Microsoft Office

Visualizing Data Using Conditional Formatting 21
n Top Bottom Rules: Examples include highlighting the top 10 items, the items in the bottom 20
percent, and items that are above average.
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Data Bars: Applies graphic bars directly in the cells, proportional to the cell’s value.
Color Scales: Applies background color, proportional to the cell’s value.
Icon Sets: Displays icons directly in the cells. The icons depend on the cell’s value.
New Rule: Enables you to specify other conditional formatting rules, including rules based on a
logical formula.
Clear Rules: Deletes all the conditional formatting rules from the selected cells.
Manage Rules: Displays the Conditional Formatting Rules Manager dialog box, in which you create
new conditional formatting rules, edit rules, or delete rules.
Formatting types you can apply
When you select a conditional formatting rule, Excel displays a dialog box that’s specific to that rule. These
dialog boxes have one thing in a common: a drop-down list with common formatting suggestions. Figure
21.2 shows the dialog box that appears when you choose Home ➪ Styles ➪ Conditional Formatting ➪
Highlight Cells Rules ➪ Between. This particular rule applies the formatting if the value in the cell falls
between two specified values. In this case, you enter the two values (or enter cell references), and then use
the drop-down control to choose the type of formatting to display if the condition is met.
Excel 2007 Improvements
If you’ve used conditional formatting in a previous version of Excel, you’ll find lots of improvements in Excel
2007, and the feature is now much easier to use:
n In the past, it was far too easy to accidentally wipe out conditional formatting by copying and
pasting a range of cells to cells that contain conditional formatting. This problem has been corrected
in Excel 2007.
n Excel 2007 includes conditional formatting visualizations based on a range of data. These formatting
rules that previously required a formula are now built in. Improvements include visualizations
include data bars, color scales, and icon sets.
n You’re no longer limited to three conditional formatting rules per cell. In fact, you can specify any
number of rules.
n In the past, if more than one conditional formatting rule evaluated to true, only the first conditional
format was applied. In Excel 2007, all the format rules are applied. For example, assume
that you have a cell with two rules: One rule makes the cell italic, and another rules makes the
background color green. If both conditions are true, both formats are applied. When conflicts
arise, (for example, red background versus green background), the first rule is used.
n Excel 2007 allows number formatting to result from conditional formatting
n In previous versions, a conditional formatting formula could not reference cells in a different
worksheet. Excel 2007 removes that restriction.
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