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Conditional Formatting study material

Conditional formatting in Microsoft Excel allows users to visually analyze data by highlighting unique and duplicate values through various rules such as Highlight Cells Rules, Top/Bottom Rules, Data Bars, Color Scales, and Icon Sets. It enhances data readability and enables users to apply specific formatting based on set criteria. Additionally, users can clear all conditional formatting from a worksheet or selected cells as needed.

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14 views

Conditional Formatting study material

Conditional formatting in Microsoft Excel allows users to visually analyze data by highlighting unique and duplicate values through various rules such as Highlight Cells Rules, Top/Bottom Rules, Data Bars, Color Scales, and Icon Sets. It enhances data readability and enables users to apply specific formatting based on set criteria. Additionally, users can clear all conditional formatting from a worksheet or selected cells as needed.

Uploaded by

haripubgrp
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Conditional formatting is a unique formatting feature of Microsoft

Excel that is effectively used to find unique and duplicate values by


just formatting the cells. And this particular feature is available in
various spreadsheet applications in which, Microsoft Excel is one of
them.

And Conditional Formatting in Excel sheets can be efficiently used in


several ways, that will include the following ones:

o It helps in the visualization of the data our data.


o It also helps in checking for specific information.
o And it is, additionally, a great way to highlight top values or
differences in our data as well.

Besides all this, "Conditional Formatting" enables the different


features to the users to make the data more informatic and
readable as well. It also allows us to format the cells and their data
effectively, which will meet the specified criteria respectively.

Different options in Conditional formatting

Highlight Cells Rules

This particular conditional formatting rule allows the users to highlight


the cells by just making Use of the pre-set conditions that will meet
the specified criteria, and it primarily offers such as conditions to the
Microsoft Excel users, such as Greater than, Less than, Between,
Equal to, Text that contains Duplicate Values.

These conditions are usually comparison operator conditions.

Top/Bottom Rules
It was well known that this particular conditional formatting primarily
contains the top or bottom rules to format the cell data by just
highlighting the cells, as it was usually used to highlight the cells from
the top or the bottom of the column as well, like top 10 cells or
bottom 5 cells.

Top or Bottom rules contain such pre-set conditions, Top 10 items,


Bottom 10 items, Top 10%, Bottom 10%, Above
Average, and Below Average.
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Data Bars

And the Data bars are the colored bars applied to the Microsoft Excel
data that represent the value of a cell. These data bars are different
than the above two conditional formatting. And they are used to
clearly show the higher or the low status of the data contained in the
cells.

"Higher the value, longer the bar. Similarly, the Lower the value,
the shorter the bar."

1. Data bars are the graphical representation of data. Or that


graphical way to show the data.
2. Moreover, the respective Data Bars usually help Microsoft Excel
users to show the clear status based on overall data by just
highlighting the cells with a color according to the high and low
values in the cell effectively.
3. And we need to remember that the data bars only apply to the
numeric data type. On String data, these are worthless.
4. Conditional formatting offers several colors to use in Data bars
representation.

With the help of an example, we will discuss later how data bars work.

Color Scale

Now in the conditional formatting, a color scale is applied to a range


of cells. And the color indicates where each cell value falls within the
cell range. In Microsoft Excel, conditional formatting offers twelve
color scales to represent the data.
This color scale conditional formatting applies only to numeric values
in an Excel worksheet.

Icon Sets

And in Microsoft Excel, we can easily represent the cell's data through
the different icon sets. Conditional formatting contains several types
of icon sets, such as Directional, Shapes, Indicators, and Ratings.

o For example: By just making Use of the directional icon set, the
particular amount of the data can be easily represented in three
ways that are none other than high, low, and average values in a
column, respectively.

These icon sets only attach with the numeric values in an Excel
worksheet, not with String data.

Highlight the cells

We will take an example to highlight the cells by just putting certain


conditions in a column.
o For example: Highlight all the cells with data greater than a
value (specified by us for the conditional formatting).

And we need to follow below mentioned steps very carefully:

Step 1: First of all, we must select a range of the cells in our Microsoft
Excel sheet, e.g., B2 to B8.

Step 2: Afterward, we need to go to the Conditional


Formatting, which is present inside the Home tab, and then click on
it.

Step 3: Now, in this step, we need to hover the mouse to Highlight


Cells Rules in the dropdown list and then will click on the Greater
than condition rule as well.
And similarly, we can easily choose any other conditions from here
and operate accordingly.

Step 4: In this step, we need to specify a value with which we want to


check all the selected values. And here we have entered 65 as well.

Step 5: We also need to specify the color to highlight the greater


values, and then after, we need to press the OK button respectively.
Step 6: In this step, we need to click on the "Ok" option, as clearly
depicted in the screenshot below; all the values greater than 65 are
highlighted in yellow.

Step 7: And then we need to change the B5 cell value to greater than
500 and will press the Enter key from our keyboard as well.
Step 8: Now, in this step, we will see that the cell color is changed
to Yellow automatically, and then the cell is highlighted respectively.

Clear conditional formatting


It was well known that the Microsoft Excel, users can clear all
formatting applied to the cells in an Excel spreadsheet at once. And
Microsoft Excel allows us to clear the conditional formatting from the
worksheet or the selected cells (specific cells). Let us now see both
methods, which are mentioned below -
1. Clear formatting from the entire worksheet
Now in the Home tab, we need to go to the Conditional formatting
> Clear Rules > Clear Rules from Entire Worksheet.
It will then clear all the pre-set and custom condition rules from the
worksheet.

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