Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Maintaining Text Formatting in a Lookup.

Maintaining Text Formatting in a Lookup

by Allen Wyatt
(last updated October 25, 2014)

When you enter text into a worksheet, you can format that text in either of two ways: You can format all the text in the cell, or you can format just some of the text in the cell. Formatting all the text should be familiar to all readers, as it is quite common to make the contents of a cell bold or change its font.

Formatting some of the text within a cell may not be done as often, but it is just as easy to do as formatting the entire cell. All you need to do is, while editing the cell contents, select the text you want to format and then apply the desired formatting properties. For instance, you could make some portion of the text bold or some of it underlined. You can also change the font used by certain characters in a cell, which is often done to insert symbols in a cell or to use foreign-language characters within your regular text.

While formatting can make your information more understandable, and may in fact be required for your particular worksheet, there are some drawbacks. One of the biggest drawbacks is when you use formulaic references to the formatted text. Excel will only copy the bare contents of the referenced cell, not the formatting applied to text within that cell.

As an example, suppose you have a cell that contains Greek letters interspersed within the text of a cell, and you reference that cell in a formula such as the following:

=HLOOKUP(B7,A16:A29,C3)

Excel dutifully copies the contents of the cell, returning as the results of the formula, but it does not copy the formatting of the cell being referenced. This behavior is not limited to lookup functions, either; Excel behaves this way even with simple formulas, such as =B7.

There is no way around this drawback, short of writing a rather complicated macro that copies formats as well as content. Macros that copy cell formatting have been covered in past issues of ExcelTips; macros that copy individual character formatting within a cell are complex enough that they are beyond the scope of ExcelTips itself.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2318) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Maintaining Text Formatting in a Lookup.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Exiting a For ... Next Loop Early

If you use For ... Next loops in your macros, make sure you give a way to jump out of the loop early. That way you can limit ...

Discover More

Word Styles and Templates

Styles are at the heart of Word's formatting power. Understanding how to use styles can greatly increase your ability to ...

Discover More

Random Numbers in a Range

Excel provides several different functions that you can use to generate random numbers. One of the most useful is the ...

Discover More

Save Time and Supercharge Excel! Automate virtually any routine task and save yourself hours, days, maybe even weeks. Then, learn how to make Excel do things you thought were simply impossible! Mastering advanced Excel macros has never been easier. Check out Excel 2010 VBA and Macros today!

More ExcelTips (menu)

Finding the Directory Name

Need to know the directory (folder) in which a workbook was saved? You can create a formula that will return this information ...

Discover More

Filling References to Another Workbook

When you create references to cells in other workbooks, Excel, by default, makes the references absolute. This makes it ...

Discover More

Formulas Don't Calculate as Formulas

Enter a formula (starting with an equal sign) and you may be surprised if Excel doesn't calculate the formula. Here's a good ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 8Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is eight minus 3?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.