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Formatting in excel is a neat trick in excel which is used to change the appearance of the data represented in the worksheet, formatting can be done in multiple ways such as we can format the font of the cells or we can format the table by using the styles and format tab available in the home tab.
Formatting Data in Excel (Table of Contents)
Formatting in Excel (2016, 2013 & 2010 and Others)
The ultimate goal of any worksheet is to present information in a way so that others are
- Able to understand the data quickly: For those of us who are not numbers people to start with, pouring over a black-and-white grid stuffed with an ocean of numerals is torture. We can immediately tell other persons what we are looking at. We can tell them from where they need to start on the page, as being a general rule, the largest items on the page will get the first look. Then, the eye will look for the next largest and the next largest after that. The actual content, the data in the cells, is likely to be what readers see last.
- Attractive for viewers: They do not get bored if they get something attractive.
After making the report, we need to make the sheet attractive by following guidelines:
- A header is a phrase which describes the entire content shortly.
- The header should be bold. (Shortcut key is Ctrl+B)
- The font size of the header should be larger than the content.
- The background color of the header cell should be other than white color. An energizing color like green, orange, purple is attractive for column heads.
- Outline border should be applied for the header.
- Alignment for the header should be center.
- Shapes can also be used for the headings of the table. (Insert tab)
- Width for all columns should be enough to show the data written in any of the cells in the column. (Shortcut keys in excel is ALT+H+O+I)
- There are different formats available for all type of data be it number, currency, percentage, date, fraction etc. The appropriate format for the cell should be chosen.
- Alignment for alphanumeric values should be left and for the number, that should be right.
- Normal borders should be applied for the data in the table. There are predefined table formats also available in Home tab.
- Where column width is not sufficient to place the text in a single line and display the entire data then we could use the ‘Wrap Text‘ command placed on the ‘Home’ tab and ‘Alignment’
- If we have extra information, then to explain the note, we should use the second color with the outline border.
- We can also use ‘Conditional Formatting‘ where we want a different type of data formatting in excel based on conditions.
- Various themes are available in ‘Themes’ group placed on ‘Page Layout’ We can choose one of the themes for presentation.
How to Format Data in Excel?
Let understand the working on Data formatting in excel by simple examples. Now let us suppose, we have a simple report of sales for an organization as below:
This report is not attractive to viewers; we need to format the data.
Now to format data in excel, we will make
- The text of column head bold,
- Font size larger,
- Adjust the column width by using shortcut key (Alt+H+O+I) after selecting the entire table (using Ctrl+A),
- Center aligning the data,
- Apply outline border by using (Alt+H+B+T),
- Apply background color by using ‘Fill Color’ command available in ‘Font’ group on ‘Home’
We will be applying the same format for the last ‘Total’ row of the table by using ‘Format Painter’ command available in ‘Clipboard’ group on ‘Home’ tab.
As amount collected is a currency, we should format the same as currency using the command available in ‘Number’ group placed on ‘Home’ tab.
After selecting the cells, which we need to format as currency, we need to open the ‘Format Cells’ dialog box by clicking the arrow marked above.
Choose ‘Currency’ and click on ‘OK’.
We can also apply the outline border for the table.
Now we will be creating the label for the report by using ‘Shapes’. To create the shape above the table, we need to add two new rows, for that we will be selecting the row by ‘Shift+Spacebar’ and then insert two rows by pressing ‘Ctrl+’+” twice.
To insert the shape, we will be choosing an appropriate shape from the ‘Shapes’ command available in ‘Illustration’ group in ‘Insert’ tab.
Create the shape according to the requirement and with the same color as heads of the column and add the text on shape by right-clicking on the shapes and choosing ‘Edit Text’
We can also use the ‘Format’ contextual tab for formatting the shape using various commands as ‘Shape Outline’, ‘Shape Fill’, ‘Text Fill’, ‘Text Outline’ etc. We can also apply the formatting on text using the commands available in ‘Font’ group placed on ‘Home’ tab.
We can also use ‘Conditional Formatting’ for taking the attention of the viewers for ‘Top 3’ salesperson and ‘Bottom 3’ salesperson.
So format the cells that rank in the top 3 with Green Fill with Dark Green Text
Also, format the cells that rank in the Bottom 3 with Light Red with Dark Red Text
We can apply other conditional formatting option also, which is ‘Data Bars’.
We can also create the chart to display the data, which is also the part of ‘Data Formatting Excel’.
Shortcut Keys to Format Data in Excel
- To make the text bold: Ctrl+B or Ctrl+2.
- To make the text italic: Ctrl+I or Ctrl+3
- To make the text underline: Ctrl+U or Ctrl+4.
- To make the font size of the text larger: Alt+H, FG
- To make the font size of the text smaller: Alt+H, FK
- To open ‘Font’ Dialog box: Alt+H,FN
- To open ‘Alignment’ Dialog box: Alt+H, FA
- To center align cell contents: Alt+H, A then C
- To add borders: Alt+H, B
- To open the ‘Format Cell’ Dialog box: Ctrl+1
- To apply or remove strikethrough Data formatting Excel: Ctrl+5
- To apply an outline border to the selected cells: Ctrl+Shift+Ampersand(&)
- To apply the Percentage format with no decimal places: Ctrl+Shift+Percent (%)
- To add a nonadjacent cell or range to a selection of cells by using the arrow keys: Shift+F8
Things to Remember while Formatting in Excel
- While data formatting in excel make the title stand out, good and bold, and make sure it says something clearly about the content we are showing. Next, enlarge the column and row heads just a bit and put them in a second color. Readers will quickly scan the column and row headings to get a sense of how the information on the worksheet is organized. This will help them see what is most important on the page and where they should begin.
This has been a guide to Formatting in Excel. Here we discuss how to Format Data in Excel along with excel example and downloadable excel templates. You may also look at these useful functions in excel –