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Controlling how multiple rules are applied

From: Excel 2010: Pivot Tables in Depth

Video: Controlling how multiple rules are applied

Excel lets you create many types of conditional formats and it gives you many ways to manage those rules. For example, in Excel 2003 and earlier each cell could have up to three conditional formatting rules applied to it. What's more, only one of those rules could be applied at the same time. When Excel discovered that one rule is true it simply stopped checking. In Excel 2010, there is no practical limit to the number of conditional formatting rules you can apply to a cell. It's also possible for more than one conditional formatting rule to be applied at the same time.

Controlling how multiple rules are applied

Excel lets you create many types of conditional formats and it gives you many ways to manage those rules. For example, in Excel 2003 and earlier each cell could have up to three conditional formatting rules applied to it. What's more, only one of those rules could be applied at the same time. When Excel discovered that one rule is true it simply stopped checking. In Excel 2010, there is no practical limit to the number of conditional formatting rules you can apply to a cell. It's also possible for more than one conditional formatting rule to be applied at the same time.

So let's say that you have applied a number of conditional formatting rules to your PivotTable and you want to go in and manage how they are applied. To do that click any cell in the body of the PivotTable and then on the Home tab click Conditional Formatting and then at the bottom of the menu that appears click Manage Rules. When you do the Conditional Formatting Rules Manager appears and it lists each of the formats you've created. The first thing you should do is ensure that you're working with the rules applied to the PivotTable.

To do that you can look at the value in the Show formatting rules for box and in this case it does say This PivotTable. If you click the down arrow you can see the other options, which are the Current Selection, This Worksheet, This PivotTable, which is currently selected, and then either Sheet2 or Table1. So all these are options and in this case this PivotTable selected and it's correct. So I'll click outside the list to close it. In Excel 2003 and earlier versions, the program stopped checking conditions when it found one that was true.

Excel 2010 doesn't stop checking conditions unless you tell it to. So for example, if you want Excel to stop checking conditions if a particular condition is true, you can check that condition Stop If True box. So for several let's say that if the cell value is greater than 110 and you wanted Excel to stop checking after that, then you could check the Stop If True box. In this case I don't want to make that change so I'll clear the box but it's there if you wanted it. You can also change the order in which Excel applies these rules.

So let's say for example that I have the bottom rule here which is called Top 7. So what it does is it finds the top seven monthly sales rise within the PivotTable and then it formats the number within itself as bold and italicized. So now let's say that you want Excel to check that rule first. To do that you can click the rule to select it as I've done and then click the Move Up arrow and I'll move it to the top of the list. So we have one, two, and three clicks and then that has moved to the top of the list.

If you want to move a condition down then you can click the condition and click the Move Down button. So that let's say that Excel has discovered a value that's in the top seven and I only wanted to apply this formatting as opposed to the color fill down below. Now I can check the Stop If True box and then click OK. When I do, Excel re-applies the conditional formats as I edited them. You see that the top seven values in the PivotTable which include 130, 140, 128, and so on, don't have the color fills as the other cells do; instead they simply have their text in bold and italic type.

Managing conditional formats is a little complicated but that's the price you pay for a lot more flexibility. If you take the time to work with your rules will discover many benefits to the additional visualizations offered by Excel's conditional formats.

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This video is part of

Image for Excel 2010: Pivot Tables in Depth
Excel 2010: Pivot Tables in Depth

66 video lessons · 39428 viewers

Curt Frye
Author

 
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  1. 1m 38s
    1. Welcome
      55s
    2. Using the exercise files
      43s
  2. 38m 8s
    1. Introducing PivotTables
      4m 2s
    2. Formatting data for use in a PivotTable
      4m 31s
    3. Creating a PivotTable
      4m 20s
    4. Pivoting a PivotTable
      3m 47s
    5. Configuring a PivotTable
      3m 23s
    6. Connecting to an external data source
      3m 30s
    7. Connecting to an Access database
      2m 11s
    8. Consolidating data from multiple sources
      4m 37s
    9. Updating and refreshing PivotTable data sources
      4m 21s
    10. Managing PivotTables
      3m 26s
  3. 23m 33s
    1. Adding, removing, and positioning subtotals and grand totals
      3m 27s
    2. Changing the PivotTable data field summary operation
      4m 35s
    3. Summarizing more than one data field
      3m 16s
    4. Creating a calculated field
      2m 27s
    5. Grouping PivotTable fields
      3m 17s
    6. Using PivotTable data in a formula
      4m 47s
    7. Drilling down to the underlying data
      1m 44s
  4. 28m 9s
    1. Sorting PivotTable data
      2m 0s
    2. Creating a custom sort order
      2m 48s
    3. Filtering a PivotTable field by selection
      2m 59s
    4. Filtering a PivotTable by rule
      2m 56s
    5. Filtering a PivotTable using a search filter
      3m 10s
    6. Filtering a PivotTable using slicers
      4m 2s
    7. Formatting slicers
      3m 43s
    8. Filtering a PivotTable with report filter fields
      5m 2s
    9. Clearing and reapplying PivotTable filters
      1m 29s
  5. 15m 2s
    1. Applying a PivotTable style
      5m 5s
    2. Creating a PivotTable style
      4m 37s
    3. Changing the PivotTable layout
      3m 20s
    4. Changing the data field number format
      2m 0s
  6. 24m 33s
    1. Highlighting cells by applying a rule
      2m 54s
    2. Highlighting the top or bottom values in a PivotTable
      3m 30s
    3. Formatting PivotTable cells using data bars
      3m 50s
    4. Formatting PivotTable cells using color scales
      3m 40s
    5. Formatting PivotTable cells using icon sets
      2m 45s
    6. Editing conditional formatting rules
      2m 15s
    7. Controlling how multiple rules are applied
      3m 28s
    8. Deleting a conditional formatting rule
      2m 11s
  7. 24m 0s
    1. Creating a PivotChart
      3m 29s
    2. Pivoting a PivotChart
      3m 5s
    3. Filtering a PivotChart
      3m 45s
    4. Formatting a PivotChart
      3m 35s
    5. Changing a PivotChart layout
      3m 14s
    6. Changing a PivotChart chart type
      4m 30s
    7. Adding a trendline to a PivotChart
      2m 22s
  8. 9m 27s
    1. Printing a PivotTable
      4m 2s
    2. Printing each item on its own page
      3m 30s
    3. Printing a PivotChart
      1m 55s
  9. 13m 30s
    1. Recording and reviewing a macro
      4m 10s
    2. Running a macro
      5m 57s
    3. Creating a simple PivotTable presentation kit
      3m 23s
  10. 19m 17s
    1. Introducing PowerPivot
      2m 9s
    2. Downloading and installing PowerPivot
      2m 36s
    3. Importing PowerPivot data
      3m 14s
    4. Managing table columns
      4m 1s
    5. Adding tables to a PowerPivot model
      2m 27s
    6. Creating relationships between tables
      4m 50s
  11. 24m 30s
    1. Introducing the DAX language
      2m 58s
    2. Using DAX operators
      4m 44s
    3. Surveying DAX functions
      2m 40s
    4. Adding calculated columns and measures
      4m 22s
    5. Using aggregate functions
      4m 24s
    6. Using filters in aggregate functions
      5m 22s
  12. 59s
    1. Additional resources
      59s

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