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If you implement the formatting ideas in this article, you'll discover that there are great ways to make a worksheet a lot easier to read and make your key data really stand out.
By now you should already have good spreadsheet application. There are many different spreadsheet software programs but the most popular are Microsoft Excel and Microsoft Works. There are also full featured versions that can be downloaded from the internet for free. One such free program is called OpenOffice and it contains a feature rich spreadsheet if you don't want to spend hundreds of dollars for a comparable Microsoft product.
Take a good look at the following worksheet. Pretty boring stuff, eh? Almost looks like it was created way up north in Canada where it was too cold for the author to spend much time on it. Well let's see what formatting ideas we can use to improve the look of it.
We'll briefly discuss the following eight (8) basic formatting techniques you can use to make a worksheet really look great:
Formatting values.
Selecting fonts and sizes.
Changing attributes and alignment of labels.
Adjusting column widths.
Inserting and deleting rows and columns.
Applying colors, patterns, or borders.
Using conditional formatting.
Checking your spelling.
1. Formatting values: Formatting values in cells does not change the data in any way. It merely changes how it looks. Notice the existing date formats in columns A & B of the worksheet shown above. Now look at the way we changed the date format in the worksheet shown below.
2. Selecting fonts and sizes: Font is a name given to a collection of characters such as letters, numerals, symbols, and punctuation marks. Changing fonts and sizes makes your worksheet easier and more interesting to read. Notice how plain and simple the title "Advertising Expenses" looks in the worksheet shown above. Now look at the way we changed the fonts and sizes of the title "Advertising Expenses" in the worksheet shown below.
3. Changing attributes and alignment of labels: Attributes are the style features used by fonts such as bold, italics, and underlining. Alignment of labels tells the text how it should align in each cell such as left, center, or right aligned. Changing attributes and alignment of labels also makes your worksheet easier and more interesting to read. Notice how the title "Advertising Expenses" looks in the worksheet shown above. Now look at the way we changed the attributes and alignment of the title "Advertising Expenses" in the worksheet shown below.
4. Adjusting column widths: By default, the width of columns are already set when you first open a new worksheet. In many cases you'll need to adjust the width of the columns in order to properly display the column titles or the data contained therein. Notice how the column titles look in the worksheet shown above. Now look at the way we changed the widths of the columns to enable the titles and cell contents to be more easily read in the worksheet shown below.
5. Inserting and deleting rows and columns: Sometimes you end up with data that is not necessary or no longer required. Sometimes you have to add more data and you have to find space for them. In these cases may have to insert or delete entire rows and columns. Notice how the worksheet shown above has 14 total rows. Now look at the worksheet shown below where we have added one blank row, for readability, so we have ended up with 15 total rows.
6. Applying colors, patterns, or borders: Colors make a great addition to any worksheet. They enable you to highlight data fields and bring attention to important numbers. Notice how the title looks in the worksheet shown above. Now look at the way we added the background color to highlight the title of the worksheet shown below.
7. Using conditional formatting: Sometimes you want formatting changes only to appear depending on the outcome of data in specific cells. This is called "conditional" formatting and can be put to great use in almost any worksheet. Notice how the data in column G looks in the worksheet shown above. Now look at the worksheet shown below and see how we have changed certain cells, according to "conditional" formatting rules, to automatically display in the color RED any numbers that are equal to or greater than 175.
8. Checking your spelling: Finally, you should always perform a good check of your spelling. Most spreadsheet software applications will come with a spell-checking utility and you should get into the habit of using it.
As you can see, these eight basic formatting techniques will greatly enhance the function and appearance of your worksheet. Applying these techniques will help you create spreadsheets that are easy to read and may even impress your boss to give you that next pay raise. All that remains is to dig in, research, and learn how your specific spreadsheet application works and explore all of its functions and features.
(If the Tip-of-The-Week generates additional thought-provoking questions on your part that you would like us to personally answer, give us a call at 895-5016 to set up an appointment, or consider using our online AskBrightIdeas.com service.
