Location via proxy:   [ UP ]  
[Report a bug]   [Manage cookies]                
Scribd
Upload
13 views

Data Formatting in Excel

The document provides a comprehensive guide on data formatting in Excel, detailing various formatting tools available in the Home Tab, such as font adjustments, borders, and fill colors. It also explains how to apply conditional formatting to highlight specific data based on user-defined conditions. Step-by-step instructions are included for implementing these formatting techniques to enhance data presentation.

Uploaded by

seemewithlife
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
13 views

Data Formatting in Excel

The document provides a comprehensive guide on data formatting in Excel, detailing various formatting tools available in the Home Tab, such as font adjustments, borders, and fill colors. It also explains how to apply conditional formatting to highlight specific data based on user-defined conditions. Step-by-step instructions are included for implementing these formatting techniques to enhance data presentation.

Uploaded by

seemewithlife
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 20

Data Formatting in Excel


In Excel, the whole entered data in the sheet uses the same formatting by default
which can make the data look monotonous, dull, and difficult to read. Excel
provides a pool of tools called formatting tools which customize the data in such a
way that it only affects the appearance of the data and not the content.

How to apply formatting in Excel?

Following are the steps to apply the formatting:


1. Select the range of cells on which formatting needs to be done.
2. Select the suitable formatting tool from the toolbox(ribbon).
3. Formatting can be observed on the sheet.
Formatting tools that work on the text and cell appearance can be found in Home
Tab [ Font Group ] in the ribbon.

Let’s discuss some formatting tools in this article.


Font: It changes the writing style of the data.
 Font Size: It changes the size of the data, can make it appear big or short.

 Increase/Decrease Font Size: It does the same work as by Font Size i.e adjusts
the size of the font accordingly. However, it gets handy as in only one click, the
size is getting changed.

 Bold and Italic: Bold thickens the letter and makes it appear darker than before
while Italic, italicize the letters. Both are useful when some data needs to be
differentiated from the rest.
 Underline: This feature marks a line at the foot of the data.

There is a drop-down button on the right of the underline tool, which has two
options: Underline and Double Underline. Underline is the same as the Underline
tool and Double Underline marks two lines below the text selected.

 Top and Double Bottom Border: This feature creates the border as per
selection from the drop-down button around the selected cells. This is majorly
used to differentiate some cells from the drop-down and create tables in large
sheets.
The drop-down in the right of the tool has many options in which we can create the
borders around the cells.

 Fill Colour: As the name suggests, it fills the colour in the cell making it distinct
from the rest. Excel offers a pool of colours from which the choice can be made.
 Font Colour: It changes the colour of the font and makes it appear better.
Correct colour choices can be made from a plethora of options available.
The differences can be observed between using the formatting tools and by default:

Cell B4 is formatted. It has a different font style, size, double underline, Bold and
Italic font, different colours, and a thick box border around it whereas cell B7 has
default settings.
More formatting tools are available in Excel that can be explored.

Conditional Formatting
Conditional formatting is a feature in Excel that allows you to format/highlight few
particular cells that meet the condition specified or selected by you. You can find it in
the home tab under the Styles group.
Steps to use Conditional Formatting:
Step 1: Insert the data/values in the spreadsheet.
Step 2: Select the range of cells.

Step 3: Click on the Conditional formatting in the Home tab.


Step 4: Select any predefined condition or create your own condition (for this
select New Rule).
For example, we need to:
1. Highlight marks which are more than 70.
2. Highlight marks which are between 50 and 80.
3. Highlight marks that are below average.
4. Set icons on the marks.
5. Show data bars on the marks.

Steps to highlight marks that are more than 70

Step 1: Insert the data in the spreadsheet, we enter the marks in the spreadsheet.
Step 2: Select the range of cells (A2:A20).
Step 3: Select the Conditional formatting in the Home tab, click Highlight Cells
Rules.
Step 4: Click on the Greater Than option.

Step 5: Enter the value for which you need greater value, under the “Format cells that
are GREATER THAN“, i.e. 70.
Step 6: You can select your desired color, we will go with the default color.
Step 7: Click OK.

Steps to highlight marks that are between 50 and 80

Step 1: Insert the data in the spreadsheet, we enter the marks in the spreadsheet.
Step 2: Select the range of cells(A2:A20).
Step 3: Select the Conditional formatting in the Home tab.
Step 4: Click Highlight Cells Rules.

Step 5: Click on Between option.


Step 6: Enter the values between which the values have to be highlighted.
Step 7: You can select your desired color, we will go with the default color.

Step 8: Click OK.


Steps to highlight marks that are below average

Step 1: Insert the data in the spreadsheet, we enter the marks in the spreadsheet.
Step 2: Select the range of cells(A2:A20).
Step 3: Select the Conditional formatting in the Home tab, click on Top/Bottom Rules.

Step 4: Click on Below average.


Step 5: Select your desired color, we will go with the default color.

Step 6: Click OK.

Steps to set icons on the marks

Step 1: Insert the data in the spreadsheet, we enter the marks in the spreadsheet.
Step 2: Select the range of cells(A2:A20).
Step 3: Select the Conditional formatting in the Home tab, click on Icon Sets.
Step 4: Select your desired icon(green shows the above average values, yellow shows
the average value, red shows the below-average values).

Step 5: You can also define your own rules.


 For example, we want a green symbol before the marks greater than 70, red before
the marks less than 50, yellow before the marks between 50 and 70.
 Click on More Rules(here you can change Icon styles, Reverse icon order, Show
icon only(i.e. the data(s) will not be displayed), etc).
Step 6: Click OK.
Steps to show data bars on the marks

Step 1: Insert the data in the spreadsheet, we enter the marks in the spreadsheet.
Step 2: Select the range of cells(A2:A20).
Step 3: Select the Conditional formatting in the Home tab, click on the Data bars.

Step 4: Select your desired color for the bars.


Step 5: You can also define your own rules.
 For example, we want the lowest bar on marks less than 30 and the longest bar on
marks greater than 80.
 Click on More Rules(here you can change Icon styles, Reverse icon order, Show
icon only(i.e. the data(s) will not be displayed), etc).
Step 6: Click OK.

You might also like