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Spreadsheet data format

If you’ve watched the article about Microsoft Word, you probably already have some basic knowledge about text alignment. Because we work with spreadsheets mainly with calculations, there is no need to align too much, but it should be enough for others to see the tables to understand its structure. Let’s have a look at the article Format spreadsheet data in Excel 2016 in this post!

A. Introduction

All cell contents use the same formatting by default, which can make reading a spreadsheet that contains a lot of information difficult. The basic format can customize the look”look and feel” of a spreadsheet, allowing you to draw attention to specific sections and make your content easier to view and understand.

Watch the video below to learn more about Format cells in Excel 2016:

I. Change the font size:

1. Select the cell(s) that you want to modify.

Select the cell(s) that you want to modify.

2. On the tab Home, click the drop-down arrow next to the command Font Size, then select the desired font size. In the example, we choose font 24 to make the text clearer.

Click the drop-down arrow next to the Font Size command

3. The text will resize to the selected font.

The text will resize to the selected font.

  • You can also use the commands Increase Font Size and Decrease Font Size or enter a custom font size using the keyboard.

Use the Increase Font Size and Decrease Font Size commands

II. Change the font:

By default, the font of each new workbook is set Calibri. However, Excel 2016 offers many other fonts you can use to customize your cell text. In the example below, we formatted the header cell to help distinguish it from the rest of the spreadsheet.

1. Select the cell(s) that you want to modify.

Select the cell(s) that you want to modify.

2. On the tab Home, click the drop-down arrow next to the command Font, then select the font you want. In the example, we choose Century Gothic.

Choose Century Gothic

3. The text will change to the selected font.

The text will change to the selected font

  • When creating a spreadsheet at work, you’ll want to choose a font that’s easy to read. With Calibri, standard reading fonts include Cambodia, Times New Roman and Arial.

III. Change font color:

1. Select the cell(s) that you want to modify.

Select the cell(s) that you want to modify.

2. On the tab Home, click the drop-down arrow next to the command Font Color, then select the desired text color. In the example, we will choose green.

Click the drop-down arrow next to the Font Color command

3. The text will change the selected font color.

The text will change the selected font color.

  • Choose More Colors at the bottom of the menu to access additional color options. We changed the font color to bright pink.

Select More Colors at the bottom of the menu to access additional color options

B. Using the Bold, Italic, and Underline commands:

1. Select the cell(s) that you want to modify.

Select the cell(s) that you want to modify.

2. Click command Bold (REMOVE), Italy (I) or Underline (U) on the Home tab. In the example, we make the selected cells bold.

Click the Bold (B), Italic (I) or Underline (U) command on the Home tab

3. The style you selected will be applied to the text.

The style you selected will be applied to the text.

  • Alternatively, you can also press Ctrl + REMOVE on the keyboard to make the selected text bold, Ctrl + I to italicize and Ctrl + U to underline.

C. Cell border and fill color

Borders and fills allow you to create clear and defined boundaries for different parts of your spreadsheet. Below, we’ll add a border and color to the header cells to help distinguish them from the rest of the spreadsheet.

I. Add fill color:

1. Select the cell(s) that you want to modify.

Select the cell(s) that you want to modify.

2. On the tab Home, click the drop-down arrow next to the command Fill Color, then select the fill color you want to use. In the example, we will choose a dark gray color.

Click the drop-down arrow next to the Fill Color command

3. The color will appear in the selected cells. We also changed the background color to white to make it readable with darker colors.

The color will appear in the selected cells

II. Add border:

1. Select the cell(s) that you want to modify.

Select the cell(s) that you want to modify.

2. On the Home tab, click the drop-down arrow next to the command Borders, then select the border style you want to use. In the example, we will choose to display All Borders (All borders).

Click the drop-down arrow next to the Borders command

3. The selected border will appear.

The selected border will appear.

  • You can draw a border and change the border style and color of the borders with the tool Draw Borders at the bottom of the Borders drop-down menu.

Draw Borders Tool

D. Cell styles

Instead of manually formatting cells, you can use the Cell style predefined Excel 2016. Cell styles are a quick way to include professional formatting for different parts of a spreadsheet, such as article and page titles.

Apply cell style

In our example, we will apply a new cell style to the current cell title and header.

1. Select the cell(s) that you want to modify.

Select the cell(s) that you want to modify.

2. Click umbrella style on the cell style tab, then select the desired style from the drop-down menu.

Click on cell style on the cell style tab, then select the desired style from the drop-down menu.

3. The selected cell style will appear.

The selected cell style will appear.

  • Apply cell style will replace any existing cell formatting except text alignment. You may not want to use cell styles if you’ve added a lot of formatting to your spreadsheet.

E. Aligning margins for data

By default, any text entered into your spreadsheet will be aligned to the bottom left of a cell, while any numbers will be aligned to the bottom right. Changing the alignment of cell contents allows you to choose how the content is displayed in any cell, which can make your cell contents easier to read.

  • Left Align: Aligns the left.

Left Align: Left Align

  • Center Align: Center alignment.

Center Align: Center Align

  • Right Align: Align right.

Right Align: Align right.

  • Top Align: Align the content with the top border of the cell.

Top Align

  • Middle Align: Center the content with equal spacing from the top and bottom of the cell

Middle Align

  • Bottom Align: Align the content with the bottom border of the cell.

Bottom Align

I. Horizontal alignment of cells:

In the example below, we’ll modify the arrangement of the header cell to create a cleaner and more refined look from the rest of the spreadsheet.

1. Select the cell(s) that you want to modify.

Select the cell(s) that you want to modify.

2. Choose one of the three commands horizontal alignment (horizontal alignment) on the Home tab. In the example, we will choose Center Align (Center align).

Select Center Align

3. The text will be re-aligned.

The text will be re-aligned.

II. Vertical alignment (Vertical) of the cell:

1. Select the cell(s) that you want to modify.

Select the cell(s) that you want to modify.

2. Choose one of the three commands vertical alignment (vertical alignment) on the Home tab. In the example, we will choose Middle Align (Center content vertically).

Choose Middle Align

3. The text will be re-aligned.

The text will be re-aligned.

  • You can apply both vertical and horizontal alignment to any cell in the spreadsheet.

F. Format Painter

If you want to copy the formatting from one cell to another, you can use the command Format Painter on the Home tab. When you click Format Painter, it will copy all the formatting from the selected cells. Then you can click and drag over any cell you want to paste the formatting into.

Format Painter

Watch the video below to learn two uses Format Painter different:

See also: Complete guide to Excel 2016 (Part 1): Get acquainted with Microsoft Excel

Next article: Excel 2016 Complete Guide (Part 8): Learn about Number Formats

Having fun!

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