1. What is Formatting in Excel?
Formatting in Excel means changing the appearance of numbers, text, and cells without changing their actual values.
It helps present data neatly, highlight key information, and make reports more readable.
🔢 2. Number Formatting in Excel
Excel can display numeric values in many styles — currency, percentage, date, time, decimal, scientific notation, etc.
You can apply number formatting using:
Home → Number group or press Ctrl + 1 to open the Format Cells dialog box.
📋 Common Number Formats
| Format Type | Example | Description |
|---|---|---|
| General | 12345 | Default format; displays numbers as entered |
| Number | 12345.68 | Displays numbers with decimal places and commas |
| Currency | ₹12,345.68 | Adds currency symbol with two decimal places |
| Accounting | ₹ 12,345.68 | Aligns currency symbols and decimals neatly |
| Date | 30-10-2025 | Displays date in short or long formats |
| Time | 10:45 AM | Displays time in 12-hour or 24-hour format |
| Percentage | 75% | Multiplies the number by 100 and adds % sign |
| Fraction | 1/2 | Displays numbers as fractions |
| Scientific | 1.23E+03 | Displays numbers in exponential notation |
| Text | 12345 | Treats the number as plain text, not a value |
⚙️ How to Apply Number Format:
Method 1: Using the Ribbon
- Select the cells to format.
- Go to Home → Number Group.
- Choose the desired format from the drop-down (e.g., Currency, Percentage, etc.).
Method 2: Using Format Cells Dialog
- Right-click → Format Cells → Number tab.
- Choose a category (Number, Currency, Date, etc.).
- Adjust decimal places, symbol, or alignment → Click OK.
💡 Examples:
| Input Value | Format Applied | Displayed Result |
|---|---|---|
| 1234.567 | Number (2 decimals) | 1,234.57 |
| 1234.567 | Currency (₹) | ₹1,234.57 |
| 0.75 | Percentage | 75% |
| 44562 | Date | 30-Oct-2021 |
| 0.333 | Fraction | 1/3 |
✍️ 3. Text Formatting in Excel
Text formatting changes how your text looks (font, size, color, alignment, etc.) — useful for headings, labels, or emphasis.
You can do this from the Home tab → Font & Alignment groups.
📘 Common Text Formatting Options
| Option | Command / Shortcut | Purpose |
|---|---|---|
| Font Type | Home → Font → Font name | Change text style (e.g., Arial, Calibri) |
| Font Size | Home → Font → Size box | Increase or decrease font size |
| Bold | Ctrl + B | Make text bold |
| Italic | Ctrl + I | Italicize text |
| Underline | Ctrl + U | Add underline |
| Font Color | Home → Font → Font Color | Change text color |
| Fill Color | Home → Font → Fill Color | Add background color |
| Text Alignment | Home → Alignment | Align text (left, center, right) |
| Wrap Text | Home → Alignment → Wrap Text | Display text on multiple lines within a cell |
| Merge & Center | Home → Alignment → Merge & Center | Combine cells and center the text |
| Orientation | Home → Alignment → Orientation | Rotate text (vertical, diagonal) |
💡 Example:
| A | B |
|---|---|
| Heading: | Monthly Sales Report |
Formatting applied:
- Font: Calibri (Bold, 16 pt)
- Text color: Blue
- Background color: Light Yellow
- Alignment: Center
- Merge & Center used across columns A to D
🧰 4. Combining Number and Text Formatting
You can combine both to make data visually clear.
Example:
| Product | Sales | Growth |
|---|---|---|
| Laptops | ₹50,000 | 20% |
| Mobiles | ₹30,000 | 10% |
- “Sales” column → Currency format
- “Growth” column → Percentage format
- Headings → Bold, centered, colored background
⚡ 5. Conditional Formatting
Located under:
Home → Styles → Conditional Formatting
This feature automatically changes text or number formatting based on conditions.
Example:
- Highlight sales above ₹50,000 in green.
- Highlight negative values in red.
Steps:
- Select data → Home → Conditional Formatting → Highlight Cell Rules → Greater Than / Less Than.
✅ 6. Summary Table
| Type | Purpose | Example |
|---|---|---|
| Number Formatting | Change how numbers appear | ₹1,234.56 / 75% / 30-Oct-25 |
| Text Formatting | Change how text looks | Bold, Color, Size |
| Combined Formatting | For professional look | Bold header + colored data |
| Conditional Formatting | Highlight based on values | Red for low scores, green for high |