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Excel 2003 Essential Training

Numeric formats


From:

Excel 2003 Essential Training

with Mark Swift

Video: Numeric formats

let's take a look at applying some numeric formats. Number formatting can dramatically improve the readability of the information within your spreadsheet. For example, here, I have intended for you to understand that we have our first quarter sales results for the East, West, North and South divisions. We have four quarters so we have a total of 16 financial results. You'd be pretty hard pressed though, unless you were just venturing a guess, to know that these were dollar amounts. Here in North America we're accustomed to seeing dollar amounts accompanied by dollar signs and some other punctuators that distinguish them as moneys. So, how can we apply varying numeric formats to our spreadsheets to enhance the appearance and readability? First of all we need to select an area. This is what I call select an effect. So I'm going to click on B2 and I'll run over here to my Formatting toolbar, and I see a dollar sign. This is a currency style. When I click on that it changes the formatting of that cell, not the value 22,190. That value hasn't been changed. Think of it as the container itself having the properties, and the information that's in it just conforms tothose properties. That'll help you a lot when you go to format your go to format your tables, and if you're moving any information and suddenly it changes, you'll understand where that came from. Well that works for single cell or I can select a range, go up here to the Formatting toolbar and select my currency style, all well and good. Now I'm going to select the range C2 through C5, and I'm going to show you the most powerful formatting tool in the entire Microsoft Excel 2003 application. Format > Cells. Take note the shortcut key is Control+1. Formatting cells. This opens up a dialog box that can do all kinds of really cool things, and we're going to look at the different types of formattings as we move forward through future lessons. For right now, I'm worried about the numeric formatting, so I'm on the Number tab, and you can see that by default we have a General format and and that is no format. Here's a sample that describes our formatting. If I select Number, well now I have the option to place some decimals and you can see from this list that I can increase or decrease the number of decimals that are shown inside of that dialog box. By default it's at 2, and here again is the sample that's going to help you visualize what you're going to look at. Well we want the currency setting of course, that's what we've been working with, the dollar sign. We have a comma separating your thousands and a decimal with two decimal places after it, and this again is defined here. We can even change the symbol away from dollars to another currency sign, if we're working with foreign dollar amounts. I go ahead and click OK, and there you go. I have a very familiar numeric formatting. Notice that there are some differences between the format that we just applied and the style that we got from our formatting toolbar. Those can be explained quite simply between currency formatting here and accounting style formatting over here. So if we go back to the Format Cells dialog box, and come down to Accounting. Notice in Currency, we had choices for negative values or only positive values. We had a choice of having all in the black or show negative values in the red. With Accounting styles we lose those things. We still have the ability to choose different symbols for different currencies and control our decimal place settings. When I say OK, that's going to show you the dollar sign off to left and then the dollar amount formatted to the right, and that's a very particular style. Let's pick one and select the entire range of cells, and this time to access my Format Cells dialog, I'm going to right-click, go down to Format Cells in the quick menu, and choose Currency. When I do that, because I had a mixed set of cells, it cleared all the formatting, so I'm just going to do that again, and I'll choose Currency and there we go. Let me just deselect my range. Now all of these dollar values have dollar signs, commas separating thousands, and decimals with two decimal places, which is a very clear indicator that we're working with dollar amounts.
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  1. 16s
    1. Welcome
      16s
  2. 22m 44s
    1. Spreadsheet uses
      1m 59s
    2. Toolbars and menus
      8m 53s
    3. Moving around
      8m 1s
    4. Getting help
      3m 51s
  3. 18m 43s
    1. Opening new workbooks
      5m 13s
    2. Entering data
      6m 12s
    3. Commenting and saving
      7m 18s
  4. 17m 31s
    1. Opening worksheets
      1m 55s
    2. Add and delete worksheets
      2m 23s
    3. Insert and delete cells
      3m 46s
    4. Worksheet data
      9m 27s
  5. 36m 0s
    1. Width and height
      6m 7s
    2. Numeric formats
      6m 1s
    3. Alignment of data
      3m 43s
    4. Naming cells and ranges
      5m 48s
    5. Naming constants
      1m 52s
    6. Creating lists
      5m 48s
    7. Autofilter
      4m 13s
    8. Designated lists
      2m 28s
  6. 11m 19s
    1. Print options
      5m 51s
    2. Printing and hiding data
      1m 58s
    3. Headers and footers
      3m 30s
  7. 21m 52s
    1. Creating formulas
      6m 30s
    2. Relative and absolute
      6m 1s
    3. External references
      6m 0s
    4. Named constants
      3m 21s
  8. 7m 47s
    1. Functions
      7m 47s
  9. 19m 6s
    1. Fonts and merging
      3m 52s
    2. Rotate and indent
      1m 47s
    3. Borders
      2m 41s
    4. Shading and format painter
      2m 30s
    5. Rename and color worksheet tabs
      1m 52s
    6. Working with pictures
      6m 24s
  10. 11m 31s
    1. Templates
      3m 45s
    2. Styles
      3m 55s
    3. Autoformat
      55s
    4. Smart documents
      2m 56s
  11. 13m 15s
    1. Chart terminology
      2m 23s
    2. Chart wizard
      5m 10s
    3. Formatting charts
      3m 22s
    4. Inserting images
      1m 42s
    5. Printing charts
      38s
  12. 5m 1s
    1. File search
      1m 51s
    2. Find and replace
      3m 10s
  13. 8m 19s
    1. Import from Word
      1m 17s
    2. Delimited data
      2m 53s
    3. Import from the web
      1m 49s
    4. Exporting data
      2m 20s
  14. 7m 54s
    1. Consolidation
      5m 12s
    2. 3D formulas
      2m 42s
  15. 5m 33s
    1. Multiple panes
      1m 12s
    2. More screen options
      4m 21s
  16. 13m 37s
    1. If
      2m 22s
    2. Time
      4m 16s
    3. Date and time
      2m 14s
    4. Lookup
      4m 45s
  17. 6m 55s
    1. Compare text
      3m 27s
    2. Concatenation
      1m 47s
    3. Special characters
      1m 41s
  18. 6m 10s
    1. Pivot tables
      6m 10s
  19. 16m 0s
    1. Recording a macro
      8m 43s
    2. Macro menus
      3m 45s
    3. Global macros
      3m 32s
  20. 11s
    1. Goodbye
      11s

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Excel 2003 Essential Training
4h 9m Beginner Mar 18, 2004

Viewers: in countries Watching now:

Excel 2003 Essential Training with Mark Swift is a movie-based workshop for users who are new to working with spreadsheets, or those wanting to improve their skills. This workshop begins with a basic overview of the application and quickly advances to cover useful formulas, functions, techniques for enhancing spreadsheets, charts, and much more. Exercise files accompany the training, allowing you to follow along and learn at your own pace.

Subjects:
Business Spreadsheets
Software:
Excel
Author:
Mark Swift

Numeric formats

let's take a look at applying some numeric formats. Number formatting can dramatically improve the readability of the information within your spreadsheet. For example, here, I have intended for you to understand that we have our first quarter sales results for the East, West, North and South divisions. We have four quarters so we have a total of 16 financial results. You'd be pretty hard pressed though, unless you were just venturing a guess, to know that these were dollar amounts. Here in North America we're accustomed to seeing dollar amounts accompanied by dollar signs and some other punctuators that distinguish them as moneys. So, how can we apply varying numeric formats to our spreadsheets to enhance the appearance and readability? First of all we need to select an area. This is what I call select an effect. So I'm going to click on B2 and I'll run over here to my Formatting toolbar, and I see a dollar sign. This is a currency style. When I click on that it changes the formatting of that cell, not the value 22,190. That value hasn't been changed. Think of it as the container itself having the properties, and the information that's in it just conforms tothose properties. That'll help you a lot when you go to format your go to format your tables, and if you're moving any information and suddenly it changes, you'll understand where that came from. Well that works for single cell or I can select a range, go up here to the Formatting toolbar and select my currency style, all well and good. Now I'm going to select the range C2 through C5, and I'm going to show you the most powerful formatting tool in the entire Microsoft Excel 2003 application. Format > Cells. Take note the shortcut key is Control+1. Formatting cells. This opens up a dialog box that can do all kinds of really cool things, and we're going to look at the different types of formattings as we move forward through future lessons. For right now, I'm worried about the numeric formatting, so I'm on the Number tab, and you can see that by default we have a General format and and that is no format. Here's a sample that describes our formatting. If I select Number, well now I have the option to place some decimals and you can see from this list that I can increase or decrease the number of decimals that are shown inside of that dialog box. By default it's at 2, and here again is the sample that's going to help you visualize what you're going to look at. Well we want the currency setting of course, that's what we've been working with, the dollar sign. We have a comma separating your thousands and a decimal with two decimal places after it, and this again is defined here. We can even change the symbol away from dollars to another currency sign, if we're working with foreign dollar amounts. I go ahead and click OK, and there you go. I have a very familiar numeric formatting. Notice that there are some differences between the format that we just applied and the style that we got from our formatting toolbar. Those can be explained quite simply between currency formatting here and accounting style formatting over here. So if we go back to the Format Cells dialog box, and come down to Accounting. Notice in Currency, we had choices for negative values or only positive values. We had a choice of having all in the black or show negative values in the red. With Accounting styles we lose those things. We still have the ability to choose different symbols for different currencies and control our decimal place settings. When I say OK, that's going to show you the dollar sign off to left and then the dollar amount formatted to the right, and that's a very particular style. Let's pick one and select the entire range of cells, and this time to access my Format Cells dialog, I'm going to right-click, go down to Format Cells in the quick menu, and choose Currency. When I do that, because I had a mixed set of cells, it cleared all the formatting, so I'm just going to do that again, and I'll choose Currency and there we go. Let me just deselect my range. Now all of these dollar values have dollar signs, commas separating thousands, and decimals with two decimal places, which is a very clear indicator that we're working with dollar amounts.

Some other types of formatting that you'll find, let me just right-click that. Date and Time formatting, as we talked about earlier when we saw the different types of data that you could enter. When you're entering dates, there are many, many different formats and you can choose the specific type of format that you want your date to appear in in that particular cell. Time is likewise. There's lots of different time formats including 24-hour time. You can work with Percentages, special Fraction and Scientific numeric values, as well as you can customize the way Text values look. Notice that the sample is still showing us our numeric value, but we can format this cell to be text. In that case, the value in the cell is no longer considered a numeric value. It would be seen as a text value, even though it would still be subject to calculations. It's a subtle difference that you may understand later on. We have a Special formatting for zip codes, phone numbers, Social Security numbers, and here you can create your own, in Custom. Custom allows you to create different number formats or text formats that you can conform your data to. Again it doesn't change the value that's in the cell, just the way we see the value, and that's the power of numeric formatting.

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