by Allen Wyatt
(last updated March 5, 2016)
John has a data entry worksheet that allows users to enter information. He would like to have a cell be automatically formatted to display exactly the number of decimal places that a user types. For example, if the user types "12.345" then he would like the cell to be automatically formatted to display 3 decimal places. John knows he could use the General format for a cell (which does this nicely), but that approach doesn't work if the user enters a value that ends in 0, such as "12.34500", which he would want formatted (automatically) to display 5 decimal places.
If you are thinking that you could use a custom format to address the need, that won't work. With ever custom format we could come up with, Excel drops any trailing zeroes from what it displays. (Or, conversely, if the custom format includes "0" as a placeholder, it adds zeroes at the end of the entry.)
The easiest way to handle this, quite honestly, is to simply format the cells as Text before you start entering information. In that way, Excel will simply accept what is entered—including any trailing zeroes—and stuff it into the cell. You can, further, right-align the contents of the cells so that they at least look a bit more like numeric values.
The drawback to this is that you've got to be careful in using the values in formulas. The safest way is to simply surround any reference to the cell within the VALUE function, in this manner:
=VALUE(A1) * 1.375
Another approach is to create a macro that checks what is entered into a range of cells. Start by formatting the cells as Text, and then create a named range (DataEntry) from those cells. You can then add the following code to the code sheet for the worksheet you are using:
Private Sub Worksheet_Change(ByVal Target As Range) Dim c As Range Dim sEntry As String Dim dEntryNumber As Double Dim arr If Not Intersect(Target, Range("DataEntry")) Is Nothing Then Application.EnableEvents = False For Each c In Target.Cells If IsEmpty(c) Then c.NumberFormat = "@" ' Reset to Text format Else If IsNumeric(c) Then If Len(c.Value) = 0 Then c.NumberFormat = "@" ' Reset to Text format Else sEntry = c.Value dEntryNumber = CDbl(sEntry) arr = Split(sEntry, ".") If UBound(arr) = 1 Then ' Change NumberFormat in accordance with ' the number of digits after the decimal point c.NumberFormat = "0." & String(Len(arr(1)), "0") c.Value = dEntryNumber End If End If End If End If Next c Application.EnableEvents = True End If End Sub
The macro is triggered everytime something changes in the worksheet. It then checks to see if that change occurred in one of the cells in the DataEntry range. If so, then it examines what is entered in the cell (which Excel treats as text, since that's how the cell was formatted) and determines if it is a number and further how many digits there are to the right of the decimal place. It then formats the cell to have that many decimal places showing and stuffs the numeric value back into the cell.
The only condition where this approach won't work is if you place a value into a cell in the DataEntry range (which converts the cell to a numeric format) and then you enter a different numeric value in the same cell. The macro has no way of knowing, in that instance, if there are any trailing zeroes being entered. (Remember that trailing zeroes are only retained if the cell is formatted as Text. Since the cell is not, Excel lops off the trailing zeros and the macro works with that value as if it had been entered.)
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