Excel - Conditionally format text Tutorial

In this video, you will learn about conditionally formatting text using Microsoft 365. The video covers the process of formatting text based on specific conditions, such as highlighting cells that meet certain criteria or applying different font styles to different values.
This feature is useful for visually organizing and analyzing data in Excel.
By mastering conditional formatting, you can enhance the visual appeal and readability of your spreadsheets, making it easier to identify trends and patterns.
This tutorial will provide you with step-by-step instructions on how to apply conditional formatting in Microsoft 365, helping you optimize your data analysis and presentation skills.

2:12
3784 views

Available in Microsoft365

Objectifs :

This video aims to teach viewers how to use conditional formatting in Excel to highlight rows based on specific text criteria, specifically focusing on formatting rows where a certain condition is met.

Chapitres :

Introduction to Conditional Formatting
In this section, we explore the concept of conditional formatting in Excel. Conditional formatting allows users to apply specific formatting to cells based on the values they contain. This feature is particularly useful for visually analyzing data, such as highlighting duplicates, unique values, or specific text.
Using Quick Analysis for Conditional Formatting
The video begins by demonstrating how to use the Quick Analysis tool to conditionally format cells containing the text 'oil'. Quick Analysis simplifies the process of applying formatting based on certain criteria, making it accessible for users.
Conditional Formatting Based on Row Values
The focus then shifts to a more specific application of conditional formatting: formatting an entire row based on the value of a single cell within that row. For instance, if the cell in column C indicates 'Discontinued' as 'Yes', the entire row will be filled with a gray color.
Step-by-Step Guide to Apply Conditional Formatting
To apply this formatting, follow these steps: 1. Select the range of cells you wish to format. 2. Click on 'Conditional Formatting' in the toolbar. 3. Choose 'New Rule'. 4. Select 'Use a formula to determine which cells to format'. 5. In the formula field, enter 'C2="Yes"'. This formula checks if the value in column C of the current row is 'Yes'. 6. Use an absolute reference for column C to ensure the rule applies correctly across all rows. 7. Enclose 'Yes' in quotes to treat it as text. 8. Click 'Format' to choose the desired fill color (gray in this case). 9. Confirm by clicking 'OK' twice.
Visual Elements and Interaction
Throughout the video, viewers will see visual demonstrations of each step. Important elements include the Conditional Formatting menu, the New Rule dialog box, and the Format options where users select the fill color. These visuals help reinforce the instructions provided.
Conclusion and Next Steps
In conclusion, viewers learn how to effectively use conditional formatting to enhance data visibility in Excel. The video sets the stage for the next topic, which will cover copying and removing conditional formatting, further expanding the viewer's skills in Excel.

FAQ :

What is conditional formatting in Excel?

Conditional formatting in Excel allows users to change the appearance of cells based on specific criteria, such as values or text. This helps in visually analyzing data.

How do I use Quick Analysis for conditional formatting?

To use Quick Analysis for conditional formatting, select the range of cells you want to format, click on the Quick Analysis tool, and choose the Conditional Formatting option to apply your desired formatting.

What does an absolute reference mean in Excel?

An absolute reference in Excel is a cell reference that does not change when the formula is copied to another cell. It is indicated by a dollar sign before the column letter and row number (e.g., $C$2).

How can I format a row based on a specific cell's value?

To format a row based on a specific cell's value, select the entire row, go to Conditional Formatting, create a new rule, and use a formula that references the specific cell. For example, use a formula like =C2='Yes' to format the row if the value in column C is 'Yes'.

Can I copy conditional formatting to other cells?

Yes, you can copy conditional formatting to other cells by using the Format Painter tool or by applying the same conditional formatting rules to the desired range.

Quelques cas d'usages :

Inventory Management

In an inventory management system, conditional formatting can be used to highlight discontinued products. For example, if a product's status in column C is marked as 'Yes', the entire row can be filled with gray to indicate it is discontinued, making it easier for managers to identify items that need to be removed from stock.

Sales Reporting

Sales teams can use conditional formatting to track performance metrics. For instance, if sales figures in a report fall below a certain threshold, the corresponding rows can be highlighted in red, allowing quick identification of underperforming products or sales representatives.

Project Management

In project management, conditional formatting can help visualize project statuses. Rows representing tasks can be formatted to change color based on their completion status, such as green for completed tasks and yellow for tasks in progress, aiding in quick project assessments.

Financial Analysis

Financial analysts can apply conditional formatting to highlight significant changes in financial data. For example, if a financial metric exceeds a certain value, the row can be highlighted in blue, allowing analysts to quickly spot important trends or anomalies in the data.

Glossaire :

Conditional Formatting

A feature in spreadsheet applications that allows users to apply specific formatting to cells based on certain conditions or criteria.

Quick Analysis

A tool in Excel that provides a fast way to analyze data and apply formatting, charts, and other features without navigating through multiple menus.

Absolute Reference

A cell reference that remains constant, regardless of where the formula is copied. In Excel, it is denoted by a dollar sign (e.g., $C$2).

Formula

An expression that calculates the value of a cell in a spreadsheet. Formulas can include numbers, operators, and functions.

Fill Color

The background color applied to a cell or range of cells in a spreadsheet to enhance visibility or indicate specific conditions.

00:00:05

conditionally format cells in a range that contained the

00:00:08

text "oil", using Quick analysis.

00:00:12

You can also use Quick analysis to conditionally format

00:00:15

cells in a range that have duplicate text, unique text,

00:00:20

and text that's the same as text you specify.

00:00:25

But what if you want to conditionally format a row based

00:00:28

on the text in one of the cells in the row.

00:00:31

In this example I want a row to have a gray fill if

00:00:35

Discontinued for the row is set to Yes.

00:00:40

To do this, select the cells you want to conditionally format.

00:00:44

Note that A2 is the active cell; we'll need that for later.

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Click Conditional formatting, and then click New rule.

00:00:56

Select Use a formula to determine which cells to format.

00:01:02

In the rule field, since the active cell is A2, we need

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to type a formula that is valid for row 2, and will apply

00:01:10

correctly to all of the other rows.

00:01:13

To do this, we type: =$C2="Yes"

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We use an absolute reference for column C, $C,

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so that conditional formatting for each row evaluates

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the value in column C for that row.

00:01:39

And we put quotes around Yes.

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The quotes ensure that Excel evaluates the word "Yes" as text.

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Next we click Format, select the fill color we want,

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click OK, and click ok again.

00:01:59

And the rows with products that have been discontinued are filled with gray.

00:02:04

Up next: copying and removing conditional formatting.

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