Cell Formatting With Font

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Cell Formatting With Font

Introduction

A font is an art effect made of designed symbols used to represent letters and other characters on a cell or a group of cells. A font is designed by an artist but usually follows a specific pattern. For example, a font designed to produce symbols readable in the US English language must be designed by a set of predetermined and agreed upon symbols. These English symbols are grouped in an entity called the English alphabet. When designing such a font, the symbols created should conform to a particular language. Because a font is primarily an art, one font can be different from another and a font is not necessarily a series of readable symbols.

Just like everything else in the computer, a font must have a name. A font is also designed to assume different sizes. Before using it on a worksheet, the font must have been installed. Microsoft Windows installs many fonts during setup. Microsoft Office 2007 also installs new fonts when it is setup.

The font used on the Microsoft Excel application to display its menus and the names of objects is controlled by the operating system. Unless you have a good reason, you should not be concerned with it.

The names of fonts installed on your computer can be seen in the Fonts window accessible from Control Panel. Here is an example:

Fonts of a computer

Microsoft Excel uses some default fonts to display the name of columns and rows on a worksheet. Another font is used by default to show the contents of cells. If you want to use a different font to display text in cells, you can changes these defaults. When changing the default font, in other words if you decide to change the default font, you should use only the most popular fonts that are more likely to be found on your user’s computers.

To assist you with setting the fonts of columns, the ribbon is equipped with a Font section in the Home tab:

Font

Practical Learning: Introducing Fonts

  1. Open the RTHS1.xlsx workbook:
     
    Rockfort Technical High School
  2. On the Ribbon Home if necessary.
    In Sheet1, Click cell B2 to activate it

The Name of a Font

You can make a worksheet user-friend by applying some fonts and colors to their content. A font is primarily known by its name as we saw in the above Fonts window. When starting a worksheet, Microsoft Office Excel 2007 applies a default font named Calibri to the cells. If you want, you can change it.

To change the font used by a cell or a group of cells:

  • Click the cell to activate it or select a group of cells. On the Ribbon, click Home. In the Font section:
    • Click the arrow of the Font combo box and select the desired font
    • Click the more options button More. This would open the Format Cells dialog box with the Font tab activated. In the Font property page, use the Font combo box to select the desired font
  • Right-click a cell and click Format Cells. Select a group of cells then right-click the selection and click Format Cells. In the Format Cells dialog box, click the Font tab. In the Font property page, use the Font combo box to select the desired font

Practical Learning: Selecting a Font

  1. While Cell B2 is selected, in the Font section of the Ribbon, click the arrow of the Font combo box and select Bell MT
  2. Right-click Cell B3 and click Format Cells...
  3. In the Format Cells dialog box, click Font. In the Font property page, scroll down in the Font combo box and select Garamond
  4. Click OK
  5. Save the workbook

The Size of a Font

Besides its name, a font is also known for its size. The size defines how much height and proportional width would be used to represent the characters of the selected font.

To specify the font size used by a cell or a group of cells:

  • Click the cell to activate it or select a group of cells. On the Ribbon, click Home. In the Font section:
    • Click the arrow of the Font Size combo box and select the desired size
    • Click the more options button More. In the Font property page of the Format Cells dialog box, use the Size combo box to select the desired size
  • Right-click a cell and click Format Cells. Select a group of cells then right-click the selection and click Format Cells. In the Format Cells dialog box, click the Font tab. In the Font property page, use the Size combo box to select the desired font

When a font is installed, a set of font sizes is created in the Font Size combo box. You can use those numbers but you can also set a new one. To do this, instead of selecting a value in the Font Size combo box, type the desired number and press Enter or Tab. The operating system would calculate the size and apply it.

Practical Learning: Setting the Font Size of a Cell

  1. On the worksheet, click Cell B2
  2. In the Font section of the Home tab of the Ribbon, click the arrow of the Font Size combo box (the top-right combo box of the Font section) and click 22
  3. Click Cell B3
  4. In the Font section of the Ribbon, click the more options button 
  5. In the Font property page of the Format Cells dialog box, scroll down in the Size combo box and select 16
     
    Font
  6. Press Ctrl + S to save the workbook

The Style of a Font

Another aspect of the appearance of a font is its style, which is a technique of drawing the characters of the text, depending on the font. This characteristic comes in four options:

Style Example
Regular Regular Text
Bold This text is bold
Italic Italicized section
Underline The words are underlined

By default, Microsoft Excel applies the Regular font style to the cells of a worksheet. You can change this characteristic if you want. To change the font style of a cell or a group of cells:

  • Click the cell or select a group of cells on the worksheet. In the Home tab of the Ribbon, in the Font section, 
  • Right-click a cell and click
  • Click the cell to activate it or select a group of cells. On the Ribbon, click Home. In the Font section:
    • Click the button that represents the desired style: Bold BoldItalic Italic, or UnderlineUnderline
    • Click the more options button More. In the Font property page of the Format Cells dialog box, select the desired option in the Font Style combo box
  • Right-click a cell and click Format Cells... Select a group of cells then right-click the selection and click Format Cells. In the Format Cells dialog box, click the Font tab. In the Font property page, select the desired style in the Font Style combo box

You can specify more than one style on a cell or a group of cells. To do this, click the button of the desired style. When a style is valid for a control, when you click that control, the style button is highlighted: Highlighted BoldHighlighted Italic, or Highlighted Underline. To remove a style, click the undesired button. To add a style to another style, simply click the desired button. Based on this, you can have one, two or three buttons highlighted in the combination of your choice.

Practical Learning: Formatting With Styles

  1. Still in Sheet1, click cell B2
  2. In Font section of the Ribbon, click the Bold button Bold
  3. Click the arrow of the Font Color button and select Blue
  4. On the worksheet, right-click Cell B3 and click Format Cells...
  5. In the Format Cells dialog box, click Font if necessary.
    In the Font list, on the Font Style list, click Bold
  6. Click the arrow of the Color combo box and select Dark Blue, Text, Lighter 40% 
     
  7. Click OK on the Format Cells dialog box
  8. Format the other sections as follows:
     
  9. Save the workbook

Cells Formatting With Styles

A formatting style is a set of font, font size, color, and patterns designed to make a worksheet or one of its sections look good. Microsoft Excel is equipped with categories of styles. You can use those ones or create your own.

When applying a style, you decide to format various cells at the same time using a category of style that has been predefined. Therefore, you apply such a style to a cell or range of cells. By default, when you are typing data in a worksheet, you are already using a predetermined style made of a certain font (Calibri), a font size (11), a border, and background, etc. You can modify this style or create a new one.

To apply a style, you use the Styles section of the Ribbon.

Practical Learning: Formatting With Styles

  1. In Sheet1, select Cells B11:B17
  2. On the Ribbon, click Home if necessary. In the Styles, click the More button and select Output
  3. Select Cells B21:B32
  4. In the Styles section of the Ribbon, click the More button and select Output
  5. Select Cells C11:H17
  6. In the Styles section of the Ribbon, click the More button and click New Cell Style...
  7. Type Grades to replace the style name and click Format…
  8. In the Format Cells dialog box, click the Font tab. Change the font to Verdana, style Regular, size 10
  9. Click the Border property page
  10. In the Line Style section, click the thin line (1st column, 7th row)
  11. Click the Color combo box and select Tan, Background 2, Darker 10%
  12. In the Border section, click the top border, the bottom border, the left border, and the right border buttons:
     
    Format Cells
  13. On the Format Cells dialog, click OK
  14. On the Style dialog, click OK
  15. Click Cell I11
  16. In the Styles section of the Ribbon, click the More button and click New Cell Style...
  17. Type Text Entry to replace the style name and click Format…
  18. In the Format Cells dialog box, click the Font tab. Change the font to Verdana, style Regular, size 10
  19. Click the Color combo box and select Blue
  20. Click the Border property page
  21. In the Line Style section, click the thin line (1st column, 7th row)
  22. Click the Color combo box and select White, Background 1, Darker 50%
  23. In the Border section, click the bottom border
  24. On the Format Cells dialog, click OK
  25. On the Style dialog, click OK
  26. Select Cells I11:J17
  27. In the Styles section of the Ribbon, click Text Entry
  28. Select Cells C5:D5
  29. In the Styles section of the Ribbon, click Text Entry
  30. Select Cells G5:J5
  31. In the Styles section of the Ribbon, click Text Entry
  32. Select Cells C7:D7
  33. In the Styles section of the Ribbon, click Text Entry
  34. Select Cells G7:J75
  35. In the Styles section of the Ribbon, click Text Entry
  36. On the Ribbon, click View
  37. In the Show/Hide section, click the Gridlines check box
  38. Save the workbook
  39. Complete the worksheet as follows:

Conditional Formatting

Conditional Formatting allows you to define and apply formatting to some cells, text, and numbers based on criteria that you set. For example, you can format a time sheet to point out whenever an employee gets overtime. You can also use it to track the best sales people in a company by setting a quota that makes a cell range particular.

To use, define, and apply conditional formatting, first select the cells that will be considered. On the Ribbon, click Home. In the Styles section, click Conditional Formatting. A menu would display:

Conditional Formatting

You can use any criteria of your choice. The formatting could be applied to cells' values or a particular formula.

Practical Learning: Conditionally Formatting Cells

  1. Click Sheet2
     
  1. Select cells C5:G12.
  2. We are going to set as bad any grade that is under 12.50, then we will make it obvious on the worksheet.
    On the Ribbon, click Home if necessary. In the Styles section, click the Conditional Formatting button, position the mouse on Highlight Cells Rules, and click Less Than...
  3. In the dialog box that appears, in the left text box, type 12.50
  4. Click the right combo box and select Red Text
     
    Less Than
  5. In the Less Than dialog box, click OK
  6. Press Ctrl + Home to see the result
  7. Now we will set as excellent any grade that is above 15 and point it out. We will add the second conditional formatting to the first.
    Select cells C5:G12
  8. In the Style section of the Ribbon, click the Conditional Formatting button, position the mouse on Highlight Cells Rules, and click Greater Than
  9. Type 15
  10. Click the right combo box and select Custom Format...
  11. In the Format Cells dialog box, click the Font tab. Set the Font Style to Bold. Click the Color combo box and select Green
  12. In the Format Cells dialog box, click the OK
  13. In the Conditional Formatting dialog box, click OK
  14. Press Ctrl + Home to see the result:
     
  15. Save the workbook