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Excel Formatting Essentials
A well formatted spreadsheet should make key information virtually jump off the page, making it immediately obvious to the reader.
by Traci Williams | excelace.co.uk
4 reasons why excel is crucial
1
Employees can save up to 25% of their time on data-related tasks by using Excel's advanced formatting features effectively
2
Proper use of Excel formatting can reduce errors in data interpretation by up to 35%
3
Around 78% of job roles require some level of Excel proficiency, with a significant emphasis on formatting skills
4
Studies indicate that comprehensive training in Excel, including advanced formatting techniques, can enhance employee productivity by over 30%
Introduction
Looking at an Excel Spreadsheet that has not been properly formatted, can feel like hard work and is not very inviting. A well formatted spreadsheet should make key information virtually jump off the page, making it immediately obvious to the reader.
This article will cover key points in Excel formatting, including cell formatting, conditional formatting, data visualization, and tips for maintaining readability and professionalism in your spreadsheets.
Cell Formatting
Cell formatting in Excel refers to changing the appearance of individual cells, without altering the actual cell values or formulas. This can include: font style, size, colour, cell borders, background colours, and number formatting. Here are some key points:
- Font Style and Size: Choose a font that is easy to read. Common choices include Calibri, Arial, Times New Roman, or the new MS font of Aptos. Adjusting the font size can help differentiate between headings and standard cell data.
- Colour and Borders: Using colour and borders to highlight important data or to distinguish between different data categories or sections of your spreadsheet is simple to do, and can be super effective, as the eye can be drawn to a colour without needing to read or understand any of the detail.
- Number Formatting: Excel offers various number formats, including currency, date, percentage, and more. Proper number formatting ensures that your data is easily understood and looks professional and consistent.
Cell formatting can be manually applied to individual cells, or multiple cells at once, either using the icons from the ribbon, or from the Format Cells menu (right click mouse, Format Cells).
Good formatting can transform data as in this example:
Conditional Formatting
- Highlighting Cell Rules: You can highlight cells that meet certain criteria, such as cells greater than a specific value, cells that contain specific text, or even duplicate values.
- Data Bars, Colour Scales, and Icon Sets: These tools provide a visual guide directly within the cells, making it easier to spot trends and outliers at a glance, while also looking ACE!
- Data Bars fill the cell with a bar proportional to the cell's value,
- Colour Scales change the cell's background colour based on its value
- Icon Sets add icons to cells based on their value.
Data Visualization
Beyond individual cell formatting, Excel offers features to enhance the presentation of your data through charts and tables.
- Charts: Excel has a wide range of chart types, including bar, line, pie, scatter, and many more. Choosing the right chart type is crucial for accurately representing your data. Customizing chart elements like the title, legend, and data labels can further enhance the clarity and professionalism of your presentation.
- Tables: Converting a range of data into a table offers several benefits, including automatic formatting, filtering, consecutive row colours and sorting options. Tables in Excel are dynamic and can be styled to improve readability and visual appeal.
Bonus Tip: Use the keyboard shortcut Ctrl + T or Ctrl + L to convert data range to a Table
Tips for readability and professionalism
- Consistency: Ensure consistent formatting throughout your spreadsheet. This includes using the same font, size, and colour scheme across your document.
- Simplicity: While Excel has a wide range of formatting options, you don’t need to use them ALL on one Spreadsheet – keep it simple. Overuse of colours, fonts, or conditional formatting can make your spreadsheet difficult to read and maintain.
- Use of White Space: Properly spacing your data can significantly improve readability. Consider adjusting column width and row height to ensure that your data is not cramped. The ‘Wrap Text’ function can be super helpful to align spacing and improve appearance.
- Alignment: Text alignment (left, center, right) can impact the readability of your data. Typically, numbers are right-aligned, while text is left-aligned.
Advanced formatting tips
- Custom Formats: Beyond the built-in formats, Excel allows you to create custom formats. This can be particularly useful for displaying data in specific formats not covered by the default options.
- Conditional Formatting with Formulas: For more advanced conditional formatting, you can use Excel formulas to set the conditions under which formatting will be applied. This allows for highly customized and dynamic formatting options.
- Protecting Your Formatting: After spending time formatting your spreadsheet, it's a good idea to protect it from unintended changes. Excel allows you to lock cells or entire sheets, preventing others from altering your formatting or data.
Quiz Time
Test Your Knowledge
Roll over the buttons to find the green correct answer or click on the buttons to find the correct answer
1
Which of the following is NOT a type of conditional formatting in Excel?
2
What does the 'Format Painter' tool in Excel do?
3
How can you apply a consistent format to every other row in a large data set in Excel, making it easier to read?
Conclusion
Being able to apply Excel formatting can transform your spreadsheets from simple data ranges into powerful tools that tell a story to the reader, via their visual analysis and presentation. As you become more familiar with these formatting techniques, you'll be able to leverage Excel's full potential to present your data in the most impactful way possible.
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