Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Adding a Custom Format to those Offered by Excel.

Adding a Custom Format to those Offered by Excel

by Allen Wyatt
(last updated March 3, 2018)

1

When you display the Format Cells dialog box (Home tab of the ribbon, click the small icon at the bottom-right of the Number group) and click Custom on the Number tab, Excel displays a list of custom formats. Some of these formats are provided by Excel by default, and others reflect custom formats used within the current workbook.

If you spend some time developing a custom format, it would be helpful to have that format always appear in the list of custom formats, regardless of which workbook you are using. Unfortunately, that is not in the cards for Excel; it lists only those custom formats unique to the current workbook.

There are a couple of workarounds, however. The first is a natural extension to what is already mentioned in this tip—that the custom list includes any custom formats that have been defined in the current workbook. This means that you could replace Excel's default workbook with one of your own, and the custom format will be available in the list provided the format was defined in the workbook you saved as the default.

Sound confusing? It doesn't need to; all you need to do is start with a brand new workbook and define the custom format. Then, save the workbook as a template (under the name Book.xltx) or macro-enabled template (under the name Book.xltm) in the XLStart folder. (Use Windows' Search tool to look locate the XLStart folder.) This template file then becomes the basis for all new workbooks, which means the custom format will be available in them. It will not affect any existing workbooks.

One problem with using the default-workbook approach is that the custom format, while included in the list, is at the bottom of the list. Unfortunately, there is no way to get your own preferred set of custom formats at the top of the list. There is a quick way to get exactly the custom formats you want, however—use macros.

Seriously, you can create a macro that applies a custom format of any desired type. The macro can be stored with individual workbooks or stored in the Personal.xlsb workbook so it is available to all workbooks on a system. You can use shortcut keys with the macro so that the format can be applied with a single keypress, or you can assign the macro to a toolbar button or custom menu so that it can be applied using the mouse.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (7992) applies to Microsoft Excel 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Excel here: Adding a Custom Format to those Offered by Excel.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Converting Lists to Text

If you have a numbered list in a document, you might want to convert it to regular, non-dynamic text and not lose the ...

Discover More

Clean Up Your Macro List

Got a workbook cluttered with all sorts of macros? Delete them and you'll make your workbook easier to manage.

Discover More

Converting From Numbers to Text

If you have a range of numeric values in your worksheet, you may want to change them from numbers to text values. Here's ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More ExcelTips (ribbon)

Handling Negative Numbers in a Complex Custom Format

Custom formats are great for defining how a specific value in a cell should look. They aren't that great at doing complex ...

Discover More

Creating Two-Line Custom Formats

Creating custom formats is a very powerful way to display information exactly as you want it to appear. Most custom ...

Discover More

Saving Custom Formats

While the implementation of custom formats in Excel is not terribly robust, you can still achieve some amazing results ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is seven less than 9?

2018-03-05 04:25:10

Terence

I like the macro approach personally. I've got a slightly modified accounting format as mine, assigned to my QAT which i access through alt + 6.
Macro as follows

Sub Number_Format()

Selection.NumberFormat = "_-* #,##0.00_-;[Red]* (#,##0.00);_-* ""-""??_-;_-@_-"

End Sub


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.