How to Format Data in Excel: Step-by-Step Guide

This updated guide explains how to Format Data in Excel through clear steps, practical examples, and important checks that help prevent common errors.

1. Steps to Data Formatting

Step 1: Select the data to format -> Right-click -> Select Format Cells .

Step 2: A dialog box appears -> Choose the Number tab to choose the type of format.

2. Select the Data Type

The data format is displayed in Category .

2.1. General Format

The default format (which may be numbers or symbols.) case you have not selected a default Excel format General .

2.2. Number Format

- Section Decimal places: the number of decimal places is displayed. You can make your own choice by clicking on the arrow.

- Item Use 1000 Sparator (,): Use commas separating thousands. If so, please tick.

- Negative Numbers: How to display numbers with negative values. There are 4 options as shown.

2.3. Currency Format: Format the Currency Type.

Like the Number format, the only difference is that it allows adding currencies to the left of the value, for example $.

2.4. Accounting Format

- Same as Currency format, only the currency unit is aligned with each other.

2.5. Date Format

Item Type: Select display type: Date-> month-> year or date and month display. Lots of options for you.

Item Locale (location): you select the area to display the date.

Note: When you select the date, month and year format if you enter the wrong format, the application will still return to the correct format of that data column.

2.6. Time Format

Allow users to enter time in many different formats. You choose the time display format in the Type section.

2.7. Percentage Format

In percent format, select the number of decimal places shown in the Decimal Places section .

With this format, there is always a "%" sign after the number.

2.8. Fraction Format

Fraction format allows users to choose the type of format to display in the Type section. There are many ways to display:

2.9. Scientific Format

- Display numbers as exponents. For example:

2.00E + 0.5 = 200,000

2.05E + 0.5 = 205,000

- Choose the number of digits that displays after the dot in Decimal Places .

For example, choose value 1 ? result 6.8E + 03

2.10. Text Format

Format text style. Note that this range cannot be calculated even if you see them as numbers.

2.11. Special Format

Special types of phone numbers.

Choose the type of display in the Type section, there are 4 types of options.

Example

4 types of phone number formats.

2.12. Custom Format

User-defined formats may be based on available formats. For example, based on the format "m / d / yyyy" may have the format "Month m Day d Year yyy" by entering the Type as shown.

After completing the import, you have the following result:

FAQ

What is the easiest way to Format Data in Excel?

Start with the requirements in this guide, then follow each step in order. Check the result after every major change so problems are easier to identify.

Can beginners follow these instructions?

Yes. The process is organized into practical steps, and you can repeat any step before moving forward.

What should I check if the method does not work?

Confirm your software or device version, permissions, settings, file format, and internet connection when the task depends on online services.