is a special kind of chart used to visualize the progression of a project. Although
Microsoft Excel does not provide a Gantt chart type, you can simulate a Gantt chart by
customizing a stacked bar chart. Data for a Gantt chart must include a task list, start times and
duration times of each task. The unit of time is typically entered in days.
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4. Right click on any one of the bars related to the Start numbers and select Format Data
Series...
5. On the Format Data Series task pane, click
No Fill
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