There is So Many Things to do With Excel Formatting?


The Excel Formatting Toolbar

Excel formatting toolbar normally located near to the top of your screen as shown here. The toolbar icons have a specific purpose that can change the outlook of your spreadsheet when you apply formatting to it.

Excel Formatting Toolbar


The formatting toolbar icons and functions:

  • Font – to select fonts from a drop-down list.
  • Font Size – to select a font size from a drop-down list.
  • Bold – to apply bold to a selected range.
  • Italic – to apply italic to a selected range.
  • Underline – to underline a selected range.
  • Align Left – to align a selected range to the left.
  • Center – to center a selected range
  • Align Right – to align a selected range to the right.
  • Merge and Center – to merge cells and center text across a selected range.
  • Currency Style – to apply currency style to a selected range.
  • Percent Style – to apply percentage style to a selected range.
  • Comma Style – to apply comma style to a selected range.
  • Increase Decimal – to decrease the number of decimal points displayed in a selected range.
  • Decrease Decimal – to increase the number of decimal points displayed in a selected range.
  • Decrease Indent – to decrease the level of indentation in a selected range.
  • Increase Indent – to increase the level of indentation in a selected range.
  • Borders – to select and apply borders to a selected range.
  • Fill Color – to select and apply color to a selected range.
  • Font Color – to select and apply color to text in a selected range.


    The Excel Formatting - Fonts

    To change the font used in a cell or range of cells

  • Select the cell or range of cells you wish to change.
  • On the Excel Formatting toolbar choose a font from the Font drop down list.


    To change other font characteristics

  • Select the cell or range you wish to change.
  • From the Format menu, click Cells.
  • From the Format Cells dialog box displayed, select the Font tab to change the Font, font style, or size.
  • Select the Underline: drop down list box to select a style of underline or None to remove the underlining.
  • Select the Color: drop down list box to choose a font color.
  • In the Effects section, you can tick Strikethrough, Superscript, or Subscript.
  • To change all the settings in the dialog box back to the Normal style which is set in the Style dialog box, tick the Normal font check box.
  • Select OK to close the Format Cells dialog box.


    The Excel Formatting - Alignment

    To align data between the left and right sides of a cell

  • Select the cell, or cells, you wish to align.
  • On the Excel Formatting toolbar, click on the Align Left icon to align data with the left edge of the cell.
  • Click on the Align Right icon to align data with the right edge of the cell.
  • Click on the Center icon to center data in the cell.


    To align data between the top and bottom of a cell

  • Select the cell, or cells, you wish to align.
  • From the Format menu, click Cells.
  • From the Format Cells dialog box displayed, click on the Alignment tab.
  • In the Text alignment section, choose the Top, Center, or Bottom option in the Vertical area to align the data in the cell.
  • To make the lines of data fit evenly within the height of a cell, tick the Justify distributed option and click on OK.


    To change the orientation of data cells

  • Select the cell, or cells, you wish to change.
  • From the Format menu, click Cells.
  • From the Format Cells dialog box displayed, click on the Alignment tab.
  • In the Orientation section, you can change the Degrees of the text or use the mouse to drag the 'red small diamond' up or down. When satisfied, click on OK.

    Data Orientation


    To wrap multiple lines of data in a cell

  • Type the data you require into the cell and press Enter. The entry will appear as one long line and select the cell, or cells, you wish to format.
  • From the Format menu, click Cells.
  • From the Format Cells dialog box displayed, click on the Alignment tab.
  • In the Text control section, tick the Wrap text check box and click on OK.


    To shrink the text into one cell

  • Type the data you require into the cell and press Enter.
  • From the Format menu, click Cells.
  • From the Format Cells dialog box displayed, click on the Alignment tab.
  • In the Text control section, tick the Shrink to fit check box and click on OK.


    To merge several cells

  • Select the cells that you wish to merge to become one cell.
  • Right-click on the selected cells, click Format Cells.
  • From the Format Cells dialog box displayed, click on the Alignment tab.
  • In the Text control section, tick the Merge cells check box and click on OK.
    Note: You also can use the Merge and Center icon on the Excel Formatting toolbar.


    The Excel Formatting - Colors

    To change the color of text

  • Select the cells containing the data you want to change the color.
  • On the Excel Formatting toolbar, click the down arrow next to the Font Color icon.

    Excel font color icon


  • Choose a color from the Font Color palette.
  • The color you selected from the Font Color palette will be displayed on the new icon face. Click on the icon face to apply the new color to the cell.


    To apply colors to cell(s)

  • Select the cell or range of cells you wish to color.
  • On the Excel Formatting toolbar, click the down arrow next to the Fill Color icon.
  • Choose a color from the Fill Color palette.

    Excel fill color icon




    To turn off the cell(s) color

  • Select the cell or range of cells you wish to color.
  • On the Excel Formatting toolbar, click the down arrow next to the Fill Color icon.
  • Choose No fill.


    The Excel Formatting - Numbers

    To change number formatting using the formatting icons

  • You can quickly change the formatting of a cell or selected range by using the following icons on the Formatting toolbar.

    Formatting number icons


    Currency 12345 will become $12,345.00
    Percent .25 will become 25%
    Comma 98765 will become 98,765.00
    Increase Decimal 12,345.00 will become 12,345.000
    Decrease Decimal 98,765.00 will become 98,765.0


    To format a number as a currency

  • Select the cell or range of cells you want to format.
  • From the Format menu, click Cells.
  • From the Format Cells dialog box displayed, select the Number tab.
  • In the Category: section, select Currency.

    Excel Format Cells dialog box


  • Select the number of decimal places you require by using the Decimal places: spin box arrows.
  • In the Symbol: section drop down list, select the type of currency.
  • Click OK.


    To format a number as a percentage

  • Select the cell or range of cells you wish to format.
  • From the Format menu, click Cells.
  • From the Format Cells dialog box displayed, select the Number tab.
  • In the Category: section, select Percentage.
  • Select the number of decimal places you require by using the Decimal places: spin box arrows.
  • Click OK.

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