Microsoft Excel is one of the most widely used tools for organising, analysing and presenting information. Whether you are new to Excel or looking to refresh your skills, knowing how to enter and format data correctly is one of the most important foundations. Get this right, and you will save time, reduce errors, and make your spreadsheets far easier to understand.

In this guide, we will cover everything you need to know about entering and formatting data in Excel, from typing your first values into cells, through to applying styles, number formats and simple design techniques.

Why Data Entry and Formatting Matter

When you first open Excel, the grid of rows and columns can look deceptively simple. But behind that grid lies the power to store thousands of records, run calculations, and create professional reports.

The way you enter and format your data determines:

• Accuracy – Mistakes in data entry lead to incorrect results.
• Readability – Well-formatted spreadsheets are easier to interpret.
• Efficiency – Correct formats (e.g. dates, percentages, currency) allow Excel to run calculations automatically.
• Professionalism – Neatly styled workbooks make a strong impression on colleagues and clients.

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Getting Started with Entering Data

When you open a new workbook in Excel, the blank grid is made up of cells. Each cell has a reference (for example, A1 is the first cell in the top left corner).

Entering text and numbers

• Click on a cell and start typing.
• Press Enter to confirm and move down one cell.
• Press Tab to confirm and move across to the next cell.

Tips:

• Keep headings (titles of your columns) short but clear.
• Avoid leaving blank rows between data — this can confuse Excel tools like sorting and filtering.

Entering dates and times

Excel recognises most common date formats. For example:

• Typing 01/02/2025 will display as 01/02/2025.
• Entering 2 Feb 2025 will also be recognised as a date.

Times can be entered as 09:30 or 9:30 AM.

If Excel doesn’t recognise your entry as a date or time, it will store it as plain text and you won’t be able to run calculations.

Using Autofill for Faster Entry

The Autofill handle (the small square at the bottom-right corner of a selected cell) is a huge time-saver.

• Dragging it down or across will repeat values.
• Enter “January” in one cell, then drag Autofill, and Excel will fill the following months automatically.
• Enter “1” and “2” in two adjacent cells, highlight both, then drag Autofill — Excel will continue the sequence (3, 4, 5, etc).

This feature is especially useful for quickly creating lists.

Formatting Data for Clarity

Once you’ve entered your data, the next step is making it clear and professional.

Applying basic formatting

On the Home tab you’ll find options to:

• Bold, Italic, or underline text.
• Change the font and font size.
• Apply cell fill colours and font colours.

Use these tools to highlight headings and make key figures stand out — but avoid going overboard with too many colours.

Adjusting column width and row height

• Place your mouse between two column headings (e.g. A and B) until the double-arrow appears, then double-click to auto-fit.
• Drag manually if you want to set a specific width.
• Apply the same technique to rows.

Aligning data

You can align text left, centre, or right. For numbers, it’s usually best to align them to the right or centre for readability.

Number Formats in Excel

Excel can treat the same value differently depending on the format you apply. For example, typing 1234 could mean:

• £1,234.00 (Currency)
• 1,234% (Percentage)
• 1,234 days (if formatted as a Date)

Common number formats:

• General – default format; shows numbers as you type them.
• Number – displays decimals.
• Currency / Accounting – adds currency symbols.
• Percentage – multiplies the value by 100 and adds a % symbol.
• Date / Time – formats numbers as dates or times.

Tip: Always check your number format before running calculations — it ensures Excel interprets the data correctly.

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Using Styles for Consistency

Rather than manually formatting each cell, Excel offers Cell Styles:

• Navigate to Home > Styles > Cell Styles.
• Choose a pre-set style for headings, input values, or totals.

This ensures consistency across large spreadsheets and saves you time.

Conditional Formatting

Conditional formatting is a great way to automatically highlight important data. Examples include:

• Colouring cells red if sales drop below £1,000.
• Highlighting the top 10 values in a list.
• Applying a colour scale to show trends.

You can find this under Home > Styles > Conditional Formatting.

Working with Tables

Turning a range into a Table adds built-in formatting and extra functionality:

• Select your data range and press Ctrl + T.
• Tables automatically apply alternating colours, filter drop-downs, and dynamic ranges.

Tables make your spreadsheet look more professional and are easier to manage as your data grows.

Common Mistakes to Avoid

• Mixing data types – e.g., combining text and numbers in the same column.
• Inconsistent dates – using different date formats can cause errors.
• Over-formatting – too many colours or fonts can make data harder to read.
• Blank rows – break up data sets and can prevent Excel features from working properly.

Next Steps: Learning More

Mastering data entry and formatting in Excel is the essential first step towards becoming confident in spreadsheets. Once you’re comfortable, you’ll be ready to explore formulas, functions, PivotTables, and data analysis tools.

👉 For a guided introduction with hands-on practice, consider enrolling in our Microsoft Excel Introduction Course. It’s perfect for beginners who want to build a solid foundation in Excel.

👉 If you already know the basics, our Excel Intermediate Course takes you further with formulas, data validation, and advanced formatting techniques.

Final Thoughts

Learning how to enter and format data in Excel might feel simple, but it underpins everything else you’ll do in the program. From creating financial models to analysing sales performance, these skills ensure your work is accurate, clear, and professional.

The more comfortable you become with Excel’s core features, the more productive you’ll be. With structured training, you can quickly move beyond the basics and unlock Excel’s true potential.

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