Be able to format numerical values to display currency symbols

Topic 16 – Graphs and Charts

Objective: Format numerical values to display currency symbols

When creating financial graphs or charts, the values must be clearly identified as monetary amounts. This is achieved by formatting the numbers with the appropriate currency symbol (e.g., $, £, €, ¥) and by applying standard number‑formatting rules such as decimal places and thousand separators.

Why currency formatting matters

• Prevents misinterpretation of data (e.g., 5000 vs. $5,000).
• Ensures consistency across tables, charts, and reports.
• Helps meet examination requirements for IGCSE ICT.

Steps to format numbers as currency in a spreadsheet

1. Select the cell or range containing the numeric values.
2. Open the Format Cells dialog (usually via right‑click ► Format Cells or the toolbar).
3. Choose the Number tab and then the Currency category.
4. Select the required currency symbol from the drop‑down list.
5. Set the number of decimal places (commonly 2 for cents/pence).
6. Decide whether negative numbers should be shown in red, with a minus sign, or in parentheses.
7. Click OK to apply the format.

Common currency formats

Using a formula to add a currency symbol

If you need the formatted value as text (for concatenation or labels), the TEXT function can be used:

\$\text{=TEXT(A2, "\$#,##0.00")}\$\$

This returns a text string such as "$1,234.56". Remember that the result is text, not a numeric value, so it cannot be used directly in calculations.

Applying currency formatting to chart data

• Format the source data range first (as described above).
• When the chart is created, most spreadsheet programs automatically inherit the cell format for axis labels and data labels.
• If the chart does not display the symbol, use the chart’s Format Axis or Data Labels options to set the number format manually.

Example: Preparing a bar chart of monthly sales

Assume the following raw data (in column B) for sales in dollars:

After applying the $#,##0.00 format to column B, create a bar chart using the month names as categories and the formatted sales figures as values. The vertical axis will automatically show the dollar sign.

Key points to remember for the exam

• Always choose the correct currency symbol for the context.
• Use two decimal places unless the currency does not use cents/pence.
• Check that negative values are displayed clearly (red or parentheses).
• Verify that the chart’s axis and data labels reflect the formatted values.