Conditional Formatting

In Excel
Presented By:
Shivanshu Gupta
MBA-B
Contents

 Conditional Formatting

 Types of Conditional Formatting

 Highlight Cell Rules

 Top/Bottom Rules

 Data Bars

 Color Scales

 Icon Sets

 New Rule, Clear Rules and Manage Rules

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Conditional Formatting

 Conditional formatting is a special format that Excel only applies to cells that
satisfy some condition, which Excel calls a rule. If the condition is true, the
cell range is formatted based on that condition; if the condition is false, the
cell range is not formatted based on that condition.

 For example, you can highlight all the negative values in a red color.

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Types of Conditional Formatting

Highlight Cells Rules

Top/Bottom Rules

Data Bars

Color Scales

Icon Sets
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Highlight Cells Rules

 It highlight cells that satisfy one or more specific conditions. Excel

displays seven choices:
 Greater Than: Format cells with value greater than the specified value.
 Less Than: Format cells with value less than the specified value.
 Between: Format cells with value between the two specified values.
 Equal To: Format cells with value equal to the specified value.
 Text That Contains: Format cells with text value that contains the
specified text. It is not case sensitive.
 A Date Occurring: Format cells with date value that satisfy the given
date condition. For example, Yesterday, Today, In the Last 7 Days, and so
on.
 Duplicate Values: Format cells with value that appears more than one in
the range. 5
Top/Bottom Rules

 It format cells that rank in the top or bottom values in a range. Excel
displays six choices:
 Top 10 Items: Format cells with values that rank in the top X items in the
range, where X is the number of items to be formatted.
 Top 10%: Format cells with values that rank in the top X percentage of
items in the range, where X is the percentage of items to be formatted.
 Bottom 10 Items: Format cells with values that rank in the bottom X
items in the range, where X is the number of items to be formatted.
 Bottom 10%: Format cells with values that rank in the bottom X
percentage of items in the range, where X is the percentage of items to
be formatted.
Note that the default value of X is 10 in all the above options.

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Top/Bottom Rules

 Above Average: Format cells with values that are above the average of
all the values in the range.

 Below Average: Format cells with values that are below the average of
all the values in the range.

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Data Bars

 It displays colored, horizontal bars that appear “behind” the values in

a range. Its key feature is the length of the data bar which depends
on the value in that cell: The larger the value, the longer the data
bar. Excel has six choices:
 Automatic: This is the default choice, and it means that Excel selects the
type automatically, based on the data.

 Lowest/Highest Value: The lowest value in the range gets the shortest
data bar, and the highest value gets the longest data bar.

 Number: Data bar lengths are based on the values specified in the two
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Value text boxes.
Data Bars

 Percent: Data bar lengths are based on the percentage of the largest
value in the range.

 Formula: Data bar lengths are based on the specified formula.

 Percentile: Excel ranks all the values in the range and the length of the
data bar of a cell is based on its rank. Lower the rank, longer the data bar
and vice-versa.

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Color Scales
 Color scales in conditional formatting applies a color to cells in a range based
on their values.
 Color scales are visual guides that help you understand data distribution and
variation and lets you easily spot maximum and minimum values as well as
trends.
 For example, the lowest values might be shaded red, the higher values might
be shaded light red, then orange, yellow, lime green, and finally deep green
for the highest values.
 There are 2 types of color scales available in Excel:
 2-Color Scale: A two-color scale helps you compare a range of cells by using a
gradation of two colors.
 3-Color Scale: A three-color scale helps you compare a range of cells by using a
gradation of three colors.

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Icon Sets

 Symbols are often a useful aid for cutting through the clutter and make sense
of a great deal of data. Excel puts this symbolic association to good use with
the icon sets feature.

 This feature adds a particular icon to each cell in the range, and that icon
tells something about the cell's value relative to the rest of the range.

 For example, an up arrow means things are progressing, a down arrow means
things are going backward, and a horizontal arrow means things are remaining
as they are.

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New Rule, Clear Rules and Manage Rules

 New Rule: This option is available to apply a new conditional formatting rule
or customize the given rules as per requirement of the user.

 Clear Rules: This option is used to clear the applied rules from selected cells,
entire sheet or a table.

 Manage Rules: As excel provides the functionality to apply more than one
rule on the same cells or a range, this option is used to manage all the
applied rules in selected cells or worksheet.

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References

 McFedries, P. (2019). Excel 2016 Formulas and Functions. 6th ed. Pearson
India Education Services Pvt. Ltd.

 Support.office.com. (2019). Conditional formatting. [online] Available at:

https://support.office.com/en-us/article/conditional-formatting-6b6f7c2a-
5d62-45a1-8f67-584a76776d67 [Accessed 10 Sep. 2019].

 Informit.com. (2019). Que Publishing | InformIT. [online] Available at:

http://www.informit.com/imprint/index.aspx?st=61090 [Accessed 10 Sep.
2019].

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Thank You !

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