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17. Using Conditional Formatting

The document explains how to use conditional formatting in Excel to visualize data and identify patterns in large datasets. It details various conditional formatting options, including highlight cell rules, top/bottom rules, data bars, and color scales, along with instructions on how to apply, manage, and remove these rules. Additionally, it includes a challenge to practice applying multiple conditional formatting rules in a workbook.

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sinnernymph
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15 views

17. Using Conditional Formatting

The document explains how to use conditional formatting in Excel to visualize data and identify patterns in large datasets. It details various conditional formatting options, including highlight cell rules, top/bottom rules, data bars, and color scales, along with instructions on how to apply, manage, and remove these rules. Additionally, it includes a challenge to practice applying multiple conditional formatting rules in a workbook.

Uploaded by

sinnernymph
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Let's imagine you have a spreadsheet with thousands of rows of data.

It would be extremely difficult to see patterns and trends just from


examining the raw data. Excel gives us several tools that will make
this task easier. One of these tools is called conditional formatting.
With conditional formatting, you can apply formatting to one or more
cells based on the value of the cell. You can highlight interesting or
unusual cell values, and visualize the data using formatting such as
data bars.

The conditional formatting options

You have many conditional formatting rules, or options, you can apply to cells in your spreadsheet.
Each rule will affect selected cells differently. Before you choose a formatting rule, you must identify
what questions you are trying to answer. For example, in a sales spreadsheet you might want to
identify the salespeople with lower than average sales. To do this, you need to choose a conditional
formatting rule that will show you this answer. Not all of the options will provide you with this
information.

Some of the conditional formatting options include:

 Highlight cell rules: This rule highlights specific cells based on your option
choice. For example, you can choose for Excel to highlight cells that are greater
than, less than, or equal to a number, and between two numbers. Also, you can
choose for Excel to highlight cells that contain specific text, including a specific
date. If you choose this option, a dialog box will appear, and you will have to
specify the cells to highlight and the color you would like to highlight the cells.
 Top/bottom rules: This conditional formatting option highlights cell values that
meet specific criteria, such as top or bottom 10 percent, above average, and below
average. If you choose this option, a dialog box will appear, and you will have to
specify the cells to highlight and the color you would like to highlight the cells.

 Data bars: This is an interesting option that formats the selected cells with
colored bars. The length of the data bar represents the value in the cell. The longer
the bar, the higher the value.

 Color scales: This option applies a two- or three-color gradient to the cells.
Different shades and colors represent specific values.
To apply conditional formatting:
 Select the cells you would like to format.
 Select the Home tab.
 Locate the Styles group.
 Click the Conditional Formatting command. A menu will appear with your
formatting options.

 Select one of the options to apply it to the selected cells. A cascading menu will
appear.
 An additional dialog box may appear, depending on the option you choose.
 If so, make the necessary choices, then click OK.

To remove conditional formatting rules:


 Click the Conditional Formatting command.
 Select Clear Rules. A cascading menu appears.
 Choose to clear rules from the entire worksheet or the selected cells.

To manage conditional formatting rules:


 Click the Conditional Formatting command.
 Select Manage Rules from the menu. The Conditional Formatting Rules Manager
dialog box will appear.

 From here you can edit a rule, delete a rule, or change the order of rules.

Challenge!

Use the Company Sales workbook to complete this challenge.

 Apply conditional formatting to a range of cells with numerical values.


 Apply a second conditional formatting rule to the same set of cells.
 Apply a conditional formatting rule to a range of cells with text.
 Explore the Conditional Formatting Rules Manager dialog box.
 Clear all conditional formatting rules from the worksheet.

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