Microsoft Office Tutorials and References
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Conditional Formats for Calling Attention to Data
Conditional Formats for Calling Attention to Data
A conditional format is one that applies when data meets certain conditions.
To call attention to numbers greater than 10,000, for example, you can tell
Excel to highlight those numbers automatically. To highlight negative
numbers, you can tell Excel to display them in bright red. Conditional formats
help you analyze and understand data better.
Select the cells that are candidates for conditional formatting and follow
these steps to tell Excel when and how to format the cells:
1. On the Home tab, click the Conditional Formatting button (you may
have to click the Styles button first, depending on the size of your
screen).
2. Choose Highlight Cells Rules or Top/Bottom Rules on the drop-down
list.
You see a submenu with choices about establishing the rule for whether
values in the cells are highlighted or otherwise made more prominent:
Highlight Cells Rules: These rules are for calling attention to data if it
falls in a numerical or date range, or it’s greater or lesser than a
specific value. For example, you can highlight cells that are greater than
400.
Book III
Chapter 1
Top/Bottom Rules: These rules are for calling attention to data if it
falls within a percentage range relative to all the cells you selected.
For example, you can highlight cells with data that falls in the bottom
10-percent range.
3. Choose an option on the submenu.
You see a dialog box similar to the ones in Figure 1-8.
4. On the left side of the dialog box, establish the rule for flagging data.
5. On the With drop-down list, choose how you want to call attention to
the data.
For example, you can display the data in red or yellow. You can choose
Custom Format on the drop-down list to open the Format Cells dialog
box and choose a font style or color for the text.
6. Click OK.
 
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