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:
24 Responses
I’d suggest simply using the subtotal function and filtering the data using the Win/Loss column. You get the same results and the formula is more comprehensible.
@John
That is one option.
There are times however when you want to see the whole data table or a filtered subset and still want to produce summary reports against an unfiltered field.
Is there a particular reason why you are using a comma and the unary (–) operator for the second array in the SUMPRODUCT formula? It seems to work the same if you were to string the arrays together using the asterisk (*). The advantage is that SUMPRODUCT treats the entire string of arrays as a single array.
@Mathew
Your correct, There is no difference.
I thought it may have been easier to explain this method.
Is there a way to do this on a large set of data? As in ~100,000 rows? When I try I get an error because the formula becomes too long. It says the max length of a formula is 8,192 characters. Excel 2010.
How do I incorporate a specific text within a cell for the second array. For instance, – -(C7:C13=”Apple”)
when I chose a specific text the formula does not work.
@RB
I am not sure what is the issue as if I use the sample data in the post the following work fine
Count:
=SUMPRODUCT(SUBTOTAL(3,OFFSET(C7:C13,ROW(C7:C13)-MIN(ROW(C7:C13)),,1)), –(C7:C13=”L”))
Sum:
=SUMPRODUCT(SUBTOTAL(3,OFFSET(C7:C13,ROW(C7:C13)-MIN(ROW(C7:C13)),,1)),(C7:C13=”L”)*(D7:D13))
You may want to check that there are no leading or trailing spaces in your list of Apples
I should have given a better explanation. Heres my situation. I have a column with cells filled with names like Column 1, Column 2, Pier 1, Pier 2, etc. If the cell just contained Pier and searched for that it works. But because it has other characters in the cell its not recognizing the pier. So how can I extract specific characters of a string of text in this formula?
Hopefully this was a better explanation
Hello-
This formula works pretty well for me except that it slow down excel and prevents some of my macros from working. I was wondering if there was a way to program this in VBA so that excel isn’t always trying to recalculate it. I would like to use a push of a button to get it to run then paste in a cell.
Thanks!
I am trying to sum filtered data in a column, but would want to ignore the negative values in the column. How to go about doing this?
@Akshay
Why not just add a filter to that column to only show the values greater than zero?
The negative values are required for reporting purposes, but their effect on the total is distorting the required output. Please advise.
@Akshay
I’d suggest making a post in the Chandoo.org Forums
http://forum.chandoo.org/
Attach a sample file to simplify the task
I have this working for counting and summing, however, I have a list and for the second array, I need a criteria. That is, I’m looking for b13:b200=”01.??.??” or =left((a1,2) or something like that. These types of criteria matches do not appear to work as I get a blank as a result.
Thanks!
@Bob
As your formula b13:b200=”01.??.??” looks like you are trying to check the first day of the month of the range
What about trying Day(B13:B200)=1
Hai Experts,
i understood this formula well and working fine in MS Excel 2013
but when the same am trying to place in google Spreadsheet it shows error as
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 2014, column count: 1.” and as a result #VALUE! Appears in cell.
Can anyone please help me how would i get it done in Google Spread sheet
or is there any other formula as a substitute for this.
Thank you very much.
thanks for providing this.. but why does excel keeps on prompting Circular referencing in cell D3?
@Vivek
I don’t know
I just downloaded the file and it is working fine and not showing that error
Goto the Formulas, Calculation Options Tab and check that Calculation is set to Automatic
What version of Excel and Windows are you using ?
I know that this forum is for MS Excel, but I am trying to help someone who is working in Google Sheets. The below formula works in Excel but Google Sheets returns:
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 39000, column count: 1.” and as a result #VALUE! Appears in cell.
This is the same problem asked by Srichirin above. Does anyone know if there is a formula for Google Sheets that will replicate what MS Excel does?
=SUMPRODUCT(SUBTOTAL(3,OFFSET($C$6:$C$39500,ROW($C$6:$C$39500)-MIN(ROW($C$6:$C$39500)),,1)),- -($C$6:$C$39500=H1),($D$6:$D$39500))
Trying to find a SUMPRODUCT formula that counts the word Closed by date for the last 7 days in a filtered list.
=COUNTIF(M:M,”>”&TODAY()-7) works ok for unfiltered count Column M contains Closure dates (blank if open) and Column L is Status Open or Closed
@ Terry
Please ask the question at the Chandoo.org Forums
https://chandoo.org/forum/
Please attach a sample file to ensure a quicker more accurate answer
I used this formula and worked like a charm! But, now I’ve been requested to use it but adding not one but two criteria in the same formula. For instance the sum I was doing added negative and positive numbers. I’ve been asked to use the exact same formula but adding that only positive numbers were considered… any idea on how to do this?
How exactly do you do sum filtered cells when two criteria are need not just one?
Thank you so much brother literally I have been struggling since morning to get the sum of the filtered category, however, after reading your blog attentively i got my solution, so thanks a lot once again.