Introduction to Format Cells Dialog box – Microsoft Excel

0
398

Format Cells Introduction:- In Microsoft Excel, the data is entered within the intersections of rows and columns known as cells. You can enter numbers, words, formulas/functions, equations and images into the cells of your worksheet.

An Excel worksheet contains a total of 17,179,869,184 cells and each cell can hold up to 32,767 characters at a time. You can enter your data in as many cells as you want, depending up on your specific requirements.

Each cell in Excel has unique address which basically specifies the cell’s location in a worksheet. The Name Box, which exists on the top left of your Excel windows (to the left of the Formula Bar), shows the address/location of the Active cell or the cell on which you are currently working on.

Format Cells Introduction

Step-1: Entering data – Take your cursor towards the cell that you want to enter your data into, select it and start entering words/ numbers or any other value that you want.

But, if your data is already in the cell that you have selected and then you start typing, it will be replaced without you having to cut or delete the previous data.

Step-2: Formatting data – Users can also format and manipulate the data entered into cells using the Format Cells option available in MS Excel. There are 2 ways of opening the “Format Cells” dialog box:

First way of opening the “Format Cells” dialog box:

  • Select the cell/cells that you want to format.
  • Right click on the selected cell and choose the “Format Cells” option from the list.
  • The “Format Cells” dialog box will appear on your screen.

how to open format dialog box

Second way of opening the “Format Cells dialog box:

  • Select the cell/cells that you want to format.
  • Press the keyboard shortcut CTRL+1 to open the Format Cells dialog box.
  • The “Format Cells” dialog box will appear on your screen.

Format Cells

Understanding Format Cells Dialog Box:

As we learned in the previous section, the “Format Cells” is one amazing MS Excel option that helps users in changing and manipulating the formatting of the data on their worksheets.

The Formatting Cells dialog box contains six different tabs for formatting all possible aspects of data in a worksheet, these tabs are named as:

  • Number Tab
  • Alignment Tab
  • Font Tab
  • Border Tab
  • Patterns, and
  • Protection Tab

Now, let’s take one tab at a time to understand the various settings offered by each tab:

Number Tab

As the name suggests, the Number Tab is used specifically to edit or format numbers within cells on a worksheet. The various settings provided under the Number tab are:

  • Category Box: The Category Box, which is available on the extreme left of the dialog box, provides a list of various clickable options. Each of these options offers a different format you can choose to display your numbers in that specific type of format. The Category Box houses number Format Names like Number, Currency, Accounting, Date, Time, Percentage, Fractions, Scientific, Text, Special and Custom.
  • Sample Box: The sample box is there to simply show the users how the cells selected by them will look with the formatting chosen by them. So, it’s like a little preview that provides a broad glimpse of how the final change in the formatting will look like.
  • Decimal Places Box: Decimal Places is the option that you use when you need to specify a decimal in the number existing within the selected cell/cells. You can increase or decrease decimal places using the Decimal Places Box and the maximum limit to which you can specify decimal places in a number is 30.
  • Use 1000 Separator (,): This check box option allows the user to insert a comma (,) as a separator to set apart thousand places within a number. For instance, if your selected cell contains 8400280 as the number that you want to format then selecting the 1000 separator check box will edit this value and display it as 8,400,280. This option is available for the Number Format categories only.
  • Negative numbers: This option is available for the Number and Currency Format categories only. The Negative Number box provides a list of formatting options from which you can choose one particular format in which you want your negative number to appear on your worksheet.
  • Symbol: This option provides a drop down list of all the currency symbols that exist worldwide. If you are formatting the number within your selected cell as currency, the Symbol option will help you in inserting the appropriate currency symbol that you need. This option is available for the Currency and Accounting Format categories only.
  • Type: The Type option, which is available only for Date, Time, Fraction, Special and Custom Format categories, help the users in selecting the type of display that you want your selected number/numbers to have.
  • Locale (location): This option basically helps the users in selecting a different language for the display type of a number. Option is available for Date, Time, and Special Format categories only.

Alignment Tab

The Alignment Tab is used to edit and adjust the alignment of the values in the selected cell/cells. The various settings provided under the Alignment tab are:

Text Alignment:

  • Horizontal Alignment: This option provides a drop down list containing various adjustment options for the horizontal or left to right alignment of the selected cell/cells values. The default horizontal alignment is General.
  • Vertical Alignment: This option provides a drop-down list containing various adjustment options for the vertical or top to bottom alignment of the selected cell/cells values. The default horizontal alignment is General.
  • Indent: This option is used when you want to indent the values of the selected cell. Every addition that you make in the Indent box is equal to the width of one character.
  • Orientation: This option is used to change the positioning of the values in the selected sell. Using this option, you can change the direction of values contained in the selected cell.
  • Degrees: This option is used to determine the extent to which you want to rotate the text in the selected cell.

Text Control

  • Wrap Text: This particular option is used to wraps text into multiple lines in the selected cell.
  • Shrink to fit: This option is used to shrink the size of the characters to make them fit in the selected cell without exceeding the column in which the cell is located.
  • Merge cells: This option is used to merge or join two or more selected cells into one single cell.
  • Right-to-left:
  • Text Direction: This option is used to change the reading alignment of the values existing in the selected cell. By default, the Text Direction in Excel is set to Context, but can be changed to Left to right or Right to Left based on the user’s specific requirements.

Font Tab

The Font tab provides multiple options to adjust or change the appearance of the font of the text existing in the selected cell or cells.

  • Font: This option is used to change the font type of the text within the selected cell.
  • Font style: This option is used to change the font style for the text in selected cells. The different styles available in this option are Regular, Italic, Bold, and Bold Italic.
  • Size: This option is used to change the font size of the text existing in the selected cells.
  • Underline: This option is used to insert underline beneath the text existing in the selected cell. The option provides a variety of underlining styles the user can choose from, on the basis of his/her needs.
  • Color: This option is used to change the color of the text in the selected cell.
  • Normal Font: This checkbox option allows the users to return to the Normal or Default font settings. The default font type in MS Excel is Calibri, the default font style is Regular, The default font size is 11, the default font underlining setting is None and the default font color is Automatic
  • Effects: Contains the following three font effects:
  • Strikethrough: Selecting this option will make the text appear in the selected cell as though it has been struck out.
  • Superscript: Selecting this option will display the text in the selected cell in small letters and as superscript.
  • Subscript: Selecting this option will make the text in the selected cell appear in small letters and as subscript.
  • Preview: The preview option allows the users to see the sample text with all the font changes that the user has made.

Border Tab

The Border Tab is used to edit and apply the borders around the values existing in the selected cell/cells. The various options provided under the Border tab are:

  • Line Style: This option allows the user to choose from various line styles for a border. If you want to change a line style on a border that already exists, select the line style option that you want, and then click the area of the border in the Border model where you want the new line style to appear.
  • Presets: This option provides predefined border alternatives to choose from.
  • Color: The color option provides a list of colors that allows the users to change the color of the borders they want to apply to the selected cell/cells.
  • Border: This option provides small area wise clickable buttons that allows the user to apply a border to a particular area of the selected cell.

Fill Tab

The Fill Tab is used to fill the selected cell/cells with colors, patterns and effects.

  • Background Color: This option is used to select a background color from a color palette for the selected cells.
  • Fill Effects: This option is used to apply gradient, texture, and picture fills to the selected cells.
  • Pattern Color: This option is used to select a color for the pattern with which you want to fill the selected cell/cells.
  • Pattern Style: This option provides a list of different styles of patterns from which the user can choose any style to fill the selected cell/cells.
  • Sample Box: The Sample Box is located at the bottom of the Fill Tab menu and it is used to see a sample or preview of how the fill changes made by the user would make the selected cell look on the worksheet.

Protection Tab

This option is used to lock or hide cells before you protect the worksheet.

  • Locked: this option is used to prevent the selected cell from getting changed, moved, resized or deleted.
  • Hidden: This option is used to hide a formula in the selected cell so that it is never visible in the formula bar.

LEAVE A REPLY

Please enter your comment!
Please enter your name here