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Free guide to conditional formatting in Microsoft Excel
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Free guide to conditional formatting in Microsoft Excel

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If you are looking for help with conditional formatting in Excel then download our Free Guide to Microsoft Excel -Conditional formatting

If you are looking for help with conditional formatting in Excel then download our Free Guide to Microsoft Excel -Conditional formatting

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  • 1. If only there was better way of doing…. CONDITIONAL FORMATTINGYour boss has just come over to tell you he/she is really happy with the report you’ve created, thencomes the request for a “small change”…’could you add some colour to the information to make itstand out more? The people I am presenting to like to have something visual rather than justnumbers…thanks’. Panic sets in…having already spent several hours getting the data ready you arenow confronted with colouring in all the cells just so that someone can ‘picture’ the data rather thanactually read it!And so the slow process begins…click on a cell, check the value, then select a colour based on a setof conditions your boss has invented. Then…to add insult to injury, just as you are half way through,you are told that the conditions have ‘changed a bit’ because it meant there would be too many redcells on the sheet. You now have to go back and recheck everything and hope you don’t missanything out.We’ve all been there and spent hours doing this most boring of chores……but no need!Thankfully, Excel has CONDITIONAL FORMATTING.You can create rules and conditions that automatically format your cells any way youlike. First of all, highlight the cells you want to apply the rule(s)to.Then, select from the options under CONDITIONALFORMATTING.Let’s take the table to the right. If we wanted all cells with a value under 500 to be highlighted we would select HIGHLIGHT CELLS RULES, click on the LESS THAN option and type in 500 in the box. Finally select how you want the cell to appear. Use any of the presets ,or go for full custom format. You should see any cells with a value under 500 appear with the selected format. Now, if you make changes to any of the cell values they will automatically format themselves. No need to check and no extra work! You can set rules to highlight data that is between/ greater than/equal to user defined values as well as identify text, dates and even duplicated or unique data! There are TOP/BOTTOM type rules, custom rules based on formulas……basically if it needs highlighting for some reason there is a way of setting it up.Don’t forget, you are not limited to only one rule per cell or range of cells. Once a rule is crated it iseasy to edit to suit any demanding boss. And to top it all, you also have the option to display databars, colour scales and even icons!So next time your boss asks you to make a table a bit more colourful or visualyou’ll be spoilt for choice. And as for those who don’t seem to be able to readdata, they can have pretty flags and traffic lights. What more could you askfor?Written by Richard Harker, Business Systems Training Consultant, ThalesTraining & ConsultancyContact us: thales-trainingconsultancy.com twitter.com/thalestraining 0800 163 469 http://blog.thales-trainingconsultancy.com

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