Excel basic formatting 2021 pdf​

Microsoft Excel is one of the most powerful tools for data management and analysis. Whether you’re handling personal budgets, business expenses, or large datasets, Excel provides a variety of features to help you present your data in an organized and visually appealing way. Excel 2021 brings several enhancements in formatting options that can help users create clean, professional spreadsheets. 

1. Basics of Excel Interface

Before diving into formatting, it’s crucial to understand the basic Excel interface, including:

The Ribbon: The toolbar where you can find all the commands and tools, divided into tabs like Home, Insert, Page Layout, and more.

Worksheet Area: The grid where you enter your data. It’s composed of columns (letters) and rows (numbers), forming cells.

Formula Bar: The area where you can view and edit the content of the selected cell.

2. Cell Formatting

Formatting cells is essential to make data easier to read and more visually appealing. This section covers:

Font Formatting: How to change font type, size, color, and apply bold, italics, or underline to the text.

Text Alignment: How to align text within a cell, both horizontally (left, center, right) and vertically (top, middle, bottom).

Cell Borders and Shading: Using borders to highlight cells or sections of data and applying cell background colors.

Number Formatting: Changing the format of numbers, including currency, date, time, percentage, and scientific notation. Learn how to customize the number of decimal places displayed.

3. Formatting Columns and Rows

Changing the appearance of rows and columns can greatly improve the clarity of a spreadsheet.

Adjusting Column Width and Row Height: How to resize columns and rows to fit content.

Merging Cells: Merging cells to create a more spacious header or title.

Inserting and Deleting Rows/Columns: How to add or remove rows/columns to modify the structure of your spreadsheet.

4. Conditional Formatting

Conditional formatting helps highlight data based on certain conditions or rules.

Highlighting Cells Based on Values: Learn how to format cells that meet specific criteria, such as greater than, less than, or equal to a value.

Data Bars and Color Scales: Using visual effects like data bars or color scales to represent data distributions.

Icon Sets: Displaying icons (e.g., traffic lights, arrows) to represent data trends or thresholds.

5. Using Themes and Styles 

Excel 2021 offers pre-built themes and styles that can quickly change the appearance of your entire worksheet.

Applying Themes: How to use different themes for a consistent and professional look.

Cell Styles: How to apply preset cell styles to make your data visually stand out.

6. Creating and Formatting Tables

Tables are a powerful way to organize and analyze data in Excel. This section covers:

Inserting a Table: How to convert a range of data into a table.

Table Styles: Applying pre-defined table styles to improve readability.

Sorting and Filtering: How to sort data in ascending or descending order and use filters to narrow down information.

7. Working with Headers and Footers

Headers and footers are useful for adding metadata or other details to your spreadsheet that appear on every page.

Inserting Headers and Footers: How to add and customize headers and footers.

Including Page Numbers, Date, and Time: How to insert dynamic information like the current date, time, or page numbers.

8. Using Custom Formats and Format Painter

Creating Custom Formats: How to define your own number formats, for example, to display data in specific ways such as phone numbers, custom dates, or text codes.

Using the Format Painter: How to copy formatting from one cell and apply it to another, making your spreadsheet consistent without manually reformatting each cell.