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:
14 Responses to “How many ‘Friday the 13th’s are in this year? [Formula fun + challenge]”
in C3=2016
in C4=3
in C5=1 (the first next year with three Friday the 13ths)
=SMALL(IF(MMULT(--(MOD(DATE(C3+ROW(1:1000),COLUMN(A:L),13),7)=6),ROW(1:12)^0)=C4,C3+ROW(1:1000)),C5)
formula check in the next 1000 years
This will generate a table of counts of Friday the 13th's by year. If I didn't screw it up the next year with three is 2026.
I created a simple parameter table with a start date and end date that I wanted to evaluate. That calculates the number of days and generates a list of those days. Then filter and group. The generation of the list in power query (i.e. without populating a date table in excel) is pretty cool, otherwise this isn't really doing anything than creating a big date and filtering/counting.
let
Source = List.Dates(StartDateAsDate, Days2, #duration(1,0,0,0)),
ConvertDateListToTable = Table.FromList(Source, Splitter.SplitByNothing(), null, null, ExtraValues.Error),
AddDayOfMonthColumn = Table.AddColumn(ConvertDateListToTable, "DayOfMonth", each Date.Day([Column1])),
AddYearColumn = Table.AddColumn(AddDayOfMonthColumn, "Year", each Date.Year([Column1])),
AddDayOfWeekColumn = Table.AddColumn(AddYearColumn, "Day of Week", each Date.DayOfWeek([Column1])),
FilterFriday13 = Table.SelectRows(AddDayOfWeekColumn, each ([DayOfMonth] = 13) and ([Day of Week] = 5)),
Friday13thsByYear = Table.Group(FilterFriday13, {"Year"}, {{"Number of Friday the 13ths!", each Table.RowCount(_), type number}})
in
Friday13thsByYear
With the parameters replaced by values should you want to play along at home. This runs for 20 years starting on 1/1/2016.
let
Source = List.Dates(#date(2016,1,1), 7300, #duration(1,0,0,0)),
ConvertDateListToTable = Table.FromList(Source, Splitter.SplitByNothing(), null, null, ExtraValues.Error),
AddDayOfMonthColumn = Table.AddColumn(ConvertDateListToTable, "DayOfMonth", each Date.Day([Column1])),
AddYearColumn = Table.AddColumn(AddDayOfMonthColumn, "Year", each Date.Year([Column1])),
AddDayOfWeekColumn = Table.AddColumn(AddYearColumn, "Day of Week", each Date.DayOfWeek([Column1])),
FilterFriday13 = Table.SelectRows(AddDayOfWeekColumn, each ([DayOfMonth] = 13) and ([Day of Week] = 5)),
Friday13thsByYear = Table.Group(FilterFriday13, {"Year"}, {{"Number of Friday the 13ths!", each Table.RowCount(_), type number}})
in
Friday13thsByYear
=MATCH(3,MMULT(N(WEEKDAY(DATE(C3+ROW(1:100)-1,COLUMN(A:L),13))=6),1^ROW(1:12)),)+C3-1
It should be pointed out that Alex's solution, unlike some others, has the additional advantage of being non-array. My solution was nearly identical but with -- and SIGN instead of N and 1^.
=C3-1+MATCH(3,MMULT(--(WEEKDAY(DATE(C3-1+ROW(1:25),COLUMN(A:L),13))=6),SIGN(ROW(1:12))),0)
Sub Friday13()
Dim StartDate As Date
Dim EndDate As Date
Dim x As Long
Dim r As Long
Range("C7:C12").ClearContents
StartDate = CDate("01/01/" & Range("C3"))
EndDate = CDate("31/12/" & Range("C3"))
r = 7
For x = StartDate To EndDate
If Day(x) = 13 And Weekday(x, vbMonday) = 5 Then
Cells(r, 3) = Month(x)
r = r + 1
End If
Next
End Sub
Calculate next year with 3 Friday 13th. Good for 100 years different from year entered in cell C3
Sub ThreeFriday13()
Dim StartDate As Date
Dim EndDate As Date
Dim x As Long
Dim WhatYear As Integer
Dim Counter As Integer
Range("E7").ClearContents
StartDate = CDate("01/01/" & Range("C3") + 1)
EndDate = CDate("31/12/" & Range("C3") + 100)
Counter = 0
For x = StartDate To EndDate
If WhatYear Year(x) Then
WhatYear = Year(x)
'Different year so reset counter
Counter = 0
End If
If Day(x) = 13 And Weekday(x, vbMonday) = 5 Then
Counter = Counter + 1
If Counter = 3 Then
WhatYear = Year(x)
Exit For
End If
End If
Next
Range("E7") = WhatYear
End Sub
*RE-POST as not equal did not show earliuer
Calculate next year with 3 Friday 13th. Good for 100 years different from year entered in cell C3
Sub ThreeFriday13()
Dim StartDate As Date
Dim EndDate As Date
Dim x As Long
Dim WhatYear As Integer
Dim Counter As Integer
Range("E7").ClearContents
StartDate = CDate("01/01/" & Range("C3") + 1)
EndDate = CDate("31/12/" & Range("C3") + 100)
Counter = 0
For x = StartDate To EndDate
If WhatYear NE Year(x) Then
WhatYear = Year(x)
'Different year so reset counter
Counter = 0
End If
If Day(x) = 13 And Weekday(x, vbMonday) = 5 Then
Counter = Counter + 1
If Counter = 3 Then
WhatYear = Year(x)
Exit For
End If
End If
Next
Range("E7") = WhatYear
End Sub
earlier*
I've a doubt with using array formula here.
In sample workbook, I tried to replicate the formula again.
=IFERROR(SMALL(IF(WEEKDAY(DATE($C$3,ROW($A$1:$A$12),13))=6,ROW($A$1:$A$12)),$B7),"")
For this I selected C7 to C12, and typed the same formula and pressed ctrl+alt+Enter. But in all cells it is taking $B7 (and not $B7, $B8, $B9.... etc)
and since it is array formula I can't edit individual cell.
Please guide.
Thanks
Hi Chandoo,
Cool stuff. You need to clarify that the answer of 5 represents the 1st month in the year that has a Friday the 13th, and not the number of Fridays the 13th in the year. Subtle, but important difference.
Thanks,
Pablo
I like the MMULT() function far more, but here's how I would have tackled it. It uses an EDATE() base and MODE() over 100 years. I'm assuming that 100 years is enough time to catch the next year with 3 friday 13th's. Array entered, of course.
{=MODE(IFERROR(YEAR(IF((WEEKDAY(EDATE(DATE(C3, 1, 13), ROW(INDIRECT("1:1200"))))=6), EDATE(DATE(C3, 1, 13), ROW(INDIRECT("1:1200"))), "")), ""))}
Finding all the Friday the 13ths in a Year:
=SUMPRODUCT((DAY(ROW(INDIRECT(DATE(C3,1,1)&":"&DATE(C3,12,31))))=13)*(TEXT(ROW(INDIRECT(DATE(C3,1,1)&":"&DATE(C3,12,31))),"ddd")="Fri"))
{=sum(if(day.of.week(DATe($YEAR;{1;2;3;4;5;6;7;8;9;10;11;12};13);1)=6;1;0))}
just list the years