XL: Unexpected Behavior with Numbers Formatted as Text

ID: Q141765

The information in this article applies to:

Microsoft Excel for Windows, versions 5.0, 5.0c
Microsoft Excel for Windows 95, versions 7.0, 7.0a
Microsoft Excel 97 for Windows
Microsoft Excel for the Macintosh, versions 5.0, 5.0a
Microsoft Excel for the Power Macintosh, versions 5.0, 5.0a

SYMPTOMS

In Microsoft Excel, if a number is formatted with the Text number format, and you attempt to change the format to something other than Text, the number may not be changed as you expect.

CAUSE

This behavior is by design. When you format a cell using the Text number format, the cell is changed and anything that is entered is displayed as text.

WORKAROUND

To work around this behavior, use any of the following methods to reenter the numbers in the reformatted cells.

Method 1: Retype the Numbers

After you change the format, retype the numbers.

Method 2: Select Edit Directly In Cell

On the Tools menu, click Options or Preferences, click the Edit tab, and verify that the Edit Directly In Cell check box is selected. Double-click the cell you want to format, and press ENTER.

Method 3: Use a Visual Basic for Applications Procedure

Microsoft provides programming examples for illustration only, without warranty either expressed or implied, including, but not limited to, the implied warranties of merchantability and/or fitness for a particular purpose. This article assumes that you are familiar with the programming language being demonstrated and the tools used to create and debug procedures. Microsoft support professionals can help explain the functionality of a particular procedure, but they will not modify these examples to provide added functionality or construct procedures to meet your specific needs. If you have limited programming experience, you may want to contact the Microsoft fee-based consulting line at (800) 936-5200. For more information about the support options available from Microsoft, please see the following page on the World Wide Web:

   http://www.microsoft.com/support/supportnet/refguide/

Create a Visual Basic for Applications macro to reenter the numbers in the selected cell or range of cells. Type the following code in a module sheet:

   Sub Enter_Values()
      For Each xCell In Selection
         xCell.Value = xCell.Value
      Next xCell
   End Sub

Before you run this procedure, switch to the worksheet that contains the numbers you want to reentered; select the range of cells that contain those numbers, and then run the macro.

Method 4: Use Paste Special

To use this method, follow these steps:

1. Type the value 1 in a blank cell on the worksheet.

2. Select the cell that contains the value 1 and click Copy on the Edit

   menu.

3. Select the range that contains the numbers that are formatted as text.

   Click Paste Special on the Edit menu. Under Operation, click Multiply
   and click OK.

MORE INFORMATION

To format a number as text, follow these steps:

1. Select a single cell or a range of cells.

2. On the Format menu, click Cells.

3. On the Number tab, under Category, click Text, and click OK.

4. In the cell or range of cells selected, type numeric values.

After following these steps, you cannot change the format back to a number without reentering the numbers.

NOTE: If you enter numbers before formatting the cells to use the Text number format, they remain numbers, but they are aligned to the left in the cell to appear as text.

REFERENCES

Microsoft Excel 97

For more information about formatting numbers as text, click the Office Assistant, type "Format numbers as text," click Search, and then click to view "Format numbers as text."

NOTE: If the Assistant is hidden, click the Office Assistant button on the Standard toolbar. If Microsoft Help is not installed on your computer, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID: Q120802
   TITLE     : Office: How to Add/Remove a Single Office
               Program or Component

Microsoft Excel 7.0

For more information about formatting numbers as text, click the Answer Wizard in Help and type:

   How do I format numbers as text

Microsoft Excel 5.0

"User's Guide," version 5.0, Chapter 9, "How Microsoft Excel Interprets What You Enter"

For more information about Formatting numbers as text, click the Search button in Help and type:

   numbers, formatting

Additional query words: 5.00 7.00 8.00 97 XL97

Keywords          : kbualink97 xlformat xlformula 
Version           : WINDOWS:5.0,5.0c,7.0,97; MACINTOSH:5.0,5.0a
Platform          : MACINTOSH WINDOWS
Issue type        : kbprb

Last Reviewed: May 17, 1999