Conditional Formats respond to the contents of cells. They are almost always applied to group of cells, often rows or columns of totals, if not entire tables. Click Home Tab, locate the Styles group and click on the downward arrow of Conditional Formatting.
When you click on Highlight Cell Rules this method will keep the cells inactive until the values (numeric or text) contain the specific rule you select. You have the option to select: Greater Than, Less Than, Between, Equal To, Text that Contains, A Date Occurring, and Duplicate Values. Once you have selected a rule a dialog box will appear where you may specify the appropriate criteria.
In addition to Highlighting Cell Rules there are four other options:
- Top Bottom: Selected formatting applied to all cells in a range that are greater than or less than a given threshold. Click Top 10 Items, Top 10%, Bottom 10 Items, Bottom 10%, Above Average, or Below Average to display a dialog box where you can specify the appropriate criteria.
- Data Bars: Gradient fills of color within cells whose lengths indicate the values in the cells relative to all other adjacent cells formatted using the same conditions. Choose from a number of different colors, based on the current theme. Excel will automatically allow you to preview the proposed changes before actually clicking on the changes
- Color Scales: Two-color or three-color formats whose color indicates the values in the cells relative to all other adjacent cells formatted using the same conditions. Choose from a number of different color combinations, based on the current theme.
- Icon Sets: Sets of three, four, or five tiny graphic images placed inside cells whose shape or color indicates the values in the cells relative to all other adjacent cells formatted using the same conditions. Choose from a number of different types of icons.
There are a few more options with how to format data. We can go again to the Conditional Formatting box in the Styles group. From there select New Rule. This will open a dialogue box where we are able to change how we want the formatting to appear. You can select color options, the maximum and minimum value and the format style.