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How to Display Negative Numbers in Red in Excel

Tap each step to see how to display negative numbers in red in Excel.

  1. Select the cells that contain negative values

    Select the numeric cells that hold negative values, such as a loss or deficit.

  2. Open Format Cells with Ctrl+1

    Press the keyboard shortcut to open the Format Cells dialog.

  3. Choose the Number category

    On the Number tab, click Number in the category list.

  4. Pick a red option from the Negative numbers list

    In the Negative numbers list on the right, click a format shown in red (with or without parentheses), then click OK.

  5. Why it helps

    In a sales report or budget, displaying negative values in red lets you spot a loss or deficit at a glance without having to scan for minus signs.

A minus sign alone easy to miss?

In a dense table full of numbers, a lone minus sign is easy to overlook, and a deficit or loss can slip right by. Displaying negative numbers in red makes problem entries jump out immediately, without needing a closer look.

Also worth learning: aligning currency symbols with Accounting format

Accounting format is a natural companion to this β€” it not only handles negative values distinctly but also lines up currency symbols and decimal points neatly across a whole column.

Frequently Asked Questions

Can I also show them in parentheses?

Yes. The Negative numbers list includes an option that combines red text with parentheses, giving you a format like "(1,000)" that's common in accounting documents.

Could conditional formatting achieve something similar?

Yes, a conditional formatting rule like "less than 0" can produce a similar effect, but the negative-number option in Format Cells is simpler and more direct for this specific purpose.