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Apply a Style to a Range You can reduce the time it takes to format your worksheets by applying Excel’s predefined styles to your ranges. Excel comes with more than 20 predefined styles for different worksheet elements such as headings, as well as two dozen styles associated with the current document theme. Each style includes the number format, cell alignment, font typeface and size, border, and fill color. Apply a Style to a Range 1 Select the range you want to format. 2 Click the Home tab. 3 Click Cell Styles. 1 2 3 100 07_577639-ch05.indd 100 3/15/10 2:42 PM 5 CHAPTER Formatting Excel Ranges Excel displays the Cell Styles gallery. 4 Click the style you want to apply. Note: If the style is not exactly the way you want, you can rightclick the style, click Modify, and then click Format to customize the style. 4 • Are there styles I can use to format tabular data? Yes. Excel comes with a gallery of table styles that offer formatting options that highlight the first row, apply different formats to alternating rows, and so on. Select the range that includes your data, click the Home tab, and then click Format as Table. In the gallery that appears, click the table format you want to apply. Excel applies the style to the range. Can I create my own style? Yes. This is useful if you find yourself applying the same set of formatting options over and over. By saving those options as a custom style, you can apply it by following Steps 1 to 4. Apply your formatting to a cell or range, and then select that cell or range. Click Home, click Cell Styles, and then click New Cell Style. In the Style dialog box, type a name for your style, and then click OK. 101 07_577639-ch05.indd 101 3/15/10 2:42 PM Change the Column Width You can make a column of data easier to read by adjusting the column width. For example, if you have a large number or a long line of text in a cell, Excel may display only part of the cell value. To avoid this, you can increase the width of the column. Similarly, if a column only contains a few characters in each cell, you can decrease the width to fit more columns on the screen. Change the Column Width 1 Click in any cell in the column you want to resize. 2 Click the Home tab. 3 Click Format. 4 Click Column Width. 1 2 3 4 102 07_577639-ch05.indd 102 3/15/10 2:42 PM 5 CHAPTER Formatting Excel Ranges 6 5 The Column Width dialog box appears. 5 In the Column width text box, type the width you want to use. 6 Click OK. • • Is there an easier way to adjust the column width to fit the contents of a column? Yes. You can use Excel’s AutoFit feature, which automatically adjusts the column width to fit the widest item in a column. Click any cell in the column, click Home, click Format, and then click AutoFit Column Width. Alternatively, move over the right edge of the column heading ( changes to ) and then double-click. Excel adjusts the column width. You can also move over the right edge of the column ) heading ( changes to and then click and drag the edge to set the width. Is there a way to change all the column widths at once? Yes. Click (or press + ) to select the entire worksheet, and then follow the steps in this section to set the width you prefer. If you have already adjusted some column widths and you want to change all the other widths, click Home, click Format, and then click Default Width to open the Standard Width dialog box. Type the new standard column width, and then click OK. 103 07_577639-ch05.indd 103 3/15/10 2:42 PM Change the Row Height You can make your worksheet more visually appealing by increasing the row heights to create more space. This is particularly useful in worksheets that are crowded with text. By increasing the row heights, you add white space above each cell, which makes the text easier to read. If you want to change the row height to display multiline text within a cell, you must also turn on text wrapping within the cell. See “Wrap Text Within a Cell” later in this chapter. Change the Row Height 1 Select a range that includes at least one cell in every row you want to resize. 1 2 Click the Home tab. 3 Click Format. 4 Click Row Height. 2 3 4 104 07_577639-ch05.indd 104 3/15/10 2:42 PM 5 CHAPTER Formatting Excel Ranges 6 5 The Row Height dialog box appears. 5 In the Row height text box, type the height you want to use. 6 Click OK. • • Is there an easier way to adjust the row height to fit the contents of a row? Yes. You can use Excel’s AutoFit feature, which automatically adjusts the row height to fit the tallest item in a row. Click in any cell in the row, click Home, click Format, and click AutoFit Row Height. Alternatively, move over the bottom edge of the row heading ( changes to ) and then double-click. Excel adjusts the row heights. You can also move over the bottom edge of a row heading ( changes to ) and then click and drag the edge to set the height. Is there a way to change all the row heights at once? Yes. Click (or press + ) to select the entire worksheet. You can then either follow the steps in this section to set the height by hand, or you can move over the bottom edge of any row heading ( changes to ) and then click and drag the edge to set the height of all the rows. 105 07_577639-ch05.indd 105 3/15/10 2:42 PM Wrap Text Within a Cell You can make a long cell entry easier to read by wrapping the text within the cell. If you type more text in a cell than can fit horizontally, Excel either displays the text over the next cell if that cell is empty, or Excel displays only part of the text if the next cell contains data. To prevent Excel from showing only truncated cell data, you can format the cell to wrap text within the cell. In most cases, Excel increases the row height just enough so that it can display all the text given the cell’s current width. Wrap Text Within a Cell 1 Select the cell that you want to 1 format. 2 Click the Home tab. 2 106 07_577639-ch05.indd 106 3/15/10 2:42 PM 5 CHAPTER Formatting Excel Ranges 3 3 Click Wrap Text ( ). Excel turns on text wrapping for the selected cell. • If the cell has more text than can fit horizontally, Excel wraps the text onto multiple lines and increases the row height to compensate. My text is only slightly bigger than the cell. Is there a way to view the entire text without turning on text wrapping? Yes. There are several things you can try. For example, you can widen the column until you see all your text; see “Change the Column Width” earlier in this chapter. Alternatively, you can try reducing the cell font size. One way to do this is to choose a smaller value in the Font Size list of the Home tab’s Font group. However, an easier way is to click the Alignment group’s dialog box launcher ( ) to open the Format Cells dialog box with the Alignment tab displayed. Click the Shrink to fit check box ( changes to ) and then click OK. 107 07_577639-ch05.indd 107 3/15/10 2:42 PM Add Borders to a Range You can make a range stand out from the rest of your worksheet data by adding a border around the range. You can also use borders to make a range easier to read. For example, if your range has totals on the bottom row, you can add a double border above the totals. Borders are also useful if a worksheet has several ranges that appear close to each other. By surrounding each range with a border, you make it clearer that your worksheet consists of multiple, separate ranges. Add Borders to a Range 1 Select the range that you want to format. 1 2 3 2 Click the Home tab. 3 Click the Borders . 108 07_577639-ch05.indd 108 3/15/10 2:42 PM 5 CHAPTER Formatting Excel Ranges 4 Click the type of border you want to use. 4 • How do I get my borders to stand out from the worksheet gridlines? One way to make your borders stand out is to click the Borders , click Line Style, and then click a thicker border style. You can also click Line Color and then click a color that is not a shade of gray. However, perhaps the most effective method is to turn off the worksheet gridlines. Click the View tab, and then in the Show group click the Gridlines check box ( changes to ). Excel applies the border to the range. None of the border types is quite right for my worksheet. Can I create a custom border? Yes. You can draw the border by hand. Click the Borders and then click Draw Border. Use the Line Style and Line Color lists to configure your border. Click a cell edge to add a border to that edge; click and drag a range to add a border around that range. If you prefer to create a grid where the border surrounds every cell, click the Draw Border Grid command instead. 109 07_577639-ch05.indd 109 3/15/10 2:42 PM