The presentation of an Excel document is important to ensure good readability. However, this requires several configurations. Discover some tips that can help you create clear and professional Excel reports.
Formatting
Formatting or structuring an Excel page is generally not useful since it is meant for calculations. Therefore, the only thing to do is to enhance the presentation of the results to provide good visibility and readability of the data. This will involve:
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- Defining a print area: this involves specifying the cells to print, as this is a file intended to be printed to avoid unpleasant surprises later. Thus, click on the Page Layout tab – Print Area in the Excel ribbon after selecting the cells.
- Hiding gridlines and headers: go to the View tab in the Excel ribbon and uncheck the gridlines and header boxes.
- Using the ideal zoom: try to reduce the zoom level when your data does not fit on the screen or on a page before reducing font sizes. You will find the zoom bar at the bottom right of the window.
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Formatting values
This involves limiting and standardizing the number of decimal places for numerical values. It is also recommended to use the appropriate data format for the data you need to present. Therefore, you should apply a date format when it comes to dates. However, when presenting amounts, prefer the currency/accounting format, etc. Furthermore, go to the Home tab located on the Excel ribbon, then click on Number, and select the appropriate format from the list that will open to change the default format applied in the cell.
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Converting ranges to Excel tables
It is often preferable to convert data ranges into tables, as Excel has a feature that can systematically format cell ranges, providing a more pleasant visibility. This formatting has many advantages, including:
- A more pleasant visibility of the file;
- Each header now contains a filter sort button;
- Tables are dynamic, etc.
Create information blocks
The goal of information blocks is to make your presentation clearer and more enjoyable to read. Therefore, you should create areas specific to each type of results by:
- Creating spaces between groups of information: for this, simply insert column breaks and line breaks.
- Aligning charts: this involves aligning the chart frame with adjacent tables or other charts when your document consists of charts.
Use tabs to structure your document
Still in the context of improving the readability and professionalism of your documents, structuring your spreadsheet is essential. Thus, when your sheet presents data from different sources, it is better to separate them so that you can update them individually. Therefore, create a tab for each data source, such as formula or calculation tabs in the calculation area. Then, present your results in a tab called summary.
Clear and attractive formatting allows for the presentation of clear and professional Excel reports.