MS Excel - Excel format settings

1. Accessing Excel Format Settings

There are three main ways to change formatting in Excel:

a) Using the Home Ribbon

• Go to Home → Font, Alignment, Number, and Styles groups.

b) Using Format Cells Dialog (Most Powerful)

• Shortcut: Ctrl + 1

• Or Right-click → Format Cells.

• Tabs available:

  1. Number → Number, Date, Currency, Custom

  2. Alignment → Text alignment, orientation, wrap text

  3. Font → Style, size, effects

  4. Border → Custom lines, colors

  5. Fill → Background colors, patterns

  6. Protection → Lock or hide formulas

c) Using Cell Styles

• Go to Home → Styles → Cell Styles to apply pre-designed formatting.

2. Number Format Settings

Excel provides built-in and custom number formats.

a) Built-in Formats

b) Custom Number Formats

Go to Ctrl + 1 → Number → Custom and set patterns:

3. Font & Text Formatting

Go to Home → Font or Ctrl + 1 → Font.

4. Alignment & Orientation Settings

Go to Home → Alignment or Ctrl + 1 → Alignment.

5. Borders & Grid Settings

a) Adding Borders

• Go to Home → Font → Borders.

• Options:

  • All Borders

  • Outside Borders

  • Thick Borders

  • Dotted / Dashed Borders

  • Custom Colors via More Borders

Shortcut: Ctrl + 1 → Border tab.

b) Gridline Settings

• Show/Hide: View → Show → Gridlines

• Change Color:
  File → Options → Advanced → Gridline Color.

6. Fill & Color Settings

Go to Home → Font → Fill Color.

• Solid Fill → Choose theme or standard colors.

• Gradient Fill → Available for shapes & charts.

• Custom Colors:
  Fill Color → More Colors → Enter RGB or HEX codes.

7. Conditional Formatting

Conditional formatting automatically applies colors, icons, and styles based on rules.

Steps:

1. Select range → Home → Conditional Formatting.

2. Choose:

   • Highlight Cells Rules (e.g., >100, <0, text contains…)

   • Top/Bottom Rules

   • Color Scales (heatmaps)

   • Data Bars

   • Icon Sets

3. Custom Formula Example:

   =A1>100
   

   → Highlights cells above 100.

8. Table & Data Formatting

Format as Table is one of the fastest ways to apply a clean style.

Steps:

1. Select your range.

2. Go to Home → Format as Table.

3. Choose a design → Excel adds:

   • Shaded headers

   • Alternate row colors

   • Built-in filters

9. Protection & Locking

Go to Ctrl + 1 → Protection:

• Locked: Prevents editing when sheet protection is on.

• Hidden: Hides formulas from the formula bar.

10. Recommended Excel Formatting Shortcuts