Conditional

Formatting
BY GROUP
5
What is Conditional Formatting ?
Imagine you're reading a book, and you come across
important points, definitions, or key phrases.
To make them easier to find later, you highlight them, use a
bookmark, or even underline certain sections.

Why would you do that?

This helps you quickly locate important information without
having to reread the entire book.
How is this related to Conditional
Formatting ?
It helps highlighting the data in a spreadsheet
and saves time and manual efforts.

Conditional Formatting
is a feature in Microsoft Excel that allows
users to automatically apply formatting—
such as colors, icons, etc., to cells based
on specific conditions or criteria.
Brief History & Evolution
• First introduced in Excel 97.
• Initially, it allowed only upto three conditions at a time. This restriction was removed in Excel 2007
and the later versions.
• Over the years, expanded to include formulas, color scales, data bars, and icon sets.
• Now, widely used across industries for data analysis, reporting, and automation.

Why is it Used?
• Enhances data visualization – makes trends & patterns more noticeable
• Reduces manual effort – automates the process of highlighting the key data
• Improves data interpretation – helps users easily identify the duplicates or errors
• Boosts decision-making – provides insights at a glance for better business and analytical decisions
The Basics of Conditional
Formatting
Where is it found?
Home tab -> under Styles group
Highlighting cells based on values
◦ Formatting cells that are greater than, less than, or equal to a specific value
◦ Formatting cells within a specific range
◦ Highlighting duplicate or unique values

Using Color Scales, Data Bars, and Icon Sets

◦ Color scales (e.g., gradient fill based on values)
◦ Data bars for visual representation
◦ Icon sets for quick comparisons (arrows, traffic lights, check marks)

Creating Custom Conditional Formatting Rules

◦ Using formulas
◦ Logical conditions (IF, AND, OR)

Conditional Formatting for Dates and Time

◦ Highlighting upcoming deadlines
◦ Identifying weekends, holidays, or specific weekdays
◦ Formatting based on today’s date
Highlight Cells Rules
*Conditional Formatting makes it easy to highlight
certain values or make particular cells easy to
identify.
*This changes the appearance of a cell range
based on a condition.
*You use Conditional Formatting to highlight cells
that contain values which meet a certain
condition.
TO HIGHLIGHT
On the Home Tab, select Conditional Formatting.
Do the following to highlight the cells.
1. Select the range of cells or the table that you want to
highlight.
2. Values in specific cells.
Examples are numbers greater than or less that or equal
to or numbers between a range and many more.
Text that
Contains…
The "Text That Contains..." Highlight Cell Rule will
highlight a cell with one of the appearance
options based on a part of the cell
value containing your specified value.
A Date
Occurring
The "A Date Occurring..." Highlight Cell Rule will
highlight a cell with one of the appearance options
based on the cell value relative to a specified time
frame.
 Duplicate
Values
Duplicate Values.. is one of the options for the condition, and can check for
both duplicate and unique values.
1. Duplicate Values
2. Unique Values
Top/Bottom Rules

Here we highlight the cells in a data range based on

Top/Bottom number of Items , Percentage and Average.
Top/Bottom 10 Items
The Top/Bottom 10 Items rule highlights the highest or lowest values in a selected range. Despite the
name, you can customize the number to any value.
How to Apply:
1. Select the range of data.
2. Click on ‘Conditional Formatting’ in the Home tab.
3. Choose ‘Top/Bottom Rules’ → ‘Top 10 Items’ or ‘Bottom 10 Items’.
4. Specify the number of items to highlight.
5. Choose a formatting style and click OK.
xample for Top/Bottom 10 Items

Top 10 items Bottom10 items

Top/Bottom 10%
Instead of selecting a fixed number of values, Top/Bottom 10% highlights a percentage of values from the
dataset. This is useful when working with large datasets.
How to Apply:
1. Select your data range.
2. Click on ‘Conditional Formatting’ in the Home tab.
3. Choose ‘Top/Bottom Rules’ → ‘Top 10%’ or ‘Bottom 10%’.
4. Adjust the percentage if needed.
5. Choose a formatting style and click OK.
 Example for
Top/Bottom 10% Top 10% Bottom 10%
Above/Below Average
The Above/Below Average rule highlights values that are higher or lower than the dataset's average,
making it easy to spot trends.
How to Apply:
1. Select your data range.
2. Click on ‘Conditional Formatting’ in the Home tab.
3. Choose ‘Top/Bottom Rules’ → ‘Above Average’ or ‘Below Average’.
4. Select a formatting style and click OK.
xample for Above/Below Average

Above Average Below Average

DATA BARS
Data bars in excel are a type of conditional
formatting that uses colored bars to show
how large values are compared to each other
You can use data bars to highlight data and
spot trends

The higher the value, the longer the bar.

DATA BARS
1.GRADIENT FILL
In conditional formatting with data bars, Selling Price
2,008
◦ gradient fill is used to highlight data 3,838
2,599
◦ this can help you identify large and smaller 3,212
value 4,910
2,268
◦ a gradient fill is a gradual transition from 4,513
4,289
one color to light color. 3,217
2,804
2,282
3,487
3,569
4,565
4,441
2,784
4,522
4,561
2,663
2. SOLID FILL
In conditional formatting with data bars, Selling Price
◦ solid fill is used to highlight data 2,008
3,838
◦ this can help you identify large smaller 2,599
3,212
value 4,910
◦ a “SOLID FILL” provides a clear visual cue 2,268
4,513
by filling the entire cell or range of cell 4,289
with a chosen color 3,217
2,804
2,282
3,487
3,569
4,565
4,441
2,784
4,522
4,561
2,663
3.MORE RULES
Selling Price
2008
3838
2599
3212
4910
2268
4513
4289
3217
2804
2282
3487
3569
4565
4441
2784
4522
4561
2663
Color Scale
Students Subject Marks
A color scale is used to apply different colors to cells
Teja Social 30
based on the values they contain, providing a visual
Hanuman Social 40
representation of data patterns, trends, or
Sowjanya Social 40
distributions. The colors range from a minimum to a
Mani Social 50
maximum value, often with a middle point in Haripriya Social 50
between. Color scales help highlight differences in Hanish Social 60
values at a glance. Karthik Social 60
Jasvitha Social 70
Sushanth Social 80
Sandhya Social 80
Shaurya Social 90
Vignesh Social 100
Icon Set
An icon set applies symbols (icons) to cells based on Students Subject Marks
the value in each cell. These icons represent specific Teja Social 30
ranges or thresholds, making it easy to visualize Hanuman Social 40
categories, trends, or specific conditions. Sowjanya Social 40
Mani Social 50
Haripriya Social 50
Hanish Social 60
Karthik Social 60
Jasvitha Social 70
Sushanth Social 80
Sandhya Social 80
Shaurya Social 90
Vignesh Social 100
New Rule
Select the cells you want to format. You can select
one column, several columns or the entire table if
you want to apply your conditional format to rows.
In the New Formatting Rule window, select Use a
formula to determine which cells to format.
Enter the formula in the corresponding box.
Click the Format… button to choose your custom
format.
Switch between the Font, Border and Fill tabs and play
with different options such as font style, pattern color
and fill effects to set up the format that works best for
you.
If the standard palette does not suffice, click More
colors… and choose any RGB or HSL color to your
liking. When done, click the OK button.
Make sure the Preview section displays the format
you want and if it does, click the OK button to save
the rule.
If you are not quite happy with the format preview,
click the Format… button again and make the edits.
 CLEAR RULE.
Conditional Formatting rules can be managed and
removed using the Clear Rules and Manage Rules
features.
Here is the Clear Rules part of the conditional
formatting menu:
You can remove all the rules from a selected range
of cells or from the entire spreadsheet using the
Clear Rules menu options.
 Manage Rules
Create, edit, delete and view all the conditional
formatting rules in a workbook by using the
Conditional Formatting Rule Manager.
 Conclusion
1. Top/bottom Rules
2. Highlight Cells Rules
3. Icon Sets
4. Data bars
5. Colour Scales
6. New rule
7. Clear rule
8. Manage rules
In conclusion, the various conditional formatting rules that are available in Excel , offer users efficient ways
to visually analyse and interpret data.

• Highlight Cells Rules: These rules allow users to format cells based on specific conditions, such as values
above or below a threshold, duplicates, or certain text matches. This feature enhances data visibility by
emphasizing key points directly in the dataset.

• Top/Bottom Rules: This feature lets users easily highlight the top or bottom values in a data range, such as
the top 10% or the bottom 5 values. It provides a quick and effective way to spot outliers or best/worst
performers in datasets, aiding decision-making and analysis.
• Icon Sets: Icon Sets use symbols like traffic lights, arrows, or stars to represent data ranges. These visual
cues help users quickly identify trends, rankings, or performance levels within their data, streamlining the
process of data evaluation.

• Data Bars: Data Bars provide a visual representation of data by filling cells with coloured bars proportionate
to their values. This feature makes it easier to compare relative sizes of values in a dataset at a glance,
improving data comprehension without needing to examine raw numbers.

• Colour Scales: Colour Scales apply a gradient of colours to cells based on their values, allowing for an
intuitive visual representation of data ranges. This helps users easily spot trends, patterns, and variations,
making it simpler to analyse large datasets quickly and efficiently.
• New Rule: The "New Rule" feature empowers users to create custom conditional formatting rules based on
specific criteria, providing greater flexibility and control over how data is visually represented. This feature
is essential for users who need to apply more complex formatting beyond predefined options.

• Clear Rule: The "Clear Rule" option allows users to remove any existing conditional formatting from
selected cells or entire ranges, restoring the data to its original state. This tool helps maintain a clean and
organized worksheet, making it easy to reset formatting as needed.

• Manage Rules: The "Manage Rules" feature provides users with a centralized interface to view, edit, and
delete their existing conditional formatting rules. It enables users to efficiently maintain and adjust their
formatting settings, ensuring that their data displays the most relevant and accurate information.
Thank You
◦ Siddu Naik

◦ Polinedi Hari Haran

◦ Devi Priya Badam

◦ Lakshmi Neha

◦ Vinay Macharla

◦ Heena Fathima

◦ Annapurna Nistala

◦ Pamuri Subba Reddy

◦ Nimmala Naresh