Microsoft Office Tutorials and References
In Depth Information
Formatting with cell styles
INSIDE OUT Mousing around in galleries
Microsoft has gone to great lengths to make features more discoverable and
selfexplanatory. It crafted a new approach for many of the commands that used to live
on menus, transforming them into drop-down galleries containing thumbnail
representations of the options they offer. In many cases, these galleries exhibit “live
preview” functionality, where you can rest the pointer on items in the gallery to get a live
preview in the worksheet of what happens if you actually click. This is a great feature,
but it can be finicky. For example, if you convert an older Excel file and try to use the
Themes gallery in this way, you might find that not much seems to happen. This can
occur when formatting in the old file overrides the default font, color, line, or ill styles
controlled by themes. For example, the default font in Excel 2003 is Arial, and the
default font in Excel 2013 is Calibri. When you convert an old Excel file, the original
fonts carry over as well. Resting the pointer on the Themes gallery might not show any
changes in the font, and indeed, applying a theme might not have any effect either.
To get around this problem, you can start with a fresh workbook and type everything
again (but who wants to do that?), or you can copy the contents of each worksheet in
the old workbook and click Paste, Paste Values (on the Home tab) to add the data to
the new workbook. This requires you to redo all the formatting, but that should be a
lot easier with the tools in Excel 2013. Another approach is to reformat all the text in
the converted workbook using one of the fonts from the current theme. Use the same
approach to convert any colors, lines, or ill styles to use current theme styles.
Formatting with cell styles
The comparatively new Cell Styles feature bears little resemblance to the fairly old Styles
feature, although the basic idea is the same: applying combinations of formatting attributes
all at once to eliminate a lot of time clicking buttons, opening dialog boxes, and
choosing individual options. Cell styles help you achieve consistency in formatting, both within a
worksheet and across worksheets and workbooks. Using cell styles, you can easily modify
the formatting characteristics of many cells at once.
Note
Cell styles are based on the formatting attributes of the current theme. Changing the
theme causes the displayed cell styles to update accordingly.
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