How to Use Phone Number Format in Excel

Phone Number Formatting in Excel

Phone Number Data Types

When working with phone numbers, you should be able to find the correct data type to represent them. They are presented as a special string of text with numeric characters in them. A general format of a US-based phone number is (xxx) xxx-xxxx. If the phone numbers are displayed in a correct format, they will be easy to read and understand.

Regular Challenges with Phone Numbers

There are several challenges that you may face when working with phone numbers:

• Phone numbers are of inconsistent format.
• There are missing or extra digits.
• Country codes in the phone number add a layer of complexity.
• Non numeric charcaters like parentheses and dashes.

These issues can create confusion and make the data unreliable.

 

How to Format Phone Numbers

Number Formats

Follow the steps below to use built-in formats to standardise the phone number format in Excel:

STEP 1: Select the range containing the phone numbers and then right-click and choose Format Cells.

STEP 2: Navigate to ‘Special’ and select ‘Phone Number’.

The selected phone number format will be displayed.

Custom Formats

When the built-in options don’t quite meet our needs, creating a custom phone number format in Excel allows for more distinctive styles to be applied. Starting this process means selecting the desired cells and accessing the ‘Format Cells’ dialog box. In the ‘Number’ tab, choosing ‘Custom’ from the category list opens up possibilities for a tailored approach.

A custom format can include spaces, dashes, parentheses, and even country codes. For example, to format a typical U.S. phone number, one might enter something like this [<=9999999]###-####;(###) ###-####.

The custom format [<=9999999]###-####;(###) ###-#### in Excel displays numbers based on their length. Numbers with 7 digits or fewer are shown as 123-4567, while numbers greater than 7 digits are formatted as (123) 456-7890. This makes sure that the proper phone number styling is applied automatically.

 

Use Excel Functions for Phone Number Management

TEXT Function

The TEXT function is used to convert values to text and then apply the format that you need. The syntax of this function is:

=TEXT(value, format_text)

To display a phone number in a custom format, use the formula:

Once you apply this function, the phone number will be displayed in the exact pattern mentioned in the formula.

TEXTJOIN and SUBSTITUTE

The TEXTJOIN function is used to combine multiple text strings, similar to the CONCATENATE function. However, one additional benefit it provides is the ability to select a delimiter for these text strings.

When formatting a phone number, you can use this function to combine the area code, prefix and line number and then add a delimiter like a space.

Now, you can use the SUBSTITUTE function to replace the space with a dash in the cell. This function is useful in cleaning up data when imported from various sources and creating a standard phone number format.

By using these two functions, you can easily convert a disorganised list of phone numbers into a perfectly formatted one.

 

Practical Applications

Improving Data Consistency and Presentation

Proper phone number formatting in Excel is important for enhancing data consistency and the overall presentation of a spreadsheet. When phone numbers adhere to a uniform format, it not only appears more professional but also makes the data easier to read and analyse. I’ve found that this uniformity is particularly beneficial when sharing files with colleagues or clients, as it avoids misunderstandings and checks everyone interprets the data correctly.

Furthermore, utilising Excel’s features to maintain a consistent phone number format streamlines the integration of the spreadsheet with other applications, such as Customer Relationship Management (CRM) systems or automated dialling software. This integration is hassle-free because the data is already neatly organised and requires no additional manipulation.

Preparing Phone Numbers for Telecommunication Systems

Preparing phone numbers correctly in Excel is critical for interfacing with telecommunication systems, which often necessitate precise number formats for functionality. For instance, a system may require the removal of special characters like dashes and spaces or the inclusion of international dialing codes. I make it a point to ascertain the exact requirements of the system in use and process the phone number data accordingly.

By applying Excel’s text functions or custom formats, I transform the dataset into a form that’s compatible with the telecommunication system’s expectations. Achieving this harmony between the data and the system aids in preventing errors in call processes and assures efficient operation.

 

FAQs

How to format a phone number in Excel?

You can format a phone number in Excel by following the steps below:

• Right-click on the cell
• Select Format Cells
• In the dialog box, select Special.
• Select the phone number from the available list.
• If it’s not present, select Custom.
• Type the format in the placeholder.
• Click OK.

How to keep the phone number format in multiple cells the same?

To apply a uniform phone number format to multiple cells in Excel, first select the range of cells you want to format. Then, right-click on the selection, choose ‘Format Cells’, and follow the same steps as formatting a single cell—either by choosing a special phone number format or by entering a custom format under the ‘Custom’ category. This will apply your chosen format to all selected cells at once.

Can Excel automatically recognise and format phone numbers upon entry?

Excel cannot automatically recognise and format phone numbers as they’re entered without setting up such a feature. However, you can create data entry rules using Data Validation or employ VBA macros to trigger formatting once a phone number is entered. Alternatively, formatting the column in advance with a custom phone number format can make sure that numbers entered adhere to that format, though this won’t work for every variation of phone number structures.

How to format a phone number in Excel without dashes?

To format a phone number in Excel without dashes, you can use a custom format that excludes them. Select the cells with phone numbers, right-click, and choose ‘Format Cells’. In the Custom category, you could enter a format like (000) 0000000, which would display the number as (123) 4567890. Alternatively, the TEXT formula with a similar custom format will also convert your phone numbers to the desired text format without including dashes.

How to change the current country code in Excel?

You can change the current country code in Excel by using the SUBSTITUTE function. This function will replace the existing country code with a new one. For example: To change the country code from UK to US, you can use the formula:

=SUBSTITUTE(A1, “+44”, “+1”)

The cuountry code of UK i.e. 44 will be replaced with the country code of US i.e. 1.