Styles in Excel
Content
Introduction
This article has also been published on Microsoft's MSDN site:
Using Styles to Dress Up Your Worksheets in Excel 2007
This article explains how you can use styles to ease maintenance of your
spreadsheet models.
Microsoft has made it very easy to dress up your worksheets with all
sorts of fill patterns, borders and other frills. Because formatting of
cells is often done in an ad-hoc manner, many spreadsheet pages look messy.
By consistently using cell styles (instead of changing parts of the cell's
formatting) you will be forced to think about the structure of your work.
Religiously using styles may even force you to reconsider the overall structure
of the entire spreadsheet model: The quality of the computational model
itself may be positively affected.
I therefore consider Styles as being underused, underestimated and under
exposed.
How styles work
A style is just a set of cell formatting settings which has been given
a name. All cells to which a style has been applied look the same formatting-wise.
When you change a part of a style, all cells to which that style has been
applied change their formatting accordingly.
Use of styles takes some getting accustomed to, but may bring you great
advantage. Imagine showing your nicely formatted sheet to your boss. Then
your boss asks you if you could please change all input cells to having
a light-yellow background fill, instead of a dark yellow one. For a large
model, this may imply a huge amount of work. Would you have used styles,
then it would have been a matter of seconds.
Styles are in fact an addition. Cell formatting is the sum of the applied
style and all modifications to individual formatting elements on top of
that style. What parts of the formatting options are included in a style
is determined during the definition of the style (See screenshot below).
You access the style dialog from the Home Tab, Styles group, Cell Styles
button:
Excel enables you to access the styles by clicking the dropdown next to
the styles gallery. The screen to create a new style looks like this (if
you click the New Cell Style option in the style gallery):
When you apply a style to a cell followed by another style, the end result
will be an addition of the selected parts of both styles. What the end result
of such an addition of styles will be, depends on which elements of both
styles have been selected as being part of the style (this will be discussed
later). Theoretically, this would have enabled us to use cascading styles,
but unfortunately Excel does not keep a record of the order of applied styles.
Only the last style is remembered. Also, styles can not be derived from
other styles whilst maintaining a link to the parent style. Changes to the
"original" style are not reflected in the "child" styles.
Creating styles
A convenient method to create a new style is by selecting a cell which
has all formatting options in place which you want to incorporate in the
new style. Select the cell and click the Home tab, click the New Cell Style
button at the bottom of the Styles gallery.
The Styles dialog screen.
To create a new style, simply type its name in the box "Style name".
By default, all formatting elements are checked. Remove the checkmarks for
the formatting elements you want to omit from the style you are creating
(The dialog shown above has the Number and Alignment elements turned off).
Use the "Modify..." button to adjust the elements to your needs. Excel
will show the standard "Format cells " dialog screen:
The format cells dialog screen, as shown after clicking
Modify... on the Style dialog.
Note, that the elements in the Style dialog are identical to the tabs
on the Format Cells dialog.
Note: As soon as you change a formatting element on a tab that was not
selected on the Style dialog, Excel will automatically check that element
for you; it will become part of that style.
Note that the style dialog will update/add the style, but
the style will not be applied to the selected cells.
Applying styles
To apply a style to a cell, you simply click the Home tab and in the
Styles group you Expand the Cell Styles gallery and click a style.
Deviate from a style
If you have applied a style to a set of cells and you change a formatting
element of one of those cells, then modifications to that particular element
of the style will no longer be applied to the modified cell.
So after changing a font attribute (like Bold) of a cell, changing the
font attributes of the style will update all cells, except the one you just
modified:
Series of cells with one style, 1 cell deviates from that
style.
You can restore the style of a cell simply by selecting the cell and
choosing the style from the style gallery.
Tips for using styles
Managing styles
If you like to keep an overview of what styles are available in your
file I'd advise you to add a special worksheet to your workbook. Put the
names of the styles in column A and an example output in column B:
Table with styles in a worksheet
If you need to adjust a style, select the cell in column B and adjust
the style settings from there.
Creating a new style based on an existing one is easy now: Just copy
the applicable row and insert it anywhere in the table. Select the cell
in column B of the newly inserted row and choose Home, Cell styles gallery,
New Cell Style. Enter the name of the new style and click the Format button
to change the style details. Don't forget to update the Style name in column
A too.
Using styles
I advise you to use styles as strictly as you can. Avoid modifying one
formatting element of a cell with a style. Instead, consider if it is worth
the effort to add a new style. If for instance you have a style for percentage
with 2 decimal places and you have a cell which requires three, then add
a style for that purpose. You can thank me later.
Adapting this method will likely trigger you to think about what cell
styles your document will need. By doing this your Excel models will gradually
improve. You'll gain in consistency and loose the ad-hoc (often messy) formatting
jungle.
Use functional sets of styles
By looking at your Excel model you will likely be able to categorise
your workbook cells into various categories:
- Input cells
Cells that are the main input to your model
- Parameter cells
Cells that contain constants for your model, such as boundaries.
- Output cells
Cells in an area that is meant for output, such as printing or presenting
the results of a calculation on screen.
- Calculation cells
The cells where the actual calculation work is performed
- Boundary cells
By shading otherwise empty cells you can easily make areas with differing
functions stand out from other areas.
Consider creating styles for each of these cell functions, each (e.g.)
having its own fill color. Don't forget to make decisions on whether or
not a style's locked property needs to be on or off. If you use a system
like this, it becomes very easy for you to maintain your file. Imagine how
easy it now becomes to change a cell from an input to an output cell: you
change its style. Done.
The little VBA routines shown below will greatly easy your work with
styles. As an important side effect, these also show you how the style object
works in VBA.
Find cells with a certain style
This routine find cells with a style containing "demo" in its name:
Sub FindaStyle()
Dim oSh As
Worksheet
Dim oCell As
Range
For Each
oSh In ThisWorkbook.Worksheets
For
Each oCell In oSh.UsedRange.Cells
If oCell.Style Like
"*demo*" Then
Application.GoTo oCell
Stop
End If
Next
Next
End Sub
As soon as a cell is encountered with a style that matches that name
filter, the code stops (Stop) and you can check out the cell in detail.
Creating a list of styles
This sub adds a table of your styles on a worksheet named "Config - Styles":
Sub ListStyles()
Dim oSt As
Style
Dim oCell As
Range
Dim lCount As
Long
Dim oStylesh As
Worksheet
Set oStylesh = ThisWorkbook.Worksheets("Config
- Styles")
With oStylesh
lCount = oStylesh.UsedRange.Rows.Count
+ 1
For
Each oSt In ThisWorkbook.Styles
On Error
Resume Next
Set oCell = Nothing
Set oCell = Intersect(oStylesh.UsedRange,
oStylesh.Range("A:A")).Find(oSt.Name, _
oStylesh.Range("A1"), xlValues, xlWhole, , , False)
If oCell Is
Nothing Then
lCount = lCount
+ 1
.Cells(lCount,
1).Style = oSt.Name
.Cells(lCount,
1).Value = oSt.NameLocal
.Cells(lCount,
2).Style = oSt.Name
End If
Next
End With
End Sub
Clear all formatting of cells and re-apply their styles
The code below removes all formatting of all cells and subsequently re-applies
their style to them.
Watch out: if you have not adhered to using styles strictly, you may
lose all formatting in your file!!!
Sub ReApplyStyles()
'Resets styles of cells to their original style (resets
all formatting done on top of ANY style)
Dim oCell As
Range
Dim oSh As
Worksheet
If MsgBox("Proceed with care:" &
vbNewLine & vbNewLine & _
"This
routine will erase all formatting done on top of the existing cell styles." &
vbNewLine & _
"Continue?",
vbCritical + vbOKCancel + vbDefaultButton2, GSAPPNAME) = vbOK
Then
For
Each oSh In ActiveWindow.SelectedSheets
For
Each oCell In oSh.UsedRange.Cells
If
oCell.MergeArea.Cells.Count = 1 Then
oCell.Style
= CStr(oCell.Style)
End
If
Next
Next
End If
End Sub
Replace one style with another
The code below uses a list with two columns. The column on the left contains
the names of existing styles. The column to its immediate right contains
the names of the style you want to replace them with.
The code will run through the selected cells in the left column and check
if the style name in the column to its right differs. If so, it will prompt
you with the alternative name. Clicking OK will cause the code to update
ALL cells to which the old style was applied to the new style. Before running
this sub you need to select the cells in the left hand column.
Sub FixStyles()
'-------------------------------------------------------------------------
' Procedure : FixStyles
' Company : JKP Application Development
Services (c)
' Author : Jan Karel Pieterse
' Created : 4-10-2007
' Purpose : Replaces styles with the replacement
style as defined by a two column list.
'
column 1 should contain the existing style, col 2 the replacing style
'-------------------------------------------------------------------------
Dim sOldSt As
String
Dim sNewSt As
String
Dim oSh As
Worksheet
Dim oCell As
Range
Dim oSourceCell
As Range
Set oSourceCell = ActiveCell
While oSourceCell.Value <> ""
sOldSt = oSourceCell.Value
sNewSt = InputBox("Please enter replacement
style for:" & sOldSt, "Style changer", oSourceCell.Offset(, 1).Value)
If sNewSt =
"" Then Exit
Sub
If sNewSt <>
"" And sNewSt <> sOldSt Then
For Each oSh
In ThisWorkbook.Worksheets
For Each oCell
In oSh.UsedRange
If oCell.Style = sOldSt
Then
Application.GoTo oCell
On Error
Resume Next
oCell.Style = sNewSt
End If
Next
Next
End
If
Set oSourceCell
= oSourceCell.Offset(1)
Wend
End Sub
Removing formating from an Excel Table
Suppose you have just converted a range to a table (see
this article), but the range had some formatting set up such as background
fills and borders. Tables allow you to format things like that automatically,
but now your preexisting formatting messes up the table formatting. One
way to overcome this is by changing the style of the cells in the table
back to the Normal style. This however removes your number formats too.
The little macro below fixes that by first making a copy of the normal style,
setting its Number checkbox to false and then applying the new style without
number format to the table. Finally it applies the tablestyle and deletes
the temporary style:
Sub RemoveFormattingOfTable()
Dim oStNormalNoNum
As Style
On Error
Resume Next
Set oStNormalNoNum = ActiveWorkbook.Styles("NormalNoNum")
On Error
GoTo 0
If oStNormalNoNum
Is Nothing
Then
ActiveWorkbook.Styles.Add "NormalNoNum"
Set oStNormalNoNum
= ActiveWorkbook.Styles("NormalNoNum")
oStNormalNoNum.IncludeNumber =
False
End If
With ActiveSheet.ListObjects(1)
.Range.Style = "NormalNoNum"
'Now apply tablestyle:
.TableStyle = "TableStyleLight1"
End With
ActiveWorkbook.Styles("NormalNoNum").Delete
End Sub
Conclusion
There is a lot to gain by using styles in your Excel work. To name but
a few:
- Consistent formatting of your models
- Ease of maintenance
- A strict use of styles leads to a structured way of working
- Less problems with your file (There is a limit on how many different
cell formats Excel can handle).
With this article I have tried to give insight in the use of styles in
Excel. If you have comments, suggestions or questions, please don't hesitate
to use the comment form below each page!
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