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In Excel 2010 Essential Training, Bob Flisser demonstrates the core features and tools in Excel 2010. The course introduces key Excel skills, shows how to utilize these skills with in-depth tutorials on Excel functions and spreadsheet formatting. It also covers prepping documents for printing, working with large worksheets and workbooks, collaborating with others, using Excel as a database, analyzing data, charting, and automating and customizing Excel. Exercise files are included with the course.
In the last movie, we applied pre-made automatic conditional formatting rules. We just only had to do was click and Excel evaluated the numbers against each other automatically. In this movie, we will take a little bit more control over the conditional formatting. Let's take a look at few things. First click on this down arrow here in the name box and choose the data area and over here let's go to Conditional Formatting and let's look at some Cell Rules. And let's choose Greater Than, and let's say we want to find all numbers that are greater than 800 and we will choose Yellow Fill with Dark Text.
Okay, and deselect if you want so you can see that rule. Okay, press Ctrl+Z to undo. Now let's go back to Conditional Formatting. Let's say we want to find low numbers. So we will highlight Cell Rules and this time choose Less Than and let's find numbers are less than 100, and we will choose the default formatting, click OK, and there we could see all of those numbers highlighted that are less than 100. Again press Ctrl+Z to undo, and what if you want to find numbers maybe that fall in a particular range rather than very high or very low? What if we want to find numbers that are between 300 and 400? I will go back to Conditional Formatting, back to Highlight Cell Rules and choose Between, let's make that 300, just press the Tab key, 400, click OK, and there we can see all those numbers that fall into that particular range.
Once again press Ctrl+Z to undo. What if we wanted to find duplicate values? Go up to Conditional Formatting, Highlight Cell Rules and at the bottom, choose Duplicate Values and choose the format, maybe just Light Red Fill, click OK, and there we could see all of the duplicate values. So for example, we have 486 over here and we have 486 over there. We have -59 here and we have -59 over there. Well, what if we wanted to apply more than one rule at a time? Again press Ctrl+Z to undo.
Go up to Conditional Formatting. Let's say we want a sliding color scale but we want to change it a little bit, maybe because we want the sliding color scale to be a little more strong looking. So, let's go over here to Color Scales and choose this one right over here. Deselect and we can see the lowest numbers have the red fill and the highest numbers have the darker blue fill. Well, maybe we want those highest numbers to be in even darker blue fill. Now again let's select that data area here.
Go back to Conditional Formatting, back to Highlight Cell Rules, Greater Than, and let's say all cells that are greater than 900, click the down arrow, we want a custom format and let's go over here to fill and let's choose say a dark navy blue fill, go to Font and we want a white font so we'll have a reverse effect, and click OK. Click OK and deselect and now we can see that the darker blue is a very dark blue with a reverse white.
So we can have some more control over this. Well, let's say we wanted to create our own rules from scratch. Now first thing we want to do is we want to wipe out all of the rules here and easiest way to do that is go up here to Conditional Formatting > Clear Rules and Clear Rules from Entire Sheet. That wipes it out. So the sheet is like it was when we first opened it. And scroll up if you want. Again click the down arrow in the name box and choose the data area and go to Conditional Formatting and down over here choose New Rule and most of these are like what we found under the automatic conditional formats but here we have a little bit more control.
So over here let's choose Format cells based on their values and instead of a 2-Color Scale, let's do a 3-Color Scale and you might do this if there are particular colors that you need. Maybe your company or your client has a certain color scheme and maybe you want to use that particular scheme when you're formatting cells. So for the 3-Color Scale, let's say the minimum value should be a pale blue, the midpoint should be maybe a medium blue and the maximum value should be let's say a dark blue and you can see a preview there.
Click OK and deselect if you want. So, now we can see that scale. But maybe we want those highest numbers like these are kind of hard to read. We want that to be maybe a different color. Maybe with a white text on a dark background. So again let's select that area. Don't remove the formatting, leave the formatting, just select the area. Let's go back to Conditional Formatting and let's choose New Rule and let's go over here and select Format only cells that contain, and over here where it says Format only cells with, let's choose a value that is greater than or equal to and let's make that value say 900 and let's apply a format.
It's custom format over here and let's choose a fill that's maybe in a dark maroon and a font that is white in color, bolded, click OK, and see the preview there. Click OK and deselect. And there you could see that those highest numbers have a completely different format because we are able to do that in a custom manner. One more thing. Let's select that data area, go back to Conditional Formatting, and go down here to Manage Rules.
And this way, you can see what all those rules are, the order that they are applied in, you could edit them at any time, you could delete them and you could always add a new rule right here if you want. So custom conditional formatting is a really great powerful tool if you want to do some data analysis.
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