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Conditional formatting

From: Excel 2013 Essential Training

Video: Conditional formatting

In this worksheet called Conditional Formatting, we might want to make some of the years in column F standout a little more prominently. Conditional Formatting practically explains itself. We're saying we want certain numbers, those above a certain amount, within a certain range, to have a different look. And as we make the choice here, we've selected column F ahead of time, Conditional Formatting, highlight Cells Rules. How about those Greater Than? Greater than what? And immediately, we see some color changes in column F. We haven't even decided what we want yet.

Conditional formatting

In this worksheet called Conditional Formatting, we might want to make some of the years in column F standout a little more prominently. Conditional Formatting practically explains itself. We're saying we want certain numbers, those above a certain amount, within a certain range, to have a different look. And as we make the choice here, we've selected column F ahead of time, Conditional Formatting, highlight Cells Rules. How about those Greater Than? Greater than what? And immediately, we see some color changes in column F. We haven't even decided what we want yet.

Format cells that greater than eight. Well, maybe we want to do this for those that are greater than nine in other words the 10's and above. Do we want to use light red fill and dark red text? Well, maybe so, that looks okay. We can see it already. We don't get a preview on these but we can imagine what some of these we might use. How about a red border maybe, something like that? Well, that looks okay. How about red text or whatever? And if these aren't good enough, create your own custom format. How about yellow fill? Anyway, click OK. You've made your choice.

It is dynamic, too. If we make an adjustment to the Hire Dates and one of these years slips below 10, it's not going to be highlighted anymore, or one goes above, the opposite effect, it will be highlighted. But there are other features, too, maybe on the salaries here. How about those above average? Conditional Formatting, we've got Top/ Bottom Rules here, and quite a few choices. We might want to highlight just the top 10% or the bottom 10 entries or top 10. How about those above average? There we go. And once again, a similar kind of selection, we may or may not like this capability here.

Let's just cancel this. We can certainly explore that option, too. Let's go back again to Conditional Formatting. How about Data Bars? What we see here is a different bar for each entry, and the width of the bar, more or less, conforms to the higher salaries, as we see this. Now it's a little bit difficult perhaps to read the numbers or read the bars depending upon how you're viewing this. But we can see what's happening here, a quick visual addendum to the data here to point out which of the salaries are higher. And there is by the way, as we'll see, a way to hide the numbers and just show the bars.

So, that's certainly an option there. A lot of choices here, too. And in a similar vein, how about Color Scales instead? What Excel does here is it divides the data into fifths or sixths or whatever here and then applies color here. It actually uses more than you might think at first, and some of the color shadings are very subtle. It's a bit hard to figure out the differentiation on some of these colored variations. But I think you can have a sense here. In the example, if I were to pick this one, the lowest salaries are dark green and the highest salaries are dark red. And the early one here, this is just the reverse of it-- higher salaries are dark green, the lower salaries are dark red.

So you've got some options here, too. All these selections here are dynamic and they do react to changing data. So you might want to try that, maybe better yet though. How about Icon Sets? This will divide our data into thirds with these choices here using different icon choices; or how about fourths this way or fifths even? And we've got different shapes, different choices here. We might want to use, say this scheme here--four arrows. Greens are the highest salaries, reds the low, the two yellows are in between.

If we don't want to see the salary, we have to come back and choosing Conditional Formatting, Manage the Rules. Now we're not deleting the cell, what we're doing is hiding the salary and we do this by way of editing the rule. So here's the rule in question, Edit the Rule. And there's a box, Show Icon Only. Click OK. So if you want to make a presentation of this data, click OK again, and not show the actual salary--but just give a rough idea of which range this falls into--we probably want to center this as well, this way then we have that.

Now, if you click a cell, you will see the Salary in the formula bar and it's still there. But nevertheless, sometimes this gives us the broad picture that's all we want for a certain presentation. And certainly with Job Rating, we could certainly use some of the schemes here, too. So it's a rich feature. It will take you a long time to explore a lot of the variations here. The three major ones, the ones that get the most attention are Data Bars, Color Scales and Icon Sets as we'd just seen in these examples here.

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This video is part of

Image for Excel 2013 Essential Training
Excel 2013 Essential Training

82 video lessons · 69773 viewers

Dennis Taylor
Author

 
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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