Microsoft Excel 2016

Lesson 6
Formatting Cells and Ranges

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 1
Objectives

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 2
Software Orientation
• The Excel Home tab contains formatting and editing commands
that help you enhance the appearance and readability of your
worksheets.
• You will use commands from almost every group on this tab as you
learn to apply formatting to data, copy formatting, and apply styles.
• In the business world, worksheets are usually printed or shared with
others. Therefore, you want your worksheets to be as appealing and
understandable as possible.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 3
Inserting and Deleting Cells
• Although you can insert or delete entire rows and columns,
sometimes you just need to work with a single cell or a range
of cells.
• You can insert or delete single cells or ranges of cells, but be
aware that doing so affects the location of other cells.
• When you insert a cell in a column, you force the other cells in
the same column to move down.
• Inserting a cell into a row shifts the other cells in the same row
to the right.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 4
Step by Step: Insert Cells into a Worksheet
• LAUNCH Microsoft Excel.
1. OPEN the 06 Patient Visits Insert Delete data file for this
lesson.
2. Click in cell G5 to make it the active cell.
3. On the Home tab, in the Cells group, click the top part of
the Insert button. All cells in column G beginning with G5
shift down one cell.
4. Type 590 and press Enter.
5. Select cells O3:O9.
6. On the Home tab, in the Cells group, click the Insert button
arrow and then select Insert Cells.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 5
Step by Step: Insert Cells into a Worksheet
7. In the Insert dialog box, select the Shift cells right option, as
shown on the right. Click OK.
8. Notice that the cells formerly in O3:O9
shift one cell to the right. The worksheet
should look similar to the one below.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 6
Step by Step: Insert Cells into a Worksheet
9. In cell O3, type November.
10. Enter the following numbers in cells O4 through O9:
480
502
446
577
302
302
11. SAVE the workbook to your Excel Lesson 6 folder as 06
Patient Visits Insert Delete Solution.
• LEAVE the workbook open to use in the next exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 7
Step by Step: Insert Cells into a Worksheet
• When you click the Insert button arrow in the Cells group on
the Home tab, the menu indicates you can insert cells,
worksheet rows, worksheet columns, or even a new
worksheet into a workbook.
• If you click the Insert button in the Cells group, a blank cell is
inserted and, by default, the existing cells move down in the
column.
• If you click the Insert button arrow and then select Insert Cells,
the Insert dialog box opens, and you can choose to shift cells
to the right or down, insert a row, or insert a column in a
worksheet.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 8
Step by Step: Delete Cells from a
Worksheet
• USE the workbook you modified in the previous exercise.
1. Click cell P7 to make it the active cell.
2. On the Home tab, in the Cells group, click the Delete button arrow,
and then select Delete Cells.
3. In the Delete dialog box, select the Shift cells left option and then
click OK. The content in cell Q7 shifts to the left and appears in cell
P7.
4. Highlight the range A8:P8.
5. Right-click the selection, which is a duplicate of the next row of
data, and select Delete from the shortcut menu.
6. In the Delete dialog box, ensure Shift cells up is selected and then
click OK.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 9
Step by Step: Delete Cells from a
Worksheet
• When you click the arrow below the Delete command in the
Cells group on the Home tab, notice that you can delete a
cell, a worksheet row, a worksheet column, or an entire
worksheet.
• Deleting a cell is not the same as clearing a cell’s content.
• Clearing the content simply empties the cell, but the cell still
remains.
• When you delete a cell the entire cell is deleted, not just its
contents.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 10
Aligning and Indenting Cell Contents
• Excel enables you to align text and numbers horizontally and
vertically.
• To align means to arrange in a line or bring into alignment.
• Horizontal alignment includes left, right, and center.
• Vertical alignment includes top, middle, and bottom.
• You use Alignment commands in the Alignment group on
the Home tab or commands in the Format Cells dialog box to
change the alignment of cell contents.
• Indentation moves cell contents closer to the right border of
a cell.
• Indenting data is often performed on subordinate text to
enhance readability.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 11
03/24/2024 12
Step by Step: Align and Indent Cell
Contents
• LAUNCH Excel if it is not already running.
1. OPEN the 06 Patient Visits Format Cells data file for this
lesson.
2. Select A3:O3.
3. On the Home tab, in
the Alignment group,
click the Center button,
as shown on the right.
The column labels are
now horizontally
centered.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 13
Step by Step: Align and Indent Cell
Contents
• Alphabetic characters or alphabetic characters combined
with numbers or symbols are left-aligned horizontally by
default.
• When you enter numbers, the content is right-aligned.
• When you center content, it lines up with the midpoint of a
cell.
• Vertical alignment affects the location of content vertically
within a cell.
• Your options in the Alignment group on the Home tab are Top
Align, Middle Align, and Bottom Align.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 14
Step by Step: Align and Indent Cell
Contents
The following describes each type of vertical alignment:
• Top (or Top Align): The top line of text appears at the top of
the cell.
• Center (or Middle Align): Text is centered halfway between the
top and bottom of the cell.
• Bottom (or Bottom Align): Text appears at the bottom of the
cell. This is the default vertical alignment.
• Justify: Text is spread evenly throughout the cell. Excel will
wrap text and automatically adjust the row height, if
necessary.
• Distributed: Text is spread evenly between the top of the cell
and the bottom, separated by blank space.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 15
Step by Step: Place Borders around Cells
• Borders are often used to set off headings, labels, or totals.
• In the Font group, the Borders button displays the most recently
used border style, and the button’s name changes to that style
name.
• Click the Border button (not the arrow) to apply that style again, or
you can click the arrow and choose a different border style.
• Click More Borders to apply a custom or diagonal border.
• On the Border tab of the Format Cells dialog box, click a line style
and select a color.
• You can select a border style from the presets or create a style with
the line-placement options in the Border area.
• To remove a border, just click the border line in the preview pane in
the Format Cells dialog box.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 16
Copying Cell Formatting with the
Format Painter
• Format Painter allows you to quickly copy formatting
attributes that you have already applied and “paint” those
attributes onto other text, shapes, pictures, and worksheet
cells.
• You can use Format Painter to copy font, font size, font color,
character attributes like bolding and underlining, alignment,
indentation, number formats, and borders and shading.
• Format Painter is located in the Clipboard group on the Home
tab and on the Mini toolbar.

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Skill Summary

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 18