How to Format Excel Spreadsheets

Formatting spreadsheets in Excel can make them easier to read and more visually appealing. The tools used to format elements of spreadsheets are contained in the Format menu. Some of the items that users can format in Excel spreadsheets include cells, rows, columns and the sheet.

Difficulty: Easy

Instructions

Format Cells

1. Click on the "Format" button on the menu bar and then click on "Cells." The "Format cells" dialog box contains options you can use to format the contents of a cell. The tabs contained in this box are: Number, Alignment, Font, Border, Patterns and Protection.

2. Use the "Number" tab to format numerical data in the cells. You can use the categories in the list to change the way Excel displays numbers, percentages, fractions, date, time and currencies.

3. Use the "Alignment" tab to adjust the alignment, orientation and control of text in the cells.

4. Select the "Font" tab to change the properties of fonts. You can change the font, font style, size and color. You can also underline the text and choose other special effects.

5. Create a border with the "Border" tab. Create a custom border using the line styles, color and border type.

6. Use the "Patterns" tab to create cell shading. The color palette contains standard colors and you can select a pattern to appear with the background color.

7. Set the security level of your spreadsheet with the "Protection" tab. You can lock a cell, or group of cells, when you check the "Locked" checkbox. "Hidden" hides the formula stored in a cell.

Format a Row

8. Change the height of a row. Click the row header to select it. Click on "Format" on the menu, highlight "Row" and select "Height." Type in a number for the new height and click "OK."

9. Use "Autofit" to adjust the row for best fit. Click on the row header to select it and then click on "Format." Highlight "Row" and then select "Autofit."

10. Hide a row. Click on the row header, select Format, highlight "Row" and then click "Hide." This option hides the row from sight but the numbers in the row heading will show that there is a row missing.

11. Display a hidden row. Highlight cells above and below the hidden row. Highlight "Row" on the Format menu and select "Unhide."

Format a Column

12. Adjust the width. Click on the column header of the column you want to adjust. Highlight "Column" in the Format menu and select "Width." Enter a new number for column width in the "Column Width" box.

13. Use Autofit selection to adjust the column to its best fit. Select the column you want to adjust. Highlight "Column" in the Format menu and select "Autofit."

14. Hide a column. Click on the column header of the column you want to hide. Highlight "Column" in the Format menu and click on "Hide."

15. Display a hidden column. Select cells in the columns on either side of the hidden column. Select "Column" in the Format menu and click on "Unhide."

16. Adjust the default width for all columns in the current worksheet. Select "Column" from the Format menu and choose "Standard Width." Enter a new default width and click "OK."

Format a Sheet

17. Change the name of a sheet in the workbook. Choose "Sheet" from the Format menu and select "Rename." Enter a new name at the bottom of the current worksheet and press the "Enter" key.

18. Hide the current sheet. Select "Sheet" from the Format menu and select "Hide."

19. Display a hidden sheet. Highlight "Sheet" in the Format menu and select "Unhide." Click on the name of the sheet you want to display in the "Unhide" box.

20. Change the background of your current worksheet. Select "Sheet" from the Format menu and select "Background." Use the "Sheet Background" box to locate the picture you want to use as a background and click "Insert."

21. Use Autoformat to apply preset designs to your worksheet. Point to "Sheet" in the Format menu and select "Autoformat." Select one of the presets in the Autoformat box and click "OK."

22. Use Conditional Formatting to monitor dynamic data in your worksheet. Select "Sheet" in the Format menu and choose "Conditional Formatting." Enter the conditions for the data you want to monitor and click "OK."

23. Add or remove style elements set previously with the "Style" button. Highlight "Sheet" in the Format menu and click on "Style." Check the boxes corresponding to the elements you want to add or uncheck the boxes for those you want to remove.

Tips & Warnings

• The buttons on the formatting toolbar are shortcuts you can use to the commands you will need to format your cells. If this toolbar is not visible, click on "View", highlight "Toolbars" and then select "Formatting."