Custom number formats control how numbers are displayed in Excel. The key benefit of custom number formats is that they change how a number looks without changing any data. They are a great way to save time in Excel because they perform a huge amount of formatting automatically. As a bonus, they make worksheets look more consistent and professional.
What can you do with custom number formats?
Custom number formats can control the display of numbers, dates, times, fractions, percentages, and other numeric values. Using custom formats, you can do things like format dates to show month names only, format large numbers in millions or thousands, and display negative numbers in red.
Where can you use custom number formats?
Many areas in Excel support number formats. You can use them in tables, charts, pivot tables, formulas, and directly on the worksheet.
- Worksheet – format cells dialog
- Pivot Tables – via value field settings
- Charts – data labels and axis options
- Formulas – via the TEXT function
What is a number format?
A number format is a special code to control how a value is displayed in Excel. For example, the table below shows 7 different number formats applied to the same date, January 1, 2019:
The key thing to understand is that number formats change the way numeric values are displayed, but they do not change the actual values.
Where can you find number formats?
On the home tab of the ribbon, you’ll find a menu of build-in number formats. Below this menu to the right, there is small button to access all number formats, including custom formats:
This button opens the Format Cells dialog box. You’ll find a complete list of number formats, organized by category, on the Number tab:
Note: you can open Format Cells dialog box with the keyboard shortcut Control + 1.
General is default
By default, cells start with the General format applied. The display of numbers using the General number format is somewhat “fluid”. Excel will display as many decimal places as space allows, and will round decimals and use scientific number format when space is limited. The screen below shows the same values in column B and D, but D is narrower and Excel makes adjustments on the fly.
How to change number formats
You can select standard number formats (General, Number, Currency, Accounting, Short Date, Long Date, Time, Percentage, Fraction, Scientific, Text) on the home tab of the ribbon using the Number Format menu.
Note: As you enter data, Excel will sometimes change number formats automatically. For example if you enter a valid date, Excel will change to “Date” format. If you enter a percentage like 5%, Excel will change to Percentage, and so on.
Shortcuts for number formats
Excel provides a number of keyboard shortcuts for some common formats:
|General format||Ctrl Shift ~|
|Currency format||Ctrl Shift $|
|Percentage format||Ctrl Shift %|
|Scientific format||Ctrl Shift ^|
|Date format||Ctrl Shift #|
|Time format||Ctrl Shift @|
|Custom formats||Control + 1|
Where to enter custom formats
At the bottom of the predefined formats, you’ll see a category called custom. The Custom category shows a list of codes you can use for custom number formats, along with an input area to enter codes manually in various combinations.
When you select a code from the list, you’ll see it appear in the Type input box. Here you can modify existing custom code, or to enter your own codes from scratch. Excel will show a small preview of the code applied to the first selected value above the input area.
Note: Custom number formats live in a workbook, not in Excel generally. If you copy a value formatted with a custom format from one workbook to another, the custom number format will be transferred into the workbook along with the value.
How to create a custom number format
To create custom number format follow this simple 4-step process:
- Select cell(s) with values you want to format
- Control + 1 > Numbers > Custom
- Enter codes and watch preview area to see result
- Press OK to save and apply
How to edit a custom number format
You can’t really edit a custom number format per se. When you change an existing custom number format, a new format is created and will appear in the list in the Custom category. You can use the Delete button to delete custom formats you no longer need.
Warning: there is no “undo” after deleting a custom number format!
Structure and Reference
Excel custom number formats have a specific structure. Each number format can have up to four sections, separated with semi-colons as follows:
- Positive values
- Negative values
- Zero values
- Text values
Not all sections required
Although a number format can include up to four sections, only one section is required. By default, the first section applies to positive numbers, the second section applies to negative numbers, the third section applies to zero values, and the forth section applies to text.
- When only one format is provided, Excel will use that format for all values.
- If you provide a number format with just two sections, the first section is used for positive numbers and zeros, and the second section is used for negative numbers.
- To skip a section, include a semi-colon in the proper location, but don’t specify a format code.
Characters that display natively
Some characters appear normally in a number format, while others require special handling. The following characters can be be used without any special handling:
|Greater than, less than|
Some characters won’t work correctly in a custom number format without being escaped. For example, the asterisk (*), hash (#), and percent (%) characters can’t be used directly in a custom number format – they won’t appear in the result. The escape character in custom number formats is the backslash (). By placing the backslash before the character, you can use them in custom number formats:
Placeholders for numbers
Certain characters have special meaning in custom number format codes. The following characters are key building blocks:
|0||Display insignificant zeros|
|#||Display significant digits|
|?||Display aligned decimals|
Zero (0) is used to force the display of insignificant zeros when a number has fewer digits than than zeros in the format. For example, the custom format 0.00 will display zero as 0.00, 1.1 as 1.10 and .5 as 0.50.
Pound sign (#) is a placeholder for optional digits. When a number has fewer digits than # symbols in the format, nothing will be displayed. For example, the custom format #.## will display 1.15 as 1.15 and 1.1 as 1.1.
Question mark (?) is used to align digits. When a question mark occupies a place not needed in a number, a space will be added to maintain visual alignment.
Period (.) is a placeholder for the decimal point in a number. When a period is used in a custom number format, it will always be displayed, regardless of whether the number contains decimal values.
Comma (,) is a placeholder for the thousands separators in the number being displayed. It can be used to define the behavior of digits in relation to the thousands or millions digits.
Asterisk (*) is used to repeat characters. The character immediately following an asterisk will be repeated to fill remaining space in a cell.
Underscore (_) is used to add space in a number format. The character immediately following an asterisk controls how much space to add. A common use of the underscore character is to add space to align positive and negative values when a number format is adding parentheses to negative numbers only. For example, the number format “0_);(0)” is adding a bit of space to the right of positive numbers so that they stay aligned with negative numbers, which are enclosed in parentheses.
It’s important to understand the Excel will perform “visual rounding” with all custom number formats. When a number has more digits than placeholders on the right side of the decimal point, the number is rounded to the number of placeholders. When a number has more digits than placeholders on the left side of the decimal point, extra digits are displayed. This is a visual effect only; actual values are not modified.
Number formats for TEXT
To display both text along with numbers, enclose the text in double quotes (“”). You can use this approach to append or prepend text strings in a custom number format, as shown in the table below.
|10||General” units”||10 units|
|10||0.0″ units”||10.0 units|
|5.5||0.0″ feet”||5.5 feet|
|30000||0″ feet”||30000 feet|
|95.2||“Score: “0.0||Score: 95.2|
|1-Jun||“Date: “mmmm d||Date: June 1|
Number formats for DATES
Dates in Excel are just numbers, so you can use custom number formats to change the way they display. Excel many specific codes you can use to display components of a date in different ways:
Number formats for TIME
Times in Excel are fractional parts of a day. For example, 12:00 PM is 0.5, and 6:00 PM is 0.75. You can use the following codes in custom time formats to display components of a time in different ways:
Number formats for ELAPSED TIME
Elapsed time is a special case and needs special handling. By using square brackets, Excel provides a special way to display elapsed hours, minutes, and seconds.
Number formats for COLORS
Excel provides basic support for colors in custom number formats. The following 8 colors can be specified by name in a number format:
[black] [blue] [cyan] [green] [magenta] [red] [white] [yellow]