Excel - Manage conditional formatting Tutorial

In this video, you will learn how to manage conditional formatting in Microsoft 365. The video covers the rules manager, where you can create, edit, and delete formatting rules for specific areas of a workbook or worksheet.
It also explains how to manage the precedence of rules when conflicting rules apply to cells.
By changing the order of the rules, you can control how cells are formatted based on their values.
The video also demonstrates how to use conditional formatting to sort and filter a worksheet based on the applied formatting.
This will help you effectively utilize conditional formatting in Microsoft 365 and improve your data analysis and visualization.

4:30
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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive understanding of managing conditional formatting rules in Excel, including how to create, edit, delete, and prioritize these rules effectively. It also covers how to identify cells with conditional formatting and how to sort and filter data based on these formatting rules.

Chapitres :

Introduction to Conditional Formatting
Conditional formatting in Excel allows users to apply specific formatting to cells based on their values. This feature enhances data visualization and helps in identifying trends and patterns quickly.
Accessing the Conditional Formatting Rules Manager
To manage conditional formatting rules, navigate to the Conditional Formatting Rules Manager. Here, you can choose to display formatting rules for specific areas of a workbook or a particular worksheet. This interface allows you to create, edit, delete rules, and manage their precedence.
Understanding Rule Precedence
When multiple rules apply to the same cell, the rule with higher precedence takes effect. By default, the most recently created rule is positioned at the top of the list, thus having precedence over earlier rules. For instance, if you have two rules: one for values greater than 60,000 and another for values greater than 70,000, the latter will format the cell with a blue fill if the value exceeds 70,000.
Example of Rule Application
In the example provided, cells B2 through B10 have two rules applied. The first rule formats cells with a blue fill for values greater than 60,000, while the second rule applies to values greater than 70,000. Since the value in cell B2 is 70,000, it is formatted with blue fill due to the precedence of the 70,000 rule.
Changing Rule Order
If you change the order of the rules, the formatting will also change. For example, if the rule for values greater than 60,000 is moved above the 70,000 rule, cells with values between 60,000 and 70,000 will be formatted with a yellow fill instead of blue.
Identifying Cells with Conditional Formatting
To identify which cells in a worksheet have conditional formatting rules, use the 'Find and Select' button on the Home tab. This feature allows you to select all cells that contain conditional formatting, making it easier to review and manage these rules.
Sorting and Filtering Based on Conditional Formatting
You can also sort and filter data based on the colors applied through conditional formatting. To sort, select the desired cells, click the 'Sort and Filter' button on the Home tab, and choose 'Custom Sort.' For filtering, select the cells, click 'Filter,' and then use the filter down arrow to filter by color, allowing you to display only the rows with specific formatting.
Conclusion
Understanding and effectively managing conditional formatting in Excel can significantly enhance data analysis and presentation. By mastering these techniques, users can better visualize their data and make informed decisions based on the insights gained from conditional formatting.

FAQ :

What is conditional formatting in spreadsheets?

Conditional formatting is a feature that allows users to apply specific formatting styles to cells based on the values or conditions they meet, making it easier to visualize data.

How do I access the rules manager for conditional formatting?

You can access the rules manager by selecting the 'Conditional Formatting' option in the Home tab of your spreadsheet application, where you can create, edit, and manage your formatting rules.

What happens when multiple conditional formatting rules apply to the same cell?

When multiple rules apply to the same cell, the rule with the highest precedence is applied. By default, the most recently created rule has the highest precedence.

Can I sort data based on conditional formatting?

Yes, you can sort data based on conditional formatting by selecting the cells you want to sort and using the 'Sort and Filter' options in the Home tab to organize them according to the formatting applied.

How can I filter rows based on conditional formatting?

To filter rows based on conditional formatting, select the cells you want to filter, click on 'Sort and Filter', then choose 'Filter', and use the filter down arrow to select 'Filter by Color' for the desired formatting.

Quelques cas d'usages :

Sales Performance Analysis

In a sales report, conditional formatting can be used to highlight sales figures that exceed targets. For example, cells with sales over $70,000 can be filled with blue, while those between $60,000 and $70,000 can be filled with yellow. This visual differentiation helps managers quickly identify high-performing sales representatives.

Error Tracking in Financial Reports

Conditional formatting can be applied to highlight cells that contain errors or blank values in financial reports. By using red fill for errors and yellow for blanks, analysts can easily spot and address issues in the data, ensuring accuracy in reporting.

Project Management Dashboard

In a project management dashboard, conditional formatting can be used to indicate the status of tasks. For instance, tasks that are overdue can be highlighted in red, while those that are on track can be green. This allows project managers to quickly assess project health and prioritize tasks.

Inventory Management

Conditional formatting can help in inventory management by highlighting low stock items in red. This visual cue alerts managers to reorder products before they run out, improving inventory control and reducing stockouts.

Customer Feedback Analysis

In analyzing customer feedback, conditional formatting can be used to categorize feedback scores. For example, scores above 4 can be highlighted in green, while scores below 2 can be red. This helps teams focus on areas needing improvement and recognize high satisfaction levels.

Glossaire :

Conditional Formatting

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

Rules Manager

A tool within conditional formatting that allows users to create, edit, delete, and manage the precedence of formatting rules applied to cells.

Precedence

The order of importance assigned to conditional formatting rules; the rule with higher precedence is applied first when multiple rules conflict.

Fill Color

The background color applied to a cell in a spreadsheet, which can be changed based on conditional formatting rules.

Sort and Filter

Functions in spreadsheet applications that allow users to organize data in a specific order or to display only certain data based on criteria.

Custom Sort

A sorting option that allows users to define specific criteria for how data should be ordered, such as sorting by color or icon.

Data Tab

A section in spreadsheet applications that contains tools for managing and analyzing data, including sorting and filtering options.

Filter by Color

A filtering option that allows users to display only the rows in a worksheet that contain cells formatted with a specific color.

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you can choose to show formatting rules for areas of a workbook that have rules,

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such as the current selection,

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or a specific worksheet.

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you can then create, edit

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and delete rules as well as manage the precedence of rules

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for the cells or worksheet you selected,

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when conflicting rules apply to cells, the rule with

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higher precedence wins,

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by default the most recently created rule is at the top of the list

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and has precedence over previously created rules.

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For example in cells B2 through B10, I've already created two rules.

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The first rule I created is

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ifthe cell value is greater than 70,000, make the fill color yellow.

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The next rule I created and therefore the one with the precedence,

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is if the cell value was greater than 60,000

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make the fill color blue.

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In cell B2 for example the value is greater than 70,000.

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But the value is also greater than 60,000,

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so the cell was formatted with the blue fill.

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The way the rules are currently ordered,

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cells that are greater than 70 thousand, which are always going to be

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greater than 60 thousand too, are formatted with the blue fill,

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the 60,000 rule has precedence over the 70,000 rule.

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If we change the order of the rules,

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thereby changing the precedence,

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cells that are greater than 70,000 are formatted with the yellow fill

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and cells that are greater than 60,000 but less

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than 70,000 are formatted with the blue fill.

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To see which cells of a worksheet have conditional

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formatting rules, possibly to investigate why they aren't working as you expect,

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click the find and select button on the Home tab

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and then click conditional formatting

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the cells that have conditional formatting rules are selected.

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In this example there are two rules, one applies to cells

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that contain errors and the other to cells that contain blank values,

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neither case exists on the worksheet,

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which is why you don't see conditional formatting but the rules were there.

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Another way to manage conditional formatting is to sort

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and filter based on the colors you apply.

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To sort a worksheet based on conditional formatting,

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select the cells you want to sort, click the sort and filter button on the Home tab.

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The sort and filter group on the Data

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tab provide similar functionality,

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click Custom sort.

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In this example, the profit column has icons that are

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green yellow and red circles.

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for sort on, I select cell icon,

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I want the green icons at the top,

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I copy the sort rule and change it to the red icon

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and set it to on bottom, I click OK and the worksheet is sorted by conditional formatting.

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To filter a worksheet based on conditional formatting,

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select the cells you want to filter, click sort and filter,

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click filter,

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click thefilter down arrow for a column, click filter by color,

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I want the red icons to remain visible so I click it,

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and only the rows with red icons in the profit column are displayed.

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Now you've got a pretty good idea about how to take full

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advantage of conditional formatting.

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Of course there's always more to learn.

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