Ever wanted to automatically format values in thousands, millions or billions in Excel? In this article, let me show you two powerful techniques to do just that.
Technique 1: Using Custom Format Codes
We can use Custom Number Format codes in Excel to quickly turn the number to thousands, millions or billions. To do this:
- Select your numbers and go to Format Cells (Ctrl 1)
- From the number tab, select “Custom” for category and type the code below:
[<1000]##,##0;[<1000000]#,###.0,"K";#,###.0,,"M"- Press OK to see the magic.
How does it work?
[<1000]##,##0;[<1000000]#,###.0,"K";#,###.0,,"M"The above custom format code has 2 rules and a default behavior, each separated by semicolon ;
- [<1000]##,##0 – This portion formats any values under 1,000 as usual numbers
- [<1000000]#,###.0,”K” – Any numbers under 1 million will be formatted in thousands (the extra comma at the end rounds the numbers to thousands) and adds letter “K” at the end.
- #,###.0,,”M” – And finally this is the default rule. Any other numbers (obviously more than 1 million) will be formatted in millions (2 extra commas at the end) and the letter “M” added at the end.
Learn more about custom cell format codes in Excel.
Limitations of Custom Format code
While custom cell format is a great option, it has a few limitations.
- Supports only 3 rules: The custom format codes can only accept up to 3 options. So if you want to have units, thousands, millions, billions (i.e. 4 levels), we can’t do that with custom format codes.
- Negative numbers not supported: As a consequence of 3 rule limitation, we can’t do negative numbers with this approach. If you just want the “thousands” or “millions” formatting for both positive and negative numbers, you can use the below alternative rule.
'Format in thousands, works for both positive and negative numbers:
[<-1000]-#,##0.0,"K";[<1000]#,##0;#,##0.0,"K"Better Technique 2: Using Format Lookup Table
A better option is to use a lookup table to decide the format code based on the size of your numbers and then automatically switching the format with TEXT function.
First set up a lookup table like this in your workbook. (I normally put this in hidden settings tab for my dashboards).
Then, use the below formula to automatically lookup the value and format it in the corresponding format style based on the table.
'Auto-format numbers based on the lookup table
=TEXT(B5,LOOKUP(B5,$J$5:$J$11,$K$5:$K$11))How does this formula work?
The formula has 2 key components: TEXT() & LOOKUP()
- LOOKUP() Function: This will lookup the exact value or next lower value. For example, when we lookup the value 12,345 the lookup function (LOOKUP(12345,$J$5:$J$11,$K$5:$K$11)) will return the format code – #,##,.0″K”
- TEXT() Function: Once we have the format code, we use TEXT function to convert the value in B5 to that format and return it as a string value. For example, 12345 when formatted in #,##,.0″K” will become 12.3K
How to auto-format Chart Labels?
We can use the same approach to auto-format chart labels as well. For example, above, I have shown a column chart with dynamic chart labels that auto-format based on the value. To get this:
- Add “data labels” to your chart.
- Select the labels and go to “format labels” (press CTRL 1)
- From the label options tab, go to “Number” area
- Uncheck “Linked to Source” option.
- Type the format code as shown above in this article.
- Click on “Add”
- That is all. Your chart will now have dynamically auto-formatted labels.
Here is a quick demo of the process:
Using “Formula” approach with Chart Labels
If you have values all over the place and need thousands / millions / billions style format for your labels, you can also use “formula” approach, as discussed above. To do this:
- First calculate the labels with formula (lookup table) approach.
- Add labels to the chart and go to “format labels”.
- From the “label options” area, select “value from cells”.
- Select the formula label range.
- Uncheck original “values” from the labels.
- Done. Your chart now has dynamic labels that are fetched thru formula lookup method.
Why auto-format your numbers?
Auto-formatting numbers helps in reducing clutter of your reports and makes them look professional. I always use this approach when creating executive dashboards or KPI reports in Excel.
In Conclusion: Which method to use?
For simpler situations, use the custom cell format rule method.
But if you have data all over the place or need to go beyond more than 3 rules, use the formula approach.
Download Sample File – Auto format numbers
Here is a sample Excel workbook with all the examples above so you can understand this technique.
Video: Auto format numbers in Excel [2 ways]
Watch this video tutorial to learn how to use these two techniques.
More creative ways to use custom cell formatting in Excel
Learn more about Excel’s custom cell formatting feature using the articles below:
13 Responses to “Gantt Box Chart Tutorial & Template – Download and Try today”
Hi Chandoo
As one of your students I have followed your detailed example through with great success. However, Excel is acting in an unexpected way and I wonder if you could take a look?
http://cid-95d070c79aef808e.office.live.com/self.aspx/.Public/Gantt%20Box%20Chart.xlsm
On my version, I have to type 40239 (Which equates to 2 Mar 2010) to get the chart to display 31 May 2010 (which should be 40329)!!??
Have I done something wrong or is Excel acting up?
Thx
Oli
PS Your example file in 2007 displays correctly.
Hi,
I like this idea a lot, but I agree the name is a little drab.
As an American I may just be seeing things, but to me the combination of lines and bars on your chart looks like a bunch of cricket bats.
Maybe you could work that into a catchier name. 🙂
Cheers!
Here is some code I use to keep the axis synched.
It may be useful to some of your readers
It is based on a comment I saw on Daily Dose of Excel.
Function SynchGanttAxis(Cname, lower, upper)
'Sets the X min and X max for Category axis
Application.Volatile
On Error Resume Next
'
'Top Horizontal Axis
With ActiveSheet.Shapes(Cname).Chart.Axes(xlCategory, 1)
.MinimumScale = lower
.MaximumScale = upper
End With
'Bottom Horizontal Axis
With ActiveSheet.Shapes(Cname).Chart.Axes(xlValue, 2)
.MinimumScale = lower
.MaximumScale = upper
End With
End Function
Function SynchVerticalAxis(Cname, lower, upper)
Application.Volatile
On Error Resume Next
' Excel 2007 only
'Right hand vertical axis
With ActiveSheet.Shapes(Cname).Chart.Axes(xlValue, 1)
.MinimumScale = 0
.MaximumScale = upper
End With
End Function
@Oli.. Can you check your file again.. I see 40329...
@Dave: Even I saw things.. the bars actually looked like lollipops. How about calling this lollipop chart - now that would be yummy and goes along the tradition of naming charts after eatables (bar, pie, donut...)
@Bob: Superb stuff... thanks for sharing 🙂
Hi Chandoo
This looks really good and I think it can also be applied to show project phases / milestones.
Question: Thinking further could this be amended to display a project lifecycle (Idea through to Implementation say 7 phases) on one bar / row? Just imagine 20 projects within a programme all on one chart one bar each showing their respective lifecycle stages i.e. on one page.
Idea: As the Gantt Box Chart this is quite intensive to set up re formatting etc how about the added extra of once you have completed this to "Save as template" i.e. saves the formatting and layout of the chart as a template so you can apply to future charts. Simple to do and will save the time formatting etc again and again and again.
Therefore tip: Click on your chart demo and then click on Save As template icon (2007) - edit file name and click on save. Ready to use / apply via Templates in Change Chart Type window.
Thanks and be very interested if the lifecycle question can be resolved
Mike
How embarrassing.
I was obviously suffering from numerical dyslexia. I was one of those days.
@Mike H: You can easily make this chart to work like a generic project lifecycle plan chart. All you have to do is,
1. in a separate sheet define the steps of lifecycle and various dates in a table (with 5 columns for each of the projects you have).
2. now use a control cell to input the project name you want to show in the chart
3. based on the input, use OFFSET Formulas to get the correct data
4. Rest is same as the tutorial above
For more info on the dynamic charting visit http://chandoo.org/wp/tag/dynamic-charts/ and http://chandoo.org/wp?s=OFFSET
Your solution is really smart but in the en Excel isn't meant to do stuff like this. I, as a former PM, always thought is was frustrating that you had to do stuff like this for something simple like a Gantt chart. So I built Tom's Planner. And would like to plug it here. I think it really solves the problem you are trying to solve in the most efficient way. Check out http://www.tomsplanner.com for a free account or play around with the demo.
Hi there,
Chandoo - this is really a very nice and helpfull chart - I adopted it, so I can report a forecast or the delay of a certain task (coming from my role as an auditor for projects).
One topic I´m currently struggeling with: I do have a project lasting for lets say 12 month. For a management reporting, I want to have kind of snapshot, lets say one month back and 2 month in the future. I tried with the offset formula, but failed. Any idea?
Thx
Lopi
[...] Ein viel geliebter Klassiker ist die Erstellung von GANTT-Diagrammen mit Excel. Wir hatten das Thema wiederholt schon hier. Chandoo.org hat sich mal wieder mit einer neuen Variante hervorgetan: Das GANTT-Box-Chart. [...]
[...] [...]
Hi Chandoo - fantastic xls. One thing I can't figure out how to do is adjust the alignment of the vertical axis. I would like to left align so that I could indent to represent sub tasks. Can that be done? Or is there a better way?
I've been trying to work out if there's a way to show weekends on the graph. The closest thing I've got is to add them on a secondary axis, but then I haven't been able to keep both axis lined up together! Any ideas?
Following on from this - is it possible to show things like holidays?