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How do you change format on Excel?

Published in Excel Cell Formatting 3 mins read

You can change the format of cells in Excel through various methods. A powerful way, especially for maintaining consistency across your spreadsheet, is by modifying an existing Excel Style. This instantly updates all cells where that style is applied.

Changing Format by Modifying an Excel Style

If your cells already utilize an Excel Style, you can easily update its definition, and all cells linked to that style will automatically reflect the new formatting. This method is highly efficient for large workbooks or when ensuring uniform design.

According to Microsoft Support, here’s how to change the format by modifying an Excel Style:

  1. Select Affected Cells: First, select any cell(s) in your worksheet that currently have the Excel Style whose format you intend to change.
  2. Access the Home Tab: Navigate to the Home tab in the Excel ribbon at the top of your screen.
  3. Locate Cell Styles: Within the Styles group on the Home tab, click on Cell Styles.
  4. Modify the Style:
    • In the Cell Styles gallery that appears, right-click on the specific style you wish to modify.
    • From the context menu, select Modify....
  5. Define New Formatting:
    • A Style dialog box will open. Click the Format... button within this dialog.
    • This action will open the comprehensive Format Cells dialog box, where you can make your desired formatting adjustments. You can customize various attributes, including:
      • Number: Set specific number formats like currency, date, percentage, or custom formats.
      • Alignment: Control text alignment, wrapping, shrinking to fit, and merging cells.
      • Font: Choose font type, style (bold, italic), size, color, and apply effects like strikethrough.
      • Border: Define border lines, colors, and placement around cells.
      • Fill: Select background colors and patterns for cells.
      • Protection: Determine if cells should be locked or hidden when the worksheet is protected.
    • After making your selections, click OK in the Format Cells dialog box.
  6. Apply Changes to Style: Click OK in the Style dialog box to save the modifications to the Excel Style. All cells throughout your workbook that are formatted with this style will immediately update to display the new formatting.

Reference: For more details, consult the Microsoft Support article on changing cell format.

Other Common Methods for Cell Formatting

While modifying styles is excellent for consistency, you can also change the format of individual cells or ranges directly:

  • Ribbon Options: Use the direct formatting buttons in the Home tab's Font, Alignment, and Number groups (e.g., bolding text, changing font size, applying currency symbols, or adjusting decimal places).
  • Format Cells Dialog Box (Direct Access): Right-click on a selected cell or range, then choose Format Cells... from the context menu. This provides the same comprehensive formatting options as when modifying a style.
  • Conditional Formatting: Apply formatting rules that automatically change a cell's appearance based on its value or other criteria (e.g., highlighting values above a certain threshold in red).
  • Format Painter: Quickly copy the formatting from one cell or range and apply it to another.