5 Ways to Apply Total Cell Style in Excel

Applying the right cell styles in Excel is not just about making your spreadsheets look pretty; it's a crucial part of organizing data effectively. Whether you're working on financial reports, tracking project progress, or simply organizing a personal budget, Excel's Total Cell Style can help your data stand out and communicate key insights at a glance. Here are five detailed ways to leverage this feature:

Understanding Total Cell Style

Before we delve into how to apply it, let’s understand what the Total Cell Style in Excel entails:

• Visual Cue: It typically uses a different fill color, often blue, to distinguish it from other cells.
• Predefined Format: This style automatically applies bold text, thick borders, and sometimes a specific number format like currency or percentage.

The purpose is to make cells containing totals or subtotals instantly recognizable.

Method 1: Using Predefined Cell Styles

Excel comes with a set of predefined cell styles, including the Total style:

1. Select the cell or range of cells where you want to apply the Total style.
2. Navigate to the Home tab on the Ribbon.
3. Click on Cell Styles in the Styles group.
4. From the dropdown menu, under “Titles and Headings,” select Total.

🖋️ Note: Predefined styles are customizable, so if your version of Excel doesn’t offer the Total style, look for one that closely resembles it.

Method 2: Creating a Custom Total Cell Style

If the predefined styles don’t meet your needs, you can create your own Total Cell Style:

1. Select a cell with your desired formatting or customize one to your liking.
2. Go to Home > Cell Styles > New Cell Style.
3. Name your style, for example, “Custom Total.”
4. Click Format, set your preferred font, fill, borders, and number format.
5. Apply it to your data by selecting cells and choosing your newly created style from Cell Styles.

⚠️ Note: Custom styles can be reused across different spreadsheets by merging them into the workbook’s style library.

Method 3: Conditional Formatting for Dynamic Totals

Conditional formatting can be used to apply the Total Cell Style dynamically:

1. Select the cells where totals might appear.
2. Go to Home > Conditional Formatting > New Rule.
3. Choose “Use a formula to determine which cells to format.”
4. Use a formula like =A2=SUM(A1:A100) to apply the format to cells with a total calculation.
5. Click Format and set the same style attributes as the Total style.

Method 4: Using Excel Tables

Excel tables can automatically style and format your data, including totals:

1. Select your data range or column with totals.
2. Press Ctrl+T or go to Insert > Table.
3. Ensure that My table has headers is checked.
4. In the Table Styles gallery, choose one with a total row format, or manually add a total row via Table Tools > Design.

Method 5: VBA for Automated Application

If you work with Excel extensively, VBA can automate applying styles:

1. Open the VBA Editor with Alt+F11.
2. Insert a new module and define a subroutine like:

Sub ApplyTotalStyle()
    Range(“E10”).Select
    With Selection.Interior
        .Color = RGB(0, 112, 192)
        .Pattern = xlSolid
    End With
    With Selection.Font
        .Bold = True
        .Color = vbWhite
    End With
    Selection.Borders.LineStyle = xlContinuous
    Selection.NumberFormat = “#,##0.00”
End Sub

💡 Note: VBA code can be saved as a macro and added to the Ribbon for quick access.

In summary, the Total Cell Style in Excel is a versatile tool for enhancing your data visualization. By applying it through predefined styles, custom formats, conditional formatting, table styles, or VBA, you can ensure that your totals stand out, making your spreadsheets not only more readable but also more professional. Remember, the key is not just about applying style but doing so in a way that supports the data's purpose and presentation, enhancing its clarity and impact.