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Exploring numeric and special formatting

From: Excel 2013 Essential Training

Video: Exploring numeric and special formatting

Excel has a wealth of numeric formatting options, and two of the most common options are the dollar sign and the comma button. They're found in the Number Group on the Home Tab in the ribbon. Column F shows salaries. It's probably unnecessary to show the dollar sign, but we might want to. Notice that when you point to dollar sign, the pop-up tip says, "Accounting Number Format" and that's what we see. If you make the column wider, the dollar sign stays on the left-hand side. You might or might not like that.

Exploring numeric and special formatting

Excel has a wealth of numeric formatting options, and two of the most common options are the dollar sign and the comma button. They're found in the Number Group on the Home Tab in the ribbon. Column F shows salaries. It's probably unnecessary to show the dollar sign, but we might want to. Notice that when you point to dollar sign, the pop-up tip says, "Accounting Number Format" and that's what we see. If you make the column wider, the dollar sign stays on the left-hand side. You might or might not like that.

That's certainly one option. You could easily make the case for saying, "Well, these are salaries. We don't really need to see the dollar signs. It's pretty obvious, isn't it?" So we might want to use comma. This is not the opposite of dollar sign or accounting format. It simply doesn't display the dollar sign if we use comma. I wouldn't do this for the whole column. And we don't need to make the column that wide, we can make it narrower. If we don't want to see the pennies there, they're all zeros anyway, we could certainly make that column even narrower by not displaying pennies.

By the way, using these buttons to increase the display of decimals or decrease has no impact whatsoever on the actual content. Sometimes, people do make that mistake and if we did have pennies there, this would simply be hiding them and it would do visual rounding. Now, column G here, similar data, although this case does have negatives, what happens with accounting number format as we readjust the column width by double-clicking? Negatives appear in parentheses, here too, making the column wider and narrower.

The dollar signs are always on the left-hand side. There are other variations though. If we press the Dialog Box Launcher right here, or possibly press Ctrl+1, that will take us to the Format Cells dialog box. On the Number tab, we see Accounting format here. How about Currency format? Isn't that the same thing? It's going to be different in two respects. You want to keep an eye on the dollar signs here in column G as well as what the negatives look like. And I think you can see ahead of time, the negatives might be in red or they might be black in parentheses or they might just be red.

In other words, you make the call as to how you want this to look. Here we go. That's another variation. Notice on the whole numbers that are positive here, the dollar sign is right next to the number. If I were to change just this one-- watch Accounting Number Format-- shift the dollar sign that way. The objective of this is not to confuse but to have you recognize that, when you do get data from other sources, you might get a mix or maybe you're getting data that's in one format or as you use the other. You want to come up with some kind of a standard.

I say by all means, if possible, if you like the dollar sign, Accounting Number Format, use it and stick with it, and maybe show the decimals or don't. But if you simply stick to one variation or another, you won't get too bogged down on these. Recognize too, when we have data like this, making the columns wider, sometimes we want the dollar sign to stay hugging the left-hand edge, sometimes we don't; and recognize here, that's accounting format in these two cases. The example here, this is simply the comma button choice with no decimals.

Now, with certain other kinds of data, for example, the data in column B, you may or may not use Social Security Numbers, but it looks like something happened here that's not quite complete. Whoever typed these entries here decided not to type the hyphens. Well, why not? Well, it's a good idea but not quite fulfilled. If you're going to use Social Security Numbers, take advantage of the fact that Excel has a built-in format, and rather than typing the hyphens, let Excel enter those by way of a format. So this time I'll right-click to get to it, remember, we could also press Ctrl+1 to get to it.

Format Cells, if you right-click. And this time, using the Number Tab, the category is "special" and there we are with the Social Security Number, click OK. Make the column wider in this case, and let me--using the zoom bar in the lower right-hand corner--zoom in a bit on that so we can see it even better. There we go. These are actually not here. They're not there in the Formula bar. If you double-click in the cell, you don't see them there. If you're making a change, maybe that should have been an eight, you don't see any hyphens.

Press Enter, they are there. They're in the format but not in the actual content. If these are supposed to be phone numbers in column C here, I want to take the whole column here, and format these in the same way that we did earlier; either by right-clicking and going to Format Cells or pressing Ctrl+1, Format Cells, and here, Category, Special. Same place we found Social Security Number. Now, we have phone number. Click OK, and that displays the numbers once we adjust the column width this way.

So, rather than typing 14 characters, you just type the numbers. So here too, if you're adjusting these, maybe that shouldn't have been an 805, maybe that was a 213, you want to double-click in here, change that to 213. Press Enter and you've adjusted this. So those are two built-in formats as well. At different times, you will want to change formats, but again, make it simple. Rely upon the buttons in the ribbon as much as possible. Remember, these are also accessible by way of the mini toolbar.

So, if we were to right-click here, we could go into the mini toolbar here and make our choice here of dollar sign or comma as well. And then there is the occasional use of adjusting, the positioning of the decimals as well. So, a variety of numeric formats, we can get to them easily by right-clicking or going in the format cells to adjust those displays of numbers.

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This video is part of

Image for Excel 2013 Essential Training
Excel 2013 Essential Training

82 video lessons · 73910 viewers

Dennis Taylor
Author

 
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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