Posted: October 30, 2023

In the latest chapter of our 'Spreadsheet Etiquette' series, we delve into the nuanced art of spreadsheet formatting. While data analysis remains paramount, the way you present your findings significantly impacts stakeholders' perception. Let's dive into essential formatting techniques that can augment the appeal and readability of your spreadsheets. For step-by-step guidance, don't forget to check out the accompanying How-To Video.

1. Coloring Cells with Purpose

A dash of color can invigorate a spreadsheet, making it both aesthetic and user-friendly. Here's how:

• Highlight your desired cells.
• Navigate to the "Home" tab.
• Select the "Fill Color" icon (resembling a paint bucket).
• Pick a shade from the dropdown.

However, color with caution:

• Reserve colors for headers or notable data points. Avoid creating a jarring color mosaic.
• Opt for subdued hues; they exude a polished, professional vibe.
• Ensure font colors contrast well against their background, guaranteeing readability.

2. Mastering Custom Number Formats

Tailored number formatting imparts a crisp, streamlined look. Here’s your quick guide:

• Highlight the cells with numbers.
• Click on the "Home" tab.
• Navigate to the "Number" group and select ‘More Number Formats…”
• Choose “Custom”.

Explore these custom formats to elevate your spreadsheets:

• Millions: Use #,, "M" to display 5,000,000 as 5 M.
• Custom Date: With dddd, mmmm dd, yyyy, 1/5/2022 transforms to Wednesday, January 05, 2022.
• Incorporate Text: "Approx. " #0 " items" turns the number 5 into Approx. 5 items.
• Conditional Colors: "[Red][<0];[Green][>=0]" uses red for negatives and green for positives.
• Stealth Mode: ;;; hides cell content, ideal for formula references without visual clutter.

3. Structuring with Cell Borders

Borders compartmentalize data, guiding the viewer's gaze. To implement:

• Select your desired cells.
• Head to the "Home" tab and explore the "Borders" options.
• Pick your preferred style.

Use borders judiciously:

• Highlight total rows or demarcate tables.
• Use thicker borders for table perimeters and finer lines internally.

4. Aligning for Clarity

Text alignment affects readability. Typically, text leans left, numbers right, but exceptions abound. Adjust alignment via:

• Highlight cells.
• Click on the "Home" tab.
• Choose from "Align Left", "Center", or "Align Right" in the Alignment section.

In Conclusion

While these techniques can elevate your spreadsheet’s visual appeal, restraint is crucial. Excessive or inconsistent formatting can overwhelm, detracting from your content. However, applied harmoniously, these tools bestow a professional sheen to your data presentation. And remember, there's always more to learn in the realm of spreadsheets! Stay tuned to Excelerated Consulting for deeper dives and expert insights.