How to Format a Phone Number in Excel

Formatting a phone number in Microsoft Excel can be a quick but crucial step in organizing your data. Whether you have a large list of customer phone numbers or an inventory of contacts, the ability to display phone numbers in a uniform format can save you time and make your spreadsheet easier to read. This post will provide you with a straightforward guide on how to format a phone number in Excel using various techniques. By the end of this post, you should be able to confidently format any phone number in your Excel spreadsheet.

Introduction

Formatting a phone number in Excel is a handy skill that can come in handy when you have a long list of phone numbers that need formatting. This post outlines the steps you need to take to format a phone number in Excel easily. We give you a detailed guideline to ensure that you format your data perfectly and avoid errors.

Using the Excel Format Cells Option

One of the easiest ways to format phone numbers is by using the Format Cells option in Excel. Here’s how to do it:

Step 1: Select the cells that contain the phone numbers

The first step is to highlight the cells containing the phone numbers that you want to format. You can press and drag your mouse over the cells to select them.

Step 2: Open the Format Cells dialog box

To open the Format Cells dialog box, you need to either right-click the selected cell range and select Format Cells or press Ctrl+1 on your keyboard.

Step 3: Choose Custom under Category

In the Format Cells dialog box, select the Number tab, and select Custom under Category

Step 4: Enter the phone number format

Next, you need to enter the phone number format you want to use into the Type field. For instance, if your phone numbers are written like ‘123-456-7890,’ you’ll type ‘###-###-####.’ or any phone number format you wish to use. Once you’re satisfied with your format, click OK, and the phone numbers apply the chosen format.

Using Excel Functions to Format Phone Numbers

You can also use Excel functions to format phone numbers. Excel has two primary functions that you can use to format phone numbers – TEXT() and CONCATENATE(). Here’s how to use them:

Step 1: Create a new column to hold formatted phone numbers

You need to create a new column to hold the formatted phone numbers. Choose an empty column where you want your formatted phone numbers to appear.

Step 2: Apply Excel Function

The next step is to apply the Excel function to the new column.

For instance, to format a phone number like ‘123-456-7890’ using the TEXT() function, type this formula in the cell where you want the formatted number to appear: =TEXT(A1,”###-###-####”).

If you want to use CONCATENATE() function to format your phone numbers, type the following formula in for the first formatted number cell: =CONCATENATE(LEFT(A1,3),”-“,MID(A1,4,3),”-“,RIGHT(A1,4)).

Formatting phone numbers in Excel is essential and easy to achieve. You can either use the Format Cells option or Excel functions to make any necessary changes. With this guide, you can now format your phone numbers in Excel with ease.

Tips for Formatting Phone Numbers in Excel

Formatting phone numbers in Excel can save you time and improve the readability of your documents. However, there are a few tips you should keep in mind to make sure your phone numbers are formatted properly:

Include the Country Code

When formatting phone numbers in Excel, it’s important to include the country code. This ensures that the phone numbers you’re formatting can be used internationally. You can do this by adding the country code to the beginning of each phone number or by using a custom format that includes the country code.

Use a Custom Format

The best way to format phone numbers in Excel is by using a custom format. This ensures that all phone numbers in your document have a uniform appearance, making them easier to read. You can create your custom format based on the phone number structure you’re using, including the area code, country code, and other elements.

Avoid Inconsistent Formatting

When formatting phone numbers in Excel, it’s essential to avoid inconsistent formatting. This means that all the phone numbers in your document should be formatted using the same style and pattern. Inconsistent formatting can make it harder to read your document and make it less professional-looking.

Use Leading Zeros for Area Codes

If your phone numbers include area codes, use leading zeros to keep the numbers uniform. This ensures that the area codes all have the same number of digits, making them easier to read and less likely to cause errors. For example, you might format UK phone numbers as (020) 7xxx xxxx instead of (20) 7xxx xxxx.

Formatting phone numbers in Excel can be a quick and easy way to organize your data. With the tips in this post, you can ensure that your phone numbers are formatted properly, making them easier to read and more professional-looking.

FAQs about Formatting Phone Numbers in Excel

Here are the answers to some of the most common questions about formatting phone numbers in Excel:

Can I format phone numbers in Excel without changing the values?

Yes, you can format phone numbers in Excel without changing the values. This means that you can display phone numbers in a uniform format without altering the original data. You can use Excel’s custom formatting features to achieve this.

Can I format phone numbers from different countries in the same Excel document?

Yes, you can format phone numbers from different countries in the same Excel document. However, you need to ensure that all phone numbers are formatted using the same style and pattern. If your document includes phone numbers from multiple countries, you can add the country code to the beginning of each number to make them more identifiable.

How do I remove the formatting from phone numbers in Excel?

To remove the formatting from phone numbers in Excel, you need to select the cell or cells that you want to remove formatting from, right-click, and select Clear Formats. Alternatively, you can select the cell or cells and press Ctrl + 1 and then select General under Category in the Format Cells dialog box.

How do I format cells to display phone numbers with dashes?

To format cells to display phone numbers with dashes in Excel, you need to use the custom number format feature. Select the cell or cells that you want to format, press Ctrl + 1 to open the Format Cells dialog box, select Custom under Category, and then type ###-###-#### in the Type box. Click OK to apply the formatting to the selected cells.

Can I format phone numbers using Excel functions?

Yes, you can format phone numbers using Excel functions. For instance, you can use the TEXT() function or CONCATENATE() function to format phone numbers. With these functions, you can create custom formats to display phone numbers in a uniform and readable fashion.