Apply Number Formats in Excel 2016

Formatting numbers in Excel 2016 makes your data easier to read and understand. Just like changing text color or font, number formatting helps make your spreadsheet look more professional and organized.

In this guide, you’ll learn step-by-step how to apply number formats in Excel 2016. Whether you want to show prices, dates, or percentages, this tutorial will help you do it easily.

What Is Number Formatting?

Number formatting changes how numbers appear in your worksheet, without affecting their actual value. For example, you can display 1000 as $1,000.00 using the Currency format or as 1000% using the Percentage format. The value remains the same for calculations.

Why Use Number Formats?

  • To make data easier to read and interpret.
  • To present numbers consistently throughout your spreadsheet.
  • To highlight different types of data, such as money, dates, or percentages.
Tip: Always apply the correct number format before sharing your file. It improves presentation and reduces confusion.

Step-by-Step: Applying Number Formats

Step 1: Select Your Cells

Click and drag your mouse to highlight the cells that contain the numbers you want to format.

Step 2: Use the Home Tab

Go to the Home tab on the Excel ribbon. In the Number group, click the Number Format drop-down menu. You’ll see several options like:

  • General
  • Number
  • Currency
  • Accounting
  • Date
  • Time
  • Percentage
  • Fraction

Choose the one that best fits your data. For example, select Currency for prices or Date for time-based values.

Step 3: Use Keyboard Shortcut (Ctrl + 1)

Want a faster way? Press Ctrl + 1 on your keyboard. This opens the Format Cells dialog box, where you have more control.

Step 4: Pick a Category and Customize

Inside the dialog box:

  • Click the Number tab if it’s not already selected.
  • In the Category list, select a type such as Currency, Percentage, or Date.
  • Adjust settings like decimal places, currency symbol, or date format.

When finished, click OK. Your selected cells will now show the new format.

Step 5: Check the Formula Bar

Even after formatting, the formula bar still shows the original value. This ensures calculations remain accurate even if the displayed format looks different.

Example: If you format “1000” as Currency, Excel displays it as “$1,000.00,” but the formula bar still shows 1000.

Common Number Formats You Should Know

  • Currency: Adds a currency symbol and two decimal places.
  • Percentage: Multiplies the number by 100 and adds a % sign.
  • Date: Displays numbers as calendar dates.
  • Number: Lets you set decimal places and separators.

5 FAQs on Applying Number Formats in Excel 2016

1. What is the shortcut to open the Format Cells dialog box?

Press Ctrl + 1 on your keyboard. It works in all modern versions of Excel.

2. Can I apply a custom number format?

Yes. In the Format Cells dialog, select Custom and type your desired format code.

3. What if I want to remove number formatting?

Go to the Home tab, open the Number Format drop-down, and choose General. It resets the cells to plain numbers.

4. Does number formatting change the actual value?

No. It only changes how the number looks, not its value used in formulas or calculations.

5. Can I apply different formats to the same column?

Yes, you can format individual cells differently even if they’re in the same column.

Conclusion

Applying number formats in Excel 2016 is a simple yet powerful way to make your data look neat and professional. You can use the Home tab for quick changes or open the Format Cells dialog with Ctrl + 1 for more options. Once you master this, your spreadsheets will not only look better but also communicate data more clearly.

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