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Custom Number Formats: Big Guide, Popular Codes and a Free Download

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Custom Number Formats in Excel

Excel provides many default number formats. But often, these formats are not enough. For example:

Example: The default and a modifyed number format.

In such case, you need to create a custom number format. In this article, you learn everything you need to know. For making it easier for you, please feel free to download the example Excel file or the handy custom format card for printing it out.

How to use custom number formats?

Insert a custom number format by pressing Ctrl + 1 on the keyboard and type the code in the text field of the “Custom” category.

Inserting a custom number format in Excel is very easy:

  1. Press Ctrl + 1 on the keyboard and go to “Custom” on the left-hand side.
  2. Now you can enter your own custom number format code.

Recommendation: Select a number format which is very close to your desired format first (number (0) on the screenshot). That way you only have to do some minor changes and don’t have to create the whole format from the scratch.

How do custom formats work?

Structure of custom number formats

If you create a custom number format, you have to regard some rules. A custom number format can be only a few characters or a long text string. They have at least one and at most four parts. Here are the four parts:

Structure of custom number format codes in Excel

Let’s go through the 4 sections:

  1. The first part is used for defining positive numbers. Also, if the following parts aren’t used, this format is used for negative number, zeros and text too.
  2. Second part: If you want, you can define a different number format for negative number.
  3. Do you want to have a special format for zeros? You can set it in the third section of the format code.
  4. The fourth part is used for text. If there is no fourth part (and therefore no third semicolon) text will be shown normally. But if you use the fourth part, use the @ sign for showing it. If you don’t insert the add sign, text won’t be displayed.

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Important basics for the shortcuts

Sign Description Code Before After
# Add a # for a normal number. The digit won’t be displayed, if there is a preceding zero. #,##0 123
1234
1234.5
0.123
123
1,234
1,235
0
0 (zero) Add a 0 (zero) if there should for sure be a digit displayed, even if it’s a zero. 00000 123 00123
% Add the percentage sign % if you want to display a number as percentage. 0% 0.8 80%
Don’t use any sign if you want to hide number. Please note: You need at least one semicolon, otherwise Excel will interpret it as “General” ; 123
, Insert a thousands separator. You can use this for showing numbers in thousands or millions as well (scroll down for more information). #,##0 1234 1,234
. Insert a decimal point in a number. 0.0 123 123.0
[Red] Uses red color.

Please note: Conditional formatting rules offer much more color options.

[Red] 123 123
? If you want to align the decimal points, use the question mark.
Question marks can also be used for fractions.
???.???
0 ???/???
12.345
1234.5
12.34
12.345
1234.5  
12 17/50
“abc” Within quotation marks, you can add any text. “USD “0.0 123.45 USD 123.5
@ The @ sign is only used in the fourth section of the format code. Use it, if you want to display text in a cell. If you don’t use it (but still have 3 semicolons and therefore 4 sections), text will be hidden. @”!” Some text Some text!

Steps for creating your own custom number format

Example: You want to create this number format

There are 3 steps for creating your own custom number format. The idea is to do it as simple as possible and therefore utilize built-in features. The 3 steps are shown with the example on the right-hand side. You want to create a custom number format, which

Step 1: Choose a number format in the “Format Cells” window

First step: Create a number format with the “Format Cells” window.

As the first step, choose a built-in number format which is very close to the one you eventually want to create.

  1. Open the “Format Cells” window by pressing Ctrl + 1 on the keyboard.
  2. Go to “Number“.
  3. Check the tick of the thousands separator and change the decimal numbers to 2.
  4. Click on “OK“.

If you open the “Format Cells” window again and click on “Custom” on the left-hand side, you’ll see the format code. In this example it should be #,##0.00 .

Step 2: Further modify the number format

In this example, you want to further modify the number format for negative values, zeros and text. You continue with the code #,##0.00  created in step 1 above. If there is just one section, the format code is used for all kinds of values: For positive values, negative values, zeros and text because there is no particular definition for negative numbers, zeros and text.

Step 3: Fine-tune the number of decimals

Fine-tunee the number of decimals

In the last step, you can further fine-tune the number of decimals. Therefore, use the buttons “Increase Decimal” or “Decrease Decimal” in the center of the “Home” ribbon.

Most popular codes

You don’t want to create your own code but just copy & paste one of the most popular custom number formats? Here are the most frequently asked codes.

Thousands + Millions

In many Excel tables, you can see divisions by 1000 or multiplications by 1000 in order to convert values to thousands or millions. An easier and more reliable way is to always use total values and just display them as thousands or millions.

The easiest way: Add a comma “.” to your code.

If you got this code #,##0  just add a comma “,” and you got #,##0, . That way, 2,345 becomes 2.

For more information about thousands and millions, please refer to this article.

Plus sign for positive values

You want to show the plus sign for positive values? For example in charts? Use this code:

Thousands separator for percentage

Sometimes, you got percentage values larger than 1000%. Excel doesn’t provide a thousands separator for such numbers. The following format adds the thousands separator:

#,##0%

Hide zeros

There are several ways to hide zeroes in Excel. Please refer to this article for more information about the other methods.

If you want to hide zeros with a custom number format, make sure to use a third part of the number format and leave it blank. Some examples:

Weekday name, name of the month, number of the year

Do you want to show a weekday name of a given date? You could either do this with formulas or just display the weekday name of a date cell. Use the following codes:


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Tips and tricks

Free Download

Download this format code sheet for free

As a gift for you, please feel free to download these files:

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