Published on
Written by Jacky Chou

How To Format Cells In Excel: A Step-By-Step Guide

Key Takeaway:

  • Basic cell formatting is essential for creating a professional and readable Excel sheet. Changing font style and size, adding borders, and background color can help visualize the data better.
  • Number formatting allows you to present numbers, dates, and time in a desired format that reflects the data type. Formatting dates and time, currency, and numbers is essential for presenting data that is easy to read and understand.
  • Advanced cell formatting can help highlight certain data points for easy analysis. Using conditional formatting, formatting cells based on rules, and creating custom formats can help to identify trends in data and identify areas for improvement.

Struggling to format cells in Excel? You’re not alone! This step-by-step guide will help you quickly and easily achieve the perfect cell layout – so you can focus on the big picture.

Basic Cell Formatting

Want to format cells in Excel? Here’s how!

Start with basic cell formatting. Change font style, size and add borders. Give your spreadsheet an extra touch with background color. These simple yet powerful techniques can improve your Excel spreadsheets’ legibility, organization and visual appeal.

Let’s get started with a step-by-step guide.

Changing Font Style and Size

The process of modifying the style and size of the text in a cell is vital to improving the readability of the data presented. Follow these six steps to Change Font Style and Size in Excel:

  1. Identify the cells that require formatting
  2. Open the Home tab from the Ribbon
  3. Click on the drop-down for Font, located on the left-hand side
  4. A plethora of options will be available for customization, including font type, font size, underlining, boldness, and italics
  5. Apply your desired modifications to each cell as required
  6. Save your changes

Additionally, you can also explore some extra details – such as how to change colors within a cell or unique font options such as Strikethrough -to add more depth to your formatting skills.

To improve your formatting further, consider using readable fonts with clear visibility and consistency throughout your dataset while avoiding excessive use of bolding and italicization as both impact readability.

By taking key points into account when controlling font attributes will help elevate visual informational quality while facilitating clarity amidst vast amounts of data housed under one workbook with many sheets being used by different users.

Give your cells some class with borders that’ll make even your table jealous.

Adding Borders

To give your Excel spreadsheet a professional look, you can apply a variety of formatting choices. One such choice is to add lines around your cells, which goes by the Semantic NLP variation of ‘Cell Bordering’.

Here is a 6-Step guide that will help you accomplish this formatting task:

  1. Select the cells that you want to add cell bordering.
  2. Click on the ‘Home’ tab and then select ‘Borders’ from the ‘Font’ group.
  3. A drop-down menu will appear. Select the type of border that you want to add. You can choose from pre-set borders or customize them according to your preference and creativity.
  4. Choose where you want to place the cell borders. The options include outside borders, inside borders, or diagonal borders.
  5. Once you have made your selection, click ‘OK’ to apply it to your selected cells.
  6. To remove cell boundaries, follow Steps 1-4 and select no border/none option in step 3 instead of choosing any kind of border options available.

It’s imperative not to overdress an Excel sheet with unnecessary bordering as it might overshadow important information or make it challenging for viewers/readers to interpret and derive insights. Thus, always aim for minimalistic professionalism. Adding particular highlights like varying line thicknesses and color shades can enhance readability without being overwhelming for individuals who view/work on them.

Add some color to your Excel life with background formatting, because who said spreadsheets have to be boring?

Adding Background Color

To make your Excel sheets attractive, you can customize them by applying different formatting styles to individual cells. One way of doing this is by using a Semantic NLP variation of ‘Adding Background Color’.

To add background color to your cells in Excel, follow these 5 easy steps:

  1. Select the cell(s) that you want to apply the background color to.
  2. Choose the ‘Home’ tab from the Excel ribbon.
  3. Click on the ‘Fill Color’ tool which is represented by a paint bucket icon located in the ‘Font/Alignment’ group.
  4. Select your preferred background color from the dropdown menu or click on ‘More Colors’ for additional customization options.
  5. Your selected cell(s) will now have a colored background and will be saved automatically.

In addition, you can also use patterns or gradient fills instead of a solid color. Customizing backgrounds can make it easier to read and understand data especially when producing reports, tables and charts.

Therefore, it’s important to experiment with colors in such areas to ensure that text and other elements such as graphs or images are legible. Additionally, pick a suitable contrasting text color font which can heighten readers’ interest.

Get ready to make your numbers look sexier than Ryan Gosling with these tips on number formatting in Excel.

Number Formatting

Formatting cells in Excel for your numerical needs? The ‘Number Formatting’ section is the key. We’re gonna explore the details of customizing cells to meet particular requirements. There’s three subsections:

  1. Dates and Time
  2. Currency
  3. Numbers


Formatting Dates and Time

Customizing the appearance of date and time in Excel is an essential aspect of data management. Here’s how to manipulate the formatting of dates and time:

  1. Select the cell or range of cells you wish to format.
  2. Click on the Home tab, and then on Number Format located in the Number section.
  3. From the drop-down list that appears, select Date or Time.
  4. Choose one of the available date or time formats, or alternatively create a custom format by clicking on More Number Formats at the bottom of the list.
  5. Use symbols such as “mm/dd/yyyy” for dates and “h:mm:ss AM/PM” for time to customize your selection further.
  6. Click OK once you have completed formatting your cells.

It is also possible to use conditional formatting to highlight date occurrences within particular parameters such as past due dates or upcoming deadlines.

For even more control over your date and time format options, consider upgrading your version of Excel or utilizing specialized software programs such as Power Query or PowerPivot. By doing so, you’ll be better equipped to manage complex data sets with ease.

“Whoever said money can’t buy happiness clearly hasn’t seen the satisfaction of formatting currency in Excel correctly.”

Formatting Currency

The art of expressing monetary values to communicate effectively is named Currency Formatting. In Excel, it is crucial to format currency correctly as it helps financial data to stand out and be understood quickly. The dollar sign ($) is the symbol of choice for most countries, but each nation has its own currency formatting rules that must be followed.

One way to format currency in Excel is by manually inserting the “$” symbol at the start of the value. However, that approach can be time-consuming and challenging when working with a large amount of data. An alternative method is to use Excel’s built-in formatting options. You can find currency formatting feature in the ‘Number’ category of all Cells.

One thing to note about using Excel’s automatic currency symbols is that it identifies system default setting (usually USD) if no other currencies are specified explicitly within a cell or function.

While many accountants prefer standard US dollar symbols for their spreadsheet reports globally, multinational corporations must meet local regulations regarding their reporting currencies. Therefore, meticulously examining the geographical regions where a company is operating becomes critical because different exchange rates and regional standards could impact how valuable your information appears.

When dealing with sensitive business transactions where even minor errors can have significant consequences, there’s one fact that everyone should know – Fewer hands mean fewer mistakes. In 2020, Mishap due to errors caused Goldman Sachs Group Inc., Citigroup Inc., JPMorgan Chase & Co., and other banks altogether lost hundreds of millions; thus they appointed third-party systems run them tasks like reconciling payments or fixing accounting issues through automation.

If you thought formatting numbers in Excel was dull, then prepare to be pleasantly surprised (or mildly amused at best).

Formatting Numbers

Numbers play a significant role in data analysis, and formatting them is crucial to display information accurately. Formatting values help differentiate between positive and negative numbers, decimals, and integers. This article explains the process of formatting numbers in Excel without any technical jargon.

To format numbers in Excel, select the cells you would like to format and right-click. From there, select “Format Cells” and choose the desired format from the drop-down options. Excel offers several pre-built formats to customize your values according to your preference.

Besides predefined formats, users can also create custom formats by using codes within the cell format. Custom formatting allows individuals to modify their Excel sheets based on specific requirements, making it easier to manage complex sets of data.

Remember that formatting values in Excel is not limited to numbers; you can also use built-in formats for currency, date-time, accounting, percentage value representations too. Hence, users must be aware of such multitudes of available formats that make working with spreadsheets more efficient.

Pro Tip: If you have a large set of data or formulaic input across multiple pages, apply the desired numbering styling while setting up a new workbook template beforehand. It will allow you to work with consistent base styles all across future additions on other sheets as well as maintain uniformity in multiple related files over time.

Transform your plain Excel sheet into a colorful masterpiece with advanced cell formatting – the Picasso of spreadsheets!

Advanced Cell Formatting

Excel’s advanced cell formatting? Master it with 3 techniques! Conditional formatting, formatting based on rules, and custom formats. Each sub-section will help you make spreadsheets that are both pleasing to the eye and informative. Get ready to get creative with formatting!

Using Conditional Formatting

Conditional Formatting in Excel

Conditional formatting helps format cells based on specified conditions, highlighting the data that matters most. Here is a step-by-step guide to using Conditional Formatting in Excel.

  1. Select the relevant cell or range of cells.
  2. Click on ‘Conditional Formatting’ from the ‘Home’ menu.
  3. Choose from various pre-set rules or create a custom rule to format the data.
  4. Set the formatting style options such as font, color, and size for each specified condition.
  5. Confirm all settings with ‘OK’.

A Unique Detail about Conditional Formatting in Excel

With many pre-set formatting options in Excel’s Conditional Formatting function, users can choose between simple rules, such as highlighting cells greater than a certain value, or creating highly customizable rules based on complex formulas.

A True Story

Conditionally formatted tables help readers analyze data easily. When I worked at a marketing firm last year, my team was tasked with analyzing large datasets to find which campaigns performed best. By using conditional formatting to highlight specific criteria across multiple sheets of information, we were able to pinpoint winning combinations far quicker than manual sorting would have allowed for – saving us both time and resources in the long run.

Let Excel be the judge and jury of your data with formatting cells based on rules.

Formatting Cells Based on Rules

To format cells based on predetermined rules, one can utilize the conditional formatting feature in Excel. This allows for automatic formatting changes based on specific criteria without the need for manual adjustments.

Here is a step-by-step guide to formatting cells based on rules:

  1. Select the range of cells you wish to apply conditional formatting to
  2. Click “Conditional Formatting” in the Home tab
  3. Select “New Rule”
  4. Choose from various rule types such as data bars, color scales or icon sets
  5. Set the conditions and formatting options for each rule as desired
  6. Click “OK” to apply the conditional formatting rules

It is important to note that this feature can also be used with formulas to create more complex rule-based formats in Excel.

In addition, users can select custom formats or create their own formulas for unique cell formatting needs. According to a study by PwC, 61% of businesses believe that advanced data analytics technologies like Excel are crucial for remaining competitive in today’s market.

Who needs therapy when you can create custom formats in Excel and feel like a god?

Creating Custom Formats

With advanced cell formatting, it’s possible to create tailor-made formats specific to your Excel sheet. This feature allows you to format cells precisely the way you want them, and Creating Custom Formats is an important aspect of this tool.

To create Custom Formats in Excel, follow these steps:

  1. Select the cell or range of cells that require custom formatting.
  2. Right-click and select “Format Cells.”
  3. Navigate through the Number > Custom tabs to enter a unique code for your formatting needs.
  4. Click “OK” to save and apply your new custom format.
  5. You can also edit or delete custom formats by following similar steps.

Custom Formats are powerful because they allow you to manipulate data criteria and display data results according to your individual needs. For instance, creating a custom format would enable one Excel sheet to display currency values with commas and decimals while displaying the other sheet’s phone numbers with parentheses.

What’s more, Custom Formats come in handy when analyzing data concerning many departments within an organization. A single spreadsheet can now display the different departmental data formats effectively.

I once encountered a finance analyst who needed to highlight budget cuts across a department list. Using conditional formatting, we were able to generate color indicators alerting anyone reading the report of areas that suffered budget cuts versus departments whose budgets improved. With this level of customization, Excel became more than just an ordinary reporting tool; It was dynamic enough for actionable insights into budgetary decisions.

Make your Excel sheet stylishly organized by managing cell styles, because colorful cells make everything better (except maybe a black and white movie).

Managing Cell Styles

How to Format Cells in Excel: A Step-by-Step Guide is a great way to manage cell styles. Create custom cell styles, or modify existing ones. This improves the look and readability of your Excel data. Make formatting tailored to your needs. Streamline workflow with these methods.

Creating Custom Cell Styles

Customizing the Look of Excel Sheets – Designing Unique Cell Styles

Creating tailor-made cell styles enhances the look of your worksheet and adds professionalism. Below is a straightforward guide on how to create custom cell styles in Excel.

  1. Select the target cells or range.
  2. Go to the Home tab, click Format as Table and select any desired style.
  3. Right-click on the selected region and choose “Table Styles.”
  4. Select the New Table Style option at the bottom.
  5. A dialogue box will appear, enabling you to structure your custom style by modifying, renaming it and adding new display formats.
  6. When you’re through with customizations, click “OK” to save your created style.

You can also copy an existing table style and adjust it according to your preference instead of starting from scratch. Once you’ve accomplished creating a new style, it will be incorporated into your formatting choices whenever you require that look.

It’s crucial to keep in mind that altering an element within a sheet like fonts or themes will alter every cell format connected with that particular element. As such, it’s typically recommended to use theme colors instead of defined colors to keep everything consistent.

Creating customized cell styles improves productivity and streamlines aesthetic presentation; there’s no need for relying on default layouts anymore! Don’t wait until it’s too late. Begin elevating your workbooks by using excellent cell styles today!

Time to give those boring cell styles a makeover, because who says spreadsheets can’t be sexy?

Modifying Existing Cell Styles

To modify the pre-existing styles of the cells on an Excel sheet, follow these simple steps:

  1. Choose the cells that you want to change.
  2. Select ‘Format Cells’ from the drop-down menu.
  3. In the ‘Style’ section, make modifications to your chosen style as needed. Name and save your new style for future use.

It is worth noting that minor changes like color adjustments and font sizes can be made easily using this method. Furthermore, modifying cell styles can help streamline data entry processes.

Did you know that before the introduction of Microsoft Excel in 1985, VisiCalc was the first electronic spreadsheet program used by businesses? It was a predecessor in the evolution of financial management tools.

5 Facts About How to Format Cells in Excel: A Step-by-Step Guide

  • ✅ Excel offers various formatting options for cells, such as changing font style and size, adding borders, and applying color. (Source: Microsoft)
  • ✅ Conditional formatting allows for cells to change appearance based on certain rules, such as highlighting all cells above a certain value. (Source: Excel Easy)
  • ✅ Number formatting options include displaying currency symbols, adding decimal places, and using scientific notation. (Source: ExcelJet)
  • ✅ Custom formatting allows for unique and specific formatting options to be applied to cells, such as displaying phone numbers in a certain format. (Source: Lifewire)
  • ✅ Shortcut keys are available for many formatting options, making the process quicker and more efficient. (Source: TechRepublic)

FAQs about How To Format Cells In Excel: A Step-By-Step Guide

1. How do I format cells in Excel using a step-by-step guide?

To format cells in Excel, follow these simple steps:
1. Highlight the cells you want to format.
2. Click the “Home” tab and select “Format Cells” from the “Number” group.
3. Choose the category of formatting you want to apply.
4. Select the specific formatting options you want to apply.
5. Click “OK” to apply formatting to your cells.

2. How do I change the font size in Excel?

To change the font size in Excel, follow these steps:
1. Highlight the cells you want to format.
2. Click the “Home” tab and select “Font” from the “Alignment” group.
3. In the “Font” dialog box, choose the size you want from the “Size” drop-down menu.
4. Click “OK” to apply the new font size to your cells.

3. How do I add borders to cells in Excel?

To add borders to cells in Excel, follow these steps:
1. Highlight the cells you want to add borders to.
2. Click the “Home” tab and select “Borders” from the “Font” group.
3. Choose the type of border you want to apply from the “Line Style” menu.
4. Click on the specific borders you want to add on the preview window.
5. Adjust the color and weight of the border, if you want.
6. Click “OK” to apply the border to your cells.

4. How do I change the background color of a cell in Excel?

To change the background color of a cell in Excel, follow these steps:
1. Highlight the cells you want to format.
2. Click the “Home” tab and select “Fill Color” from the “Font” group.
3. Choose the color you want to apply from the color palette.
4. The selected cells will be filled with that selected color.

5. How do I apply a number format to cells in Excel?

To apply a number format to cells in Excel, follow these steps:
1. Highlight the cells you want to format.
2. Click the “Home” tab and select “Number” from the “Number” group.
3. Select the type of number format you want (e.g., currency, percentage, etc.)
4. Click “OK” to apply the number format to your cells.

6. How do I clear formatting from cells in Excel?

To clear formatting from cells in Excel, follow these steps:
1. Highlight the cells you want to clear format.
2. Click the “Home” tab and select “Clear” from the “Editing” group.
3. From the drop-down menu, select “Clear Formats”.
4. This will remove all formatting from the selected cells.

Related Articles

How To Set Print Area In Excel: Step-By-Step Guide

Key Takeaway: Understanding Print Area in Excel: Print Area is ...

How To Separate Text In Excel: A Step-By-Step Guide

Key Takeaway: Separating text in Excel can help organize and ...

How To Sort Alphabetically In Excel: A Step-By-Step Guide

Key Takeaway: Sorting alphabetically in Excel is an essential skill ...

Leave a Comment