Lesson 3.4: Number Format in Excel
Objective:
In Lesson 3.4 on Number Format in Excel, participants will gain a fundamental understanding of how to effectively format numbers in Microsoft Excel. The lesson will cover essential number formatting techniques, enabling users to present data in a clear, organized, and visually appealing manner. Participants will learn to customize the display of numerical information, including decimals, currency symbols, percentages, and more, thereby enhancing the overall readability and professionalism of their Excel spreadsheets.
Number Format in Excel:
Number formatting in Excel is essential for accurately presenting your data. It involves specifying the way numbers appear, indicating their types, such as percentages (%), currency ($), times, dates, and more. This ensures that your spreadsheet interprets and displays the data correctly, providing clarity and context to the information you input.
Most fundamental key points about Excel Number Formats:
- When you are using number formats in your worksheet it makes it easier to read and work with your data.
- When you apply a number format, you’re essentially telling Excel what kind of values are in a cell, like dates or percentages.
- This helps Excel understand your data better, ensuring consistency and accurate calculations in your formulas.
- If you don’t choose a specific format, Excel will often use a default general number format, but even this may make slight formatting changes to your data.
Applying number formats process in Excel :
Excel offers a diverse range of number formats, such as currency, percent, comma, scientific notation, and more. You can access these formats on the Home ribbon within the Number group.
Figure: Number Formatting in excel
So, simply click the drop-down arrow next to “General” to reveal a menu containing various format types. Remember to select the range of cells you want to format before choosing a specific format for consistent and accurate presentation of your numeric data.
Figure: Number Formatting in excel
- Go to the Home tab, click the Number Format drop-down menu in the Number group, and select the desired format.
You can also select the desired cells and press Ctrl+1 on your keyboard to access additional number-formatting options.
For example, we’ve applied the Currency number format, which adds currency symbols ($) and displays two decimal places for any numerical values.
If you select any cells with number formatting, you can see the actual value of the cell in the formula bar.
- Access the Number Format Options: Go to the “Home” tab on the Excel ribbon.
- Locate the Number Group: Look for the “Number” group. This is where you’ll find the number formatting options.
- Open the Format Dropdown: Click on the dropdown arrow next to the Number Format box. It often displays the current format
- Select Number Format: Click on the dropdown arrow next to the Number Format box. Choose from a variety of predefined formats like:
- General: Default format with no specific formatting.
- Number: Basic numerical values.
- Currency: Formats as currency.
- Percentage: Displays numbers as percentages.
- Date: Formats cells containing dates.
- Custom: Create your own format using symbols and codes.
- Customizing Formats (Optional): Choose More Number Formats or Custom to create specific formats using symbols and codes: #,##0.00: Displays numbers with a thousand separators and two decimal places. 0%: Shows numbers as percentages.
$#,##0.00: Represents numbers in currency format with a dollar sign, thousand separators, and two decimal places.
- Apply the Format: The selected cells will now display according to the chosen format without altering the actual values.
Extra Tips:
- Multiple Formats: You can apply different formats to different parts of the same cell or range using custom formats.
- Consistency: Maintain consistent formatting for similar data across your spreadsheets or reports.
- Effect on Data: Remember, number formatting doesn’t change the actual values stored in cells; it only changes their appearance.
Let’s enhance the sales report by applying Excel Number Formats to improve the visual representation of the data. In this example, we’ll focus on formatting the “Revenue” and “Profit Margin” columns.
Figure: Example dataset without number format
Formatting Revenue:
Select the “Revenue” Column: Click on the header of the “Revenue” column (column C) to highlight the entire column.
Access Format Cells Options:
- Right-click on the selected “Revenue” column.
- From the context menu, choose “Format Cells.”
Navigate to the Number Tab: In the “Format Cells” dialog box, go to the “Number” tab.
Choose Currency Format: Within the “Category” list, select “Currency.”
Customize Currency Options (Optional): Optionally, customize the currency symbol, decimal places, and other settings according to your preferences.
Apply the Formatting: Click “OK” to apply the currency formatting to the “Revenue” column.
Figure: Number format for revenue process
Formatting Profit Margin:
Select the “Profit Margin” Column: Click on the header of the “Profit Margin” column (column D) to highlight the entire column.
Access Format Cells Options:
- Right-click on the selected “Profit Margin” column.
- From the context menu, choose “Format Cells.”
Navigate to the Percentage Category:
- In the “Format Cells” dialog box, go to the “Number” tab.
- Select the “Percentage” category.
Adjust Decimal Places (Optional): If necessary, adjust the decimal places for percentage precision.
Apply the Formatting: Click “OK” to apply the percentage formatting to the “Profit Margin” column.
Figure: Number format for profit margin (before and after formatting)
In this lesson, we looked at number formatting in Excel. We explored custom number formats and learned some techniques for presenting numerical data in a more effective way. By the end of this session, you’ll have a better knowledge of number formatting. You’ll also be able to use custom formats and apply advanced strategies to present numbers in your Excel spreadsheets more skillfully.