By the end of this lesson you will be able to adjust row height, column width and overall cell size so that all data, labels and formulae are fully visible in a spreadsheet.
Why Adjust Sizes?
Prevents data from being hidden or truncated.
Improves readability and professional appearance of reports.
Ensures that formulas are displayed correctly when auditing worksheets.
Methods for Changing Column Width
Drag the column border – Position the cursor on the right edge of the column heading until it becomes a double‑arrow, then drag to the desired width.
Auto‑Fit (Optimal Width) – Double‑click the right edge of the column heading or select the column(s) and choose Format → Column Width → AutoFit. The width adjusts to the longest entry in the column.
Set a specific width – Select the column(s), go to Format → Column Width, and type a numeric value. Width is measured in character units (the width of the default font’s “0”).
Use the Ribbon/Toolbar – In many spreadsheet programs you can type a width directly into the width box on the Home or Format tab.
Methods for Changing Row Height
Drag the row border – Position the cursor on the bottom edge of the row number until it becomes a double‑arrow, then drag.
Auto‑Fit (Optimal Height) – Double‑click the bottom edge of the row number or select the row(s) and choose Format → Row Height → AutoFit. Height adjusts to the tallest cell content.
Set a specific height – Select the row(s), choose Format → Row Height, and enter a numeric value (points). One point ≈ 1/72 inch.
Adjusting Both Dimensions Simultaneously
To make a whole range of cells uniformly sized, select the required rows and columns together, then apply any of the methods above. The chosen setting will affect the entire selection.
Additional Cell‑Formatting Tools
Wrap Text – Forces long text to appear on multiple lines within the same cell, automatically increasing row height.
Merge Cells – Combines adjacent cells into one larger cell; useful for headings but can hide data if not used carefully.
Shrink to Fit – Reduces the font size so the entire content fits within the current cell dimensions.
Alignment – Horizontal and vertical alignment options can affect perceived readability without changing size.
Practical Steps to Ensure All Content Is \cdot isible
Select the entire worksheet (Ctrl+A) to apply a uniform view.
Use Auto‑Fit Column Width for all columns.
Use Auto‑Fit Row Height for all rows.
If any cell still truncates data, enable Wrap Text for that cell or column.
Check merged cells – unmerge if they hide data needed for calculations.
Review any formulas that display error messages (e.g., #VALUE!) caused by hidden cells.
Common Pitfalls and How to Avoid Them
Pitfall
Consequence
Solution
Setting column width too narrow
Data appears as “####” or is cut off.
Use Auto‑Fit or increase width manually.
Row height too short for wrapped text
Only the first line of text is visible.
Enable Auto‑Fit after wrapping or drag to increase height.
Merging cells that contain formulas
Formulas may reference hidden cells, causing errors.
Keep formula cells separate; merge only for headings.
Using “Shrink to Fit” excessively
Text becomes unreadably small.
Prefer adjusting column width/row height over shrinking.
Mathematical Relationship for Precise Sizing (Optional)
If you need to set an exact width in inches, you can convert points or pixels using the following formulas:
These conversions are useful when preparing spreadsheets for printed reports where exact dimensions are required.
Summary Checklist
All columns set to optimal width (Auto‑Fit or specific value).
All rows set to optimal height (Auto‑Fit or specific value).
Wrap Text applied where necessary.
No unintended merged cells hiding data.
Formulas display full results, not truncated symbols.
Practice Activity
Complete the following tasks in a new worksheet. Record the steps you took for each item.
Enter a list of 15 product names of varying length in column A. Adjust the column width so every name is fully visible without wrapping.
In column B, enter a description for each product that requires at least three lines of text. Apply Wrap Text and ensure each row height expands automatically.
Calculate the total price for each product in column C using the formula =B2*D2. Ensure the result column is wide enough to display currency symbols and decimals.
Merge cells A1 to D1 to create a title “Product Inventory”. Verify that the title is centered and fully visible.
Print preview the worksheet and adjust any column or row sizes that cause data to be cut off on the printed page.
Suggested diagram: A screenshot of a spreadsheet showing the cursor on a column border ready to drag, and the Auto‑Fit double‑click action.