Conditional Formatting: Visualize Data with Colors

What is Conditional Formatting?

Automatically format cells based on their values or conditions to highlight important information.

Accessing Conditional Formatting

Home tab > Conditional Formatting

Built-in Rules

Highlight Cell Rules

• Greater Than / Less Than
• Between
• Equal To
• Text Contains
• Duplicate Values

Top/Bottom Rules

• Top 10 Items / Bottom 10 Items
• Above Average / Below Average

Data Bars

Bar length represents the cell value visually.

Color Scales

2-color or 3-color gradients based on values.

Icon Sets

Arrows, shapes, and rating symbols.

Custom Rules with Formulas

1. Select New Rule
2. Choose "Use a formula"
3. Enter your formula

Formula Examples

• =$A1="Complete" - Format entire row
• =MOD(ROW(),2)=0 - Alternate row shading
• =TODAY()-A1>30 - Highlight overdue items

Managing Rules

Conditional Formatting > Manage Rules to edit, reorder, or delete rules.

Conclusion

Conditional formatting transforms raw data into visual insights instantly.