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How to Use Conditional Formatting in Excel 2016
Edited 2 weeks ago by ExtremeHow Editorial Team
Microsoft OfficeExcelDataAnalysisSpreadsheetWindowsMacProductivityFunctionsVisualization
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Conditional formatting in Excel 2016 is a powerful feature that allows you to apply specific formatting to cells or ranges that meet certain criteria. This feature can help you quickly identify important trends and patterns in your data. Using conditional formatting, you can highlight, emphasize, or differentiate data and information stored in your worksheet. In this comprehensive guide, we'll dive deep into conditional formatting so you can learn how you can use it effectively.
Introduction to conditional formatting
Conditional formatting is a feature in Excel that changes the appearance of cells on a worksheet based on conditions or criteria you specify. Unlike static formatting, which remains constant regardless of any conditions, conditional formatting is dynamic. The formatting you apply will change based on the values in your data set. This allows for a more interactive and visually informative experience when analyzing your spreadsheet data. Based on the criteria you specify, you can change cell background colors, text colors, borders, and more.
Basic steps for applying conditional formatting
Here are some basic steps to apply conditional formatting in Excel 2016:
Step 1: Select the cells
First, select the cells to which you want to apply conditional formatting. This can be a single cell, a range of cells, an entire column, or an entire worksheet. To select a range of cells, click and drag your mouse across the desired cells.
Step 2: Open the conditional formatting menu
Once your cells are selected, go to the "Home" tab on the ribbon. In the "Styles" group, click "Conditional Formatting." A drop-down menu will appear showing various options for applying conditional formatting.
Step 3: Choose a rule
In the drop-down menu, you will see several options such as "Highlight cells rule," "Top/bottom rule," "Data bar," "Color scale," and "Icon set." You can click any of these options to define your rule.
Step 4: Configure the rules
After you choose the rule type, a dialog box will pop up, asking you to enter specific criteria for the rule. This is where you define the conditions for conditional formatting. Enter your criteria and choose the format you want to apply when the condition is met.
Step 5: Apply and close
After you've set up your rule, click "OK" to apply the conditional formatting to your selected cells. You can always edit the rules later by selecting "Manage Rules" from the Conditional Formatting menu.
Types of conditional formatting rules
Excel 2016 provides a variety of rules for conditional formatting that help highlight data in different ways. Below are the main types:
Rules for highlighting cells
This rule type allows you to highlight specific cells based on the values they contain. You can choose to highlight cells that are greater than, less than, or equal to a specific value. You can also use text strings, dates, or duplicate values as criteria.
Top/bottom rule
This set of rules highlights the cells that have the highest or lowest values in the selected range. You can specify how many of the top or bottom items you want to highlight, or you can use a percentage.
Data bar
Data bars add a visual bar within each cell, providing a quick visual cue about the relative size of the cell's value compared to other cells. The length of the bar corresponds to the cell's value.
Color scale
Color scales apply a gradient of colors across the range you select, with each color corresponding to the highest and lowest values of the data. This is useful for visually understanding the distribution and magnitude of your data.
Icon sets
Icon sets allow you to represent data using different icons, such as arrows, traffic lights, or stars. These icons provide a clear visual representation of how each cell's data aligns with a set of conditions.
Conditional formatting examples
Let's understand how conditional formatting can be used with some practical examples:
Example 1: Highlighting high sales figures
Let's say you have a sales table and you want to highlight all sales over $5,000. Here's how:
- Select the sales range that contains your sales data.
- Go to "Conditional Formatting" → "Highlight Cells Rules" → "Greater Than."
- Enter 5000 in the box provided and choose a format, such as bold red text.
- Click "OK" to apply the rule.
Example 2: Using a color scale for display
Suppose you want to view the performance of employees based on their scores:
- Select the category with the performance score.
- Click "Conditional Formatting" → "Color Scale."
- Choose a three-color scale, ranging from red to green, with yellow in the middle.
- The cell with the highest score will appear green, and the cell with the lowest score will appear red.
Example 3: Highlighting expired dates
Suppose you need to highlight a due date that has already passed:
- Select the column containing the due dates.
- Go to "Conditional Formatting" → "Highlight Cells Rules" → "Less Than."
- Enter =TODAY() in the box and choose the appropriate formatting options.
- Click "OK." All expiration dates will be highlighted.
Advanced conditional formatting with formulas
Beyond the standard rule types, Excel allows you to use formulas to create more flexible and dynamic conditional formatting. This is done by choosing "New Rule" in the Conditional Formatting menu and selecting "Use a formula to determine which cells to format."
Example: Conditional formatting with a custom formula
Suppose you want to use conditional formatting to highlight an entire row if the value in one of the cells is greater than 100:
- Select the range of rows you want to format, for example, A1:D10.
- Go to "Conditional Formatting" → "New Rule".
- Select "Use a formula to determine which cells to format."
- Type =A1>100 in the formula box.
- Choose the formatting you want and click "OK."
Managing and editing rules
You may need to edit or delete rules after you apply conditional formatting. Here's how:
Viewing conditional formatting rules
To see all the rules that apply to your current selection:
- Go to "Conditional Formatting" → "Manage Rules".
- This opens a dialog displaying all the rules that apply to the selected cells, sheet, or range.
Editing rules
To edit a rule:
- In the "Manage Rules" dialog box, select the rule you want to modify.
- Click "Edit Rule" to make your changes and click "OK" to apply.
Deleting a rule
To delete a rule:
- In the "Manage Rules" dialog box, select the rule you want to delete.
- Click "Delete Rule," and then click "OK."
Troubleshooting common problems
When using conditional formatting, you may encounter some common problems. Here are some troubleshooting tips:
Formatting not applied
This often happens because the rule is applied to the wrong range. Make sure you have the correct cells selected before applying formatting.
The sources are incorrect
Using the wrong formula may cause the rule to not work as expected. Double-check for any syntax errors and validate your logic.
Performance issues
Conditional formatting can slow down Excel if applied to large datasets. Try reducing the range or simplifying your rules when dealing with large datasets.
Conclusion
Conditional formatting is a remarkable feature in Excel 2016 that can greatly enhance your data interpretation skills. By applying various conditional formatting techniques, you can easily highlight important data points, identify trends, and draw attention to information that may not be revealed by simply looking at the raw data. This step-by-step guide and examples have given you the fundamental knowledge you need to employ conditional formatting. As you become more comfortable, you can explore advanced options such as using custom formulas, which provide an additional layer of sophistication for analyzing and presenting your Excel data.
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