Formatting Numeric Data

In Excel, you can format numbers in cells for things like currency, percentages, decimals, dates, phone
numbers, or social security numbers.

1. Select a cell or a cell range.

2. On the Home tab, select Number from the drop-down.

Or, you can choose one of these options:

 Press CTRL + 1 and select Number.
 Right-click the cell or cell range, select Format Cells… , and select Number.
Select the dialog box launcher next to Number Dialog box launcher and then select
Number.
3. Select the format you want.

Format Description

General The default number format that Excel applies when you type a number.
For the most part, numbers that are formatted with the General format
are displayed just the way you type them.

Number Used for the general display of numbers. You can specify the number of
decimal places that you want to use.

Currency Used for general monetary values and displays the default currency
symbol with numbers.

Accounting Also used for monetary values, but it aligns the currency symbols and
decimal points of numbers in a column.

Date and Time Displays date and time serial numbers as date values, according to the
type and location that you specify. Date formats that begin with an
asterisk (*) respond to changes in regional date and time settings that
are specified in Control Panel.

Percentage Multiplies the cell value by 100 and displays the result with a percent
(%) symbol. You can specify the number of decimal places that you
want to use.

Fraction Displays a number as a fraction, according to the type of fraction that

 you specify.

Scientific Displays a number in exponential notation, replacing part of the

number with E+n, where E (which stands for Exponent) multiplies the
preceding number by 10 to the nth power.

Text Treats the content of a cell as text and displays the content exactly as
you type it, even when you type numbers.

Special Displays a number as a postal code (ZIP Code), phone number, or Social
Security number.

Custom Allows you to modify a copy of an existing number format code. Use
this format to create a custom number format that is added to the list
of number format codes. For more information about custom formats,
see Create or delete a custom number format.

Adjusting the size, rows and columns

Change the column width and row height

minimum, maximum and default sizes for each based on a point scale.

Type Minimum Maximum Default

Column 0 (hidden) 255 8.43

Row 0 (hidden) 409 15

Set a column to a specific width

1. Select the column or columns that you want to change.

2. On the Home tab, in the Cells group, click Format.

3. Under Cell Size, click Column Width.

4. In the Column width box, type the value that you want.

5. Click OK.

• Change the width of columns, and height of rows by using the mouse

- To change the width of one column, drag the boundary on the right side of the column heading until
the column is the width that you want.

- To change the row height of one row, drag the boundary below the row heading until the row is the
height that you want.

Aligning Cell Content

If you’d like to realign text in a cell to enhance the visual presentation of your data, here’s how you can
do it:

1. Select the cells that have the text you want aligned.

2. On the Home tab choose one of the following alignment options:

3. To vertically align text, pick Top Align , Middle Align , or Bottom Align

4. To horizontally align text, pick Align Text Lef , Center , or Align Text Right .

5. When you have a long line of text, part of the text might not be visible. To fix this without changing
the column width, click Wrap Text.

6. To center text spanning several columns or rows, click Merge & Center.
Creating and apply conditional formulas

Conditional formatting in Excel enables you to highlight cells with a certain color, depending on the cell's
value.

Highlight Cells Rules

To highlight cells that are greater than a value, execute the following steps.

1. Select the range that you want to apply the conditional Formatting

2. On the Home tab, in the Styles group, click Conditional Formatting.

3. Click Highlight Cells Rules, Greater Than.

4. Enter the value 80 and select a formatting style. Then click OK

Conditional Formatting with Formulas

Formulas that apply conditional formatting must evaluate to TRUE or FALSE.

The IF function can perform a logical test and return one value for a TRUE result, and another for a FALSE
result. For example, to "pass" scores above 70: =IF(A1>70,"Pass","Fail"). More than one condition can
be tested by nesting IF functions. The IF function can be combined with logical functions like AND and OR

=IF (logical_test, [value_if_true], [value_if_false])

logical_test - A value or logical expression that can be evaluated as TRUE or FALSE.

value_if_true - [optional] The value to return when logical_test evaluates to TRUE.

value_if_false - [optional] The value to return when logical_test evaluates to FALSE.

Finding and replace cell content

Use the Find and Replace features in Excel to search for something in your workbook, such as a particular
number or text string.

1. On the Home tab, in the Editing group, click Find & Select.

2. Do one of the following:

• To find text or numbers, click Find.

• To find and replace text or numbers, click Replace.

Inserting and deleting cells, rows and columns

Insert or delete a column

- To insert a column, select the column, select Home > Insert > Insert Sheet Columns.

- To delete a column, select the column, select Home > Insert > Delete Sheet Columns.

- Or, right-click the top of the column, and then select Insert or Delete.

Insert or delete a row

- To insert a row, select the row, select Home > Insert > Insert Sheet Rows.

- To delete a row, select the row, select Home > Insert > Delete Sheet Rows.

- Or, right-click the selected row, and then select Insert or Delete.

Insert a cell

- Select one or more cells. Right-click and select Insert.

- From the Insert box, select a row, column or cell to insert.

Using additional paste techniques

You probably know that you can add, subtract, multiple, and divide in Microsoft Excel using Paste
Special. It's a simple process. Enter the number you want to add, subtract, multiply by or divide by and
press [Ctrl]+C to copy that value to the Clipboard. Then, select the values you want to change and
choose Paste Special from the Paste option in the Clipboard group.

1. Select the cells you want to copy to the Clipboard (A4:C4) and press [Ctrl]+C. Select the cells you want
to change. That's A1..C2.

2. Click the Home tab and choose Paste Special from the Paste option in the Clipboard group.

3. In the resulting Paste Special dialog, select Add.

4. Click OK and Excel adds 1 to the selected values in column A, 2 to the selected values in column B, and
3 to the selected values in column C.

keyboard shortcuts for launching the Paste Special dialog and selecting the appropriate setting after you
copy values to the Clipboard.

Operator Keystroke Shortcut

Add [Alt]+E, S, D, [Enter]

Subtract [Alt]+E, S, S, [Enter]

Multiply [Alt]+E, S, M, [Enter]

Divide [Alt]+E, S, I, [Enter]