Creating and Editing

Word

Creating and editing

Formatted text can draw the reader's attention to specific parts of a document and emphasise important information. In Word, you have several options for adjusting text, including font, size, and colour. You can also adjust the alignment of the text to change how it is displayed on the page.

Text formatting

To change the font size:

1. Select the text you want to modify.

2. On the Home tab, click the Font size drop-down arrow. Select a font size from the menu. If the font size you need is not available in the menu, you can click the Font size box and type the desired font size, then press Enter.

3. The font size will change in the document.

You can also use the Grow Font and Shrink Font commands to change the font size.

To change the font:

By default, the font of each new document is set to Calibri. However, Word provides many other fonts you can use to customise text.

1. Select the text you want to modify.

2. On the Home tab, click the drop-down arrow next to the Font box. A menu of font styles will appear.

3. Select the font style you want to use.

4. The font will change in the document.

To change the font colour:

1. Select the text you want to modify.

2. On the Home tab, click the Font Colour drop-down arrow. The Font Colour menu appears.

3. Select the font colour you want to use. The font colour will change in the document.

Your colour choices aren't limited to the drop-down menu that appears. Select More Colours at the bottom of the menu to access the Colours dialog box. Choose the colour you want, then click OK.

To use the Bold, Italic, and Underline commands

The Bold, Italic, and Underline commands can be used to help draw attention to important words or phrases.

1. Select the text you want to modify.

2. On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in the Font group. In our example, we'll click Bold.

3. The selected text will be modified in the document.

To change text case:

When you need to quickly change text case, you can use the Change Case command instead of deleting and retyping text.

1. Select the text you want to modify.

2. On the Home tab, click the Change Case command in the Font group.

3. A drop-down menu will appear. Select the desired case option from the menu.

4. The text case will be changed in the document.

To highlight text:

Highlighting can be a useful tool for marking important text in your document.

1. Select the text you want to highlight.

2. From the Home tab, click the Text Highlight Colour drop-down arrow. The Highlight Colour menu appears.

3. Select the desired highlight colour. The selected text will then be highlighted in the document.

To remove highlighting, select the highlighted text, then click the Text Highlight Colour drop-down arrow. Select No Colour from the drop-down menu.

To change text alignment:

By default, Word aligns text to the left margin in new documents. However, there may be times when you want to adjust text alignment to the centre or right.

1. Select the text you want to modify.

2. On the Home tab, select one of the four alignment options from the Paragraph group. In our example, we've selected Centre Alignment.

3. The text will be realigned in the document.

Page Layout

Word offers a variety of page layout and formatting options that affect how content appears on the page. You can customise the page orientation, paper size, and page margins depending on how you want your document to appear.

Word offers two-page orientation options: landscape and portrait. Compare our example below to see how orientation can affect the appearance and spacing of text and images.

· Landscape means the page is oriented horizontally.

Portrait means the page is oriented vertically.

To change page orientation:

1. Select the Layout tab.

2. Click the Orientation command in the Page Setup group.

3. A drop-down menu will appear. Click either Portrait or Landscape to change the page orientation.

4. The page orientation of the document will be changed.

Page size

By default, the page size of a new document is 8.5 inches by 11 inches. Depending on your project, you may need to adjust your document's page size. It's important to note that before modifying the default page size, you should check to see which page sizes your printer can accommodate.

To change the page size:

Word has a variety of predefined page sizes to choose from.

1. Select the Layout tab, then click the Size command.

2. A drop-down menu will appear. The current page size is highlighted. Click the desired predefined page size.

3. The page size of the document will be changed.

To use a custom page size:

Word also allows you to customize the page size in the Page Setup dialog box.

1. From the Layout tab, click Size. Select More Paper Sizes from the drop-down menu.

1. The Page Setup dialog box will appear.

2. Adjust the values for Width and Height, then click OK.

3. The page size of the document will be changed.

Page margins

A margin is the space between the text and the edge of your document. By default, a new document's margins are set to Normal, which means it has a one-inch space between the text and each edge. Depending on your needs, Word allows you to change your document's margin size.

To format page margins:

Word has a variety of predefined margin sizes to choose from.

1. Select the Layout tab, then click the Margins command.

2. A drop-down menu will appear. Click the predefined margin size you want.

3. The margins of the document will be changed.

To use custom margins:

Word also allows you to customise the size of your margins in the Page Setup dialog box.

1. From the Layout tab, click Margins. Select Custom Margins from the drop-down menu.

2. The Page Setup dialog box will appear.

3. Adjust the values for each margin, then click OK.

4. The margins of the document will be changed.

Alternatively, you can open the Page Setup dialog box by navigating to the Layout tab and clicking the small arrow in the bottom-right corner of the Page Setup group.

You can use Word's convenient Set as Default feature to save all of the formatting changes you've made and automatically apply them to new documents. To learn how to do this, read our article on Changing Your Default Settings in Word.

Pictures

Adding pictures to your document can be a great way to illustrate important information and add decorative accents to existing text. Used in moderation, pictures can improve the overall appearance of your document.

To insert a picture from a file:

If you have a specific image in mind, you can insert a picture from a file. In our example, we'll insert a picture saved locally on our computer. If you'd like to work along with our example, right-click the image below and save it to your computer.

1. Place the insertion point where you want the image to appear.

2. Select the Insert tab on the Ribbon, then click the Pictures command.

3. The Insert Picture dialog box will appear. Navigate to the folder where your image is located, then select the image and click Insert.

4. The image will appear in the document.

To resize an image, click and drag one of the corner sizing handles. The image will change size while keeping the same proportions. If you want to stretch it horizontally or vertically, you can use the side sizing handles.

Page Break

Changing text wrapping settings

When you insert a picture from a file, you may notice that it's difficult to move it exactly where you want. This is because the text wrapping for the image is set to In Line with Text. You'll need to change the text wrapping setting if you want to move the image freely, or if you just want the text to wrap around the image in a more natural way.

To wrap text around an image:

1. Select the image you want to wrap text around. The Format tab will appear on the right side of the Ribbon.

On the Format tab, click the Wrap Text command in the Arrange group. Then select the desired text wrapping option. In our example, we'll select In Front of Text so we can freely move it without affecting the text. Alternatively, you can select More

Layout Options to fine tune the layout.

If the alignment guides do not appear, select the Page Layout tab, then click the Align command. Select Use Alignment Guides from the drop-down menu that appears.

Using a predefined text wrapping setting

Predefined text wrapping allows you to quickly move the image to a specific location on the page. The text will automatically wrap around the object so it's still easy to read.

Inserting online pictures

If you don't have the picture you want on your computer, you can find a picture online to add to your document. Word offers two options for finding online pictures.

· OneDrive: You can insert an image stored on your OneDrive. You can also link other online accounts with your Microsoft accounts, such as Facebook and Flickr.

· Bing Image Search: You can use this option to search the Internet for images. By default, Bing only shows images that are licensed under Creative Commons, which means you can use them for your own projects. However, you should click the link to the image's website to see if there are any restrictions on how it can be used.

To insert an online picture:

1. Place the insertion point where you want the image to appear.

2. Select the Insert tab, then click the Online Pictures command.

1. The Insert Pictures dialog box will appear.

2. Choose Bing Image Search or your OneDrive. In our example, we'll use Bing Image Search.

3. Press the Enter key. Your search results will appear in the box.

4. Select the desired image, then click Insert.

5. The image will appear in the document.

Editing a picture

There are many ways to format pictures in Word. For instance, you can change the size or shape of an image to better suit your document. You can also enhance its appearance using Word's image adjustment tools.

To crop an image:

When you crop an image, part of the picture is removed. Cropping can be useful if you're working with an image that's too big and you want to focus on only part of it.

1. Select the image you want to crop. The Format tab will appear.

2. From the Format tab, click the Crop command.

3. Cropping handles will appear on the sides and corners of the image. Click and drag any handle to crop the image. Because the cropping handles are near the resizing handles, be careful not to drag a resizing handle by mistake.

4. To confirm, click the Crop command again. The image will be cropped.

The corner handles are useful for simultaneously cropping the image horizontally and vertically.

To crop an image to a shape:

1. Select the image you want to crop, then click the Format tab.

2. Click the Crop drop-down arrow. Hover over Crop to Shape, then select the desired shape from the drop-down menu.

3. The image will be cropped to the chosen shape.

To add a border to a picture:

1. Select the picture you want to add a border to, then click the Format tab.

2. Click the Picture Border command. A drop-down menu will appear.

3. From here, you can select a colour, weight (thickness), and whether the line is dashed.

The border will appear around the image

Making image adjustments

With Word's image adjustment tools, you can easily fine tune properties like colour, contrast, saturation, and tone. Word also offers built-in picture styles, which can be used to add a frame, drop shadow, and other predefined effects.

When you're ready to adjust an image, simply select it. Then use the options below, which can be found on the Format tab.

Corrections

From here, you can sharpen or soften the image to adjust how clear or blurry it appears. You can also adjust brightness and contrast, which affect the image's lightness and general intensity.

Colour

Using this command, you can adjust the image's saturation (how vibrant the colours appear), tone (the colour temperature of the image, from cool to warm), and colouring (the overall tint of the image).

Artistic Effects

Here, you can apply special effects to your images, such as pastel, watercolour, or glowing edges. Because the results are so bold, you may want to use these effects sparingly (especially in professional documents).

Picture Styles group

This group contains many different predefined styles that make image formatting even easier. Picture styles are designed to frame your image without changing its basic settings or effects

Compressing pictures

If you plan to email a document that contains pictures, you'll need to monitor its file size. Large, high-resolution images can cause your document to become very large, which may make it difficult to attach to an email. Additionally, cropped areas of pictures are saved within the document by default, which can add to the file size.

Thankfully, you can reduce your document's file size by compressing your pictures. This will lower their resolution and delete cropped areas.

Compressing a picture may noticeably affect its quality (for instance, the image may become blurry or pixelated). Therefore, we recommend saving an extra copy of your document before you compress pictures. Alternatively, be prepared to use the Undo command if you're dissatisfied with the results.

To compress a picture:

1. Select the picture you want to compress, then navigate to the Format tab.

2. Click the Compress Pictures command.

3. A dialog box will appear. Check the box next to Delete cropped areas of pictures. You can also choose whether to apply the settings to this picture only or to all pictures in the document.

4. Choose a Target output. If you are emailing your document, you may want to select Email, which produces the smallest file size.

5. Click OK.

Inserting a table

A table is a grid of cells arranged in rows and columns. Tables can be used to organise any type of content, whether you're working with text or numerical data. In Word, you can quickly insert a blank table or convert existing text to a table. You can also customise your table using different styles and layouts.

To insert a blank table:

1. Place the insertion point where you want the table to appear.

2. Navigate to the Insert tab, then click the Table command.

3. This will open a drop-down menu that contains a grid. Hover over the grid to select the number of columns and rows you want.

4. Click the grid to confirm your selection, and a table will appear.

5. To enter text, place the insertion point in any cell, then begin typing.

To navigate between cells, use the Tab key or arrow keys on your keyboard. If the insertion point is in the last cell, pressing the Tab key will automatically create a new row.

To convert existing text to a table:

In the example below, each line of text contains part of a checklist, including chores and days of the week. The items are separated by tabs. Word can convert this information into a table, using the tabs to separate the data into columns.

1. Select the text you want to convert to a table. If you're using our practice file, you can find this text on page 2 of the document.

2. Go to the Insert tab, then click the Table command.

3. Select Convert Text to Table from the drop-down menu.

4. A dialog box will appear. Choose one of the options under Separate text at. This is how Word knows what to put into each column.

5. Click OK. The text will appear in a table.

Modifying tables

You can easily change the appearance of your table once you've added one to your document. There are several options for customisation, including adding rows or columns and changing the table style.

To add a row or column:

1. Hover outside the table where you want to add a row or column. Click the plus sign that appears.

2. A new row or column will be added to the table.

Alternatively, you can right-click the table, then hover over Insert to see various row and column options.

To delete a row or column:

1. Place the insertion point in the row or column you want to delete.

2. Right-click, then select Delete Cells from the menu.

3. A dialog box will appear. Choose Delete entire row or Delete entire column, then click OK.

4. The row or column will be deleted.

To apply a table style:

Table styles let you change the look and feel of your table instantly. They control several design elements, including colour, borders, and fonts.

1. Click anywhere in your table to select it, then click the Design tab on the far right of the Ribbon.

2. Locate the Table Styles group, then click the More drop-down arrow to see the full list of styles.

3. Select the table style you want.

4. The table style will appear.

To modify table style options:

Once you've chosen a table style, you can turn various options on or off to change its appearance. There are six options: Header Row, Total Row, Banded Rows, First Column, Last Column, and Banded Columns.

2. Click anywhere in your table, then navigate to the Design tab.

Locate the Table Style Options group, then check or uncheck the desired options.

3. The table style will be modified.

Depending on the Table Style you've chosen, certain Table Style Options may have a different effect. You might need to experiment to get the look you want.

To apply borders to a table:

1. Select the cells you want to apply a border to.

2. Use the commands on the Design tab to choose the desired Line Style, Line Weight, and Pen Colour.

3. Click the drop-down arrow below the Borders command.

4. Choose a border type from the menu.

5. The border will be applied to the selected cells.

Charts

A chart is a tool you can use to communicate information graphically. Including a chart in your document can help you illustrate numerical data such as comparisons and trends so it's easier for the reader to understand.

Types of charts

There are several types of charts to choose from. To use charts effectively, you'll need to understand what makes each one unique.

Identifying the parts of a chart

In addition to chart types, you'll need to understand how to read a chart. Charts contain several different elements—or parts—that can help you interpret data.

The title should clearly describe what the chart is illustrating.

The vertical axis (also known as the y axis) is the vertical part of the chart. Here, the vertical axis measures the value of the columns. In this example, the measured value is each genre's total sales.

The data series consists of the related data points in a chart. In this example, as we can see in the legend, the yellow columns represent net sales in February.

The horizontal axis (also known as the x axis) is the horizontal part of the chart. Here, the horizontal axis identifies the categories in the chart. In this example, each genre is placed in its own group.

The legend identifies which data series each colour on the chart represents. In this example, the legend identifies the different months in the chart.

Inserting charts

Word utilises a separate spreadsheet window for entering and editing chart data, much like a spreadsheet in Excel. The process of entering data is fairly simple, but if you're unfamiliar with Excel, you might want to review our Cell Basics lesson.

To insert a chart:

1. Place the insertion point where you want the chart to appear.

2. Navigate to the Insert tab, then click the Chart command in the Illustrations group.

3. A dialog box will appear. To view your options, choose a chart type from the left pane, then browse the charts on the right.

4. Select the desired chart, then click OK.

5. A chart and spreadsheet window will appear. The text in the spreadsheet is merely a placeholder that you'll need to replace with your own source data. The source data is what Word will use to create the chart.

6. Enter your source data into the spreadsheet.

7. Only the data enclosed in the blue box will appear in the chart. If necessary, click and drag the lower-right corner of the blue box to manually increase or decrease the data range.

8. When you're done, click X to close the spreadsheet window.

9. The chart will be complete.

To edit your chart again, simply select it, then click the Edit Data command on the Design tab. The spreadsheet window will reappear.

Creating charts with existing Excel data

If you already have data in an existing Excel file that you'd like to use in Word, you can copy and paste it instead of entering it by hand. Just open the spreadsheet in Excel, copy the data, then paste it as the source data in Word.

You can also embed an existing Excel chart into your Word document. This is useful if you know you're going to be updating your Excel file later; the chart in Word will update automatically any time a change is made.

Modifying charts with chart tools

There are many ways to customise and organise your chart in Word. For example, you can quickly change the chart type, rearrange the data, and even change the chart's appearance.

To switch row and column data:

Sometimes you may want to change the way your chart data is grouped. For example, in the chart below the data is grouped by genre, with columns for each month. If we switched the rows and columns, the data would be grouped by month instead. In both cases, the chart contains the same data—it's just presented in a different way.

1. Select the chart you want to modify. The Design tab will appear on the right side of the Ribbon.

2. From the Design tab, click the Edit Data command in the Data group.

3. Click the chart again to reselect it, then click the Switch Row/Column command.

4. The rows and columns will be switched. In our example, the data is now grouped by month, with columns for each genre.

To change the chart type:

If you find that your chosen chart type isn't suited to your data, you can change it to a different one. In our example, we'll change the chart type from a column chart to a line chart.

1. Select the chart you want to change. The Design tab will appear.

2. From the Design tab, click the Change Chart Type command.

3. A dialog box will appear. Select the desired chart, then click OK.

4. The new chart type will be applied. In our example, the line chart makes it easier to see trends over time.

To change the chart layout:

To change the arrangement of your chart, try choosing a different layout. The layout can affect several elements, including the chart title and data labels.

1. Select the chart you want to modify. The Design tab will appear.

2. From the Design tab, click the Quick Layout command.

3. Choose the desired layout from the drop-down menu.

4. The chart will update to reflect the new layout.

If you don't see a chart layout that has exactly what you need, you can click the Add Chart Element command on the Design tab to add axis titles, gridlines, and other chart elements.

To fill in a placeholder (such as the chart title or axis title), click the element and enter your text.

To change the chart style:

Word's chart styles give you an easy way to change your chart's design, including the colour, style, and certain layout elements.

1. Select the chart you want to modify. The Design tab will appear.

2. From the Design tab, click the More drop-down arrow in the Chart Styles group.

3. A drop-down menu of styles will appear. Select the style you want.

4. The chart style will be applied.

For even faster customisation, use the formatting shortcuts to the right of your chart. These allow you to adjust the chart style, chart elements, and even add filters to your data.

Graphics

SmartArt allows you to communicate information with graphics instead of just using text. There are a variety of styles to choose from, which you can use to illustrate many different types of ideas.

To insert a SmartArt graphic:

1. Place the insertion point in the document where you want the SmartArt graphic to appear.

2. From the Insert tab, select the SmartArt command in the Illustrations group.

3. A dialog box will appear. Select a category on the left, choose the desired SmartArt graphic, and then click OK.

The SmartArt graphic will appear in your document.

To add text to a SmartArt graphic:

1. Select the SmartArt graphic. The text pane should appear on the left side. If it doesn't appear, you can click the small arrow on the left edge of the graphic.

2. Enter text next to each bullet in the text pane. The text will appear in the corresponding shape. It will be resized automatically to fit inside the shape.

You can also add text by clicking the desired shape and then typing. This works well if you only need to add text to a few shapes. However, for more complex SmartArt graphics, working in the text pane is often quicker and easier.

To reorder, add, and delete shapes:

It's easy to add new shapes, change their order, and even delete shapes from your SmartArt graphic. You can do all of this in the text pane, and it's a lot like creating an outline with a multilevel list. For more information on multilevel lists, you may want to review our Lists lesson.

· To demote a shape, select the desired bullet, then press the Tab key. The bullet will move to the right, and the shape will move down one level.

· To promote a shape, select the desired bullet, then press the Backspace key (or Shift+Tab). The bullet will move to the left, and the shape will move up one level.

· To add a new shape, place the insertion point after the desired bullet, then press Enter. A new bullet will appear in the text pane, and a new shape will appear in the graphic.

· To remove a shape, keep pressing Backspace until the bullet is deleted. The shape will then be removed. In our example, we'll delete all of the shapes without text.

Organising SmartArt from the Design tab

If you'd prefer not to use the text pane to organise your SmartArt, you can use the commands on the Design tab in the Create Graphic group. Just select the shape you want to modify, then choose the desired command.

· Promote and Demote: Use these commands to move a shape up or down between levels.

· Move Up and Move Down: Use these commands to change the order of shapes on the same level.

· Add Shape: Use this command to add a new shape to your graphic. You can also click the drop-down arrow for more exact placement options.

In our example, we've been organising a graphic with a hierarchical layout. Not all SmartArt graphics use this type of layout, so remember that these commands may work differently (or not at all) depending on the layout of your graphic.

Customising SmartArt

After inserting SmartArt, there are several things you might want to change about its appearance. Whenever you select a SmartArt graphic, the Design and Format tabs will appear on the right side of the Ribbon. From there, it's easy to edit the style and layout of a SmartArt graphic.

· There are several SmartArt styles, which allow you to quickly modify the look and feel of your SmartArt. To change the style, select the desired style from the SmartArt styles group.

· You have a variety of colour schemes to use with SmartArt. To change the colours, click the Change Colours command and choose the desired option from the drop-down menu.

· You can also customise each shape independently. Just select any shape in the graphic, then choose the desired option from the Format tab.

To change the SmartArt layout:

If you don't like the way your information is organised within a SmartArt graphic, you can always change its layout to better fit your content.

1. From the Design tab, click the More drop-down arrow in the Layouts group.

2. Choose the desired layout, or click More Layouts to see even more options.

3. The selected layout will appear.

If the new layout is too different from the original, some of your text may not appear. Before deciding on a new layout, check carefully to make sure no important information will be lost.

Getting to know Excel

The Excel interface

The Ribbon

The Ribbon contains multiple tabs, each with several groups of commands. You can add your own tabs that contain your favourite commands.

· Introduction to cells and cell content

· Cells are the basic building blocks of a worksheet. They can contain a variety of content such as text, formatting attributes, formulas, and functions. To work with cells, you'll need to know how to select them, insert content, and delete cells and cell content.

· The cell

· Each rectangle in a worksheet is called a cell. A cell is the intersection of a row and a column.

Each cell has a name, or a cell address based on which column and row it intersects. The cell address of a selected cell appears in the name box. Here, you can see that C5 is selected.

You can also select multiple cells at the same time. A group of cells is known as a cell range. Rather than a single cell address, you will refer to a cell range using the cell addresses of the first and last cells in the cell range, separated by a colon. For example, a cell range that included cells A1, A2, A3, A4, and A5 would be written as A1:A5.

To select a cell:

1. Click a cell to select it. When a cell is selected, you will notice that the borders of the cell appear boldand the column heading and row heading of the cell are highlighted.

2. Release your mouse. The cell will stay selected until you click another cell in the worksheet.

You can also navigate your worksheet and select a cell by using the arrow keys on your keyboard.

To select multiple cells:

1. Click and drag your mouse until all of the adjoining cells you want are highlighted.

2. Release your mouse. The cells will stay selected until you click another cell in the worksheet.

Cell content

Each cell can contain its own text, formatting, comments, formulas, and functions.

· Text

Cells can contain letters, numbers, and dates.

· Formatting attributes

Cells can contain formatting attributes that change the way letters, numbers, and dates are displayed. For example, dates can be formatted as MM/DD/YYYY or M/D/YYYY.

· Comments

Cells can contain comments from multiple reviewers.

· Formulas and functions

Cells can contain formulas and functions that calculate cell values. For example, SUM(cell 1, cell 2...) is a formula that can add the values in multiple cells.

To insert content:

1. Click a cell to select it.

2. Enter content into the selected cell using your keyboard. The content appears in the cell and in the formula bar. You can also enter or edit cell content from the formula bar.

To delete content within cells:

1. Select the cells containing content you want to delete.

2. Click the Clear command on the Ribbon. A dialog box will appear.

3. Select Clear Contents.

You can also use your keyboard's Backspace key to delete content from a single cell or the Delete key to delete content from multiple cells.

To delete cells:

1. Select the cells you want to delete.

2. Choose the Delete command from the Ribbon.

There's an important difference between deleting the content of a cell and deleting the cell itself. If you delete the cell, by default the cells underneath it will shift up and replace the deleted cell.

To copy and paste cell content:

1. Select the cells you want to copy.

2. Click the Copy command. The border of the selected cells will change appearance.

3. Select the cell or cells where you want to paste the content.

4. Click the Paste command. The copied content will be entered into the highlighted cells.

To cut and paste cell content:

1. Select the cells you want to cut.

2. Click the Cut command. The border of the selected cells will change appearance.

3. Select the cells where you want to paste the content.

4. Click the Paste command. The cut content will be removed from the original cells and entered into the highlighted cells.

To access formatting commands by right-clicking:

1. Select the cells you want to format.

2. Right-click the selected cells. A dialog box will appear where you can easily access many commands on the Ribbon.

To drag and drop cells:

1. Select the cells you want to move.

2. Position your mouse on one of the outside edges of the selected cells. The mouse changes from a white crossto a black cross with 4 arrows.

To use the fill handle to fill cells:

1. Select the cell or cells containing the content you want to use. You can fill cell content either vertically or horizontally.

2. Position your mouse over the fill handle so the white cross becomes a black cross.

3. Click and drag the fill handle until all of the cells you want to fill are highlighted.

4. Release the mouse, and your cells will be filled.

You can also double-click the fill handle instead of clicking and dragging. This can be useful with larger spreadsheets, where clicking and dragging may be awkward.

Modifying Columns, Rows, and Cells

By default, every row and column of a new workbook is set to the same height and width. Excel allows you to modify column width and row height in different ways.

To modify column width:

1. Position your mouse over the column line in the column heading so the white cross becomes a double arrow.

2. Click and drag the column to the right to increase column width or to the left to decrease column width.

3. Release the mouse. The column width will be changed in your spreadsheet.

If you see pound signs (#######) in a cell, it means the column is not wide enough to display the cell content. Simply increase the column width to show the cell content.

To set column width with a specific measurement:

1. Select the columns you want to modify.

2. Click the Format command on the Home tab. The format drop-down menu appears.

3. Select Column Width.

4. The Column Width dialog box appears. Enter a specific measurement.

5. Click OK. The width of each selected column will be changed in your worksheet.

Select AutoFit Column Width from the format drop-down menu, and Excel will automatically adjust each selected column so all of the text will fit.

To modify row height:

1. Position the cursor over the row line so the white cross becomes a double arrow.

2. Click and drag the row downward to increase row height or upward to decrease height.

3. Release the mouse. The height of each selected row will be changed in your worksheet.

To set row height with a specific measurement:

1. Select the rows you want to modify.

2. Click the Format command on the Home tab. The format drop-down menu appears.

3. Select Row Height.

4. The Row Height dialog box appears. Enter a specific measurement.

5. Click OK. The selected rows heights will be changed in your spreadsheet.

Select AutoFit Row Height from the format drop-down menu, and Excel will automatically adjust each selected row so all of the text will fit.

To insert rows:

1. Select the row below where you want the new row to appear.

2. Click the Insert command on the Home tab.

3. The new row appears in your worksheet.

When inserting new rows, columns, or cells, you will see the Insert Options button by the inserted cells. This button allows you to choose how Excel formats them. By default, Excel formats inserted rows with the same formatting as the cells in the row above them. To access more options, hover your mouse over the Insert Options button and click the drop-down arrow that appears.

To insert columns:

1. Select the column to the right of where you want the new column to appear. For example, if you want to insert a column between A and B, select column B.

2. Click the Insert command on the Home tab.

3. The new column appears in your worksheet.

By default, Excel formats inserted columns with the same formatting as the column to the left of them. To access more options, hover your mouse over the Insert Options button and click the drop-down arrow that appears

When inserting rows and columns, make sure to select the row or column by clicking its heading so all of the cells in that row or column are selected. If you select just a cell in the row or column, only a new cell will be inserted.

To delete rows:

1. Select the rows you want to delete

2. Click the Delete command on the Home tab.

3. The rows are deleted from your worksheet.

To delete columns:

Select the columns you want to delete.

1. Click the Delete command on the Home tab.

2. The columns are deleted from your worksheet.

Wrapping text and merging cells

If a cell contains more text than can be displayed, you can choose to wrap the text within the cell or merge the cell with empty adjoining cells. Wrap text to make it display on multiple lines of the cell. Merge cells to combine adjoining cells into one larger cell.

To wrap text:

1. Select the cells with text that you want to wrap.

2. Select the Wrap Text command on the Home tab.

3. The text in the selected cells will be wrapped in your worksheet.

If you change your mind, reclick the Wrap Text command to unwrap the text.

To merge cells using the Merge & Centre command:

1. Select the cells you want to merge.

2. Select the Merge & Centre command on the Home tab.

3. The selected cells will be merged, and the text will be centred.

If you change your mind, reclick the Merge & Centre command to unmerge the cells.

To access more merge options:

Click the drop-down arrow next to the Merge & Centre command on the Home tab. The merge drop-down menu appears.

· Merge & Centre: Merges selected cells into one cell and centres the text

· Merge Across: Merges each row of selected cells into larger cells; useful when merging content across multiple rows of cells rather than creating one large cell

· Merge Cells: Merges selected cells into one cell

· Unmerge Cells: Unmerges selected cells

Formatting text

Many of the commands you will use to format text can be found in the Font, Alignment, and Number groups on the Ribbon. Font commands let you change the style, size, and colour of text. You can also use them to add borders and fill colours to cells. Alignment commands let you format how text is displayed across cells both horizontally and vertically. Number commands let you change how selected cells display numbers and dates.

To change the font:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the Font command on the Home tab. The font drop-down menu appears.

3. Move your mouse over the various fonts. A live preview of the font will appear in the worksheet.

4. Select the font you want to use.

To change the font size:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font size command on the Home tab. The font size drop-down menu appears.

3. Move your mouse over the various font sizes. A live preview of the font size will appear in the worksheet.

4. Select the font size you want to use.

You can also use the Grow Font and Shrink Font commands to change the size.

To use the bold, italic, and underline commands:

1. Select the cells you want to modify.

2. Click the Bold, Italic, or Underline command on the Home tab.

To add a border:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the Borders command on the Home tab. The border drop-down menu appears.

3. Select the border style you want to use.

You can draw borders and change the line style and colour of borders with the Draw Borders tools at the bottom of the Borders drop-down menu.

To change font colour:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font colour command on the Home tab. The colour menu appears.

3. Move your mouse over the various font colours. A live preview of the colour will appear in the worksheet.

1. Select the font colour you want to use.

Your colour choices are not limited to the drop-down menu that appears. Select More Colours at the bottom of the menu to access additional colour options.

To add a fill colour:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the fill colour command on the Home tab. The colour menu appears.

3. Move your cursor over the various fill colours. A live preview of the colour will appear in the worksheet.

4. Select the fill colour you want to use.

To change horizontal text alignment:

1. Select the cells you want to modify.

2. Select one of the three horizontal Alignment commands on the Home tab.

o Align Text Left: Aligns text to the left of the cell

o Centre: Aligns text to the centre of the cell

Align Text Right: Aligns text to the right of the cell

To change vertical text alignment:

1. Select the cells you want to modify.

2. Select one of the three vertical Alignment commands on the Home tab.

o Top Align: Aligns text to the top of the cell

o Middle Align: Aligns text to the middle of the cell

o Bottom Align: Aligns text to the bottom of the cell

By default, numbers align to the bottom-right of cells, while words and letters align to the bottom-left of cells

Formatting numbers and dates

One of Excel's most useful features is its ability to format numbers and dates in a variety of ways. For example, you might need to format numbers with decimal places, currency symbols ($), or percent symbols (%).

To format numbers and dates:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the Number Format command on the Home tab.

3. Select the number format you want. For some number formats, you can then use the Increase Decimal and Decrease Decimal commands (below the Number Format command) to change the number of decimal places that are displayed.

Click the buttons in the interactive below to learn about the different number formats.

Basic sorting

Sorting is a common task that allows you to change or customise the order of your spreadsheet data. For example, you could organise an office birthday list by employee, birthdate, or department, making it easier to find what you're looking for. Custom sorting takes it a step further, giving you the ability to sort multiple levels such as department first, then birthdate to group birthdates by department.

To sort in alphabetical order:

1. Select a cell in the column you want to sort by. In this example, we'll sort by Last Name.

2. Select the Data tab, then locate the Sort and Filter group.

3. Click the ascending command to Sort A to Z or the descending command to Sort Z to A.

4. The data in the spreadsheet will be organised alphabetically

Sorting options can also be found on the Home tab, condensed into the Sort & Filter command.

To sort in numerical order:

1. Select a cell in the column you want to sort by.

2. From the Data tab, click the ascending command to Sort Smallest to Largest or the descending command to Sort Largest to Smallest.

3. The data in the spreadsheet will be organised numerically.

To sort by date or time:

1. Select a cell in the column you want to sort by.

2. From the Data tab, click the ascending command to Sort Oldest to Newest or the descending command to Sort Newest to Oldest.

3. The data in the spreadsheet will be organised by date or time.

Formatting tables

Just like regular formatting, tables can help to organise your content and make it easier for you locate the information you need. To use tables effectively, you'll need to know how to format information as a table, modify tables, and apply table styles.

To format information as a table:

1. Select the cells you want to format as a table. In this example, an invoice, we'll format the cells containing the column headers and order details.

2. Click the Format as Table command in the Styles group on the Home tab.

3. A list of predefined table styles will appear. Click a table style to select it.

4. A dialog box will appear, confirming the range of cells you have selected for your table. The cells will appear selected in the spreadsheet, and the range will appear in the dialog box.

5. If necessary, change the range by selecting a new range of cells directly on your spreadsheet.

6. If your table has headers, check the box next to My table has headers.

7. Click OK. The data will be formatted as a table in the style you chose.

Tables include filtering by default. You can filter your data at any time using the drop-down arrows in the header. To learn more, review our Filtering Data lesson.

To convert a table back into normal cells, click the Convert to Range command in the Tools group. The filters and Design tab will then disappear, but the cells will retain their data and formatting.

Modifying tables

To add rows or columns:

1. Select any cell in your table. The Design tab will appear on the Ribbon.

2. From the Design tab, click the Resize Table command.

3. Directly on your spreadsheet, select the new range of cells you want your table to cover. You must select your original table cells as well.

4. Click OK. The new rows and/or columns will be added to your table.

To change the table style:

1. Select any cell in your table. The Design tab will appear.

2. Locate the Table Styles group. Click the More drop-down arrow to see all of the table styles.

3. Hover the mouse over the various styles to see a live preview.

4. Select the desired style. The table style will appear in your worksheet.

To change table style options:

When using an Excel table, you can turn various options on or off to change its appearance. There are six options: Header Row, Total Row, Banded Rows, First Column, Last Column, and Banded Columns.

1. Select any cell in your table. The Design tab will appear.

2. From the Design tab, check or uncheck the desired options in the Table Style Options group.

Depending on the table style you're using, certain table style options may have a different effect. You may need to experiment to get the exact look you want.

Charts

Excel workbooks can contain a lot of data, and this data can often be difficult to interpret. For example, where are the highest and lowest values? Are the numbers increasing or decreasing?

The answers to questions like these can become much clearer when data is represented as a chart. Excel has various types of charts, so you can choose one that most effectively represents your data.

To create a chart:

1. Select the cells you want to chart, including the column titles and row labels. These cells will be the source data for the chart.

2. Click the Insert tab.

3. In the Charts group, select the desired chart category (Column, for example).

4. Select the desired chart type from the drop-down menu (Clustered Column, for example).