Storing a number as text in Excel can be a bit tricky, but it’s super useful for things like zip codes or phone numbers. You’ll learn how to do this in a few simple steps, ensuring that your data stays exactly as you want it.
How to Store a Number as Text in Excel
By following the steps below, you will be able to store any number as text in Excel. This ensures that Excel won’t automatically format or change the number, which is essential for some data types.
Step 1: Select the Cell or Range
Click on the cell or range of cells where you want to store the number as text.
Selecting the right cell is crucial because it sets the stage for everything else. If you want to apply this to multiple cells, click and drag to highlight the entire range.
Step 2: Right-Click and Choose "Format Cells"
Right-click on the selected cell(s) and choose "Format Cells" from the context menu.
This step opens up the formatting options for your selected cells. You’ll see a wide range of formatting choices here, but don’t get overwhelmed.
Step 3: Select "Text" from the Category List
In the "Format Cells" dialogue box, click on "Text" under the Category list.
Choosing "Text" ensures that Excel will treat whatever you enter into the cells as text, even if it looks like a number.
Step 4: Click "OK" to Apply the Format
Click "OK" to apply the text format to the selected cells.
This confirms your choice and applies the text format to the selected cells. Now, anything you type into these cells will be treated as text.
Step 5: Enter Your Number
Type your number into the formatted cell(s).
When you enter your number, you’ll notice that it aligns to the left by default, indicating it’s being treated as text.
After completing these steps, your number will be stored as text in Excel, meaning Excel won’t automatically reformat or change it.
Tips for Storing a Number as Text in Excel
- Leading Zeros: If your number has leading zeros, storing it as text ensures those zeros are not lost.
- Phone Numbers and Zip Codes: For phone numbers and zip codes, always store them as text to avoid formatting issues.
- Apostrophe Shortcut: You can type an apostrophe (‘) before your number to quickly format it as text.
- Checking Cell Format: Double-check the cell format by selecting the cell and looking at the format box in the toolbar.
- Consistency: Keep your data consistent by formatting similar columns (like zip codes) as text.
Frequently Asked Questions about Storing a Number as Text in Excel
Can I change multiple cells at once to text format?
Yes, you can select a range of cells and apply the text format to all of them at once.
Will storing a number as text affect calculations?
Yes, numbers stored as text won’t be included in calculations. Make sure this is what you want before formatting.
How do I convert text back to a number?
Select the cell, choose "Format Cells," and then select "Number" from the category list.
Can I use formulas on numbers stored as text?
You can, but you might need to use functions like VALUE to convert the text back to a number within your formula.
Why does Excel change my number to scientific notation?
Excel typically does this for very large numbers. Storing the number as text prevents this automatic formatting.
Summary
- Select the cell or range.
- Right-click and choose "Format Cells".
- Select "Text" from the category list.
- Click "OK" to apply the format.
- Enter your number.
Conclusion
Storing a number as text in Excel is a handy trick to ensure your data remains exactly as you intend. Whether you’re working with phone numbers, zip codes, or any other data that should not be altered by Excel’s automatic formatting, these steps will help you keep everything in check. Next time Excel tries to change your data, you’ll be ready to keep things just the way you want them. For more Excel tips and tricks, check out additional resources or tutorials. Keeping your data accurate and well-formatted is crucial for any project, and this simple technique can save you a lot of headaches down the line. Happy Excel-ing!
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.