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Data Formatting in Excel

  • Last Updated : 01 Jun, 2021

In Excel, the whole entered data in the sheet uses the same formatting by default which can make the data look monotonous, dull, and difficult to read. Excel provides a pool of tools called formatting tools which customize the data in such a way that it only affects the appearance of the data and not the content. 

How to apply formatting in Excel?

Following are the steps to apply the formatting:

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  1. Select the range of cells on which formatting needs to be done.
  2. Select the suitable formatting tool from the toolbox(ribbon).
  3. Formatting can be observed on the sheet.

Formatting tools that work on the text and cell appearance can be found in Home Tab [ Font Group ] in the ribbon.



Let’s discuss some formatting tools in this article. 

  • Font: It changes the writing style of the data.

  • Font Size: It changes the size of the data, can make it appear big or short.

  • Increase/Decrease Font Size: It does the same work as by Font Size i.e adjusts the size of the font accordingly. However, it gets handy as in only one click, the size is getting changed.

  • Bold and Italic: Bold thickens the letter and makes it appear darker than before while Italic, italicize the letters. Both are useful when some data needs to be differentiated from the rest.

  • Underline: This feature marks a line at the foot of the data.

There is a drop-down button on the right of the underline tool, which has two options: Underline and Double Underline. Underline is the same as the Underline tool and Double Underline marks two lines below the text selected.



  • Top and Double Bottom Border: This feature creates the border as per selection from the drop-down button around the selected cells. This is majorly used to differentiate some cells from the drop-down and create tables in large sheets.

The drop-down in the right of the tool has many options in which we can create the borders around the cells.

  • Fill Colour: As the name suggests, it fills the colour in the cell making it distinct from the rest. Excel offers a pool of colours from which the choice can be made.

  • Font Colour: It changes the colour of the font and makes it appear better. Correct colour choices can be made from a plethora of options available.

The differences can be observed between using the formatting tools and by default:

Cell B4 is formatted. It has a different font style, size, double underline, Bold and Italic font, different colours, and a thick box border around it whereas cell B7 has default settings.

More formatting tools are available in Excel that can be explored.

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