Excel - Take conditional formatting to the next level Tutorial

In this video, you will learn how to take conditional formatting to the next level.
The video covers how to apply conditional formatting to specific cells, tables, pivot tables, and worksheets.
It demonstrates how to use the quick analysis option for formatting and how to have more control over the type of formatting applied by creating new rules.
You will also learn how to format cells that are blank or contain errors.
This knowledge will help you enhance your data analysis and visualization skills using conditional formatting in Microsoft 365.

3:37
4450 views

Available in Microsoft365

Objectifs :

This course aims to enhance your understanding of conditional formatting in data analysis, enabling you to visually interpret data trends and values effectively. You will learn how to apply conditional formatting to various data structures, including cells, tables, and pivot tables, and gain insights into customizing formatting rules for better data visualization.

Chapitres :

Introduction to Conditional Formatting
Conditional formatting is a powerful tool that provides visual cues to help you interpret your data more effectively. It allows you to highlight highs, lows, and other trends based on specific criteria you set. This course will guide you through the various applications of conditional formatting, enhancing your data analysis skills.
Applying Conditional Formatting
You can apply conditional formatting to specific cells, tables, pivot tables, and entire worksheets. A quick way to access this feature is through the Quick Analysis option in the ribbon. However, for more control over the formatting rules, you can create a new rule by selecting 'New Rule' and choosing the type of formatting you want to apply.
Creating Custom Rules
To create a custom rule, select the rule type, such as 'Format all cells based on their values.' You can then choose a format style, like icon sets, and select the desired icon style. For instance, you might set a green icon for values greater than or equal to 1, a yellow icon for values equal to 5, and a red icon for lower values. This allows for quick visual identification of data trends.
Handling Errors and Blanks
Conditional formatting can also be applied to cells that are blank or contain errors. To do this, select 'Format only cells that contain' and choose 'Blanks' or 'Errors.' You can then specify the formatting style you wish to apply. For example, you might fill cells with errors in a specific color to make them stand out.
Editing and Deleting Rules
For information on how to edit or delete existing conditional formatting rules, refer to the final video of this course. This will help you manage your formatting effectively and ensure your data visualization remains relevant and accurate.
Next Steps
In the upcoming section, you will learn how to use formulas to apply conditional formatting, further expanding your capabilities in data analysis and visualization.

FAQ :

What is conditional formatting?

Conditional formatting is a feature in spreadsheet applications that allows users to apply visual formatting to cells based on specific criteria, making it easier to identify trends and outliers in data.

How do I apply conditional formatting to a cell?

To apply conditional formatting, select the cell or range of cells, go to the 'Home' tab, click on 'Conditional Formatting', and choose the desired formatting option or create a new rule.

Can I use conditional formatting with pivot tables?

Yes, you can apply conditional formatting to pivot tables just like you would with regular tables, allowing you to highlight important data trends within your summarized data.

What are icon sets in conditional formatting?

Icon sets are a type of conditional formatting that uses different icons to represent the values in cells, helping to visually convey information about data trends and comparisons.

How can I format cells that contain errors?

You can format cells that contain errors by selecting 'Conditional Formatting', choosing 'New Rule', and then selecting 'Format only cells that contain' followed by 'Errors' to apply your desired formatting.

What should I do if I want to edit or delete a conditional formatting rule?

To edit or delete a conditional formatting rule, go to 'Conditional Formatting' in the 'Home' tab, select 'Manage Rules', and from there you can modify or remove existing rules.

Quelques cas d'usages :

Sales Performance Analysis

Use conditional formatting to highlight sales figures in a spreadsheet, allowing sales managers to quickly identify high and low performers based on set thresholds.

Budget Tracking

Apply conditional formatting to a budget spreadsheet to visually indicate overspending or underspending in different categories, helping financial analysts make informed decisions.

Error Tracking in Data Entry

Utilize conditional formatting to automatically highlight cells with errors in a data entry form, enabling data entry personnel to quickly correct mistakes.

Project Management Dashboard

In a project management spreadsheet, use conditional formatting to track project milestones and deadlines, visually indicating which tasks are on schedule and which are overdue.

Inventory Management

Implement conditional formatting in an inventory spreadsheet to flag low stock levels, ensuring that inventory managers can take timely action to reorder supplies.

Glossaire :

Conditional Formatting

A feature in spreadsheet applications that allows users to apply specific formatting to cells based on certain criteria, providing visual cues to help interpret data trends.

Quick Analysis

A tool in spreadsheet software that provides a fast way to apply formatting, charts, and other data analysis features to selected data.

Pivot Tables

A data processing tool used in spreadsheets to summarize, analyze, explore, and present data, allowing for dynamic data manipulation.

Icon Sets

A type of conditional formatting that uses icons to represent the value of a cell relative to other cells, helping to visualize data trends.

Formatting Rules

Criteria set by the user that determine how cells are formatted based on their values, such as highlighting cells that meet specific conditions.

Blanks

Cells that do not contain any data or values, which can be specifically targeted for formatting in conditional formatting.

Errors

Cells that contain error messages (e.g., #DIV/0!) indicating that a calculation could not be performed, which can also be formatted conditionally.

00:00:05

we covered the basics of conditional formatting.

00:00:09

Conditional formatting provides visual cues

00:00:12

to help you make sense of your data.

00:00:15

For example, it'll clearly show highs and lows,

00:00:19

or other data trends,

00:00:21

based on the criteria you specify.

00:00:25

See the course summary at the end of this course for a link.

00:00:29

In this course, we will go over how to get that much more

00:00:32

out of conditional formatting.

00:00:36

You can apply it to specific cells, tables, pivot tables and worksheets.

00:00:45

For example, to quickly conditionally format

00:00:48

these selected cells, you can use a quick analysis option,

00:00:58

or an option on the conditional formatting button in the ribbon.

00:01:08

But if you want more control over what type,

00:01:11

and when conditional formatting applies, click New rule,

00:01:17

select the rule type,

00:01:20

such as format all cells based on their values, select a format style,

00:01:27

such as icon sets,

00:01:30

select the icon style that you want,

00:01:34

icons sets range from 3 to 5 icons and numerous icons styles,

00:01:40

I'm going to leave it set to the default.

00:01:44

For the green icon, I set the type of value to Number.

00:01:51

When I do this, the value is set to zero,

00:01:55

overriding the previous value, which is why I do it first.

00:02:00

I'll leave the operator set to greater than or equal to,

00:02:05

and set the value to 1.

00:02:09

For the yellow icon, I set the value to .5

00:02:17

and the red icon is automatically set to less than .5.

00:02:23

I click OK, and the values in the profit column

00:02:27

are conditionally formatted by the new rule we just created,

00:02:32

and I can see at a glance that dried pears, walnuts

00:02:36

and cottonseed oil have the highest profits.

00:02:41

You can also format cells that are blank or contain errors.

00:02:50

This time select Format only cells that contain;

00:02:56

select Blanks or errors,

00:03:02

choose the formatting you want.

00:03:08

The options and combinations are virtually endless.

00:03:13

I'm going to fill the cells that contain errors.

00:03:17

Click OK.

00:03:18

Click OK again, and this cell with an error is formatted.

00:03:25

For information about editing and deleting rules,

00:03:28

see the final video of this course.

00:03:31

Up next: Use formulas to apply conditional formatting.

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