Microsoft Excel XP/X

Formatting Your Worksheets

It is easy to format your Excel worksheets because formatting cells is similar to formatting text in a word processor. Cells can be formatted to a particular style that you choose, such as formatting all numbers consistently. You can also copy the formatting of a particular cell, without affecting the information within the cell. Once you have formatted your worksheet(s), you may want to refer to Enhancing Your Worksheets for instructions on adjusting columns and rows.

AutoFormat
Formatting Fonts
Formatting Numbers
Merging and Centering Text
Wrapping Text
Formatting with the Painter
Clearing All Formatting from a Cell

AutoFormat

To make formatting your worksheets a little easier, Excel has several "preset" formats available for you. With these preset formats, you can select all of the characteristics or only some (e.g., just the borders). Either way, it can be an efficient way to start formatting your worksheet. Once you apply the formatting with AutoFormat, you can still make adjustments to the cells.

Select the cells you want to format
From the Format menu, select AutoFormat ...
The AutoFormat dialog box appears.
From the listing of options, select the desired option
OPTIONAL: If you want to apply only some of the characteristics
1. Click OPTIONS ...
  The AutoFormat dialog box expands.
2. Under Formats to apply, select/deselect the desired options
When finished, click OK

Formatting Fonts

There are two different options for formatting fonts in Excel: the Formatting toolbar option and the Format menu option.

NOTE: In addition to font choices, the Format Cells dialog box contains many other style choices that are not available on the Formatting toolbar.

Formatting Fonts: Toolbar Option

Formatting Toolbar

Select the cell(s) you want to enhance
On the Formatting toolbar, click the option you want
NOTES:
Holding the pointer over a toolbar button for a short period displays a description of that option.
If the desired option is not available on the Formatting toolbar, see Formatting Fonts: Menu Option.
See Formatting Toolbar within Toolbar and Buttons.

Formatting Fonts: Menu Option

Select the cell(s) you want to enhance
From the Format menu, select Cells…
The Format Cells dialog box appears.
Select the Font tab
Make the desired changes
Click OK

Formatting Numbers

There are two different methods for formatting numbers in Excel: the Formatting toolbar option and the Format menu option.

Formatting Numbers: Toolbar Option

Select the cell(s) you want to enhance
On the Formatting toolbar, click the desired option you want

NOTES:
You can increase or decrease the decimal by clicking INCREASE DECIMAL or DECREASE DECIMAL.
See Formatting Toolbar within Toolbar and Buttons.

Formatting Numbers: Menu Option

Select the cell(s) you want to enhance
From the Format menu, select Cells…
The Format Cells dialog box appears.
Select the Number tab
NOTE: Under Category you will see some common choices for formatting numbers.
From the Category listing, select the appropriate number format
NOTE: You can choose Number and Currency with or without decimals.
Based on your selection, make the appropriate choices from the options that appear
Click OK

Euro Currency Symbol

The Euro is the currency recently introduced in Europe. The symbol for this currency can now be used in Excel.

Select the cells you want to format
From the Format menu, select Cells ...
The Format Cells dialog box appears.
Select the Number tab
From the Category listing, select Currency
Windows: From the Symbol pull-down list, select Euro
Macintosh: From the Currency Symbol pull-down list, select Euro
NOTE: There are two Euro options, one with the symbol before the number and one with the symbol after the number.
Click OK

Four-Digit Years

Select the cells you want to format
From the Format menu, select Cells ...
The Format Cells dialog box appears.
Select the Number tab
From the Category listing, select Date
From the Type listing, select the desired four-digit year option
Click OK

Merging and Centering Text

There are two methods for merging and centering text in Excel: the Formatting toolbar option and the Format menu option.

Merging & Centering Text: Toolbar Option

Type the text in the first cell of the group
Select the text and a cell from each column that you want to center across (e.g., to center across columns A through D in row 2 of the worksheet, you will select cells A2, B2, C2, and D2)
On the Formatting toolbar, click MERGE AND CENTER

Merging & Centering Text: Menu Option

Type the text in the first cell of the group
Select the text and a cell from each column that you want to center across (e.g., to center across columns A through D in row 2 of the worksheet, you will select cells A2, B2, C2, and D2)
From the Format menu, select Cells…
The Format Cells dialog box appears.
Select the Alignment tab
From the Horizontal pull-down list, select Center Across Selection
Under Text control, select Merge cells
Click OK

Unmerging Text: Menu Option

Select the merged cell
From the Format menu, select Cells ...
The Format Cells dialog box appears.
Select the Alignment tab
From the Horizontal pull-down list, select General
Under Text control, deselect Merge cells
Click OK

Unmerging Text: Button Option

Select the merged cell
Windows: On the Formatting toolbar, click MERGE AND CENTER
Macintosh: To unmerge the cell
1. Click MORE BUTTONS
  The More Buttons quick menu appears.
2. Select Unmerge Cells

Wrapping Text

If you have text that appears in a single cell but you want to increase the height of that cell to accommodate all of the words, you can use the Wrap text option.
Textwrap

Select the cells that you want to apply Wrap text to
From the Format menu, select Cells…
The Format Cells dialog box appears.
Select the Alignment tab
Under Text Control, select Wrap text
Click OK
NOTE: To display all of the text, it may be necessary to adjust row height.

To unwrap text:

Select the cell which has wrapped text
From the Format menu, select Cells ...
The Format Cells dialog box appears.
Under Text Control, deselect Wrap text
Click OK

Formatting with the Painter

The typical Copy & Paste will copy the information (text or formula) and the formatting of the cell(s). If you want to copy only the formatting, you can use the Painter option. This will format the destination cell the same as the source cell without changing the content.

Formatting with the Painter: Single Cell

Select the cell that contains the formatting you want to copy
On the Standard toolbar, click FORMAT PAINTER
The pointer changes shape to include a paint brush next to it.
Click the cell to which you want the copied format applied
NOTE: You can also select a range of cells by clicking and dragging.

Formatting with the Painter: Multiple Cells

Select the cell that contains the formatting you want to copy
On the Standard toolbar, double click FORMAT PAINTER
The pointer changes shape to include a paint brush next to it.
Click the cell where you want the copied format applied
You can also select a range of cells by clicking and dragging.
Repeat step 3 for additional cells in which you want the format applied
When done, to turn off the Painter, click FORMAT PAINTER again

Clearing All Formatting from a Cell

If you want to remove all formatting from a cell but leave the contents (text, value, or formulas), use the following command.

Select the cells that you want to clear the formatting from
From the Edit menu, select Clear » Formats