Call me superficial, but aesthetics do matter (part 2)

Formatting – call me superficial, but aesthetics do matter (part 2)

Last week, I focused on spreadsheet aesthetics pertaining to client-ready exhibits and reports for upper management.  However, aesthetics should also be kept in mind when producing work to be used by other analysts.  Whenever I work on spreadsheets with a lot of data, there are certain things I like to do to make it easier for other analysts to read, understand, and manipulate my work.

Bold Your Headings/Titles

Bolding the titles at the top of your spreadsheet makes it easier for the reader to recognize what the data means.

Don’t Merge Cells

Merging cells makes it more difficult to add or remove columns.

Group Instead of Hide

If you hide certain rows or columns, you may forget they are there.  Grouping them makes it easier to see what you have hidden, and to ungroup when you need those columns/rows.

Don’t Use Formulas that Reference Across Rows

If you have data broken out by rows, it is very easy to low track of formulas that reference across rows.  Once you start copying, cutting, and pasting across rows, the formulas can easily get mixed up.  Stick to formulas that stay within the same row.

Add in a Filter

Filters are a quick way for the user to look at different cuts of the data.

Sort

When you are done with your data, sort it in a meaningful way (alphabetical, by revenue size, by region, etc).

Right Align Numbers and Left Align Text

I think it is much easier to read numbers and text when they are consistently aligned.

Format Data Types

Currency should be formatted as currency, text as text, numbers as numbers etc.

Highlight or Use Red for Hard Coding

Whenever you need to hard code a value that would otherwise be a formula, make sure you mark it for future reference.

Use Comments

Other users can’t read your brilliant mind, use comments so they understand.

Use Borders

Borders below titles make it easier for the user to differentiate between the titles and data.  Borders between sections of data may be helpful to categorize your data.  Borders between cells may make printouts easier to read.

Freeze Panes

Add in freeze panes at the top or left to make it easier for the user to scroll and peruse your spreadsheet.