Formatting text and numbers in Excel makes it more presentable and readable to whoever use your worksheet, like on the currency, it’s way better to have a currency symbol before the number to determine the exact value not just a number.
In this lesson you will learn how to add the currency symbol and decimal to any number and also change the font style of the text.
1. Formatting Numbers
You can use the “Number” group in the Home tab to format numbers.
a. Basic Number Formats
- General: Default; displays numbers as they are entered.
- Number: Includes commas as thousand separators and allows setting decimal places.
- Currency: Formats numbers as monetary values with currency symbols (e.g., ₱1,000.00).
- Accounting: Similar to Currency, but aligns the currency symbols and decimal points.
- Percentage: Multiplies the number by 100 and adds a % sign.
- Date/Time: Formats numbers as dates or times (e.g., 18/11/2024 or 3:30 PM).
- Fraction: Displays numbers as fractions (e.g., 1/2).
- Scientific: Uses scientific notation (e.g., 3.2E+02 for 320).
b. Custom Number Formats
Go to Home > Number Group > More Number Formats > Custom to create your format.
Examples:
#,##0.00– Adds commas and displays two decimal places.00000– Ensures numbers have 5 digits (e.g., 123 becomes 00123).[$₱]#,##0.00– Adds the ₱ symbol for Philippine pesos.
2. Formatting Text
Text formatting can enhance the presentation of data.
a. Text Alignment
- Wrap Text: Keeps text within a cell by wrapping it to the next line.
(Home > Alignment > Wrap Text) - Merge & Center: Combines cells and centers the text.
(Home > Alignment > Merge & Center) - Indent: Adds space between the text and cell edge.
b. Font Styling
- Bold, Italic, Underline: Use buttons in the Home tab.
- Font Size and Type: Choose from the Font Group.
- Color: Change the text or background color.
c. Conditional Formatting
Highlights text or cells based on conditions.
- Select the range.
- Go to Home > Conditional Formatting.
- Choose a rule (e.g., “Highlight cells greater than 1000”).
- Apply formatting styles.
3. Formatting Cells (Text and Numbers Together)
- Borders: Add cell borders for clarity. (Home > Font > Borders)
- Shading: Add background color. (Home > Fill Color)
- Column Width/Row Height: Adjust for proper display. (Home > Format > Column Width/Row Height)
4. Shortcut Tips
- Ctrl + 1: Opens the Format Cells dialog box for advanced options.
- Ctrl + Shift + %: Applies percentage format.
- Ctrl + Shift + $: Applies currency format.
- Alt + Enter: Inserts a line break within a cell.
Let me know if you’d like examples or assistance with specific Excel tasks!