20.3 Present Data

2026 Syllabus Objectives

  • Adjust the display features: Display either formulae or values. Adjust row height, column width and cell sizes so that all data, labels, and formulae is fully visible. Wrap text within cells so that all data is fully visible. Hide and display rows and columns.
  • Format a spreadsheet: Enhance a spreadsheet including text colour, cell colour, bold, underline, italic, shading. Format numeric data appropriately including to display the number of decimal places, different currency symbols, percentages. Use conditional formatting to change the display format depending on the contents of a cell.
  • Set page layout: Set the orientation to portrait or landscape. Control the page layout to print including specified number of pages, print area, display or hide gridlines, display or hide row and column headings.

Using Display Features 📊

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Selecting Cells, Rows, and Columns

Understanding selection methods is fundamental to applying formatting and display features effectively in spreadsheets. The selection determines which cells will be affected by your formatting choices.

Selection Methods:

  • Entire Spreadsheet: Click in the top left-hand corner of the sheet (intersection of row numbers and column letters)
  • Single Row: Click on the row number to the left of the row
  • Multiple Rows: Click on the first row number, then drag to select additional rows
  • Single Column: Click on the column letter at the top of the column
  • Multiple Columns: Click on the first column letter, then drag to select additional columns
  • Single Cell: Click directly in that cell
  • Range of Cells: Click and drag the cursor to highlight a range of cells
  • Non-Adjacent Cells: Hold down the <Ctrl> key whilst making your selections

💡 Key Point: Many formatting features can be applied to an individual cell, a range of cells, one or more rows or columns, or to the entire spreadsheet.

Enhancing Data 🎨

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Font Formatting

Enhancing data makes spreadsheets more visually appealing and easier to read. All enhancement features are located using the Home tab.

Available Font Enhancements:

The Font section contains icons for the following formatting options:

  • Bold: Makes text thicker and more prominent
  • Italic: Creates sloping text for emphasis
  • Underline: Adds a line beneath text
  • Font Size: Can be changed by typing a new size in the point size box or using the drop-down menu

Font Size Adjustment: Select the cells to be enhanced, then either type a new point size or use the drop-down menu to select a suitable size.

Color Formatting

Background Color (Fill Color):

  • Highlight the area to be colored
  • Select the drop-down menu from the Fill Color icon
  • Choose an appropriate color from the palette

Foreground Color (Font Color):

  • Select the cells containing text
  • Click the Font Color icon (located to the right of the Fill Color icon)
  • Choose the desired text color

⚠️ Important: When selecting colors, ensure that the foreground and background colors contrast and can be easily seen when printed.

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