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Formatting Cells

A spreadsheet contains different types of data - numbers, dates, text and others. Data contained in the cells can be displayed in the format required.

For example, Dates in the spreadsheet can be of multiple formats. By applying Format cells option, all the dates are formatted and displayed in the specified format.

All dates in the sheet can be formatted to be displayed in the format: dd-MM-yyyy.

To apply Cell formatting, select the range where you want to apply and

In the Toolbar, click the Format Cell option.

      -Or-

Click Format, and then click Format Cells.

     -Or-

Use the keyboard shortcut:

      Ctrl+Shift+I [Win] / Cmd+Shift+I [Mac]

Formats for Data Types

General

By default no specific format is applied to the cells. Depending upon the data entered, a data type is set for the cell/range.

Number

For numbers, the following formatting options are available.

  • Negative format: This setting provides different options to display a negative number in the sheet.

  • Thousands Separator: This option specifies if a separator should be displayed for every 1000s place.

  • Decimal Places: Denotes the number of decimal places to be displayed for decimal numbers.

  • Leading Zeros: Used for indicating the number of zeros to be appended before any numerical data.

  • Currency: Currency symbols can be displayed alongside the cell values by choosing the required currency.

  • Date & Time: Choose from an exhaustive list of date and time formats to display your data. The date and time formats are not interdependent i.e., if you would like only the date values to be formatted in a particular manner and leave the time values as it is, you can choose the setting for time format as none.

  • Percentage: Number values can be displayed in the percentage notation with decimal places. By applying the percentage format to a range of cells, the numbers in the range can be displayed as corresponding percentage values. The number of decimal places in the percentage value can be specified in the format cells dialog box. For example; 0.56 - decimal places 2 will be displayed as 56.00%

  • Fraction: Using this option, the decimal values in the selected range can be displayed as fractions. You can choose the number of digits to be used in the fraction, and depending on the number of digits selected, the numbers will be displayed as whole or mixed fractions. For example; 0.75 will be displayed as 3/4.

  • Scientific: Useful for displaying numbers in scientific notation. Depending upon the number of places specified here, large numbers are automatically converted to scientific notation.

  • Regional: Each country has its own unique data formats. Even the formats for everyday numbers such as phone numbers, zip codes and others have different formats in different countries. If your data contains any such country specific data, you can choose the country and the relevant format from the list.

  • Custom: When you want the contents of a particular cell to be displayed in a particular format that is not a part of the readily available list, you can specify custom formats. For example; To display just the month and year of date values in the range, you can specify a custom format as follows: MMM yyyy

Note:

You can find the format code for each of the pre-defined formats under the Format Code tab in the Format Cells dialog box. You can also refer to this page for more format codes. Once a custom format is specified by you, it can be used for any document in your account.

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