Excel sheet formatting for all sheets

Ways to format a worksheet

In Excel, formatting worksheet (or sheet) data is easier than ever. You can use several fast and simple ways to create professional-looking worksheets that display your data effectively. For example, you can use document themes for a uniform look throughout all of your Excel spreadsheets, styles to apply predefined formats, and other manual formatting features to highlight important data.

A document theme is a predefined set of colors, fonts, and effects (such as line styles and fill effects) that will be available when you format your worksheet data or other items, such as tables, PivotTables, or charts. For a uniform and professional look, a document theme can be applied to all of your Excel workbooks and other Office release documents.

Your company may provide a corporate document theme that you can use, or you can choose from a variety of predefined document themes that are available in Excel. If needed, you can also create your own document theme by changing any or all of the theme colors, fonts, or effects that a document theme is based on.

Before you format the data on your worksheet, you may want to apply the document theme that you want to use, so that the formatting that you apply to your worksheet data can use the colors, fonts, and effects that are determined by that document theme.

For information on how to work with document themes, see Apply or customize a document theme.

A style is a predefined, often theme-based format that you can apply to change the look of data, tables, charts, PivotTables, shapes, or diagrams. If predefined styles don’t meet your needs, you can customize a style. For charts, you can customize a chart style and save it as a chart template that you can use again.

Depending on the data that you want to format, you can use the following styles in Excel:

Cell styles To apply several formats in one step, and to ensure that cells have consistent formatting, you can use a cell style. A cell style is a defined set of formatting characteristics, such as fonts and font sizes, number formats, cell borders, and cell shading. To prevent anyone from making changes to specific cells, you can also use a cell style that locks cells.

Excel has several predefined cell styles that you can apply. If needed, you can modify a predefined cell style to create a custom cell style.

Some cell styles are based on the document theme that is applied to the entire workbook. When you switch to another document theme, these cell styles are updated to match the new document theme.

For information on how to work with cell styles, see Apply, create, or remove a cell style.

Table styles To quickly add designer-quality, professional formatting to an Excel table, you can apply a predefined or custom table style. When you choose one of the predefined alternate-row styles, Excel maintains the alternating row pattern when you filter, hide, or rearrange rows.

For information on how to work with table styles, see Format an Excel table.

PivotTable styles To format a PivotTable, you can quickly apply a predefined or custom PivotTable style. Just like with Excel tables, you can choose a predefined alternate-row style that retains the alternate row pattern when you filter, hide, or rearrange rows.

For information on how to work with PivotTable styles, see Design the layout and format of a PivotTable report.

Chart styles You apply a predefined style to your chart. Excel provides a variety of useful predefined chart styles that you can choose from, and you can customize a style further if needed by manually changing the style of individual chart elements. You cannot save a custom chart style, but you can save the entire chart as a chart template that you can use to create a similar chart.

For information on how to work with chart styles, see Change the layout or style of a chart.

To make specific data (such as text or numbers) stand out, you can format the data manually. Manual formatting is not based on the document theme of your workbook unless you choose a theme font or use theme colors — manual formatting stays the same when you change the document theme. You can manually format all of the data in a cell or range at the same time, but you can also use this method to format individual characters.

For information on how to format data manually, see Format text in cells.

To distinguish between different types of information on a worksheet and to make a worksheet easier to scan, you can add borders around cells or ranges. For enhanced visibility and to draw attention to specific data, you can also shade the cells with a solid background color or a specific color pattern.

If you want to add a colorful background to all of your worksheet data, you can also use a picture as a sheet background. However, a sheet background cannot be printed — a background only enhances the onscreen display of your worksheet.

For information on how to use borders and colors, see:

For the optimal display of the data on your worksheet, you may want to reposition the text within a cell. You can change the alignment of the cell contents, use indentation for better spacing, or display the data at a different angle by rotating it.

Rotating data is especially useful when column headings are wider than the data in the column. Instead of creating unnecessarily wide columns or abbreviated labels, you can rotate the column heading text.

For information on how to change the alignment or orientation of data, see Reposition the data in a cell.

If you have already formatted some cells on a worksheet the way that you want, there are several ways to copy just those formats to other cells or ranges.

Home > Paste > Paste Special > Paste Formatting.

Home > Format Painter .

Right click command

Point your mouse at the edge of selected cells until the pointer changes to a crosshair.

Right click and hold, drag the selection to a range, and then release.

Select Copy Here as Formats Only.

Tip If you’re using a single-button mouse or trackpad on a Mac, use Control+Click instead of right click.

Data range formats are automatically extended to additional rows when you enter rows at the end of a data range that you have already formatted, and the formats appear in at least three of five preceding rows. The option to extend data range formats and formulas is on by default, but you can turn it on or off by:

Newer versions Selecting File > Options > Advanced > Extend date range and formulas (under Editing options).

Excel 2007 Selecting Microsoft Office Button > Excel Options > Advanced > Extend date range and formulas (under Editing options)).

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Excel Formatting

Formatting

Excel has many ways to format and style a spreadsheet.

Why format and style your spreadsheet?

• Make it easier to read and understand
• Make it more delicate

Styling is about changing the looks of cells, such as changing colors, font, font sizes, borders, number formats, and so on.

The most used styling functions are:

There are two ways to access the styling commands in Excel:

1. The Ribbon
2. Formatting menu, by right clicking cells

Read more about the Ribbon in the Excel overview chapter.

Styling Commands in Ribbon

The Ribbon can be expanded by clicking the arrow/caret-down icon on the right side. This gives access to more commands:

Styling Commands, Right Clicking Cells

You can also right-click on any cell to style it:

Styling commands can be accessed from both views.

Chapter summary

Formatting is used to make spreadsheets more readable. There are many ways to add styles. The most common ones are; Color, Font, Number format and Grids.

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Apply Conditional Formatting – Multiple Sheets in Excel & Google Sheets

This tutorial demonstrates how to apply conditional formatting to multiple sheets in Excel and Google Sheets.

In the latest versions of Excel, you can no longer select multiple sheets and then apply a conditional formatting rule to all the sheets at once. You need to do one sheet first, then copy the conditional formatting between sheets. Or, you can write a macro to repeat the conditional formatting on each sheet.

Apply Conditional Formatting to Multiple Sheets

Copy-Paste

1. Select the sheet with the conditional formatting applied and right-click the cell with conditional formatting rule. Then click Copy (or use the keyboard shortcut CTRL + C).

1. Next, click on the destination sheet and select the destination cell or cells. Right-click and choose Paste Special > Paste Format.

Format Painter

You can also copy the conditional formatting rule from one sheet to another with the Format Painter feature.

1. Select the cell in the source sheet that has a conditional formatting rule and then, in the Ribbon, select Home > Clipboard > Format Painter.

1. Click on the destination sheet and click on the cells or cell where you wish to apply the format.

Create a Macro to Apply Conditional Formatting Rule

While creating a new conditional formatting rule in Excel, you can record a macro to mimic the steps you take.

1. In the Ribbon, select View > Macros > Record Macro.

OR, in the Ribbon, select Developer > Code > Record Macro.

Note: If you don’t see the Developer Ribbon, you’ll need to enable it.

1. In the Record Macro dialog box, (1) type in a name for your macro and (2) make sure you select Personal Macro Workbookfrom the drop-down list. Then, (3) click OK to start recording.

1. Once you have clicked OK, you can follow the steps to create the conditional formatting rule you require, and then click the stop button at the bottom of the screen to stop recording the macro.

1. To run the macro on a different sheet, switch to that sheet and select the cell or cells you wish to apply the conditional formatting to.

1. In the Ribbon, select View > Macros > View Macros.

OR Developer > Visual Basic > Macros

1. Click on the Macro in the Macro name list and then select Run.

1. You can run the macro on as many sheets as you require.

Note: You can view the code by selecting the macro in the Macro dialog box (shown above) and selecting Edit. This takes you to the Visual Basic Editor and enables you to view and/or edit your VBA code.

Apply Conditional Formatting to Multiple Sheets in Google Sheets

You can apply conditional formatting to multiple sheets in Google Sheets in the same way as you do in Excel.

Copy Conditional Formatting From One Cell

Copy-Paste

If you already have a cell or column with a Conditional Formatting rule set up, you can use Copy-Paste to copy the rule to another sheet.

1. Right-click on a cell that has the conditional formatting rule applied to it and click Copy (or use the keyboard shortcut CTRL + C).

1. Select the sheet you require and then select the cell or cells in that sheet where you wish to apply the conditional formatting rule. Select Paste special > Format only (or use the keyboard shortcut CTRL + ALT + V).

The conditional formatting rule will then be applied to the entire column you have selected.

Paint Format

If you already have a cell or column with a conditional formatting rule set up, you can use Paint Format to copy the rule to another column.

1. Select the cell with the relevant conditional formatting rule. Then in the Menu, select Paint Format.

1. Select the destination sheet, then highlight the cells to copy the conditional formatting rule to.

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