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Excel 2007Tutorial 2: Formatting a Workbook

A Guide to this Instructor’s Manual:We have designed this Instructor’s Manual to supplement and enhance your teaching experience through classroom activities and a cohesive chapter summary.

This document is organized chronologically, using the same heading in blue that you see in the textbook. Under each heading you will find (in order): Lecture Notes that summarize the section, Figures and Boxes found in the section (if any), Teacher Tips, Classroom Activities, and Lab Activities. Pay special attention to teaching tips, and activities geared towards quizzing your students, enhancing their critical thinking skills, and encouraging experimentation within the software.

In addition to this Instructor’s Manual, our Instructor’s Resources CD also contains PowerPoint Presentations, Test Banks, and other supplements to aid in your teaching experience.

New Video Tutorials:The Video Companion provided with each New Perspectives on Microsoft Excel 2007, Premium Video Edition text is available in both streaming media and DVD formats. This gives students the flexibility to choose when and how they learn with video! Look for the icon in the Table of Contents for a full overview of the available videos.

For your students: Our latest online feature, CourseCasts, is a library of weekly podcasts designed to keep your students up to date with the latest in technology news. Direct your students to http://coursecasts.course.com, where they can download the most recent CourseCast onto their mp3 player. Ken Baldauf, host of CourseCasts, is a faculty member of the Florida State University Computer Science Department where he is responsible for teaching technology classes to thousands of FSU students each year. Ken is an expert in the latest technology and sorts through and aggregates the most pertinent news and information for CourseCasts so your students can spend their time enjoying technology, rather than trying to figure it out. Open or close your lecture with a discussion based on the latest CourseCast.

Table of Contents Chapter Objectives 2EX 58: Formatting Workbooks 2EX 58: Formatting Text 2EX 60: Working with Color 3EX 64: Formatting Data 4EX 67: Formatting Worksheet Cells 4EX 72: Working with the Format Cells Dialog Box 5


EX 74: Copying and Pasting Formats 6EX 76: Applying Styles 7EX 78: Working with Themes 8EX 80: Formatting the Monthly Sales Worksheet 9EX 82: Working with Table Styles 9EX 86: Introducing Conditional Formats 10EX 94: Hiding Worksheet Data 11EX 95: Formatting the Worksheet for Printing 11End of Tutorial Material 13Glossary of Key Terms 14

Chapter ObjectivesStudents will have mastered the material in this tutorial when they can:

Format text, numbers, and dates

Change font colors and fill colors Merge a range into a single cell Apply a built-in cell style Select a different theme Apply a built-in table style

Add conditional formats to tables with highlight rules and data bars

Hide worksheet rows Insert print titles, set print

areas, and insert page breaks Enter headers and footers

EX 58 Formatting WorkbooksLECTURE NOTES

Discuss how to format a workbook effectivelyBOXES

InSight: Formatting Workbooks Effectively (EX 58)

TEACHER TIPFormatting is the process of changing the appearance of the workbook. A properly formatted workbook can be easier to read, appear more professional, and help draw attention to important points you want to make.

CLASSROOM ACTIVITIES1. Classroom Discussion: What are the benefits of a properly formatted workbook?

(Answer: A properly formatted workbook can be easier to read, appear more professional, and help draw attention to important points you want to make.)

2. Quick Quiz: The _____ allows you to see the effects of formatting options on the

workbook’s appearance before you apply them. (Answer: C)A. Form WizardB. Theme C. Live PreviewD. Print Preview

True/False: The Office theme is the default theme. (Answer: True)

EX 58 Formatting TextLECTURE NOTES

Demonstrate how to format text in the Documentation sheet

FIGURES


Figure 2-1, Figure 2-2

TEACHER TIPWorking with font types, sizes, and colors can make a dramatic difference in the appearance and presentation of a spreadsheet. Be sure to point out the differences in serif and sans serif fonts. Serif means strokes or tails; sans means without. In addition, discuss the difference between theme and non-theme fonts.

CLASSROOM ACTIVITIES1. Class Discussion: Show the students different fonts. Ask them to determine if the

print is serif or sans serif. 2. Quick Quiz:

True/False: Italic and bold are examples of a font style. (Answer: True) True/False: A type style is a set of characters that employ the same

typeface. (Answer: False)

EX 60 Working with ColorLECTURE NOTES

Show how to apply font color and fill color Show how to format text selections Show how to add a background image to the Documentation sheet

BOXES Enhancing Workbooks with Color

FIGURES Figure 2-3, Figure 2-4, Figure 2-5, Figure 2-6

TEACHER TIPColor can enhance or detract from the content. Caution students to choose color based on the audience and the information contained in the worksheet.

Another option for formatting the cell background is to add a background pattern. To choose a background pattern, select the cell range and open the Format Cells dialog box. Click the Fill tab and choose a background pattern from the list of patterns in the Pattern Style list box.

CLASSROOM ACTIVITIES1. Class Discussion: How many colors are always available regardless of the theme

selected? What are they? (Answer: Ten; dark red, red, orange, yellow, light green, green, light blue, blue, dark blue, and purple)

2. Quick Quiz: True/False: Theme colors are the 12 colors that belong to the workbook’s

theme. (Answer: True) True/False: You cannot change the background image of a worksheet.

(Answer: False)


EX 64 Formatting DataLECTURE NOTES

Demonstrate how to enter formulas in a worksheet Demonstrate how to format numbers Demonstrate how to format dates and times

BOXES InSight: Formatting Dates for International Audiences (EX 67)

FIGURES Figure 2-7, Figure 2-8, Figure 2-9

TEACHER TIPBy selecting the Number group on the Home tab you can select a number format, apply accounting or other currency formats, change a number to a percentage, insert a comma as a thousands separator, and increase or decrease the number of digits displayed to the right of the decimal point.

Reducing the number of decimal points displayed in a cell does not change the cell’s value, but merely rounds off the lowest digit. You can display this fact to students by enter the formula =2/3 in one cell and then reducing the decimal places shown to zero. Excel will display the value 1 in the cell. Now insert a formula in another cell that multiplies that value by 2. Excel will display the value 1.33333 even though the first cell still only displays the value 1.

One possible source of confusion for the students is the difference between the Currency format and the Accounting format. Use the Currency format for general monetary values. Use the Accounting format when you want to align decimal points within a column.

CLASSROOM ACTIVITIES1. Class Discussion: To format a cell, first do what? (Answer: Select it.) To format a

range of cells, first do what? (Answer: Select the range.)2. Quick Quiz:

Dates and times in Excel appear as _______. (Answer: text) Dates are actually measured from what date? (Answer: January 1, 1900 at

12 a.m.)

EX 67 Formatting Worksheet CellsLECTURE NOTES

Demonstrate how to align cell content Demonstrate how to indent cell content Demonstrate how to merge cell content Demonstrate how to rotate cell content Demonstrate how to add cell borders

FIGURES Figure 2-10, Figure 2-11, Figure 2-12, Figure 2-13, Figure 2-14


TEACHER TIPWhen you enter numbers and formulas into a cell, Excel automatically aligns them with the cell's right edge and bottom border, while text entries are aligned with the left edge and bottom border. You can control the alignment of data within a cell both horizontally and vertically. You can also have Excel shrink the text to fit within the given column width you have chosen or even rotate text from -90 to +90 degrees.

The gridlines you see in Excel in a new worksheet are not displayed on printed pages. It is helpful in some cases to display borders around cells.

You can display the date value underlying any Excel date (or time) by changing the format of the cell from a date or time format to the General number format.

The previous version of Excel had an option to center a cell’s contents across a selection without merging the selected cell range. That option is not available on the Ribbon. It is now only available in the Format Cells dialog box under the Alignment tab.

CLASSROOM ACTIVITIES1. Quick Quiz:

True/False: Combining several cells into one cell is called aligning. (Answer: False)

True/False: Text is oriented within a cell horizontally from left to right. (Answer: True)

2. Class Discussion:What are the three steps to indent text in a cell? (Answer: 1. Select the range. 2. In the Alignment group on the Home tab, click the Increase Indent button. 3. Click outside of the selected cell to deselect the range.)

LAB ACTIVITIESMake your example worksheet available to each student. Have each student try each of the formatting options you have presented so far. You want to stress that they are just “experimenting” with these features so that they will not feel any pressure to “get it right.” The concepts will stick in their minds better if you offer them a time to try these things out. You might repeat this process throughout the tutorial. Just have the students keep this sample worksheet open all the time and periodically pause long enough for them to try the different formats that you are illustrating.

EX 72 Working with the Format Cells Dialog BoxLECTURE NOTES

Show how to open the Format Cells dialog box Demonstrate how to set the format for negative numbers Show how to set the border color

FIGURES Figure 2-15. Figure 2-16

TEACHER TIPPoint out to students that the buttons on the Home tab provide quick access to the most common formatting, but you can also use the Format Cells dialog box.


Your students can add a gradient fill to any worksheet cell by opening the Format Cells dialog box and clicking the Fill tab; select the fill options from the commands on the tab.

CLASSROOM ACTIVITIES1. Creative Thinking Activity: Discuss the six formatting tabs and how they are used.

(Answer: Number: Provides options for formatting the appearance of numbers, including dates and numbers treated as text (for example, telephone or Social Security numbers)Alignment: Provides options for how data is aligned within a cell Font: Provides options for selecting font types, sizes, styles, and other formatting attributes such as underlining and font colorsBorder: Provides options for adding cell bordersFill: Provides options for creating and applying background colors and patterns to cellsProtection: Provides options for locking or hiding cells to prevent other users from modifying their contents)

2. Quick Quiz: You can also open the Format Cells dialog box by ________ a cell. (Answer:

right-clicking) To see more Border options, in the Font group on the Home tab, click the

__________. (Answer: Borders button arrow)

EX 74 Copying and Pasting FormatsLECTURE NOTES

Show how to copy formats using the Format Painter Show how to copy formats using the Paste Options button Show how to copy formats using Paste Special

FIGURES Figure 2-17, Figure 2-18

TEACHER TIPThe Format Painter copies and pastes only formatting. When you copy and paste, you can also use the Paste Options button, which lets you choose whether to paste the formatting from a copied range along with its contents. With the Paste Special dialog box, you can specify exactly what you want to paste.



The most efficient way for copying only formatting is to use the _______ feature. (Answer: D)A. CopyB. Ctrl-V (Paste) keyboard shortcutC. Merge cellsD. Format Painter

True/False: The Format Painter will allow you to copy formatting only to adjacent cells. (Answer: False)

2. Class Discussion:Ask the students to look at Figure 2-18. Discuss what each of the options in the Paste Special dialog box will do.

EX 76 Applying StylesLECTURE NOTES

Show how to apply built-in styles.

BOXES Reference Window: Applying Styles (EX 77)

FIGURES Figure 2-19, Figure 2-20

TEACHER TIPWhenever several cells need to use the same format, you can create a style for those cells. A style is a saved collection of formatting options — number formats, text alignment, font sizes and colors, borders, and background fills — that can be applied to cells in the worksheet. Excel remembers which styles are associated with which cells in the workbook. If you modify the specifications for a style, the appearance of any cell associated with that style would be automatically changed to reflect the new style.

Consider exploring the features of the Paste Special dialog box with your students. You can duplicate the operation of the Format Painter by clicking the Format option button in the Paste section of the dialog box. You can also add, multiply, divide, and subtract any copied value into an entire cell range. For example, your students could practice doubling every value in a cell range by using the Paste Special command.



True/False: A style is a collection of formatting. (Answer: True) True/False: Excel has built-in styles to format worksheet titles. (Answer:

True)2. Discussion: What are the steps to applying a built-in style? (Answer: First select

the cell or range. Next, in the Styles group on the Home tab, click the Cell Styles button. Click the style to apply to the selected cell or range.)

LAB ACTIVITIESHave the students practice applying styles. First have them select the cell or range. In the Styles group on the Home tab, click the Cell Styles button. Have them point to each style in the Cell Styles gallery to see a Live Preview of that style on the selected cell or range. Have them click the style they want to apply to the selected cell or range.

EX 78 Working with ThemesLECTURE NOTES

Demonstrate how to change the workbook’s theme Show how to select the Office theme

BOXES InSight: Sharing Styles and Themes (EX 80)

FIGURES Figure 2-21

TEACHER TIPStyles and themes allow consistency across the Microsoft Office 2007 software.

Your students can create their own cell styles by clicking the Cell Style button from the Styles group on the Home tab and clicking New Cell Style. Excel will open a dialog box from which students can specify the format of the cell style. Cell styles can be saved with the current workbook and then merged with other workbooks.

In addition to themes for fonts and colors, Excel supports themes for effects used in displaying objects such as charts and shapes. You can add a discussion of effect themes when covering the material in Tutorial 4.



True/False: Only fonts, not colors or cell styles, are organized in theme and non-theme categories. (Answer: False)

True/False: You can save a workbook’s theme as a file that can be used in other workbooks or Office files. (Answer: True)

2. Class Discussion:What are the benefits of using styles and themes? (Answer: If you’re part of a team creating files with Microsoft Office, you might want to use a common style and design theme for all your projects. You can save the styles and themes as permanent files other members of your workgroup can use. You can save a workbook’s theme as a file that can be used in other workbooks or Office files. Microsoft Excel, Word, and PowerPoint use the same file format for their theme files.)

EX 80 Formatting the Monthly Sales WorksheetLECTURE NOTES

Formatting worksheets with formulas and formatting

FIGURES Figure 2-22

TEACHER TIPDiscuss how formatting worksheets will improve the reader’s understanding of the data.


True/False: To make a worksheet active, click on the sheet tab. (Answer: True)

True/False: (Answer: False)2. Class Discussion:

What is a benefit of formatting a monthly sales worksheet? (Answer: The main goal for this data is to identify trends. It allows the reader to see the big picture.)

EX 82 Working with Table StylesLECTURE NOTES

Demonstrate how to apply a table style to an existing table Show how to remove the filter arrows from a table Show how to select table style options

BOXES Reference Window: Applying a Table Style to an Existing Table (EX 82)

FIGURES Figure 2-23, Figure 2-24, Figure 2-25

TEACHER TIPDiscuss how you can identify a range as an Excel table, and apply a table style that formats the entire table as a single unit. A table style will update the table’s formatting


to reflect changes you make to the table, such as adding or deleting table rows or columns.


True/False: After you apply a table style, you can choose which table elements you want included in the style. (Answer: True)

True/False: You can use cell styles and other formatting tools to individual cells and ranges to format Excel tables. (Answer: True)

2. Class Discussion:To format a table, in the Styles group on the Home tab, click the _________ button. (Answer: Format as Table)

EX 86 Introducing Conditional FormatsLECTURE NOTES

Demonstrate how to apply conditional formatting Show how to display data bars and add them to a worksheet Demonstrate how to clear conditional formatting Demonstrate how to highlight cells that meet specific criteria Demonstrate how to create a conditional formatting legend

BOXES Reference Window: Applying Conditional Formats (Data Bars and Highlights) (EX

87) InSight: Using Conditional Formatting Effectively (EX 94)

FIGURES Figure 2-26, Figure 2-27, Figure 2-28, Figure 2-29, Figure 2-30, Figure 2-31,

Figure 2-32, Figure 2-33

TEACHER TIPDiscuss how conditional formatting in a worksheet is special formatting applied only to certain cells depending on one or more conditions. If the cell contents meet the condition or conditions you specify, the formatting is applied to the value.


True/False: Conditional formatting in a worksheet is special formatting applied when certain cell values meet one or more conditions. (Answer: True)

True/False: A data bar is a vertical bar added to the background of a cell. (Answer: False)

2. Class Discussion:In class, discuss the steps to remove all conditional formatting from a worksheet. (Answer: To remove all conditional formatting from a worksheet, click Clear Rules from Entire Sheet. To remove it from the selected range, click Clear Rules from Selected Cells.)

EX 94 Hiding Worksheet DataLECTURE NOTES


Demonstrate how to hide and unhide worksheet rows

TEACHER TIPYou can hide rows or columns, which does not affect the data stored there, nor does it affect any cell that might have a formula reference to a cell within the hidden row or column.


True/False: If there is too much data to fit into the worksheet window, apply the Zoom tool. (Answer: False)

True/False: Hiding rows, columns, and worksheets is an excellent way to conceal extraneous or distracting information. (Answer: True)

2. Class Discussion:What are some thoughts about hiding rows or columns? (Answer: Hiding rows, columns, and worksheets is an excellent way to conceal extraneous or distracting information; but you shouldnever hide data that is crucial to understanding a workbook.)

EX 95 Formatting the Worksheet for PrintingLECTURE NOTES

Show how to define the printer area Demonstrate how to insert page breaks Show how to add print titles Demonstrate how to insert a header and footer text Demonstrate how to save and print a worksheet

BOXES Reference Window: Setting and Removing Page Breaks (EX 97)

FIGURES Figure 2-34, Figure 2-35, Figure 2-36, Figure 2-37, Figure 2-38

TEACHER TIPBy default, Excel prints all of the active worksheets that contain text, formulas, or values. You can define what is called a print area that contains only the content that you want to print.

A header is text printed within the top margin of every worksheet page, and a footer is text printed within the bottom margin of every page. Headers and footers can add important information to your printouts.


A page orientation that prints the worksheet so that it is wider than it is long is called the ____ orientation. (Answer: C)A. Wide rangeB. PortraitC. LandscapeD. Sideways

You can set up a section of a worksheet to be printed. This is called the _____. (Answer: Print Area)


2. Class Discussion:What is a header? What is a footer? Discuss how they can improve a worksheet’s appearance. (Answer: A header is text printed within the top margin of every worksheet page and a footer is printed within the bottom margin of every page. Headers and footers can add important information to your printouts: such as your name, the date the report was created, a report name, or even the file name and location. Based on information gathered when you installed Excel, any properties of the workbook that you may have edited, and some common formatting, Excel tries to anticipate headers and footers you may wish to use and provides several preformatted options.)

LAB ACTIVITIESHave the students practice creating custom headers and footers in class. This is a feature they will use repeatedly when creating workbooks. Excel provides several formatting buttons to customize headers or footers. There is a left, center and right section in which to enter data. You can type in any text you like and use the Font button to format the text just as you would in a worksheet cell. The Header/Footer formatting buttons provide some common actions using built-in Excel formatting codes. The Date, Filename, and Path buttons are very handy. People often forget what they named a worksheet or where they stored it, which is where the Filename and Path buttons become useful.

End of Tutorial Material Review Assignments: Review Assignments provide students with additional

practice of the skills they learned in the tutorial using the same tutorial case, with which they are already familiar. These assignments are designed as straight practice only and should not include anything of an exploratory nature.

Case Problems: A typical NP tutorial has four Case Problems following the Review Assignments. Short tutorials can have fewer Case Problems (or none at all); other tutorials may have five Case Problems. The Case Problems provide further hands-on assessment of the skills and topics presented in the tutorial, but with new case scenarios. There are four types of Case Problems:

Apply. In this type of Case Problem, students apply the skills that they have learned in the tutorial to solve a problem. “Apply” Case Problems can include “Explore” steps, which go a bit beyond what was presented in the tutorial, but should include only 1 or 2 Explore steps if any at all.

Create. In a “Create” Case Problem, students are either shown the end result, such as a finished Word document, and asked to create the document based on the figure provided; or, students are asked to create something from scratch in a more free-form manner.

Challenge. A “Challenge” Case problem involves 3 or more Explore steps. These steps challenge students by having them go beyond what was


covered in the tutorial, either with guidance in the step or by using online Help as directed.

Research. In this type of Case Problem, students need to go to the Web to find information that they will incorporate somehow in their work for the Case Problem.

A tutorial does not have to include each of the four types of Case Problems; rather, the tutorial’s content should dictate the types of exercises written. It’s possible, therefore, that some tutorials might have three Case Problems of one type and only one Case Problem of a different type. To the extent possible, the first Case Problem in a tutorial should be an “Apply” so that the Case Problems progress in degree of difficulty.

Internet Assignments: Internet Assignments are additional exercises that students access via the Student Online Companion Web site. These assignments integrate the skills the students learned in the tutorial with research on the Web. Not all books or tutorials include Internet Assignments; for example, in the Office First Course text, only the application tutorials (Word, Excel, Access, and PowerPoint) have Internet Assignments.

Reality Check Exercises: This feature is new for Microsoft Office 2007. Reality Check exercises are comprehensive, open-ended assignments that give students the opportunity to practice skills by creating practical, real-world documents, such as resumes and budgets, which they are likely to use in their everyday lives at school, home, or work. Reality Check exercises are offered at various points throughout a text, encompassing the concepts and skills presented in a standalone tutorial or a group of related tutorials.


Glossary of Key Terms accent (EX 61) automatic color (EX 61) banded row (EX 82) border (EX 71) conditional format (EX 86) data bar (EX 87) font (EX 59) font size (EX 59) font style (EX 59) footer (EX 98) Format Painter (EX 74) formatting (EX 58) General number format (EX 65) header (EX 98) legend (EX 93) Live Preview (EX 58) manual page break (EX 96)

merge (EX 69) Mini toolbar (EX 62) non-theme font (EX 59) page break (EX 96) points (EX 59) print area (EX 96) print title (EX 98) sans serif font (EX 59) serif font (EX 59) standard color (EX 60) style (EX 76) table style (EX 82) theme (EX 58) theme color (EX 60) theme font (EX 59) typeface (EX 58)

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Microsoft Office 2003 - testbank360.eutestbank360.eu/sample/...microsoft-office-excel...1st-edi… · Web viewTutorial 2: Formatting a ... Discuss the six formatting tabs and how