What it means In Excel , you will not see conditional formatting in nonadjacent cells. What to do In the Compatibility Checker, click Find to locate cells that contain a conditional formatting type on a nonadjacent range, and then make the necessary changes to use conditional formatting rules that are available in earlier versions of Excel.
Some PivotTables in this workbook contain conditional formatting that may not function correctly in earlier versions of Excel. The conditional formatting rules will not display the same results when you use these PivotTables in earlier versions of Excel. What it means Conditional formatting results you see in Excel PivotTable reports will not be the same as in Excel and later PivotTable reports.
What to do In the Compatibility Checker, click Find to locate PivotTable report fields that contain conditional formatting rules, and then apply conditional formatting rules that are available in the earlier versions of Excel. One or more cells in this workbook contain conditional formatting which refers to values on other worksheets. These conditional formats will not be supported in earlier versions of Excel.
What it means In Excel , conditional formatting that refers to values on other worksheets is not displayed. What to do In the Compatibility Checker, click Find to locate cells that contain conditional formatting that refers to values on other worksheets, and then apply conditional formatting that does not refer to values on other worksheets. One or more cells in this workbook contain conditional formatting using the 'Text that contains' format with a cell reference or formula.
What it means In Excel , conditional formatting that use formulas for text that contains rules is not displayed on the worksheet. What to do In the Compatibility Checker, click Find to locate cells that contain conditional formatting that uses formulas for text that contains rules, and then apply conditional formatting that is supported in earlier versions of Excel.
One or more cells in this workbook contain a rule that will not be supported in earlier versions of Excel because there is a formula error in its range. What it means In Excel , conditional formatting that use range-based rules cannot be displayed correctly on the worksheet when the range-based rules contain formula errors. What to do In the Compatibility Checker, click Find to locate cells that contain range-based rules that contain formula errors, and then make the necessary changes so that range-based rules do not contain formula errors.
What it means In Excel , conditional formatting that displays a specific icon set arrangement is not supported and the icon set arrangement is not displayed on the worksheet. What to do In the Compatibility Checker, click Find to locate cells that contain conditional formatting that display a specific icon set arrangement, and then make sure that conditional formatting does not display that icon set arrangement.
One or more cells in this workbook contain a data bar rule that uses a "Negative Value" setting. These data bars will not be supported in earlier versions of Excel. What it means In Excel , conditional formatting that contains a data bar rule that uses a negative value is not displayed on the worksheet. One or more cells in this workbook contain conditional formatting which refers to more than discontinuous areas of cells.
What it means In Excel , conditional formatting that refers to more than discontinuous areas of cells is not displayed on the worksheet. What to do In the Compatibility Checker, click Find to locate cells that contain conditional formatting that refer to more than discontinuous areas of cells, and then change the number of discontinuous areas of cells the conditional formatting refers to.
One or more cells in this workbook contain a data bar rule that uses a fill, border, or "bar direction" setting. What it means In Excel , conditional formatting that contains a data bar rule that uses a solid color fill or border or left to right and right to left bar direction settings for data bars is not displayed on the worksheet.
What to do In the Compatibility Checker, click Find to locate cells that contain a conditional formatting data bar rule that uses a solid color fill or border or left to right and right to left settings for data bars, and then and then make the necessary changes.
Need more help? Expand your skills. A three-color scale helps you compare a range of cells by using a gradation of three colors. The shade of the color represents higher, middle, or lower values. For example, in a green, yellow, and red color scale, you can specify that higher value cells have a green color, middle value cells have a yellow color, and lower value cells have a red color. Select a three-color scale. The top color represents higher values, the center color represents middle values, and the bottom color represents lower values.
You can change the method of scoping for fields in the Values area of a PivotTable report by using the Formatting Options button that appears next to a PivotTable field that has conditional formatting applied..
To add a new conditional format, click New Rule. The duplicate rule is copied and appears in the dialog box. Selection: Click Just these cells. Under Select a Rule Type , click Format all cells based on their values.
Select a type for Minimum , Midpoint , and Maximum. Do one of the following:. Format lowest and highest values: Select a Midpoint. In this case, you do not enter a Lowest and Highest Value. Format a number, date, or time value: Select Number and then enter a value for Minimum , Midpoint , and Maximum. Valid values are from 0 zero to Use a percentage when you want to visualize all values proportionally, because using a percentage ensures that the distribution of values is proportional.
Use a percentile when you want to visualize a group of high values such as the top 20th percentile in one color grade proportion and low values such as the bottom 20th percentile in another color grade proportion, because they represent extreme values that might skew the visualization of your data.
The formula must return a number, date, or time value. Invalid formulas result in no formatting being applied. It's a good idea to test the formula to make sure that it doesn't return an error value.
You can set minimum, midpoint, and maximum values for the range of cells. Make sure that the value in Minimum is less than the value in Midpoint , which in turn is less than the value in Maximum. You can choose a different type for Minimum , Midpoint , and Maximum. For example, you can choose a Minimum number, Midpoint percentile, and Maximum percent. In many cases, the default Midpoint value of 50 percent works best, but you can adjust this to fit unique requirements.
To choose a Minimum , Midpoint , and Maximum color scale, click Color for each, and then select a color. A data bar helps you see the value of a cell relative to other cells. The length of the data bar represents the value in the cell. A longer bar represents a higher value, and a shorter bar represents a lower value.
Data bars are useful in spotting higher and lower numbers, especially with large amounts of data, such as top selling and bottom selling toys in a holiday sales report. The example shown here uses data bars to highlight dramatic positive and negative values. You can format data bars so that the data bar starts in the middle of the cell, and stretches to the left for negative values.
Tip: If any cells in the range contain a formula that returns an error, the conditional formatting is not applied to those cells. On the Home tab, in the Style group, click the arrow next to Conditional Formatting , click Data Bars , and then select a data bar icon.
You can change the method of scoping for fields in the Values area of a PivotTable report by using the Apply formatting rule to option button. To add a conditional format, click New Rule. Select a Minimum and Maximum Type. In this case, you do not enter a value for Minimum and Maximum. Format a percentage: Select Percent and then enter a value for Minimum and Maximum. Format a percentile Select Percentile and then enter a value for Minimum and Maximum.
Use a percentile when you want to visualize a group of high values such as the top 20th percentile in one data bar proportion and low values such as the bottom 20th percentile in another data bar proportion, because they represent extreme values that might skew the visualization of your data. Format a formula result Select Formula , and then enter a value for Minimum and Maximum.
You can choose a different type for Minimum and Maximum. For example, you can choose a Minimum number and a Maximum percent. To choose a Minimum and Maximum color scale, click Bar Color. The bar color you select is shown in the Preview box. To show only the data bar and not the value in the cell, select Show Bar Only.
To apply a solid border to data bars, select Solid Border in the Border list box and choose a color for the border. To choose between a solid bar and a gradiated bar, choose Solid Fill or Gradient Fill in the Fill list box.
To format negative bars, click Negative Value and Axis and then, in the Negative Value and Axis Settings dialog box, choose options for the negative bar fill and border colors. You can choose position settings and a color for the axis. When you are finished selecting options, click OK. You can change the direction of bars by choosing a setting in the Bar Direction list box. This is set to Context by default, but you can choose between a left-to-right and a right-to-left direction, depending on how you want to present your data.
Use an icon set to annotate and classify data into three to five categories separated by a threshold value. Each icon represents a range of values. For example, in the 3 Arrows icon set, the green up arrow represents higher values, the yellow sideways arrow represents middle values, and the red down arrow represents lower values.
Tip: You can sort cells that have this format by their icon - just use the context menu. You can choose to show icons only for cells that meet a condition; for example, displaying a warning icon for those cells that fall below a critical value and no icons for those that exceed it. To do this, you hide icons by selecting No Cell Icon from the icon drop-down list next to the icon when you are setting conditions.
You can also create your own combination of icon sets; for example, a green "symbol" check mark, a yellow "traffic light", and a red "flag. On the Home tab, in the Style group, click the arrow next to Conditional Formatting , click Icon Set , and then select an icon set. Select an icon set. The default is 3 Traffic Lights Unrimmed. The number of icons and the default comparison operators and threshold values for each icon can vary for each icon set.
You can adjust the comparison operators and threshold values. The default range of values for each icon are equal in size, but you can adjust these to fit your unique requirements. Make sure that the thresholds are in a logical sequence of highest to lowest from top to bottom. Format a number, date, or time value: Select Number. Format a percentage: Select Percent. Format a percentile: Select Percentile. Use a percentile when you want to visualize a group of high values such as the top 20th percentile using a particular icon and low values such as the bottom 20th percentile using another icon, because they represent extreme values that might skew the visualization of your data.
Format a formula result: Select Formula , and then enter a formula in each Value box. To make the first icon represent lower values and the last icon represent higher values, select Reverse Icon Order. The size of the icon shown depends on the font size that is used in that cell. As the size of the font is increased, the size of the icon increases proportionally. To more easily find specific cells, you can format them by using a comparison operator.
For example, in an inventory worksheet sorted by categories, you could highlight products with fewer than 10 items on hand in yellow.
Note: You cannot conditionally format fields in the Values area of a PivotTable report by text or by date, only by number. If you'd like to watch videos of these techniques, see Video: Conditionally format text and Video: Conditionally format dates. Optionally, change the range of cells by clicking Collapse Dialog in the Applies to box to temporarily hide the dialog box, by selecting the new range of cells on the worksheet or on other worksheets, and then by selecting Expand Dialog.
Under Select a Rule Type , click Format only cells that contain. Under Edit the Rule Description , in the Format only cells with list box, do one of the following:. Format by number, date, or time: Select Cell Value , select a comparison operator, and then enter a number, date, or time. Format by text: Select Specific Text , choosing a comparison operator, and then enter text.
For example, select Contains and then enter Silver , or select Starting with and then enter Tri. Quotes are included in the search string, and you may use wildcard characters. The maximum length of a string is characters. To see a video of this technique, see Video: Conditionally format text. Format by date: Select Dates Occurring and then select a date comparison. To see a video of this technique, see Video: Conditionally format dates.
Format cells with blanks or no blanks: Select Blanks or No Blanks. A blank value is a cell that contains no data and is different from a cell that contains one or more spaces spaces are considered as text. Format cells with error or no error values: Select Errors or No Errors. To specify a format, click Format. The Format Cells dialog box appears.
Select the number, font, border, or fill format you want to apply when the cell value meets the condition, and then click OK. You can choose more than one format. The formats you select are shown in the Preview box.
You can find the highest and lowest values in a range of cells that are based on a cutoff value you specify. Under Select a Rule Type , click Format only top or bottom ranked values.
Valid values are 1 to Optionally, change how the format is applied for fields in the Values area of a PivotTable report that are scoped by corresponding field.
By default, the conditional format is based on all visible values. However when you scope by corresponding field, instead of using all visible values, you can apply the conditional format for each combination of:.
You can find values above or below an average or standard deviation in a range of cells. For example, you can find the above average performers in an annual performance review or you can locate manufactured materials that fall below two standard deviations in a quality rating.
Select the command you want, such as Above Average or Below Average. Under Select a Rule Type , click Format only values that are above or below average. Under Edit the Rule Description , in the Format values that are list box, do one of the following:. To format cells that are above or below the average for all of the cells in the range, select Above or Below.
To format cells that are above or below one, two, or three standard deviations for all of the cells in the range, select a standard deviation. By default, the conditionally format is based on all visible values. The formats you select are displayed in the Preview box.
Note: You can't conditionally format fields in the Values area of a PivotTable report by unique or duplicate values. In the example shown here, conditional formatting is used on the Instructor column to find instructors that are teaching more than one class duplicate instructor names are highlighted in a pale red color.
Grade values that are found just once in the Grade column unique values are highlighted in a green color. Make sure that the appropriate worksheet or table is selected in the Show formatting rules for list box. Under Select a Rule Type , click Format only unique or duplicate values. Under Edit the Rule Description , in the Format all list box, select unique or duplicate. Notes: If there's already a rule defined that you just want to work a bit differently, duplicate the rule and edit it.
The duplicate rule then appears in the list. If you don't see the options that you want, you can use a formula to determine which cells to format - see the next section for steps. If you don't see the exact options you need when you create your own conditional formatting rule, you can use a logical formula to specify the formatting criteria.
For example, you may want to compare values in a selection to a result returned by a function or evaluate data in cells outside the selected range, which can be in another worksheet in the same workbook. Your formula must return True or False 1 or 0 , but you can use conditional logic to string together a set of corresponding conditional formats, such as different colors for each of a small set of text values for example, product category names. They are grouped into three categories:.
You can edit or delete individual rules by clicking the Conditional Formatting command and selecting Manage Rules. This is especially useful if you have applied multiple rules to the cells. Excel Using Conditional Formatting. Selecting the Greater Than rule. Entering a value and formatting style. The formatted cells. Data Bars. Color Scales.
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