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December 7, 2011 Leave a Comment

How to Distinguish Cell Content from Cell Formatting in Excel

Cell Content vs Cell Formatting

Cell Content vs. Cell Formatting

Many Excel Users are surprised to discover that the Delete Key does not clear the formatting for the selected cell or range of cells. This can cause some unusual “surprises” you you or one of your colleagues later uses this “Deleted” Cell Range!

On the other hand, some cells must be formatted properly in order to return the correct result. This is especially true for cells that contain Time and Date Calculations. For example, in order to properly calculate a Sum of Hours that exceeds 24 hours, you need to apply the Custom Format [h]:mm to the formula cell.

Topics Taught in this Tutorial

  • Adding the Clear Command to the Quick Access Toolbar (QAT).
  • Using Go To Special – Last Cell, to find the last cell in the worksheet that contains either content or formatting – or both!
  • Understanding how Excel Stores Dates (as a Serial Number) and Times (as a Decimal Number) vs. How you use Cell Formatting to make Dates & Times easier to understand.
  • Using Keyboard Shortcuts to add the Current Date – Ctrl + ; (semi-colon) or Current Time -Ctrl + Shift + : (colon), or to “Toggle” between Formulas and Displayed Results  -Ctrl + ~ tilde).

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Watch Tutorial in High Definition

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March 2, 2011 Leave a Comment

Make it Easier to Display Large Numbers in Excel with Formatting Codes

In order to establish and maintain your credibility, the numbers that you store in Excel must be accurate and precise. You cannot compromise on this principle! In most cases, you will be working with large numbers – sometimes, very large numbers. And, this may present a problem when you need to present these numbers to your audience.

So …

It is essential that you distinguish between your need to maintain accurate “data” and your need to communicate the essential “information” that resides in your data to your audience.

Format Custom Numbers

Format Custom Numbers in Excel

When you are presenting the “essential information” that resides inside your database, you need to consider the needs of your audience.

Ask yourself these questions:

  • What essential information do you need to communicate to your audience?
  • What are the trends and variances that you see inside your data, that you want your audience to see, to understand, and take action on?
  • What level of precision do you need to convey to your audience so that they can grasp this information?
  • How can you make it easier for your audience to see – and understand – the trends and variances in your data?
  • What techniques can you use to present this information to your audience?

Apply a Custom Format to Numbers in Excel

You can answer these questions by learning how to apply “Custom Number Formatting” in Excel.

For example, instead of presenting this level of precision – 19, 699, 499, you can use this custom number format – 0.0,,”M”, to present this as 19.7M. From my perspective as both a presenter and an audience member, I prefer to see 19.7M. This makes it easier for me to process the information as an audience member. This makes it easier for me to present – saying 19,7 million is a lot easier than trying to say 19 million, 699 thousand, 4hundread and 99 dollars!

What is your preference?

Watch this short, focused Excel training video lesson to learn how to format and display large numbers in Excel so that you can make it easier for your audience to understand and act on the information that you are presenting.

Learn how to “Master Excel in Minutes – Not Months!”

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Make it Easier to Display Large Numbers in Excel by Using Formatting Codes [ 6:29 ] Play Now | Play in Popup | Download (762)
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