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Excel for Mac 2011 Essential Training
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Defining Top 10 conditional formats


From:

Excel for Mac 2011 Essential Training

with Curt Frye

Video: Defining Top 10 conditional formats

Sometimes, it seems like we are inundated with Top Ten lists: Top Ten movies, Top Ten vacation spots, and so on. Businesses also use Top Ten lists to reward their employees, perhaps giving awards to their top ten sales representatives. In this movie, I will show you how to find the highest and lowest values in your worksheets and change those cell's formatting so that the value stand out. I am going to work with a fairly simple example, just so you can see how these conditional formats work. They are called Top Ten Formats, but you can use any number that you want. So, for example, here I have a data list that has numbers 1 to 10.
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  1. 1m 58s
    1. Welcome
      1m 16s
    2. Using the exercise files
      42s
  2. 20m 56s
    1. Exploring the Excel 2011 window
      4m 16s
    2. Introducing the Ribbon for Mac
      4m 44s
    3. Customizing the Ribbon
      4m 20s
    4. Setting program preferences
      3m 20s
    5. Getting help in Excel
      4m 16s
  3. 20m 4s
    1. Opening, creating, and saving workbooks
      5m 23s
    2. Setting workbook properties
      4m 14s
    3. Creating and modifying workbook templates
      4m 18s
    4. Managing workbooks across multiple versions of Excel
      6m 9s
  4. 1h 2m
    1. Selecting cells and groups of cells
      4m 58s
    2. Copying and pasting cell data
      2m 39s
    3. Entering data using AutoFill and other techniques
      4m 32s
    4. Inserting symbols and special characters
      5m 3s
    5. Creating an Excel table
      4m 43s
    6. Locating and changing data using Find and Replace
      4m 57s
    7. Restricting input using validation rules
      4m 42s
    8. Using lists to limit data entered into a cell
      2m 32s
    9. Sorting worksheet data
      3m 2s
    10. Creating a custom sort order
      3m 54s
    11. Filtering worksheet data
      4m 6s
    12. Inserting, moving, and deleting cells and cell ranges
      3m 50s
    13. Splitting and freezing rows and columns
      3m 51s
    14. Managing worksheets
      5m 28s
    15. Creating, editing, and deleting headers and footers
      4m 41s
  5. 1h 17m
    1. Introducing Excel formulas and functions
      3m 17s
    2. Adding a formula to a cell
      4m 0s
    3. Introducing arithmetic operators
      4m 13s
    4. Using absolute and relative cell references
      6m 29s
    5. Controlling how Excel copies and pastes formulas
      6m 5s
    6. Referring to Excel table data in formulas
      2m 3s
    7. Creating an AutoSum formula
      3m 22s
    8. Summarizing data on the status bar
      2m 22s
    9. Joining text in cells with concatenation
      3m 59s
    10. Summarizing data using an IF function
      6m 21s
    11. Summarizing data using SUMIF and other conditional functions
      5m 41s
    12. Creating formulas to count cells
      2m 37s
    13. Rounding cell values up and down
      4m 55s
    14. Finding data using VLOOKUP and HLOOKUP
      6m 33s
    15. Auditing formulas by identifying precedents and dependents
      3m 25s
    16. Managing Excel formula error indicators
      4m 42s
    17. Managing scenarios
      4m 59s
    18. Performing Goal Seek analysis
      2m 31s
  6. 45m 48s
    1. Applying fonts, background colors, and borders
      6m 7s
    2. Applying number and date formats to cells
      7m 1s
    3. Managing text alignment
      3m 56s
    4. Copying cell formats
      4m 2s
    5. Managing cell styles
      3m 16s
    6. Managing Office themes
      3m 31s
    7. Creating rule-based conditional formats
      3m 54s
    8. Defining Top 10 conditional formats
      4m 19s
    9. Defining data bar, color scale, and icon set conditional formats
      6m 6s
    10. Editing, ordering, and deleting conditional formats
      3m 36s
  7. 36m 55s
    1. Creating bar and column charts
      5m 26s
    2. Creating pie charts
      2m 32s
    3. Creating line charts
      4m 34s
    4. Creating XY (scatter) charts
      1m 49s
    5. Creating stock charts
      4m 11s
    6. Changing chart types and layouts
      2m 22s
    7. Changing the appearance of a chart
      4m 25s
    8. Managing chart axes and numbering
      2m 51s
    9. Adding trendlines to charts
      4m 14s
    10. Creating sparkline charts
      4m 31s
  8. 18m 39s
    1. Importing data from comma separated value (CSV) or text files
      4m 20s
    2. Connecting to an external data source
      2m 22s
    3. Using hyperlinks
      6m 1s
    4. Including an Excel workbook in another Office document
      3m 5s
    5. Linking to an Excel chart from another Office program
      2m 51s
  9. 26m 21s
    1. Creating and formatting shapes
      3m 10s
    2. Adding and adjusting images
      5m 38s
    3. Cropping, compressing, and removing image backgrounds
      4m 46s
    4. Creating SmartArt graphics
      5m 7s
    5. Creating WordArt
      2m 34s
    6. Aligning and layering objects
      5m 6s
  10. 29m 51s
    1. Introducing PivotTable reports
      3m 47s
    2. Creating a PivotTable report
      4m 37s
    3. Pivoting a PivotTable report
      3m 18s
    4. Managing subtotals and grand totals
      3m 23s
    5. Summarizing more than one data field
      1m 34s
    6. Changing the data field summary operation
      2m 40s
    7. Changing the data field number format
      2m 27s
    8. Filtering a PivotTable report
      2m 46s
    9. Applying a PivotTable style
      2m 20s
    10. Creating and editing styles
      2m 59s
  11. 26m 47s
    1. Checking spelling
      3m 32s
    2. Setting AutoCorrect and automatic Replace options
      3m 59s
    3. Managing workbook comments
      3m 40s
    4. Tracking and reviewing changes
      5m 12s
    5. Printing a worksheet or workbook
      3m 44s
    6. Setting and removing print areas
      2m 31s
    7. Exporting to other formats
      1m 33s
    8. Protecting a workbook
      2m 36s
  12. 23m 52s
    1. Running an existing macro
      4m 56s
    2. Recording a macro
      3m 56s
    3. Recording a macro using relative references
      6m 15s
    4. Renaming, viewing, and deleting macros
      2m 58s
    5. Adding comments to a macro
      2m 43s
    6. Turning off screen updating in a macro
      3m 4s
  13. 1m 1s
    1. Additional resources
      1m 1s

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Excel for Mac 2011 Essential Training
6h 32m Beginner Oct 26, 2010

Viewers: in countries Watching now:

In Excel for Mac 2011 Essential Training, author Curt Frye gives a comprehensive overview of Excel, the full-featured spreadsheet software from Microsoft. The course covers key skills such as manipulating workbook and cell data, using functions, automating actions, printing worksheets, and collaborating with others. Exercise files accompany the course.

Topics include:
  • Customizing the Ribbon
  • Formatting worksheets, cells, and cell data
  • Sorting and filtering data
  • Working with formulas
  • Detecting formula errors
  • Creating charts
  • Importing data
  • Inserting objects and graphics
  • Using PivotTables
  • Recording macros
  • Sharing workbooks
Subjects:
Business Spreadsheets
Software:
Excel Excel for Mac Office for Mac
Author:
Curt Frye

Defining Top 10 conditional formats

Sometimes, it seems like we are inundated with Top Ten lists: Top Ten movies, Top Ten vacation spots, and so on. Businesses also use Top Ten lists to reward their employees, perhaps giving awards to their top ten sales representatives. In this movie, I will show you how to find the highest and lowest values in your worksheets and change those cell's formatting so that the value stand out. I am going to work with a fairly simple example, just so you can see how these conditional formats work. They are called Top Ten Formats, but you can use any number that you want. So, for example, here I have a data list that has numbers 1 to 10.

If I want to create a conditional format that changes the formatting of the cells that contain the top three values, I can select the cells, and then on the Home tab of the Ribbon click the Conditional Formatting button, point to Top/Bottom Rules, and then click Top 10 items. In the New Formatting Rule dialog, I can select either the top or the bottom values. In this case, I want to find the largest three values. So I will stay with Top, and I can create a rule that finds three.

And again, I can change my formatting by clicking this list box's down arrow, clicking custom format, and I will change the background fill color to blue, and make the font bold, and change the color back to Automatic, which is black. That looks good. My preview looks good. Click OK, and there is my complete format. And when I click OK, Excel changes the formatting of the cells with the highest values. Now, the conditional format is already applied, so, if I were to change the value in cell A3 to 12, and press Return, then Excel removes the formatting from cell A9, which contained the value 8, and instead transferred it to cell A3.

If I were to change it back to its original value of 2, then press Return, then the conditional formatting returns to its original state. You can also create what's called a Percentage Top 10 conditional format. So let's say I will press Command+Z several times to undo my edits and finally the last time I did that, I removed the conditional format. This time I am going to create what's called a Percentage rule. And again, I will go to Conditional Formatting, point to Top/ Bottom Rules, but this time I will click Top 10%.

A Top 10% Rule finds the values that are in the top 10% of a particular range. So let's say, for example, that I wanted to find the top 40%. I will find the top values, and I will change this number to 40, and you will see that the percent check box is selected. I will just stay with this format this time, just to speed up the demonstration process a little bit. And when I click OK, you see that Excel has changed the top four values, which is 4 out of 10, or 40%.

One thing I should point out is that percent refers to the top 40% of values, not values in the top 40% of the range. As an example, let's see what happens when I change the value in cell A11 to 100. If Excel looked at values in the top 40% of the value range, that means it would only format cells that contain the value 61 or higher, because that would be the top 40% of the range from 1 to 100. But instead, when I press Return, you see that we have the top four values in this range, and it doesn't matter that this one is so much larger; it's only the top four, or the top 40%.

So when would you use a Top 10 format versus a Top 10% format? Well, you should use a percentage format when your list of values could grow or shrink. So, for example, if you have your list in an Excel table and you apply the conditional format to the entire column of that Excel table, then that means that the format would be applied to the entire thing, regardless of how many entries were in it. In that case, you might want to use a conditional format that finds a percentage of values. If your list is static, or if you always want to find, say a certain number, such as the top five or the top 10, then you should create a Top 10 filter and not to worry about the percentage.

Finding the highest and lowest values in your worksheets provides valuable information about your business. You should use Top and Bottom 10 conditional formats, in combination with filters, to learn as much as you can about your data.

Find answers to the most frequently asked questions about Excel for Mac 2011 Essential Training.


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