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Formatting Fractions
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The formats in the Fraction category, shown in Figure 8-12, display fractional numbers as actual fractions rather than as decimal values. As with all number formats, the underlying value does not change despite the displayed value of the fraction.
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Part 3: Formatting and Editing Worksheets
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Worksheet Formatting Techniques
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Figure 8-12. Excel provides many fraction-formatting options.
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When formatting fractions, remember these guidelines:
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The single-digit fraction format displays 123.456 as 123 1/2, rounding the display to
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the nearest value that can be represented as a single-digit fraction.
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The double-digit fraction format uses the additional precision allowed by the format
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and displays 123.456 as 123 26/57.
The triple-digit fraction format displays 123.456 as the even more precise 123 57/125. The remaining six fraction formats specify the exact denominator you want, displaying
123.456 using the As Sixteenths format as 123 7/16.
Formatting Scientific (Exponential) Values
The Scientific formats display numbers in exponential notation. For example, the twodecimal Scientific format displays the number 98765432198 as 9.88E+10 in a standardwidth cell. The number 9.88E+10 is 9.88 times 10 to the 10th power. The symbol E stands for exponent, a synonym here for 10 to the nth power. The expression 10 to the 10th power means 10 times itself 10 times, or 10,000,000,000. Multiplying this value by 9.88 gives you 98,800,000,000, an approximation of 98,765,432,198. Increasing the decimal places increases the precision. You can also use the Scientific format to display very small numbers. For example, this format displays 0.000000009 as 9.00E 09 in a standard-width cell, which equates to 9 times 10 to the negative 9th power. The expression 10 to the negative 9th power means 1 divided by 10 to the 9th power, 1 divided by 10 nine times, or 0.000000001. Multiplying this number by nine gives our original number, 0.000000009.
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Part 3: Formatting and Editing Worksheets
Microsoft Office Excel 2003 Inside Out
Understanding the Text Format
Applying the Text format to a cell indicates that the entry in the cell is to be treated as text, even if it s a number. For example, a numeric value is normally right aligned in its cell. If you apply the Text format to the cell, however, the value is left aligned as if it were a text entry. For all practical purposes, a numeric constant formatted as text is still considered a number because Excel is capable of recognizing its numeric value. However, if you apply the Text format to a cell that contains a formula, the formula is considered text and is displayed as such in the cell. Any other formulas that refer to a formula that has been formatted as text return either the text value itself or the #VALUE error. Tip Create an intentional error Formatting a formula as text is useful as a way of seeing the effects of removing a formula without deleting it. Format a formula as text so that it s visible on the worksheet and then locate the dependent formulas that produce error values. After you apply the Text format, however, you must click the formula bar and press Enter to recalculate the worksheet and change the formula to a displayed text value. To restore the formula to its original condition, apply the numeric format you want to the cell, click the formula bar again, and press Enter.
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Using the Special Formats
The four Special formats shown in Figure 8-13 are a result of many requests from users. These generally noncalculated numbers include two ZIP Code formats, a phone number format (complete with the area code in parentheses), and a Social Security number format. Using each of these special formats, you can quickly type numbers without having to enter the punctuation characters. The following are guidelines for using the Special formats:
Zip Code.
Leading zeros are retained to correctly display the code, as in 04321. In Normal format, if you type 04321, Excel drops the zero and displays 4321. Excel applies parentheses around the area code and dashes between the digits, making it much easier to enter many numbers at the same time, because you don t have to move your hand from the keypad. Furthermore, the numbers you enter remain numbers instead of becoming text entries, which they would become if you entered parentheses or dashes in the cell. Places dashes after the third and fifth numbers. For example, if you type 123456789, it would appear as 123-45-6789. This list box allows you to select from more than 120 different locations with unique special formats. For example, if you select Vietnamese, there are two Special formats: Metro Phone Number and Suburb Phone Number.
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