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Excel Conditional Formatting

Conditional formatting is an Excel feature you can use when you want to format cells based on their content

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Dayal Weerasooriya
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© © All Rights Reserved
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484 views

Excel Conditional Formatting

Conditional formatting is an Excel feature you can use when you want to format cells based on their content

Uploaded by

Dayal Weerasooriya
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
You are on page 1/ 23

Microsoft EXCEL

INDEX
Excel conditional formatting basics
How to create Excel conditional formatting rules
Highlight Cells Rules
Top/Bottom Rules
Data Bars
Color Scales
Icon Sets
Format only values that are above or below
average
Format only unique or duplicate values
Use a formula to determine which cells to format
How to copy conditional formatting in Excel
How to delete conditional formatting rules
Conditional formatting rule precedence
Questions

Excel conditional
formatting basics
Excel conditional formattingis a really
powerful feature when it comes to applying
different formats to data that meets certain
conditions.
It can help you to highlight the most important
information in your spreadsheets and identify
variances of cells' values with a quick glance.
At the same time, Conditional Formatting is often
deemed as one of the most complicated and
unclear Excel functions, especially by beginners.

Excel conditional
formatting basics
The same as usual cell formats, you use conditional
formatting in Excel to format your data in different
ways by changing cells' fill color, font color and
border styles.
The difference is that conditional formatting is more
flexible, it allows you to format only the data that
meets certain criteria, or conditions.
You can apply conditional formatting to one or
several cells, rows, columns or the entire table
based on the cell contents or based on another
cell's value. You do this by creating rules
(conditions) where you define when and how the
selected cells should be formatted.

How to create Excel conditional


formatting rules
Conditional Formatting resides on the Home tab >
Styles group.
Conditional formatting rules in Excel define 2 key
things:
I. What cells the conditional formatting should be
applied to, and
II. Which conditions should be met.

Conditional formatting -Highlight


Cells Rules
The formatting scenarios under the Highlight Cells Rules category, shown in
this figure, allow you to highlight those cells whose values meet a specific
condition.
The thing to remember about these scenarios is that they work very much
like an IF THEN ELSE statement. That is to say, if the condition is met, the
cell is formatted and if the condition is not met, the cell remains untouched.

Conditional formatting -Highlight


Cells Rules (Con)
If none of the ready-to-use formatting rules is suitable for your needs, you
can create a new one from scratch. clickMore Rules...

Conditional formatting
-Top/Bottom Rules
The formatting scenarios under the Top/Bottom Rules category, allow you to
highlight those cells whose values meet a given threshold.

Conditional formatting
-Top/Bottom Rules (Con)
If none of the ready-to-use formatting rules is suitable for your needs, you
can create a new one from scratch. clickMore Rules...

Conditional formatting -Data


Bars
You use conditional formatting Data Bars to represent data graphically inside a
cell. The longest bar represents the highest value and, as you can easily guess,
shorter bars represent smaller values. Data bars can help you spot large and
small numbers in your spreadsheets, for example top-selling and bottomselling products in your sales reports.

Conditional formatting -Data


Bars (Con)
If you want to apply your own data bar
style, clickMore Rules...as usual to
bring up theEdit Formatting Rulewindow,
where you choose the desired options:
Place a check in theShow Bar
Onlycheckbox to hide the cells' values
and display the colored bars only.
To select
theMinimumandMaximumdata
types, click the little black arrow next to
the corresponding box. While
theAutomatictype works fine in most
cases, you can also choose some other
data type such as percent, number,
formula, etc.
Experiment
withFillcolor,BorderandBar
directionand clickOKwhen you are
happy with theData Bar Preview.

Conditional formatting -Color


Scales
Using conditional formatting Color Scales, you can format your cells with two
or three color gradients, where different color shades represent different cell
values.

Conditional formatting -Color


Scales (Con..)
But if you really want to
impress someone and
have the time, try out the
More Rules...
option again and play with
the colors a bit. First off,
you choose either a 2Color or 3-Color scale,
then select your own
colors and assign them to
the minimum, maximum,
and midpoint values.

Conditional formatting -Icon Sets


Excel conditional formatting icon sets will help you visually represent your
data with arrows, shapes, check marks, flags, rating starts and other
objects.

Conditional formatting -Icon Sets


(Con)
In the screenshot above, you can see a table with a green arrows
representing the lowest variances and red arrows higher variances. We
cannot say that Excel has interpreted the data in the way We wanted, so
let's customize the icon set a bit. To do this, click More Rules...

Conditional formatting -Icon Sets


(Con)
To change the order of icons, click theReverse Icon Orderbutton.
To hide the cells' values, select theShow Icon Onlycheck box.
To assign icons based on a cell's value instead of specifying a number or
percent, type the cell's address in theValuebox

Conditional formatting New


Rule
ClickConditional formatting > New Rule

Format only values that are above or below average

Conditional formatting New


Rule (Con)
Format only unique or duplicate values

Conditional formatting New


Rule (Con)
Use a formula to determine which cells to format

How to copy conditional


formatting in Excel
If you want to apply the conditional format you have created earlier to
other data on your worksheet, you won't need to create the rule from
scratch. Simply use Format Painter to copy the existing conditional
formatting to the new data set.
1. Click any cell with the conditional formatting you want to copy.
2. Click Home > Format Painter. This will change the mouse pointer to a
paintbrush.

3. To paste the conditional formatting, click on the first cell and drag the
paintbrush down to the last cell in the range you want to format.

How to delete conditional


formatting rules
To delete a rule, you
can either:
1. Open the
Conditional Manager
Rules Manager (as
you remember, you
open it via
Conditional
Formatting > Manage
Rules...), select the
rule and click the
Delete Rule button.
2. Select the range of
cells, click
Conditional
Formatting > Clear
Rules and choose
one of the available

Conditional formatting rule


precedence
What happens when more than one conditional formatting rule evaluates to
true For a range of cells, you can have more than one conditional formatting
rule that evaluates to true. Either the rules don't conflict or they conflict:
When rules don't conflict For example, if one rule formats a cell with a
bold font and another rule formats the same cell with a red color, the cell is
formatted with both a bold font and a red color. Because there is no conflict
between the two formats, both rules are applied.
When rules conflict For example, one rule sets a cell font color to red and
another rule sets a cell font color to green. Because the two rules are in
conflict, only one can apply. The rule that is applied is the one that is higher
in precedence.
A rule higher in the list has greater precedence than a rule lower in the list.
By default, new rules are always added to the top of the list and therefore
have a higher precedence, but you can change the order of precedence by
using the Move UpandMove Downarrows in the dialog box.

Questions

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