Number Formatting, Round Functi

Number Formatting is a Façade

Diferent Types of Number Formatting
Round Function
Dynamic Spilled Array Formula

Formulas do not see the Number Formatting but use the actual valu
What DoesNumber
NumberFormatting
Formatting Do?you to change the appearance of numbers which is how th
allows
¨ including dates and times, without changing the actual number.
¨ The number format does not affect the cell value that Excel uses to perform calculatio
¨ Formulas do not see the Number Formatting but use the actual value on the cell to pe
¨ The actual value is displayed in the formula bar.
¨ Excel provides several types of number formats.

Our Example 1 above:

actual number that is in the cell. The Decrease Decimal button is used to display the n
™ but if you look at the formula bar you can still see all the decimals.
™ For example, the façade shows the number 5281, but underneath the actual number
Number Formatting is used here to display the numbers on the surface of the cell
™ changing the actual number that is in the cell.

General Number Formatting

¨ General Number Formatting = means no Number Formatting is applied
¨ General Number Formatting = what you see is actually what is stored in the cell
¨ General Number Formatting will ERASE all previously applied Number Formatting

Currency Number Formatting

¨ Has a floating Dollar symbol
¨ Decimals will usually line up
¨ Zeros will show as Zeros
¨ You have an option to choose how to show the negative values

Accounting Number Formatting

¨ Dollar symbol is fixed on the left edge of the cell
¨ Decimals always line up
¨ Zeros will show as dashes
¨ Negative values will show in parenthesis

When you MUST use ROUND Function

¨ You are required to ROUND when you are dealing with money (When Multiplying and
¨ You have extraneous decimals which are past the penny position
¨ You will use the formula result in a subsequent formula
When not to use ROUND Function
¨ When you are not doing calculation and are just looking at the number, you can use N

Rules for ROUND Function (Number of Digits to ROUND to):

¨ Round to the penny (hundredths position) use 2 for the number digits
¨ Round to Dollar (ones position) use 0 for the number digits
¨ Round to hundreds (hundrends position) use -2 for the number digits
¨ Round to thousands (thousands position) use -3 for the number digits

Some examples of when you will need to Round the numbers

¨ Payroll Calculation
¨ Gross Pay or Commission Calculations
¨ Invoice Calculations
¨ Tax Calculations

If you are using Excel 365:

With Spill formulas:
¨ You create one formula, and the formula will spill down the columns without you cop
¨ Formula is only in one cell, when you edit you will only edit in the cell that has the for
¨ You do not have to decide about using Relative or Absolute cell reference
¨ ALWAYS remember to select all the cells needed in the formula
¨ In the column where you are spilling the answers be sure the cells are empty to avoid
¨ You have fewer steps and use less effort.
tting, Round Function and Dynamic Spill Formula
matting is a Façade
pes of Number Formatting

illed Array Formula

but use the actual value on the cell to perform calculations.

 e of numbers which is how the Number is displayed,
umber.
cel uses to perform calculations. Balance Amount to Enter:
actual value on the cell to perform calculations. $37.50
$13.10
$2.87
$24.20

utton is used to display the number with no decimals $148.00

decimals. $10.00
derneath
on the actual
the surface of thenumber
cell (as isa façade)
5280.830802.
without $5.00

tting is applied
hat is stored in the cell
lied Number Formatting

values

money (When Multiplying and Dividing)

at the number, you can use Number Formatting

number digits

umber digits
number digits

he columns without you copying

dit in the cell that has the formula
te cell reference

the cells are empty to avoid getting #SPILL! error

Balance Amount to Enter:
What is Number Formatting?
Number Formatting is a Façade
Sales Rep Commission Amount
Faith 5281
Mason 3984
Carmen 3,571.15
Miles 4,012.08
Marcus $3,574.33
Violet $4,381.45
Cecelia $ 2,209.77
RoseMary $ 2,578.76

What Does Number Formatting Do?

Number Formatting allows you to change the appearance of numbers

displayed, including dates and times, without changing the actual num
 The number format does not affect the cell value that Excel uses to pe
 Formulas do not see the Number Formatting but use the actual value
 The actual value is displayed in the formula bar.
 Excel provides several types of number formats.

Our Example 1 above:

We have used Number Formatting to display the numbers but if you l
 see the actual number that is in the cell. The Decrease Decimal button
with no decimals but if you look at the formula bar you can still see al

For example, the façade shows the number 5281, but underneath the

Number Formatting is used here to display the numbers on the surfac
without changing the actual number that is in the cell.
earance of numbers which is how the Number is
ging the actual number.
hat Excel uses to perform calculations.
se the actual value on the cell to perform calculations.

umbers but if you look at the formula bar you will

ase Decimal button is used to display the number
you can still see all the decimals.
but underneath the actual number is 5280.830802.
mbers on the surface of the cell (as a façade)
cell.
Think of a Façade in the number formatting as an outward appearance that is maintained to conceal a less pleasant or credita
ceal a less pleasant or creditable reality.
What is Number Formatting?
Number Formatting is a Façade
Sales Rep Commission Amount
Faith 5280.830802
Mason 3983.904729
Carmen 3571.150356
Miles 4012.082280
Marcus 3574.325718
Violet 4381.451514
Cecelia 2209.766913
RoseMary 2578.761603

What Does Number Formatting Do?

Number Formatting allows you to change the appearance of number

displayed, including dates and times, without changing the actual num
 The number format does not affect the cell value that Excel uses to p
 Formulas do not see the Number Formatting but use the actual value
 The actual value is displayed in the formula bar.
 Excel provides several types of number formats.

Our Example 1 above:

We have used Number Formatting to display the numbers but if you
 see the actual number that is in the cell. The Decrease Decimal button
with no decimals but if you look at the formula bar you can still see a

For example, the façade shows the number 5281, but underneath the

Number Formatting is used here to display the numbers on the surfa
without changing the actual number that is in the cell.
 Think of a Façade in the number formatting as an o

earance of numbers which is how the Number is

nging the actual number.
that Excel uses to perform calculations.
use the actual value on the cell to perform calculations.

numbers but if you look at the formula bar you will

ease Decimal button is used to display the number
r you can still see all the decimals.
but underneath the actual number is 5280.830802.
mbers on the surface of the cell (as a façade)
cell.
the number formatting as an outward appearance that is maintained to conceal a less pleasant or creditable reality.
Example 2:

Examples of some Types of Number Formatting

General Currency Accounting

Balance Amount Balance Amount Balance Amount
37.5 37.5 37.5
13.1 13.1 13.1
0 0 0
24.2 24.2 24.2
148 148 148
-95 -95 -95
5 5 5
2.87 2.87 2.87

Example 3:

Number Formatting can save you time when you enter data

Currency Accounting
Balance Amount to Enter: Balance Amount Balance Amount
$37.50
$13.10
$2.87
$24.20
$148.00
$10.00
$5.00
 General Number Formattin
 General Number
 General Number
 General Number

Currency Number Formatti

 Has a floating Do
 Decimals will usu
 Zeros will show a
 You have an opti

Accounting Number Forma

 Dollar symbol is
 Decimals always
 Zeros will show a
 Negative values w

Note:
Number Formatting can save us time a lot of time with data entry
Formulas do not see number formatting
Formulas see spaces as characters
General Number Formatting
 General Number Formatting = means no Number Formatting is applied
 General Number Formatting = what you see is actually what is stored in the cell
 General Number Formatting will ERASE all previously applied Number Formatting

Currency Number Formatting

 Has a floating Dollar symbol
 Decimals will usually line up
 Zeros will show as Zeros
 You have an option to choose how to show the negative values

Accounting Number Formatting

 Dollar symbol is fixed on the left edge of the cell
 Decimals always line up
 Zeros will show as dashes
 Negative values will show in parenthesis
ell
tting
Example 2:

Examples of some Types of Number Formatting

General Currency Accounting

Balance Amount Balance Amount Balance Amount
37.5 $37.50 $ 37.50
13.1 $13.10 $ 13.10
0 $0.00 $ -
24.2 $24.20 $ 24.20
148 $148.00 $ 148.00
-95 -$95.00 $ (95.00)
5 $5.00 $ 5.00
2.87 $2.87 $ 2.87

Example 3:

Number Formatting can save you time when you enter data

Currency Accounting
Balance Amount to Enter: Balance Amount Balance Amount
$37.50 $37.50 $ 37.50
$13.10 $13.10 $ 13.10
$2.87 $2.87 $ 2.87
$24.20 $24.20 $ 24.20
$148.00
$148.00 $ 148.00
$10.00
$10.00 $ 10.00
$5.00
$5.00 $ 5.00
General Number Formattin
 General Number
 General Number
 General Number

Currency Number Formatti

 Has a floating Do
 Decimals will usu
 Zeros will show a
 You have an opti

Accounting Number Forma

 Dollar symbol is
 Decimals always
 Zeros will show a
 Negative values w
General Number Formatting
 General Number Formatting = means no Number Formatting is applied
 General Number Formatting = what you see is actually what is stored in the cell
 General Number Formatting will ERASE all previously applied Number Formatting

Currency Number Formatting

 Has a floating Dollar symbol
 Decimals will usually line up
 Zeros will show as Zeros
 You have an option to choose how to show the negative values

Accounting Number Formatting

 Dollar symbol is fixed on the left edge of the cell
 Decimals always line up
 Zeros will show as dashes
 Negative values will show in parenthesis
ell
tting
Example 4:

When you have formula in the cell, it is difficult to know what number is underneath since on the
you can only see the formula. If the number is formatted you can increase the Decimals or remov
Formatting by applying General to see what number is actually in the cell.

Price per Item Quantity Total Price Formula in cell C7 and C8

$51 2 Price per Item * Quantity
$51 2 Price per Item * Quantity

Formulas do not "see" the Number Formatting

1) The number format does not affect the cell value that Excel uses to perform calculation
2) Formulas do not see the Number Formatting but use the actual value on the cell to per
 s underneath since on the Formula bar
se the Decimals or remove the Number
ell.

uses to perform calculations.

ual value on the cell to perform calculations.
Example 4:

When you have formula in the cell, it is difficult to know what number is underneath since on the
you can only see the formula. If the number is formatted you can increase the Decimals or remov
Formatting by applying General to see what number is actually in the cell.

Price per Item Quantity Total Price Formula in cell C7 and C8

$50.50 2 $101.00 =A7*B7 Price per Item * Quantity
$51.00 2 $102.00 =A8*B8 Price per Item * Quantity

Formulas do not "see" the Number Formatting

1) The number format does not affect the cell value that Excel uses to perform calculation
2) Formulas do not see the Number Formatting but use the actual value on the cell to per
 s underneath since on the Formula bar
se the Decimals or remove the Number
ell.

uses to perform calculations.

ual value on the cell to perform calculations.
ROUND Function

When you MUST use ROUND Function

¨ You are required to ROUND when you are dealing with money (When Multiplying and Dividin
¨ You have extraneous decimals which are past the penny position
¨ You will use the formula result in a subsequent formula

When not to use ROUND Function

¨ When you are not doing calculation and are just looking at the number, you can use Number

Rules for ROUND Function (Number of Digits to ROUND to):

¨ Round to the penny (hundredths position) use 2 for the number digits
¨ Round to Dollar (ones position) use 0 for the number digits
¨ Round to hundreds (hundrends position) use -2 for the number digits
¨ Round to thousands (thousands position) use -3 for the number digits

Some examples of when you will need to Round the numbers

¨ Payroll Calculation
¨ Gross Pay or Commission Calculations
¨ Invoice Calculations
¨ Tax Calculations

Using Round Functions to Round Values

¨ To Round a Number to the nearest digit use ROUND(number, num_digits)
¨ To Round a Number down to the next lowest digit, use ROUNDDOWN(number, num_digits)
¨ To Round a Number up to the next highest digit, use ROUNDUP(number, num_digits)
¨ To Round a Number to the nearest Integer use INT(number)
¨ To Round a number to the nearest multiple of a value, use MROUND(number, multiple)
ultiplying and Dividing)

you can use Number Formatting

Number is the number to be rounded and the

umber, num_digits) Num_digits is the digits to round the number to.
, num_digits) Multiple is the multiple to be rounded to

mber, multiple)
We can use the ROUND function to remove unwanted decimals
How to ROUND by hand
1) Pick position you want to round to
2) look at digit to right:
5 or bigger ==>> add one to position you are rounding to and remove unwanted digits
4 or less ==>> remove unwanted digits

164.97351 164.97351 164.97351 164.9(7+0)351

164.97531 164.97531 164.97531 164.9(7+1)531

How to ROUND using Excel

Formula is: =ROUND(Number, Num_digits)
Number is the number to be rounded and the Num_digits is the digits to round the number to.

Weekly Pay No Number Format

Employee Tax Rate Gross Pay Tax Deduction
Tiana Anderson 0.0702 2350.05
ve unwanted digits

164.97
164.98

its is the digits to round the number to.

Currency Number Format ROUND Removes Decimals

does NOT Remove Decimals after Penny Position
Tax Deduction
We can use the ROUND function to remove unwanted decimals
How to ROUND by hand
1) Pick position you want to round to
2) look at digit to right:
5 or bigger ==>> add one to position you are rounding to and remove unwanted digits
4 or less ==>> remove unwanted digits

164.97351 164.97351 164.97351 164.9(7+0)351

164.97531 164.97531 164.97531 164.9(7+1)531

How to ROUND using Excel

Formula is: =ROUND(Number, Num_digits)
Number is the number to be rounded and the Num_digits is the digits to round the number to.

Weekly Pay No Number Format

Employee Tax Rate Gross Pay Tax Deduction
Tiana Anderson 0.0702 2350.05 164.97351
Formula in above cell is:
=D18*C18
move unwanted digits

164.97
164.98

igits is the digits to round the number to.

Currency Number Format ROUND Removes

does NOT Remove Decimals after Penny
Decimals Position
Tax Deduction
$164.97 $164.97
Formula in above cell is: Formula in above cell is:
=D18*C18 =ROUND(D18*C18,2)
Example 5: (Traditional Formula)

Tax Rate 0.0762

Weekly Pay No ROUND ROUND

Employee Gross Pay Tax Deduction Tax Deduction Type What you see:
Tiana Anderson 2350.05
Cinderelli Carson 1625.05
Carmen Williams 1525.25
Brixten Luis 875.00
Stella Farewell 2019.22
Total

Example 5b (Dynamic Spilled Array Formula):

Tax Rate 0.0762

Weekly Pay No ROUND ROUND

Employee Gross Pay Tax Deduction Tax Deduction
Tiana Anderson 2350.05
Cinderelli Carson 1625.05
Carmen Williams 1525.25
Brixten Luis 875.00
Stella Farewell 2019.22
Total

Example 6: (Traditional Formula)

Jewerly Trio
Invoice Number 125
Item Price Units Total
A pair of earings 5.55 15
Bracelets 2.45 50
Necklaces 8.9 10
Key chains 2.1 12
Subtotal $0.00 Tax Rate
Tax 10.40%
Total $0.00
Thanks for your Order!

Example 6b (Dynamic Spilled Array Formula):

 Jewerly Trio
Invoice Number 125
Item Price Units Total
A pair of earings 5.55 15
Bracelets 2.45 50
Necklaces 8.9 10
Key chains 2.1 12
Subtotal $0.00 Tax Rate
Tax 10.40%
Total $0.00
Thanks for your Business!

Example 7: (Traditional Formula)

Income Tax:

Tax Deduction
Rounded to
Taxable Amount dollar Tax Rate
$2,345.98 0.155
$345.49
$235.80
$2,541.12

Example 7b (Dynamic Spilled Array Formula):

Income Tax:

Tax Deduction
Rounded to
Taxable Amount dollar Tax Rate
$2,345.98 0.155
$345.49
$235.80
$2,541.12
Spill Formula
If you are using Excel 365:
With Dynamic Spilled Array Formulas:
¨ You create one formula, and the formula will spill down the columns without you copying
¨ Formula is only in one cell, when you edit you will only edit in the cell that has the formula
¨ You do not have to decide about using Relative or Absolute cell reference
¨ ALWAYS remember to select all the cells needed in the formula
¨ In the column where you are spilling the answers be sure the cells are empty to avoid getting #
¨ You have fewer steps and use less effort.
**Payroll Taxes and Invoices often times have to round to the penny.
**Sometimes for INCOME TAXES you have to round to the dollar.
umns without you copying
he cell that has the formula
reference

ells are empty to avoid getting #SPILL! error

Example 5: (Traditional Formula)

Tax Rate 0.0762

=B7*$B$3 =ROUND(B7*$B$3,2)
Weekly Pay No ROUND ROUND
Employee Gross Pay Tax Deduction Tax Deduction Type What you see:
Tiana Anderson 2350.05 $179.07381 $179.0700 179.07
Cinderelli Carson 1625.05 $123.82881 $123.8300 123.83
Carmen Williams 1525.25 $116.22405 $116.2200 116.22
Brixten Luis 875.00 $66.67500 $66.6800 66.68
Stella Farewell 2019.22 $153.86456 $153.8600 153.86
Total $639.66623 $639.6600 639.66
=SUM(C7:C11) =SUM(D7:D11) =SUM(F7:F11)

Example 5b (Dynamic Spilled Array Formula):

Tax Rate 0.0762

{=B21:B25*B17} {=ROUND(B21:B25*B17,2)}
Weekly Pay No ROUND ROUND
Employee Gross Pay Tax Deduction Tax Deduction
Tiana Anderson 2350.05 $179.07 $179.07
Cinderelli Carson 1625.05 $123.83 $123.83
Carmen Williams 1525.25 $116.22 $116.22
Brixten Luis 875.00 $66.68 $66.68
Stella Farewell 2019.22 $153.86 $153.86
Total #NAME? #NAME?
=SUM(_xlfn.anchora=SUM(_xlfn.anchorarray(D21))

Example 6: (Traditional Formula)

Jewerly Trio
Invoice Number 125
Item Price Units Total
A pair of earings 5.55 15 $83.25 =ROUND(B34*C34,2)
Bracelets 2.45 50 $122.50
Necklaces 8.9 10 $89.00
Key chains 2.1 12 $25.20
Subtotal $319.95 Tax Rate
Tax $33.27 10.40%
Total $353.22
Thanks for your Order!

Example 6b (Dynamic Spilled Array Formula):

 Jewerly Trio
Invoice Number 125
Item Price Units Total
A pair of earings 5.55 15 $83.25 {=ROUND(B48:B51*C48:C51,2)}
Bracelets 2.45 50 $122.50
Necklaces 8.9 10 $89.00
Key chains 2.1 12 $25.20
Subtotal $319.95 Tax Rate
Tax $33.27 10.40%
Total $353.22
Thanks for your Business!

Example 7: (Traditional Formula)

Income Tax:

Tax Deduction
Rounded to
Taxable Amount dollar Tax Rate
$2,345.98 $364.00 0.155
$345.49 $54.00
$235.80 $37.00
$2,541.12 $394.00 =ROUND(A64*$D$61,0)

Example 7b (Dynamic Spilled Array Formula):

Income Tax:

Tax Deduction
Rounded to
Taxable Amount dollar Tax Rate
$2,345.98 $364.00 0.155
$345.49 $54.00
$235.80 $37.00
$2,541.12 $394.00 {=ROUND(A71:A74*D71,0)}
Spill Formula
If you are using Excel 365:
With Dynamic Spilled Array Formulas:
¨ You create one formula, and the formula will spill down the columns without you copying
¨ Formula is only in one cell, when you edit you will only edit in the cell that has the formula
¨ You do not have to decide about using Relative or Absolute cell reference
¨ ALWAYS remember to select all the cells needed in the formula
¨ In the column where you are spilling the answers be sure the cells are empty to avoid getting #
¨ You have fewer steps and use less effort.
B48:B51*C48:C51,2)}

**Payroll Taxes and Invoices often times have to round to the penny.
**Sometimes for INCOME TAXES you have to round to the dollar.
umns without you copying
he cell that has the formula
reference

ells are empty to avoid getting #SPILL! error

Check what is misleading and correct it so that who ever is looking at your spreadsheet can see the e

Employee Sales Tax Deduction Tax Rate

Allie 200 19.9718 10%
Hallie 100 9.9859
Jeanette 320 31.95488
Mathew 400 39.9436
Amy 350 34.95065
Rhett 150 14.97885
Cortez 300 29.9577
Jonathan 400 39.9436
Adolph 500 49.9295
Bobby 600 59.9154
Rosella 700 69.9013
Annmarie 200 19.9718
Jarrod 400 39.9436
spreadsheet can see the exact numbers used for the Tax deduction calculation
Check what is misleading and correct it so that who ever is looking at your spreadsheet can see the e

Employee Sales Tax Deduction Tax Rate

Allie 200 19.9718 9.98590%
Hallie 100 9.9859
Jeanette 320 31.95488
Mathew 400 39.9436 The Tax Rate 10% is not exactly what we see as the
Amy 350 34.95065 The correct Tax Rate is 9.9859%
Rhett 150 14.97885 Formulas do not see the number formatting and use
Cortez 300 29.9577
Jonathan 400 39.9436
Adolph 500 49.9295
Bobby 600 59.9154
Rosella 700 69.9013
Annmarie 200 19.9718
Jarrod 400 39.9436
 spreadsheet can see the exact numbers used for the Tax deduction calculation

xactly what we see as the decimals have been decreased.

umber formatting and uses the exact value or the underlying value in the cell
Calculate the Tax Deduction for each employee and then add to get the Total Tax D
Add Accounting or Currency Number Formatting to the Gross Pay, Tax Deduction an

Employee Gross Pay Tax Deduction Tax Rate

Allie 5623.62 2.7570%
Hallie 2769.57
Jeanette 3951.57
Mathew 5637.56
Amy 4060.26
Rhett 5286.04
Cortez 5340.88
Jonathan 2269.03
Adolph 2935.84
Bobby 4227.98
Rosella 6284.29
Annmarie 6700.33
Jarrod 6591.02
Total Tax Deduction
get the Total Tax Deduction
y, Tax Deduction and the Total Tax Deduction
Calculate the Tax Deduction for each employee and then add to get the Total Tax D
Add Accounting or Currency Number Formatting to the Gross Pay, Tax Deduction an

Employee Gross Pay Tax Deduction Tax Rate

Allie 5623.62 $ 155.04 2.7570%
Hallie 2769.57 $ 76.36
Jeanette 3951.57 $ 108.94
Mathew 5637.56 $ 155.43
Amy 4060.26 $ 111.94
Rhett 5286.04 $ 145.74
Cortez 5340.88 $ 147.25
Jonathan 2269.03 $ 62.56
Adolph 2935.84 $ 80.94
Bobby 4227.98 $ 116.57
Rosella 6284.29 $ 173.26
Annmarie 6700.33 $ 184.73
Jarrod 6591.02 $ 181.71
Total Tax Deduction #NAME?
get the Total Tax Deduction
y, Tax Deduction and the Total Tax Deduction