How To Use Formatting Shortcuts In Excel

Key Takeaway:

  • Excel offers a variety of formatting shortcuts to help you customize your spreadsheets. These shortcuts include adjusting font sizes, changing font colors, and modifying cell background colors.
  • For rows and columns, you can manage and resize them, hide and unhide them, and freeze panes to keep certain cells visible while scrolling. You can also add, delete, rename, move, and copy sheets to organize your data.
  • When formatting tables in Excel, you can create and edit tables, format table styles, and sort and filter tables to better analyze your data. With charts, you can customize chart types, colors, and formatting to best represent your data visually.

Struggling with formatting Excel spreadsheets? Don’t be overwhelmed – you can use shortcuts to make the process easier! In this article, you’ll learn how to save time and optimize your work with formatting shortcuts.

How to Format Cells in Excel

Organizing data in Excel? Formatting cells is a must! Let me guide you through the basics. From font sizes to modifying cell background colors and aligning text. Ready? Grab your mouse and let’s go! Make your Excel sheets look their best!

How to Format Cells in Excel-How to Use Formatting Shortcuts in Excel,

Image credits: by James Arnold

Adjusting Font Sizes

Are you having trouble making your Excel sheet look more readable? Adjusting Font Sizes is a great way to improve it. Here’s a quick 3-step guide:

  1. Select the cells with the data you want to adjust.
  2. Click the “Font Size” button in the “Home” tab on the ribbon.
  3. Choose a font size from the dropdown menu or type it in.

Adjusting Font Sizes can help you save time and make navigating through data sets easier. Keep in mind, it’s best to use the same font size throughout the Excel sheet, particularly when working on a team project. Too small a font size can make it hard to read, while too big a font size can cause unnecessary scrolling.

Pro Tip: Use keyboard shortcuts Ctrl + Shift + > (increase font size) and Ctrl + Shift + < (decrease font size) instead of clicking buttons or dragging numerical sliders.

Now that you know how to adjust font sizes like a pro, let’s move on to Changing Font Colors.

Changing Font Colors

To change font colors, do this:

  1. Select the cells or range you want to format.
  2. Go to the Home tab.
  3. Choose font color from the dropdown list of the Font section.

Why is it important? Coloring can help categorize data or show important information. It also makes content more pleasing to look at and easier to understand.

I used it for budgeting. I colored rent red, utility bills blue and so on. That way I could easily see how much I was spending on each.

Another way to organize your Excel sheet is modifying Cell Background Colors. Let’s talk about that now.

Modifying Cell Background Colors


Select the cells you want to modify. You can select multiple cells by dragging or holding down the Ctrl key while selecting them. Right-click on one of the selected cells and choose “Format Cells” from the context menu. In the Format Cells dialog box, go to the Fill tab. Choose a color for the background from the color palette or enter a custom code.

Using this feature, you can highlight important data, organize info by category, or make your spreadsheet look nicer. Just remember that using too many colors can make it appear cluttered. If you plan on using certain colors repeatedly, save them to a theme for easy access.

Be aware that some text may be hard to read if the color contrasts too much with the background. Try out different combinations until you find what works best.

Next, let’s talk about aligning text in cells – another important part of formatting in Excel.

Aligning Text in Cells

Align text in cells to make your spreadsheet look neat and organized. Click on the Home tab in the ribbon and locate the Alignment group. There are four text alignment icons: left-align, center-align, right-align and justify. Your selected cells will be aligned according to your preference.

Aligning text helps with readability. For example, it can help when creating a price list. Right alignment makes it easier to compare prices.

Sometimes, alignment alone is not enough. To merge two or more cells in Excel, use the ‘Merge & Center’ button located beside alignment tools.

Formatting rows and columns in Excel is important. It helps compartmentalize and assess data more effectively.

How to Format Rows and Columns in Excel

Ever spend countless hours trying to get Excel sheet’s formatting just right? Formatting rows and columns is key for managing data in Excel. But it can be time-consuming if you don’t know the shortcuts. Here, I’ll share tips on Excel formatting shortcuts. Let’s explore managing and resizing rows and columns. Plus, hiding/unhiding them and freezing panes. These tricks will save you time and make sheets more organized and appealing.

How to Format Rows and Columns in Excel-How to Use Formatting Shortcuts in Excel,

Image credits: by Harry Jones

Managing Rows and Columns

To insert or delete rows and columns, right-click on the selected one. Then choose “Insert” or “Delete” from the context menu. You can also hide a row/column temporarily by selecting it, then go to Home tab > Format > Hide/Unhide. To move a row/column, select it and drag it with the left mouse button.

Managing rows and columns is essential in Excel. To format cells quickly, double-click on it and choose the desired format code. Mastering these tricks will save you time and make your work more efficient.

In the next section, we’ll explore how to resize rows and columns in Excel. Keep an eye out for that!

Resizing Rows and Columns

Select multiple rows or columns by clicking their headers. When the cursor turns into a double-sided arrow, click and drag the row/column to your desired size. Release the mouse button to apply the new size to all selected rows/columns.

Be mindful of the width when resizing columns – too narrow and data may be hidden, too wide and there will be extra white space. Merged cells should also be taken into account when resizing rows.

Save time and make your spreadsheet look polished with these Excel formatting shortcuts! And don’t forget, you can also Hide and Unhide Rows and Columns.

Hiding and Unhiding Rows and Columns

Want to unhide a row/column? Select the rows/columns on either side, right-click, then choose ‘Unhide.’ This works for single hidden items.

For multiple hidden rows/columns:

  1. Select several adjacent rows/columns.
  2. Right-click one of them.
  3. Select ‘Hide.’
  4. Go to ‘Home’ > ‘Format’ > ‘Hide & Unhide’ > ‘Unhide Rows/Columns.’

For older versions of Excel:

  1. Select the range of cells.
  2. Click ‘Format’ in the Menu Bar.
  3. Select ‘Row/Column.’
  4. Choose ‘Hide.’

To unhide later: Highlight cells left/right for rows; above/below for columns. Go to ‘Format’ > ‘Column’ (or Row) > ‘Unhide.’

Naming sheet elements (tables, cells, etc.) and referencing them, makes adding new cells into arrays easier. Plus, you can style cells with ‘Home’ > ‘Font’ > ‘Fill Color.’ Excel’s great for hiding/unhiding data and formatting it. Check out our next section ‘Freezing Panes‘ for layout clarity.

Freezing Panes

To Freeze Panes in Excel, follow these steps:

  1. Select the row and column adjacent to the cells you want frozen.
  2. Go to “View” tab in the ribbon menu.
  3. Click on “Freeze Panes” in the “Window” section.
  4. Choose “Freeze Panes” to freeze rows and columns or one of the other options.
  5. Test if it worked – use the scroll bar to move down and across.
  6. The frozen rows and columns should remain while the rest of the worksheet moves.

Note: Too much freezing can lead to lagging issues, so only do what’s necessary.

Freezing Panes is great for larger data, but don’t overdo it. This feature was designed for users with slower computers to improve performance.

Now let’s talk about How to Format Sheets in Excel – another important aspect for creating organized spreadsheets.

How to Format Sheets in Excel

Excel is everywhere! It helps people and businesses keep their data in order. Here are some helpful shortcuts to make formatting faster.

First, learn to add and delete sheets. Then, name and move sheets around. These tips will help beginners and pros alike. Let’s get started!

How to Format Sheets in Excel-How to Use Formatting Shortcuts in Excel,

Image credits: by Harry Jones

Adding and Deleting Sheets

Right-click a sheet tab and select “Delete” to erase it from your workbook. Press the Ctrl button and click on several tabs if you need to delete multiple sheets at once. Right-click one of the selected tabs, then choose “Delete” to remove them all.

Remember: Delete a sheet, and all its contents are gone forever. If you mistakenly delete an important sheet, use the undo shortcut (Ctrl+Z) ASAP.

Organize your workbook by coloring the tabs or adding subtitles for each section. This makes navigating easier in larger workbooks.

Rename sheets with useful names that represent their contents. This is especially helpful in large workbooks with many tabs, allowing users to find what they need without relying on ‘Sheet1’, ‘Sheet2’, etc.

Renaming Sheets

Renaming Sheets is an essential step when dealing with multiple sheets in one workbook. This helps identify relevant data and switch between them quickly. A few years ago, I forgot to rename some sheets and ended up spending hours trying to figure out what data was in which sheet. I finally made sense of my data after renaming all the sheets.

To help you do this, follow these 4 steps:

  1. Left-click on the sheet tab you want to change.
  2. Double-click on its name.
  3. Change to whatever you want by editing in the cell.
  4. Press enter or tab key to finalize.

Moving and Copying Sheets is another important feature in Excel. It saves time and organizes large amounts of data across spreadsheets.

Moving and Copying Sheets

Organizing data? Moving or copying sheets in Excel can come in handy! Here’s how:

  1. Right-click the sheet tab you want to move or copy.
  2. Choose “Move or Copy” from the menu.
  3. Select where to move/copy it.
  4. Click “OK“.

When moving a sheet, you can put it before, after, or as the first/last in the workbook. When copying, you can make a new workbook for it or choose an existing one.

Note: Any formulas, formatting, and data will stay intact. But links between sheets may need to be updated manually.

Moving/copying sheets can save time – try it and see! Fun fact: Microsoft Excel was first released in 1985 for Macs. In 1987, it came to Windows too.

Next up: How to format tables in Excel – stay tuned!

How to Format Tables in Excel

I have often used Excel for my job. The key is understanding how to format data in tables. I’ll show you how to do this. We’ll begin with creating and editing tables. Then, we’ll look at formatting table styles. Finally, I’ll explain sorting and filtering tables. This will help you understand the data you’ve gathered. After this section, you’ll feel confident to make great Excel spreadsheets.

How to Format Tables in Excel-How to Use Formatting Shortcuts in Excel,

Image credits: by Adam Jones

Creating and Editing Tables

To edit your table, you can adjust column/row size, delete, insert, or add rows/columns. You can also change cell formatting such as font size and alignment.

To make it easier, try using shortcuts. To add a new row, select the last cell in your table and press Tab. To delete a row/column, select the whole row/column and press Ctrl – –. For a new column, right-click on any column heading and choose Insert from the dropdown menu.

For better understanding, keep formatting consistent across all cells. Now, let’s look at Formatting Table Styles.

Formatting Table Styles

Let’s make a sales report table with ‘Product Name’, ‘Total Sales’, and ‘Sales Percentage’ columns. Click Format as Table to see options like Banded Rows, Banded Columns, and colors.

Go to Design tab and use Table Styles Options to customize. You can use Databars, Color scales, and Fonts to make your table stand out.

For example, a business professional used Table Styles to show financial status and gain investor confidence. Average sales growth% year-over-year was highlighted.

Sorting and Filtering Tables

Sorting tables let you sort data by column. Click the column header and select A-Z for ascending or Z-A for descending. Filtering tables help to narrow a selection based on conditions. Use the Data tab’s filter options to show rows where sales exceed $1000.

For quick sorting and filtering use keyboard shortcuts; Alt+Down arrow keys open up the sorting dialogue box, and Alt+; (semi-colon) keys select visible cells after applying filters. Plus, Ctrl+Shift+L applies table formatting if your data is already in table format. And Ctrl+T creates a table if not already formatted.

Finally, learn how to Format Charts in Excel. This allows for organized visual representations, especially when working with large datasets.

How to Format Charts in Excel

Welcome to Excel’s thrilling world! I use Excel a lot and I know formatting is vital in making data look better and simpler. In this article, we’ll discuss formatting charts. It’s a must for presenting data in Excel. We’ll be creating, editing and modifying charts, as well as altering their colors. This can help make your charts more informative. So, let’s get started and explore the power of formatting shortcuts!

Creating and Editing Charts

Want to customize your chart to fit your needs? The “Insert” tab on the menu bar is the place to go! Click on the type of chart you wish to create. A chart will appear based on the data you selected. Then, click on it and use the options that appear to edit it.

You can save time by using the “Recommended Charts” option, which will show you pre-designed styles such as color schemes and font sizes. If none of those work, look for options where Excel says “Chart Elements,” “Chart Styles,” or other related phrasing to customize titles, labels or legends.

For faster changes between graph types, use keyboard shortcuts. For example, press Alt+F1 to insert a column Chart; clear any formatting with Ctrl + Q; obtain additional formatting choices with Shift + F10. Get creative and Format Chart Types!

Formatting Chart Types

Select the chart you want to format. Click the “Chart Design” tab at the top of the screen. Choose “Change Chart Type” from the options. A dialog box will appear with different chart types for you to choose from. Finally, select the type of chart that works best for your data.

Formatting allows you to change colors, line styles, and axis scales. You can do this with the button provided in Excel or by right-clicking and choosing “Format” from the drop-down menu.

You can also use formatting shortcuts within Excel. Right-click on any element of your chart and select “Format (element name)…”. This will bring up a formatting dialog box with options like adjusting colors, line thicknesses, and other visual modifications.

A study by HubSpot Research found that visual content is more engaging than text-only content. It’s preferred by over 50% of people when presented with information online. Therefore, it’s important to use proper formatting techniques to improve engagement levels, especially for Data Analysis projects or presenting sales reports.

Changing Chart Colors

To make a bold statement with your visual aids, why not try changing chart colors in Excel? Here’s how:

  1. Select the chart.
  2. Go to the Design tab and click Change Colors.
  3. Choose a different color from the drop-down menu.

Bright colors are great for presenting to a young or informal audience. Subtle colors may be more suitable for presenting to executives or senior-level staff. Consider the message you want to communicate and the environment and audience it will impact. Explore different options and experiment with colors to create informative and engaging graphics.

Five Facts About How to Use Formatting Shortcuts in Excel:

  • ✅ Using formatting shortcuts in Excel can save time and increase productivity. (Source: Microsoft)
  • ✅ To format cells quickly, use the following keyboard shortcuts: CTRL+B (bold), CTRL+I (italic), and CTRL+U (underline). (Source: Techopedia)
  • ✅ Another useful formatting shortcut is the Fill Handle, which allows for quick copying of data and formulas. (Source: Excel Easy)
  • ✅ Conditional formatting is also a powerful tool that can be used to highlight cells based on certain criteria, such as values or dates. (Source: Excel Campus)
  • ✅ Excel also offers the ability to create custom formatting shortcuts to further streamline workflow. (Source: Ablebits)

FAQs about How To Use Formatting Shortcuts In Excel

What Are Formatting Shortcuts in Excel and Why Should I Use Them?

Formatting shortcuts in Excel are a set of keyboard commands that allow you to quickly format cells and data in your spreadsheet. These shortcuts can save you time and help you work more efficiently when working with large amounts of data in Excel.

How Do I Use Formatting Shortcuts in Excel?

To use formatting shortcuts in Excel, simply select the cell or range of cells that you want to format, press the shortcut key combination for the formatting option you want to apply, and then release the keys. Some commonly used formatting shortcuts in Excel include Ctrl+B for bold, Ctrl+I for italic, and Ctrl+U for underline.

Can I Customize Formatting Shortcuts in Excel?

Yes, you can customize the formatting shortcuts in Excel to better suit your needs. To do this, navigate to the “File” tab, select “Options,” and then choose “Customize Ribbon.” From there, you can assign your own keyboard shortcuts to specific commands or even create your own custom commands.

What Are Some Other Common Formatting Shortcuts in Excel?

Some other common formatting shortcuts in Excel include Ctrl+1 for the Format Cells dialog box, Ctrl+Shift+# for date format, Ctrl+Shift+$ for currency format, and Ctrl+Shift+% for percentage format.

How Do I Undo Formatting Changes Made Using a Shortcut?

To undo formatting changes made using a formatting shortcut in Excel, you can simply click the “Undo” button on the Quick Access Toolbar or use the keyboard shortcut Ctrl+Z.

Can Formatting Shortcuts Be Used in Excel for Mac?

Yes, formatting shortcuts can be used in Excel for Mac. However, some shortcuts may differ depending on whether you are using a Mac or a PC. To view a list of keyboard shortcuts for Excel on a Mac, navigate to the Microsoft Office Support website.