Written by Allen Wyatt (last updated October 19, 2024)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365
Debi is running into a problem when she tries to sort her worksheet. Instead of doing the sort, she gets a message that says, "Too Many Different Cell Formats."
According to sources at Microsoft, this error occurs when your workbook gets close to exceeding one of the built-in limitations of Excel. A workbook can contain only about 64,000 "custom formats."
Custom formats are unique combinations of formatting attributes, applied to cells. For instance, let's say that you have two cells, both formatted for 10-pt. Arial type. Both use the same number format, and neither of them have borders applied. If you change the font size of one of the cells to 11-pt., then you now have two unique custom formats. If you copy the format of the 11-pt. cell to a third cell, you still have only two custom formats. But if you add a border to one of the 11-pt. cells, you now have three custom formats.
Basically, a custom format is any unique combination of things like typefaces, font sizes, colors, alignment, borders, or other cell attributes. If you have a workbook that has, say, 100 complex worksheets, then it is very possible to get close to the 64,000 custom-format limit.
There is only one way to correct the situation: Reduce the number of custom formats. Select a large block of cells in the workbook, display the Home tab of the ribbon, and then click Clear | Clear Formats (in the Editing group). If Excel won't let you do this even (perhaps you have put the workbook into an unstable state by having way too many custom formats), then you should copy the contents of your worksheets, one by one, to a new workbook. Make sure you use Paste Special to paste only the formulas, so that your formulas are preserved, and you don't copy formatting.
Even though Excel will handle quite a few custom formats, there is one potential "gottcha" that you should keep in mind. If you are creating a workbook that will be used in an older version of Excel (in Excel 2003 or earlier), then the limit on custom formats was only 4,000. You can easily pass that number in the newest versions of Excel, but if you do you won't be able to open the workbook in the older versions of Excel.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (10398) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365. You can find a version of this tip for the older menu interface of Excel here: Too Many Formats when Sorting.
Create Custom Apps with VBA! Discover how to extend the capabilities of Office 365 applications with VBA programming. Written in clear terms and understandable language, the book includes systematic tutorials and contains both intermediate and advanced content for experienced VB developers. Designed to be comprehensive, the book addresses not just one Office application, but the entire Office suite. Check out Mastering VBA for Microsoft Office 365 today!
When you are sorting by text values, Excel can be very literal, which may not get you the sorting that you want. This tip ...
Discover MoreSorting by dates is easy, and you end up with a list that is in chronological order. However, things become a bit more ...
Discover MoreNeed to sort your data based on the color of the cell or the color of the text within the cell? Excel makes it easy to do ...
Discover MoreFREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
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.
FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2025 Sharon Parq Associates, Inc.
Comments