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Conditional formatting

From: Numbers '09 Essential Training

Video: Conditional formatting

Numbers '09 allows you to format table cells based on conditions you set. Conditional formatting changes a cell's appearance when the cell contains a particular value, referred to as a test value. For example, let's say we want the totals in our Distance Run table in our Running Club spreadsheet to appear differently depending whether or not they are greater or less than the goal amount that appears in our Monthly Goal table. First, we need to select the cells to use our conditional formatting. In this case, all of the totals for January through September.

Conditional formatting

Numbers '09 allows you to format table cells based on conditions you set. Conditional formatting changes a cell's appearance when the cell contains a particular value, referred to as a test value. For example, let's say we want the totals in our Distance Run table in our Running Club spreadsheet to appear differently depending whether or not they are greater or less than the goal amount that appears in our Monthly Goal table. First, we need to select the cells to use our conditional formatting. In this case, all of the totals for January through September.

Once we've got our cells selected, we can create the rule either from the Cells Inspector or directly from the Format menu. Here, we'll select Show Conditional Format Rules. This opens up the Conditional Format window where we can first choose a rule. Click the button to display a number of rules to choose from. Let's say we want our numbers to appear Bold and Red if they're below the monthly goal. In that case, the rule we need is Less Than. Now, a field appears where we can enter the value or select the value.

We'll click the Selection button and choose the cell A2 in our Goal table. It's inserted as an element in the field and now it's a matter of formatting. Click the Edit button to format the cell based on this rule. So if numbers are less than the value that appears in A2 of our Monthly Goal, we can change the text color and attributes, even the fill color used in the actual cell itself. Let's click the Text Color button, and choose a nice, bright red.

We don't need it to be Italic. So we'll turn that off and turn Bold on. We see a sample on the right-hand side. When we're done, we click the Done button. You'll notice instantly some of the cells are formatted according to this condition. We can also add additional rules. Click the Plus sign to add another rule. In this case, numbers that are above the goal, maybe we want them to appear green. So in this case, we'll click the button and choose Greater Than and again we'll select the same cell from our Monthly Goal table.

When we click the Edit button this time, we'll change the text color to a nice bright green. Let's again choose Bold and turn off Italics. When we click Done, you'll see the remaining numbers are all above the monthly goal and they are formatted in green. Now, using these two rules, any goal that is equal to the total, means no formatting will be applied and the number will not change. So when we're done, we'll click the Close button to close up Conditional Format window, and here's the cool thing. We can apply the style to other cells in other tables in our spreadsheet.

So with the cell still selected, let's go to Format, choose Copy Style, and now select the cells in the Totals column for the Distance Run, Women table. Here, we want to paste that format. So we'll click the Format menu and choose Paste Style. Watch what happens. The same conditions are set for these cells in this column and in this case, only one number does not meet the monthly goal. The rest are above and appear green.

Let's deselect the table by clicking the Canvas. So if you need cell contents to stand out when certain conditions are met, remember Conditional Formatting is now available in Numbers '09.

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This video is part of

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Numbers '09 Essential Training

71 video lessons · 17269 viewers

David Rivers
Author

 
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  1. 1m 59s
    1. Welcome
      1m 12s
    2. Using the exercise files
      47s
  2. 7m 17s
    1. Launching Numbers and exploring templates
      2m 24s
    2. Exploring the user interface
      2m 45s
    3. Customizing the user interface
      2m 8s
  3. 15m 36s
    1. Creating and opening spreadsheets
      1m 12s
    2. Importing spreadsheets
      1m 48s
    3. Saving and exporting spreadsheets
      2m 39s
    4. Working with sheets
      3m 0s
    5. Laying out sheets
      3m 7s
    6. Headers, footers, and page numbering
      3m 50s
  4. 48m 42s
    1. Adding tables
      2m 43s
    2. Modifying tables
      2m 39s
    3. Working with content in table cells
      4m 55s
    4. Using controls
      5m 0s
    5. Working with rows and columns
      4m 59s
    6. Table headers and footers
      5m 24s
    7. Auto-filling table cells
      3m 50s
    8. Working with table cells
      3m 17s
    9. Using table categories
      4m 18s
    10. Reorganizing table data
      3m 7s
    11. Defining reusable tables
      3m 38s
    12. Copying tables
      2m 48s
    13. Using Address Book data
      2m 4s
  5. 14m 4s
    1. Using table styles
      2m 3s
    2. Overriding table styles
      1m 51s
    3. Redefining a table's style
      2m 31s
    4. Copying and pasting table styles
      2m 46s
    5. Creating, renaming, and deleting table styles
      3m 41s
    6. Using the default table style
      1m 12s
  6. 18m 24s
    1. Using formulas
      3m 47s
    2. Using the Formula bar and Formula Editor
      3m 52s
    3. Using cell references
      3m 25s
    4. Using functions
      4m 15s
    5. Using Formula List view
      3m 5s
  7. 32m 48s
    1. Adding a chart
      2m 42s
    2. Creating a mixed chart
      2m 33s
    3. Modifying chart data
      2m 23s
    4. Adding data to a chart from multiple tables
      2m 20s
    5. Changing a chart from one type to another
      2m 19s
    6. Formatting general chart attributes
      4m 56s
    7. Using trend lines and error bars
      5m 21s
    8. Creating a two-axis chart with different value scales
      2m 34s
    9. Formatting 3D charts
      5m 15s
    10. Linking charts to Pages and Keynote
      2m 25s
  8. 32m 56s
    1. Adding, removing, and selecting text
      3m 24s
    2. Formatting text
      4m 11s
    3. Formatting numbers
      6m 53s
    4. Conditional formatting
      3m 28s
    5. Using special characters
      3m 57s
    6. Using hyperlinks
      2m 33s
    7. Checking spelling
      4m 58s
    8. Find and Replace
      3m 32s
  9. 37m 25s
    1. Using text boxes
      5m 9s
    2. Copying text to a text box
      2m 26s
    3. Paragraph formatting
      3m 14s
    4. Creating bulleted and numbered lists
      3m 50s
    5. Working with shapes
      4m 29s
    6. Adding and adjusting images
      2m 46s
    7. Masking objects
      3m 50s
    8. Using Instant Alpha
      2m 0s
    9. Inserting media files
      3m 37s
    10. Aligning and layering objects
      6m 4s
  10. 11m 46s
    1. Printing a sheet
      4m 8s
    2. Password-protecting and emailing spreadsheets
      3m 36s
    3. Sharing spreadsheets with iWork.com
      4m 2s
  11. 12m 37s
    1. Designing a template
      5m 26s
    2. Creating initial spreadsheet content
      2m 54s
    3. Creating media placeholders
      2m 33s
    4. Saving a custom template
      1m 44s
  12. 18s
    1. Goodbye
      18s

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