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Excel 2010 Essential Training
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Using custom conditional formatting


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Excel 2010 Essential Training

with Bob Flisser

Video: Using custom conditional formatting

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.
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  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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Excel 2010 Essential Training
6h 21m Beginner Jun 09, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Copying and pasting techniques
  • Working with formulas and functions
  • Dealing with formula errors
  • Creating lookup tables
  • Naming cell ranges
  • Formatting data and worksheets
  • Finding and replacing data
  • Creating SmartArt diagrams
  • Creating charts and PivotTables
  • Recording macros
  • Sharing workbooks
Subjects:
Business Computer Skills (Windows) Spreadsheets Teacher Tools Education Student Tools
Software:
Excel
Author:
Bob Flisser

Using custom conditional formatting

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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