Question

Why is it important to know how to format spreadsheets appropriately?" Provide example(s). Then, describe in detail at least one (1) negative consequence of not applying appropriate formatting to spreadsheets. Provide an example. How would this affect sharing a spreadsheet with others when there is incorrect or missing formatting?

Answer 1

Why is it important to know how to format spreadsheets appropriately?

Spreadsheets are an essential business and accounting tool. They can vary in complexity and can be used for various reasons, but their primary purpose is to organize and categorize data into a logical format. Once this data is entered into the spreadsheet, you can use it to help organize and grow your business. Formats provide visual clues that support a sheet's assumptions. For instance, if the sheet treats a value as a percent, you might want to display that value as a percentage. Excel doesn't require formats, but they help users interpret what they see. Good formatting will help enhance your data in several ways:

• Formatting cells so they present data correctly (example: formatting as dates or currency) will give more value to your data.
• Using styles (such as table styles) can make your data stand out and helps the reader to focus on important parts of the worksheet.
• Merging and aligning your data is an important aspect of making your data more readable.
• Formatting your text by increasing the size, adding italics, bolding or changing the fonts will enhance the overall look of your worksheet.

Therefore, it is very important to know how to format spreadsheets appropriately.

One negative consequence of not applying appropriate formatting to spreadsheets.

Formats add value to a sheet and the user's experience, but a few come with a bit of baggage. Few examples are:

• Using the Text format

T he Text cell format treats every value as text. Now, you're probably thinking, What's wrong with that? In theory, nothing. However, if you assign the Text format to a column or row, you might get some unexpected results down the road because formulas that reference a Text cell will return a Text value. You probably think that's okay, but trust me, it might not be -- and troubleshooting the problem later could take a while. When in doubt, use General.

• Using a large font instead of zooming

Don't enlarge a sheet's font so you can see things better on the screen. Font size isn't just a screen attribute; the print version also relies on the font size. To enlarge data on screen, zoom in by holding down the [Ctrl] key and turning your mouse wheel. Or use the Zoom tool in the Zoom group on the View tab. In Excel 2003, you'll find Zoom on the View menu.

If you frequently share workbook data with people who use an earlier version of Excel, you can work in Compatibility Mode to prevent the loss of data and fidelity when the workbook is opened in the earlier version of Excel, or you can use converters that help you transition the data.

Sharing a spreadsheet with others when there is incorrect or missing formatting

Inconsistent formatting can flip a seemingly stable document into chaos. Whether you're sharing a document with users who don't stick to styles or you've inherited a document, you might need to fix things before inconsistencies get out of hand. If you save a workbook in another file format, such as a text file format, some of the formatting and data might be lost, and other features might not be supported.

Few examples

• Before saving a worksheet in this format, make sure that all of the data that you want converted is visible and that there is adequate spacing between the columns. Otherwise, data may be lost or not properly separated in the converted file. You may need to adjust the column widths of the worksheet before you convert it to formatted text format.
• If your workbook contains special font characters, such as a copyright symbol (©), and you will be using the converted text file on a computer with a different operating system, save the workbook in the text file format that is appropriate for that system. For example, if you are using Microsoft Windows and want to use the text file on a Macintosh computer, save the file in the Text (Macintosh) format. If you are using a Macintosh computer and want to use the text file on a system running Windows or Windows NT, save the file in the Text (Windows) format.

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