1.3Formatting: fonts, borders, alignment & number/date formats
The essentials in 30 seconds
- Prioritize + structure: font/size/color to distinguish title, columns, data; borders and shading (greyed header, rule under headings) sparingly — via toolbar, Format menu or right-click → Format.
- Crucial formats: numbers (decimals, thousand separator, currency symbol, negatives) and dates (DD/MM/YYYY…) set in the object properties — “1,234.50 €”, not “1234.5”.
- Clean and consistent: same styles for the same roles, numbers right, text left, width wide enough for formatted values.
Running mini-case — Farès makes his report credible
Farès shows his report to his manager: “What is 1234.5? Dinars? Thousands?” He understands structure is not enough. He makes the title bigger and bold, lightly shades the column header, formats all amounts with 2 decimals, thousand separator and currency symbol, aligns amounts right, and sets dates to DD/MM/YYYY. Same data, transformed document: management reads and compares effortlessly.
Continuation of cases 1.1-1.2 — Farès moves from structure to presentation.
1. Text, borders, alignment: prioritize without overloading
Formatting makes the report readable. Text: font, size, bold/italic, color — to prioritize (title, column headings, data). Borders and shading: framing, separating, coloring a background (shading the column header) — to structure without overloading.
Alignment: inside objects (left/center/right) and between objects — numbers right, text left. Access via the toolbar, the Format menu or right-click → Format. Consistent formatting (same styles for same roles) gives a professional report; the Format Painter spreads an identical style.
2. Number and date formats (crucial)
A crucial reporting aspect: number and date formats. Numbers: decimals (2 for amounts), thousand separator, currency symbol, negative sign (minus, parentheses or red), zero display — an amount must show “1,234.50 €”, not “1234.5”. Dates: format as needed (DD/MM/YYYY, “5 July 2026”).
These formats are set in the object properties (“Number” / “Date-Time” tabs of the format dialog), without changing the data — it is presentation. A poorly formatted financial report looks unprofessional and can mislead. Farès applies the same format to all amounts in his report.
3. Clean, consistent, at the right width
Good practices: format amounts consistently everywhere; right-align numbers (to compare figures); stay clean (one or two fonts, few colors); use borders and shading sparingly; allow enough width for formatted values (a formatted amount is wider — otherwise “#####” or truncation).
Formatting moves a report from “displayed data” to “professional, readable document”. Check in Preview with small, large and negative values.
🔎 Concrete example — 🔎 Concrete example — A well-formatted amount
The same value, before and after — like Farès's amounts.
Raw: 1234.5 (one decimal, no separator, left-aligned).
Formatted: 1,234.50 € (2 decimals, thousand separator, symbol), right-aligned, negatives in red.Reading: readable, professional, comparable in a column at a glance.
Lesson: same format for all amounts in the report, width checked in Preview.
Section vocabulary
- Text formatting
- Font, size, bold/italic/underline, color — to prioritize (title, column headings, data); via toolbar, Format menu or right-click → Format.
Simple example: Farès's title bigger and bold, distinct from data.
What it is not: number formatting (another tab, another role).
Reflex: one role = one style, reused everywhere.
- Borders and shading
- Framing objects/sections, adding separator lines, coloring a background — to delimit and structure visually, without overloading.
Simple example: Farès's column header lightly shaded, a rule under the headings.
What it is not: gridding the whole report with colors.
Reflex: structure sparingly: less is more.
- Number format
- Decimals, thousand separator, currency symbol, negative sign, zero display — set in the properties, without changing the data.
Simple example: “1,234.50 €” instead of “1234.5” in Farès's report.
What it is not: changing the calculated value.
Reflex: 2 decimals + separator + symbol for every amount.
- Presentation vs data
- Format (numbers, dates, text) changes the DISPLAY, not the underlying data.
Simple example: Level 2 totals calculate on real values, not on displayed text.
What it is not: rounding or truncating the data itself.
Reflex: format without fear: calculations stay correct.
In practice — In practice — Formatting a report
- Prioritize with fonts (bigger/bold title, column headings distinct from data); stay clean and consistent.
- Format NUMBERS (decimals, thousand separator, currency symbol, negatives) and DATES (wanted format) via object properties.
- ALIGN numbers RIGHT, text left; use borders/shading to structure (shade the header, frame a total).
- Check in preview enough width for formatted values; harmonize formatting across the report.
Ready-to-say script — dressing a report in 4 moves (30 s)
“I prioritize: big bold title, distinct columns. I format: two decimals, thousand separator, symbol, negatives in red, dates DD/MM/YYYY. I right-align amounts, I shade the header. And I check widths in Preview.”
Say while formatting an amount live (right-click → Format, Number tab).
Copy-paste template — presentation standard
TITLE: font +2 pt, bold. COLUMNS: bold or shaded background, distinct from data.
AMOUNTS: 2 decimals + thousand separator + symbol, RIGHT-aligned, negatives in red.
DATES: DD/MM/YYYY everywhere. TEXT: left-aligned.
CHECK: same style per role + enough width (no #####) — checked in Preview.Farès's financial report
As above: amounts as “1,234.50” + symbol, right-aligned, negatives in red — management compares columns effortlessly.
Dated statement
All dates DD/MM/YYYY in the report and headers: a single date format across the document, no exception.
Clean stock list
One font, two sizes, one shaded header: clear hierarchy with minimum effects — clean looks professional.
Width fix
Amounts showing “#####”: widen the field (the formatted value is wider than the raw one), recheck with the largest amounts in Preview.
✓ Best practices
- One or two fonts maximum; prioritize sparingly.
- Right-align amounts to compare figures.
- Spread an identical style with the Format Painter.
✗ Common pitfalls
- Multiplying fonts, sizes and colors (clutter kills hierarchy).
- Formatting each area differently (inconsistency from column to column).
- Forgetting to widen a field (shows “#####” or truncates the value).
Key takeaways
- TEXT formatting and BORDERS/SHADING to prioritize and structure — clean and consistent.
- CRUCIAL: NUMBER FORMAT (decimals, separator, symbol, negatives) and DATES. “1,234.50 €”, not “1234.5”.
- Format changes display, not data. Numbers RIGHT, text left.
- CLEAN and CONSISTENT formatting (same styles, same roles). Allow width for formatted values.
48h challenge — apply tomorrow
Take your 1.2 report: apply the standard above (title, shading, formats, alignments), track style inconsistencies, widen fields showing “#####”, and have a colleague proofread it.
- I prioritize (title, columns, data) cleanly and consistently.
- I format numbers and dates in the properties (display, not data).
- I right-align numbers and check widths in Preview.
Frequently asked questions
How to format numbers, amounts and dates well?
Numbers/amounts: set decimals (2 for amounts), enable the thousand separator, show the currency symbol, choose negative display (sign, parentheses or red), decide zero display. Dates: one single format for the audience (DD/MM/YYYY, long, technical). Settings in object properties (Number / Date-Time tabs): they change display, not data. Stay consistent everywhere, right-align numbers, allow width and check in Preview.
How to stay consistent and professional without overloading?
Bet on consistency (same styles for same roles) and cleanliness (one or two fonts, few colors). Clear hierarchy: title > column headings > data > highlighted totals. Structure sparingly (a rule under headings, a framed total, light shading). Define your styles upfront, spread them with the Format Painter, create a template for recurring reports.
How should an amount look in a professional report?