Chapter-11: Changing Workbook Appearance

Introduction 

Changing the appearance of a workbook makes it easier to read and more professional. This chapter will guide you through formatting cells, defining styles, using workbook themes and table styles, making numbers easier to read, changing the appearance of data based on its value, and adding images to worksheets. We will use simple language and include examples relevant to India.

 

 Formatting Cells 

 Basic Formatting 

Formatting cells involves changing the appearance of text and numbers in a cell. You can change font, size, color, and alignment. 

1. Font: Change the typeface.

2. Size: Adjust the size of the text.

3. Color: Change the text color.

4. Alignment: Align text within a cell.

 

 Example 

To format a list of student names: 

1. Select the cells containing the names.

2. Go to the Home tab.

3. Choose a font like "Arial."

4. Set the size to 12.

5. Change the text color to blue.

6. Align the text to the center.

 

 Number Formatting 

Number formatting changes how numbers are displayed. 

1. General: Default number format.

2. Number: Displays numbers with or without decimal places.

3. Currency: Adds currency symbols.

4. Percentage: Displays numbers as percentages.

5. Date: Displays dates in various formats.

 

 Example 

To format marks as percentages: 

1. Select the cells containing the marks.

2. Go to the Home tab.

3. Click the "Percentage" button.

 

 Defining Styles

 

 Cell Styles 

Cell styles are predefined combinations of formatting options. They help you quickly apply consistent formatting. 

1. Select the cells you want to style.

2. Go to the Home tab.

3. Click on "Cell Styles."

4. Choose a predefined style or create a new one.

 

 Example 

To apply a "Good" style to high marks: 

1. Select the cells containing high marks.

2. Go to the Home tab.

3. Click on "Cell Styles."

4. Choose "Good."

 

 Creating Custom Styles 

You can create custom styles to meet specific needs. 

1. Go to the Home tab.

2. Click on "Cell Styles."

3. Choose "New Cell Style."

4. Define the formatting options.

 

 Example 

To create a style for headings: 

1. Go to the Home tab.

2. Click on "Cell Styles."

3. Choose "New Cell Style."

4. Name it "Heading" and set the font to bold, size 14, and color to black.

 

 Workbook Themes and Table Styles

 

 Applying Workbook Themes 

Workbook themes are collections of colors, fonts, and effects. They help create a consistent look. 

1. Go to the Page Layout tab.

2. Click on "Themes."

3. Choose a theme.

 

 Example 

To apply the "Office" theme: 

1. Go to the Page Layout tab.

2. Click on "Themes."

3. Choose "Office."

 

 Table Styles 

Table styles format entire tables with consistent design elements. 

1. Select the range of cells to format as a table.

2. Go to the Home tab.

3. Click on "Format as Table."

4. Choose a table style.

 

 Example 

To format an attendance table: 

1. Select the range A1:C6.

2. Go to the Home tab.

3. Click on "Format as Table."

4. Choose a style.

 

 Making Numbers Easier to Read

 

 Using Commas and Decimals 

Adding commas and setting decimal places make large numbers easier to read. 

1. Select the cells with numbers.

2. Go to the Home tab.

3. Click on the "Comma Style" button.

4. Set the number of decimal places.

 

 Example 

To format Indian currency with commas and two decimal places: 

1. Select the cells containing currency values.

2. Go to the Home tab.

3. Click on the "Comma Style" button.

4. Set the decimal places to 2.

 

 Currency Formatting 

Use currency formatting to display numbers as monetary values. 

1. Select the cells with numbers.

2. Go to the Home tab.

3. Click on the "Currency" button.

4. Choose the currency format.

 

 Example 

To display amounts in Indian Rupees: 

1. Select the cells containing amounts.

2. Go to the Home tab.

3. Click on the "Currency" button.

4. Choose the format "₹ English (India)."

 

 Changing Appearance Based on Value

 

 Conditional Formatting 

Conditional formatting changes the appearance of cells based on their values. 

1. Select the cells to format.

2. Go to the Home tab.

3. Click on "Conditional Formatting."

4. Choose a rule type and define the rule.

 

 Example 

To highlight marks above 80: 

1. Select the cells containing marks.

2. Go to the Home tab.

3. Click on "Conditional Formatting."

4. Choose "Highlight Cells Rules" > "Greater Than."

5. Enter "80" and choose a format.

 

 Adding Images to Worksheets

 

 Inserting Images 

Images enhance the visual appeal of a worksheet. 

1. Go to the Insert tab.

2. Click on "Pictures."

3. Choose an image from your computer.

 

 Example 

To add a school logo: 

1. Go to the Insert tab.

2. Click on "Pictures."

3. Select the school logo from your computer and insert it.

 

 Resizing and Moving Images 

You can resize and move images to fit your layout. 

1. Click on the image.

2. Use the handles to resize it.

3. Drag the image to move it.

 

 Conclusion 

Changing the appearance of a workbook enhances readability and professionalism. By mastering these skills, you can create visually appealing and informative spreadsheets.

 

 References 

1. Microsoft Excel Documentation: [Microsoft Excel Support](https://support.microsoft.com/en-us/excel)

2. Google Sheets Documentation: [Google Sheets Help](https://support.google.com/sheets/)

3. LibreOffice Calc Guide: [LibreOffice Documentation](https://documentation.libreoffice.org/en/english-documentation/)

4. Excel Formatting and Conditional Formatting For Dummies by Ken Bluttman