Formatting spreadsheet cells

You can change the font, colour, alignment and layout of an individual cell or a range of cells.

To select a rectangular range of cells, do either of the following:

  • Drag the mouse pointer over the cells (you can drag in any direction).
  • Click the cell in the top-left corner of the range, then SHIFT-click the cell in the bottom-right corner of the range.

To format all the cells in a row, select the bar by clicking its number in the line numbers column. You can select a number of consecutive bars by dragging the pointer down the line numbers column.

To format all the cells in a column, select the column by clicking its column heading. You can select a number of consecutive columns by dragging the pointer along the column headings row.

You can select a column heading on its own by right-clicking a column heading then selecting Select Column Heading.

You can format the selected cell or range of cells using the Formatting toolbar, or the Format Cells dialog, as explained here:

  1. On the Home tab, click the dialog launcher Dialog launcher in the Font group. The Format Cells dialog is displayed.
  2. From the Number tab, choose how certain numerical fields such as costs, percentages, durations and dates are displayed.
  3. From the Font tab, choose the font, style and size. You can also change the colour of the text using the Text colour control on this tab.
  4. From the Colour tab, choose a colour for the background of the selected cells.
  5. From the Alignment tab, choose whether to align the text in each selected cell to the left, right or center of that cell. Choose Default alignment to revert to the alignment as specified on the Spreadsheet Table Properties dialog. Select the Word wrap check box to allow text in the selected cells to wrap around onto multiple lines instead of being displayed as one continuous line which might be truncated.

    When you choose to word-wrap text in one or more spreadsheet cells, the height of spreadsheet rows is adjusted automatically so that all of the text in a cell is visible. If you do not want the height of spreadsheet rows to change in this way, clear the Auto-size rows when word-wrapping check box on the Vertical Scale tab of the Format Bar Chart dialog. If you choose to auto-size rows when word wrapping, you may not need to use the Fit columns to text printing option in order to display all of the text in the spreadsheet in a printout.
  6. Close the dialog to confirm your formatting selections.

The font chosen for the selected cell or range of cells will override the default spreadsheet font.

Removing manual formatting from the spreadsheet

To remove all manual formatting from cells in the spreadsheet, setting cells back to their default formatting, on the Format tab, in the Spreadsheet group, click Remove All Cell Formatting.

If you have amended the font of one or more cells and subsequently want to return their font settings back to the default settings - as specified on the Default Table Fonts dialog - select the Use Default check box on the Font tab of the Format Cells dialog and click OK.

Note that this check box only works if you select it having first selected only those cells that have been formatted in a particular way. For example, if you change the font of three particular cells in a column, then subsequently select the entire column and attempt to return the font settings of all its cells back to default, the Use Default check box will have no effect. To return the font settings of the three particular cells back to default, you must select precisely those three cells - and no other cells - and select the Use Default check box.

Related Topics:

Editing the spreadsheet

Specifying whether times are displayed with dates