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Chhaya Wagmi

Formatting Excel Worksheets and Cells

Chhaya Wagmi

  • Nov 6, 2019
  • 11 Min read
  • 2 Views
  • Nov 6, 2019
  • 11 Min read
  • 2 Views
Business Professional
Microsoft Excel

Introduction

In this guide, you will learn how to format Excel worksheets and cells in Microsoft Excel 2019. Raw data in Excel sheets is confusing, dull, and difficult to read and understand without formatting. To make data look more interesting and descriptive, formatting is often used. A good formatting method helps you to find meaning in the spreadsheet without the trouble of going through each and every individual cell. Cells with good formatting will draw your attention to the important cells automatically. There are various methods through which you can format the cells in Excel 2019 version, as mentioned below:

  • Font, font style, and font size

  • Background color of the cell(s) and the color of the text in the cell

  • Borders of the cell(s)

  • Alignment of the text in the cell(s) (like top, middle, bottom, left, right, and center alignment)

  • Text wrapping and orientation

To make any changes in the format of the cell, there are some basic steps. In order to implement any formatting, select the cells that you want to format and right-click on the mouse. A few options will appear, as shown below, in the image:

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Select the Format Cells option from the given choices and one new dialog box will appear. Select the Font option from the dialog box, as shown in the image below:

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Font, Font Style, and Font Size

In order to change the font, font style, and font size, we need to change the format of the cell(s). Consider the table given below:

ABC
Item NumberItem NamePrice of the Item
1Pen10
2Lunch Box20
3Bag50

Changing Text Font

Let's consider an example where we want to change the font of the table headers. There are some steps that we will need to follow to change the font:

  • Step One: Select all the cells that contain the table header and it will look as in the image given below:

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  • Step Two: Right-click the mouse -> select Format Cells -> select Font -> select the Arial Black option from Font -> click OK. It will look as in the image given below:

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  • Step Three: The resultant table will look as in the image given below:

Imgur

Changing Text Font Style

Now, taking another example with the same table, you can change the font style of the table header. There are similar steps that you will need to follow to change the font style:

  • Step One: Select all cells that contain the table header and it will look as in the image given below:

Imgur

  • Step Two: Right-click the mouse -> select Format Cells -> select Font -> select the Italic option from Font style -> click OK. It will look as in the image given below:

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  • Step Three: The resultant table will look as in the image given below:

Imgur

Changing Text Font Size

We will take another example with the same table and change the font size of the table header. There are similar steps that you will need to follow to change the font style:

  • Step One: Select all the cells that contain the table header and it will look as in the image given below:

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  • Step Two: Right-click the mouse -> select Format Cells -> select Font -> select the 8 option from Font size -> click OK. It will look as in the image given below:

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  • Step Three: The resultant table will look as in the image given below:

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Background Color of the Cell(s) and the Color of the Text in the Cell

Changing the Background Color of a Cell

The default background color of a cell is White, whereas the default color of the text in a cell is Black. We will consider the following table for formatting:

ABC
Item NumberItem NamePrice of the Item
1Pen10
2Lunch Box20
3Bag50

In order to change the background of the cell(s), we need to follow some steps mentioned below:

  • Step One: Select the cell(s) as is shown in the image below:

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  • Step Two: Click on the Home tab.

  • Step Three: Click the downward-pointing arrow that appears to the right of the Fill Color icon and click the color that you want to apply as the background of the cell(s) as shown in the image below:

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  • Step Four: After clicking on the green color, you will have the final table as given below:

Imgur

Changing Text Color in a Cell

To change the text color in the cell(s), we will follow similar steps:

  • Step One: Selecting the cell(s) as shown in the image below:

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  • Step Two: Click on the Home tab.

  • Step Three: Click the downward-pointing arrow that appears to the right of the Font Color icon and click the color you want to apply as the text color in the cell(s) as shown in the image below:

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  • Step Four: After clicking on the red color you will have the final table as given below:

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Borders of the Cell(s)

It helps in highlighting the cell(s) and makes it look neat. In order to explain the process of formatting we will consider the table given below:

ABC
Item NumberItem NamePrice of the Item
1Pen10
2Lunch Box20
3Bag50

We can add borders to the cell(s) by following few steps mentioned below:

  • Step One: Select one or more cells.

Imgur

  • Step Two: Click the Home tab.

  • Step Three: Click the downward-pointing arrow to the right of the Border icon in the Font group. A few options will appear and you can select the type of border you want to add to your cells, as shown in the image given below:

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  • Step Four: Here the All Border option was selected and the final output table is as shown below:

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Alignment of the Text in the Cell(s)

The alignment of the cell(s) refers to the way in which the content of the cell is aligned with the edges of the cell. It helps with a better and clearer view of the data. To explain the method of the alignment formatting, we will consider the following table:

ABC
Item NumberItem NamePrice of the Item
1Pen10
2Lunch Box20
3Bag50

Further, consider an example where you will learn to Center align the table headers. There are a few steps that you need to follow to perform alignment formatting:

  • Step One: Select the table headers as shown below:

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  • Step Two: Select the middle alignment in the home tab (pointed out by a red arrow), as shown below in the image:

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  • Step Three: The final table will be as shown in the image given below:

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Text Wrapping and Orientation

The text wrapping and orientation feature helps to wrap text, so that it appears on multiple lines in a cell. You can either format the cell so the text will be wrapped automatically,or you can enter a line break manually. Data in the cell wraps to fit the column width; so, even if you change the column width, the data wrapping adjusts automatically. In the case where all the wrapped text is not visible, it may be because the row is set to a specific height or that the text is in a range of cells that has been merged. Orientation helps you to rotate your text up, down, counter-clockwise or clockwise, or align the text vertically, etc.

You can follow the steps mentioned below for text wrapping:

  • Step One: Select the cell(s) that you want to format.

  • Step Two: Go to the Home tab, then in the Alignment group, click Wrap Text (pointed with red arrow) as shown below in the image:

Imgur

Formatting Numbers

Numbers are formatted in order to avoid confusion like whether the given number is negative or positive,or if it represents currency, date, time, percentage, text, etc. To explain the method of the number formatting, we will consider the following table:

ABC
Item NumberItem NamePrice of the Item
1Pen10
2Lunch Box20
3Bag50

There are few steps mentioned below for formatting the column Price of the Item value into a currency format:

  • Step One: Select the cell(s) C1:C3 as shown in the image below:

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  • Step Two: Right-click the mouse and a few options will appear, as shown in the image below:

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  • Step Three: Select Format Cells and a new dialog box will open. Then select the Number tab as shown below in the image:

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  • Step Four: Select Currency under Category -> select the value Two for Decimal places -> select USD value for Symbol -> select value USD 1,234.10 for Negative numbers -> click OK. These steps can be seen in the image given below:

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  • Step Five: The output table is given below:
ABC
Item NumberItem NamePrice of the Item
1PenUSD 10:00
2Lunch BoxUSD 20:00
3BagUSD 50:00

Conclusion

In this guide, you have learned various Excel worksheet and cell formatting methods like styling font properties, changing cell colors, text wrapping, formatting numbers, etc. Now, go ahead and explore more of these Excel features.

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