Microsoft Excel - Formatting data in an excel workbook

Working with Font Formatting Commands 🎨 Font Formatting Commands Overview

Font formatting lets you change the appearance of text — making data more readable and visually appealing.

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🧱 Common Font Formatting Commands

Command	Description	Shortcut
Bold (B)	Makes text darker and thicker	Ctrl + B
Italic (I)	Slants text to the right	Ctrl + I
Underline (U)	Adds a line below text	Ctrl + U
Font Type	Changes the style (e.g., Arial, Calibri, Times New Roman)	—
Font Size	Changes the size of the text (e.g., 10, 12, 14 pt)	—
Font Color	Changes text color	—
Fill Color	Adds background color to cells	—
Strikethrough	Draws a line through text	Ctrl + 5
Increase/Decrease Font Size	Makes text larger or smaller	Ctrl + Shift + > / <

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🧰 How to Use Font Formatting Commands

1. Select the cell(s) or text you want to format.
2. Go to the Home tab → Font group.
3. Click the desired command — Bold, Font Color, Size, etc.
4. Alternatively, use keyboard shortcuts for quicker access.

🎨 Change Background Color in Excel

1. Select the cell(s).
2. Go to Home → Fill Color (🪣).
3. Pick a color.

Shortcut: Alt + H + H
Tip: Use Font Color (A) to change text color.

➿ Add Borders in Excel

1. Select the cell(s).
2. Go to Home → Borders (▢).
3. Choose a border style.

Shortcut: Alt + H + B

💰 Format as Currency

1. Select the cell(s).
2. Go to Home → Number Format → Currency.

Shortcut: Ctrl + Shift + $

📊 Format as Percentage

1. Select the cell(s).

2. Go to Home → Number Format → Percentage.

Shortcut: Ctrl + Shift + %

Increase/Decrease Decimal in Excel

• Increase Decimal: Adds more digits after decimal.
• Decrease Decimal: Removes digits after decimal.

Example:

• Cell A1 = 45.6
• Increase Decimal → 45.60 → 45.600
• Decrease Decimal → 45.60 → 45.6

Excel Format Painter:

Quickly copy formatting (font, color, borders, number format, alignment) from one cell/range to another without changing the content.

1. Select cell with desired format.
2. Click Format Painter.
3. Click/drag on target cells.
4. Double-click for multiple uses; press Esc to stop.

Merge & Center in Excel

• Purpose: Combines selected cells into one and centers the content.
• How to:
  1. Select cells to merge.
  2. Home → Merge & Center.
• Example:
  • Cells A1:C1 contain “Sales” → Merge & Center → single cell A1 shows Sales centered.

Creating Styles in Excel

• Purpose: Quickly apply a set of formats (font, color, borders, number format) to cells.

• How to:

  1. Home → Cell Styles → New Cell Style.
  2. Name the style and choose formats.
  3. Apply by selecting cell(s) → click your style.

• Example:

• Create a style named “Highlight” → yellow fill + bold text → apply to important data cells.

Using Conditional Formatting in Excel

• Purpose: Automatically format cells based on rules/conditions (e.g., highlight values, change colors).

• How to:

  1. Select cells.
  2. Home → Conditional Formatting.
  3. Choose a rule type (e.g., Highlight Cells Rules, Top/Bottom Rules, Data Bars, Color Scales).
  4. Set condition and format.

• Example:

• Cells A1:A10 → Highlight >50 → fill color red.

Editing Conditional Formatting in Excel

• How to:

  1. Select the cells with conditional formatting.
  2. Home → Conditional Formatting → Manage Rules.
  3. Select the rule → Edit Rule to change condition or format.
  4. Click OK to save changes.

• Example:

  • Original rule: Highlight cells >50 in red.
  • Edit rule → change to >75 → now only values >75 are highlighted.