Upgrading your skills with excel 2021

=LEFT(A2;FIND( ;A2)1). Extracts the _rstname with the LEFT function, _nding the position of the space with the FIND function. =MID(A2;FIND( ;A2)+1;LEN(A2)). Extracts a text portion beginning after the position of the space till the length of the text. 1.5.1 A strange date that turns into a valid date A company codi_es its dates in a text format starting with the number 1. One of the reasons is for the data international

REMY LENTZNER

UPGRADING YOUR SKILLS WITH EXCEL

French original title: Excel, remise à niveau et perfectionnement

EDITIONS REMYLENT, Paris, 1ère édition, 2021

This book is dedicated to Anna and Maryvone

I could not have written it without their support, advice,encouragements and proofreading

Graphic illlustration : Bruno CONQUET

In the same collection

Improve your PivotTables with Excel

Improve your skills with Google SheetsProgramming macros with Google SheetsGetting started with HTML

Getting started with JavaScript

Getting started with PHP & MySQL

Google Gmail online

Google Docs online

Google Slides online

1.1.2 Workshop : a body mass index calculation

1.1.3 Some reminders about the formulas

1.1.4 Extracting simple statistics

1.2 Formulas with dates

1.2.1 Difference between two dates

1.2.2 Information about formulas

1.2.3 Adding a number of months to a date

1.2.4 The DATEDIF function for seniority calculations 1.2.5 End of month

1.2.6 Calculation according to working days

1.4 The $ sign in formulas

1.5 Formulas with text

1.5.1 A strange date that turns into a valid date

1.5.2 The Flash-fill feature

2.3 Colouring empty cells

2.4 The Data Bars

2.5 Icon Sets

2.6 Colour scales

3.3 Layouts and Printing

3.3.1 The viewing dialogue box 3.3.2 The layout settings

3.3.3 Setting the print area

3.3.4 Inserting page breaks

3.3.5 Viewing page breaks

5.1 The VLOOKUP function

5.1.1 Finding a text value

5.1.2 The #N/A error helps

5.1.3 Finding a number in a scale 5.1.4 Searching with a joker *

5.1.5 VLOOKUP with two conditions 5.2 The INDEX/MATCH functions 5.2.1 The INDEX function

5.2.2 The MATCH function

5.2.3 INDEX and MATCH together 5.3 Statistics with SUMIF and COUNTIF 5.4 The SUMPRODUCT function

5.5 Locking formulas

5.5.1 Locking a sheet with the menu 5.5.2 Leaving cells free to edit

5.5.3 Locking formulas with matrix

5.5.4 Matrix functions.

5.6 Target value and data table

5.6.1 The target value

5.6.2 Data table

Workshop 1 : A single-entry data table

Workshop 2 : A double-entry data table

CHAPTER 6

Pivot tables

6.1 The structure of the source table

6.1.1 Some structural constraints

6.1.2 Creating a Pivot Table

6.1.3 Designing a Pivot Table

6.1.4 Refreshing the PivotTable

6.1.5 Counting with a Pivot Table

6.1.6 Viewing the rows at the source of a result 6.2 Calculation functions

Excel is a spreadsheet i.e a calculation software that adapts to thedifferent business lines of any company To make a comparison withthe world of medicine, we could say that Excel is a generalist programrather than a specialised one in a particular eld Indeed, Excel allowsyou to work with numbers such as turnover, amounts or quantities,but also with dates In addition it is easy to manipulate stringcharacters such as codes or groups of letters Lots of functions areavailable to manipulate dates, numbers and texts The challenge is tolearn how to use and memorize them

Sometimes specialized knowledge is required to perform verycomplicated calculations Excel can help building engineers orarchitects who use complex formulas to nd out strength ofmaterials or other designs Powerful statistics functions may be used

to analyze data But Excel is able to adapt to your needs whether youare a professional or a student

This book is organized in two parts The rst part (chapters 1 and 2)

is a refresher course about Excel fundamentals It is intended forpeople who work with the spreadsheet occasionally without realtraining on the subject The aim is to review the Excel basics andcarrying out formulas You will study how to perform tests betweencells with the IF function The date formulas, the $ sign and the textmanipulation will be described with lots of examples Specialattention will be paid to the notion of cells coloring thanks to the verypowerful feature called "Conditional Formatting" This tool allows you

to color values according to the content of a cell For instance, if a cellcontains the word "paid", then the line is automatically colored in red.Filters will be studied because they represent a signi cant part of thedaily work Indeed, it is often necessary to groups lines according tocriteria You will also enjoy the right-click that provides a contextualmenu and saves a lot of time Layouts will not be forgotten because itrequires ne adjustments for printing This part ends with the setting

up of several interesting charts that can be handled with Excel

The second part (chapters 4, 5 and 6) is directed to people whoalready have an Excel experience It contains more powerfulfunctions that can offer services for data management You willdiscover the searching functions as SEARCH and INDEX/EQUIV Theyare the basis for grouping data scattered in several sheets Thefunctions SUMIF and COUNTIF will show their power in calculationswith logical conditions A small tour with SUMPRODUCT will show anoriginal way of adding values with date conditions You will be able tostudy the locking of formulas with the matrix mode and the Excelmenus For managers who like to carry out hypotheses andcommercial prospective, the Target Value and Data Tables featureswill be real assets Finally, the last chapter of this book will focus onPivot Tables that are extraordinary tools for creating statisticalreports.

This book is structured in six chapters

Chapter 1 refreshes knowledge in Excel in order to calculate properly.Chapter 2 studies conditional formatting with its highlighting rules,data bars and many other features

Chapter 3 looks at the formatting techniques to print data easily Youwill also study the lters

Chapter 4 deals with several charts : histograms, lines, trends, pie,bubble, map and others

Chapter 5 looks at advanced functions that provide multiple services.Chapter 6 presents the Pivot Tables where examples will show thepower of this feature

I hope that this book will allow you to progress with Excel and itsnumerous functions Please do not hesitate to contact me at theaddress REMYLENT@GMAIL.COM if you have any comments aboutthis book

Enjoy your reading

The author

CHAPTER 1 Calculating rightly

Excel is usualy dedicated to calculations and thanks to its variousfunctions and formulas, it renders countless services

1.1 The working environment and formulas

Excel provides several menus and icons bars to work with A set ofsheets named Sheet1, Sheet2, Sheet3, etc are available These sheets(also called tabs) can be renamed with the right-click Each time Excel

is started, a blank workbook with 3 sheets opens You can switchfrom one sheet to another by simply clicking on the sheet name.Figure 1.1 shows the menu

Figure 1.1 : The Excel menu

Figure 1.2 shows the working environment

Figure 1.2 : The working window.

A sheet has 1,048,576 rows and the last column is XFD The columnsare labelled from left to right and arranged alphabetically: A, B, C, Z,

AA, AB, AC, ,AZ, BA BZ, CA CZ XA XFD (16224 columns)

The address A3 is the intersection of the srt column and thethird row.

The address A6:A10 is a range of cells from A6 to A10

A cell can receive a numerical value, a text, a date and the the result

of a formula You can insert a comment (right-click) to describe itscontent The comment can be deleted at any time

When you enter a value in a cell, you can change it either by clicking it or by pressing the F2 key A formula always starts with the

double-= sign or the + sign You could write in the cell A1 the simple formula

=56*2 that would make Excel look like a nice calculator But Excel isstructured to calculate with cell addresses rather than with simplevalues, like =A3+A9 or =(C5-C8)/F6*2%

In a formula, you can mix the operation signs at will, parentheses, the

% sign as like in mathematics

To write a formula, you should manipulate the pointeur It helps tocreate the different addresses After the = sign, addresses will bedisplayed automatically Don't forget to nish the formula with the

Enter key.

When you enter a formula, it is also displayed in the formula bar Asmall green sign con rms the entry, while the red cross cancels it.Caution: When you write calculations that depends on severalformulas, any change in a parameter automatically triggers therecalculation of all the formulas This is the main principle of thespreadsheet

Let's see some examples of calculation

1.1.1 Simple calculations

Figure 1.3 shows a table with months and sales revenues

Figure 1.3 : Sales revenues

To see all the formulas, perform the below procedure:

Formulas / Show formulas

Figure 1.4 : Formulas in the sheet

To review the values, click again on the Show formulas icon.

To save time, you can copy-paste one formula with the copy handle as

shown in gure 1.5

Figure 1.5 : Copying formulas

The following expressions shows how to perform totals:

=sum(B2:B6) Displays the total of the revenues for 2017.

=average(C2:C6) Displays the average of the revenues for 2018.

=sum(B2:B6;C2:6) Calculates the sum of the sales for the two

years A semicolon separates the two ranges of cells

Figure 1.6 shows these formulas

Figure 1.6 : Statistical formulas

1.1.2 Workshop : a body mass index calculation

Objective: Calculating your BMI (Body Mass Index) and displaying the

conclusion, using a LookUp function that handles ranges of values.

The formula for the calculation is:

BMI = weight/(size * size)

Figure 1.7 : BMI calculation

The weight and size data are distributed in cells B3 and B4respectively Cell B5 contains the formula for the calculation of theBMI taking the values addresses into account Cell B6 contains theformula for searching the conclusion

The formula =LOOKUP(B5; B9:B15; C9:C15) tells Excel to nd where

stands the B5 value in the range B9:B15 then nd the match in theother range C9:C15

Because the value 28 is between 25 and 30, the result is "Overweight".

If you change the weight or the size, the calculations will be redoneimmediately

Another formula can be written:

=LOOKUP(B5;B:B;C:C)

In this case, Excel considers the values to search in both columns Band C

1.1.3 Some reminders about the formulas

B7 It indicates the intersection of column B and row 7.

A1:B12 It means the block of cells from A1 to B12.

=A1+B2 It displays the total of the two cells A1 and B2.

=(A2-A1)/A1*100 As many operators as required can be used.

=SUM(A1:A4) Addition of the group of cells from A1 to A4.

=SUM(A1:B7;K9) Sum of the cells group A1 to B7 and cell K9.

The semicolon is an "and"

=AVERAGE(N1:N8) It calculates the average of the range of

=COUNTIF(A1:A7; "YES") Counts the number of times the word

"YES" appears in the range of A1 to A7

=COUNTIF(A:A; "NOP") Counts the number of times the word

"NOP" appears in column A

=COUNTIF(A:F; "OK") Counts the number of times the word "OK"

appears in column in columns A to F

=COUNTIFS(B:B;"January";C:C;600) Counts the number of times

the word "January" appears in column B and the value 600

appears in column C, on the same line.

=SUMIF(C5:C16;">0") Sums all positive values in the range C5:

C16

=SUMIF(A1:A200;"<0") Sums all negative values in the range A1

to A200

=SUMIF(C:C; "*bet*"; G:G) Sums up the values inside column C

for the word "bet" that matches in the column G The stars aregeneric characters The string "bet" can be placed at thebegining or at the end of the word

=SUM(January:April!B3) It sums all B3 cells between the

January and April sheets, regardless of the number of sheetsplaced between these two tabs

1.1.4 Extracting simple statistics

Figure 1.8 shows how to display simple statistics from a table

Figure 1.8 : Simple statistics

The following list details the different calculations of the table insiderow 7

Discount calculation A discount is calculated by multiplying a

discount rate with the pre-tax value Here, the formula is

=C7*7%.

VAT calculation A VAT is calculated by multiplying a VAT rate

with the pre-tax value For France, the formula is =C7*20%

The total for all taxes Included It is calculated by adding the VAT

value with the pre-tax value then subtracting the discount The

formula is =C7-D7+E7.

The total of the column C is calculated using the SUM function

The formula is = SUM (C7:C11).

The average of the column C is calculated using the AVERAGE

function The formula is = AVERAGE(C7:C11).

The total for January is calculated using a SUMIF function The

formula is =SUMIF(B7:B11;"January";F7:F11)

It makes a sum according to a logical condition

The total for December is computed using a SUMIF function

The formula is =SUMIF(B7:B11 ;"December";F7:F11).

The total for the values > 700 in column F is calculated with the formula: =SUMIF(F:F;">700").

The number of times January appears in range B7:B11 is

calculated with the formula: =COUNTIF(B7:B11;"January")

The number of times the word "Lectures" appears in column A

is calculated with the formula: =COUNTIF(A:A;"Lectures")

The total excluding October is calculated with the formula:

=SUMIF(B7:B11;"<>October";F7:F11)

The average with a condition on the same column is calculatedwith the formula: =SUMPRODUCT ( (F7:F11) * (F7:F11<AVERAGE(F7:F11) ) ) This function uses matrices

placed in brackets The * sign is not the multiplier sign but alinking operator between matrices

1.2 Formulas with dates

Excel proposes many functions that manipulate dates They are used

in several areas: human resources, business management, industrialapplications and others When you write a date with the form

dd/mm/yyyy, Excel actually stores a number Through this smart

mechanism, you will be able to add or substract a value to a date Theresult will be a number that you will format as a date with the menuoptions

Figure 1.9 shows the today date and some calculation

Figure 1.9 : Date calculations

1.2.1 Difference between two dates

Because a date is a number, you can perform a difference betweentwo dates The result will be a value in the general display and willrepresent the number of days between these two dates It is possible

to use some functions that also calculate the difference

Figure 1.10 shows the calculations

Figure 1.10 : Difference between two dates

1.2.2 Information about formulas

You can study the whole formulas thanks to the Formulas menu, as

shown gure 1.11

Figure 1.11 : List of Excel formulas

By clicking the category, you will see a list of formulas You can alsouse the Excel formula builder ( gure 1.12) Make the functions list

appear then click on a function You will be able to enter the contents

of the operand

Figure 1.12 : List of Excel formulas

1.2.3 Adding a number of months to a date

The function EDATE allows you to add or subtract months to a date.

The expression EDATE(B2;6) adds 6 months to the date in cell

B2

The expression EDATE(B2;-5) removes 5 months from the date

in cell B2

Figure 1.13 : Adding months to a date

The EOMONTH function allows you to nd dates at the end of a

month

The DAYS360 function calculates the difference between two

dates based on a 360-day year where 12 months of 30 daysare involved The syntax is quite simple:

=Days360(StartDate;EndDate;method) The start date must be

less than the end date and the method parameter can be true(European method with) or false (American method)

1.2.4 The DATEDIF function for seniority calculations

There is a function called DATEDIF that is not documented in Excel

formulas because it comes from Lotus It allows you to extractinformation from a difference of two dates You can choose to seethe result in days, months or years according to parameters It alsoenables to calculate the number of days/months or years of seniority.For instance you want to know the exact number of years, monthsand days of your age, as 56 and 10 months and 6 days You will have

to consider the number of full years rst, then the number of monthsbetween the last full year and the last non-full year, and nally thenumber of days after the last full month

Figure 1.14 shows how to do this calculation

Figure 1.14 : Seniority calculation

The following list details the different formulas

Today's date The expression =today() is very handy and returns

the current date that changes every day If you need to display

today's date by using CTRL; keys.

Full years The calculation of the number of full years between

two dates is =DATEDIF(B1;B2;"Y")

Number of months left This number is given by the formula

=DATEDIF(B1;B2;"YM").

Number of days left This number is given by the formula

speci c EOMONTH function that allows you to immediately calculate

the payment date of an invoice

Figure 1.15 shows an example of how to pay an invoice at 45 daysend of month

Figure 1.15 : End of month calculation

The syntax of EOMONTH function is as follows:

=EOMONTH(starting date;number of months)

If the parameter for the number of months is 0, it is considered to bethe current month With the value 1, it is 2 months, etc For instance,

if today's date is 13/01/2021, then the expression

=END.MONTH(TODAY();1) will return 31/03/2021.

In the calculation, the payment date is at 45 days end of month The

expression used here =END.MONTH(B2+45;0) 45 days are added to

the invoice date that goes to the end of the current month

1.2.6 Calculation according to working days

It is possible to take public holidays and week ends into account tocalculate a date thanks to the function WORKDAY

Figure 1.16 shows its syntax.

Figure 1.16 : The workday function

In the formula, you have to de ne the range of cells that contain theholidays dates

Figure 1.17 displays an example

Figure 1.17 : Date calculation with workdays

1.3 The IF function

When you must compare values in Excel, use the IF function With it,you evaluate values contained in cells with a logical expression Forinstance, to compare two sales gures one in January and the other

in February, you use an IF function with a logical condition whose

result triggers two different actions The rst will occur if the logicalcondition is true, the second if the condition is false.

The syntax is as follows:

= IF(logical condition;action1 if the condition is true; action2 if the condition is false)

The expression =SI(C2>B2; "OK"; "HELP") displays the word "OK" if thecondition C2>B2 is true Otherwise, the expression after the 2ndsemicolon is used An if condition always contains 2 semicolons

Figure 1.18 : The IF function.

1.3.1 Comparing a budget and expenditures

Figure 1.19 compares a budget and expenditures

Figure 1.19 : Comparison of a budget and expenditures.

If the expenses are higher than the budget then the word "ALERT" isdisplayed Otherwise the remaining amount is displayed, i.e the

Figure 1.20 : Data Bars

Data Bars come from the Conditional formatting feature To realize

these formats, follow the next steps:

Select the numerical values (B4:B7)

Conditional Formatting

Data Bars

Choose the color

The green bullet comes from a new rule, always in the Conditional

formatting feature You will study it further in the book.

1.3.2 Nesting IF functions

It is sometimes necessary to nest several IF because of existingseveral conditions in the formula For instance, you need to nd abonus calculated from a sale and based on the amount Let'sconsider a sale value of 2500€ If it is lower than 1000, there is nobonus If the sale value is higher than 1000 and lower than 2000, thebonus is 200.If the sale value is higher than 2000, the bonus is 500.Figure 1.21 shows the formula with several IF functions nested

Figure 1.21 : Two IF functions nested

=IF(B2<1000;0;IF(B2<2000;200;500))

Here, two IF functions are suf cient to treat 3 conditions Four

conditions need three IF functions but beyond, the Lookup function

must be used

1.3.3 The Lookup function

It is used when a scale of prices or anything else is required.Twocolumns are involved The rst one is for the scale and the second

one for the result Excel will search the value inside the scale then ndthe bonus on the right column.

Figure 1.22 shows a case where 8 conditions are necessary to ndthe bonus

Between 0 and 1000, no bonus is granted

Between 1000 and 2000, 100 is granted

Between 2000 and 3000, 200 is granted

Between 3000 and 4000, 500 is granted

Between 4000 and 5000, 600 is granted

Between 5000 and 8000, 700 is granted

Between 8000 and 9000, 800 is granted

Between 9000 and 10000, 1000 is granted

It could not be reasonable to test the conditions with multiple IFfunctions

Figure 1.22 : The lookup function for multiple conditions

=LOOKUP(E3;A:A;B:B)

Excel considers the E3 value (5500) and searches where it can beplaced in the column A When the sale is found, the bonus from thecolumn B is displayed in column F

1.3.4 IF and AND

A logical expression may contain several conditions linked together.For all the conditions to be true, each one must be true Conditions

are separated with an AND operator Figure 1.23 shows an example.

Figure 1.23 : A condition IF with an AND

=IF(AND(B2="english";C2="south");"transfer";"training")

The AND operator is placed just after the IF function Each condition

in the AND operator is separated with a semi-colon

The conditional expression could have been written as follows:

=IF(B2="english";IF(C2="south";"transfer";"training"))

But it is easier to write numerous conditions with an AND operatorthan with several IF nested functions

The two conditions must be true here:

The language is "english"

The area is south

The notion of nothing is materialised by two empty quotation marks:

=IF(AND(B2="english";C2="south");"transfer";"")

Figure 1.24 shows the different operators you can handle in Excel

Figure 1.24 : Different operators

1.4 The $ sign in formulas

When you copy a formula down or elsewhere, the cell addresseschange and adapt to the new rows or columns However, it issometimes necessary to block an address when copying it Forexample, if a VAT rate is placed in a cell, its copy must not shift itsposition

Let's take the following formula: =A2*(B7-B6)

If you copy it down, it becomes: =A3*(B8-B7)

If you copy it to the right, it becomes: =B2*(C7-C6)

To block an address, the $ sign can be placed before the line number

or before the letter in the column

For example, the formula =A$2*(B7-B$6) blocks both rows 2 and 6.Copying this formula downwards will give: =A$2*(B8-B$6)

Similarly, the formula =$A2/G9 will block column A when copied tothe right The result will be: =$A2/H9

This feature (that uses $ signs) is sometimes called absoluteaddressing Figure 1.25 shows an example of addressing blockedwhen copying the formula to the right

Tip: You can also use the F4 key several times to automatically placethe $ sign when pointing addresses

Figure 1.25 : The $ sign in an address.

The example below shows a formula in B6 that has been copied to

the right The B2 value must be blocked ($B2)in the formulas.

1.5 Formulas with text

Excel proposes many text manipulation functions that can be used

daily For example the LEFT function allows you to extract characters from the left while the MID function makes it easy to extract

characters in the middle of a word The functions can be embedded.The list below shows different text functions and the syntax to beused

LEFT(A1;5) Extracts the rst 5 characters from the left in cell

A1

RIGHT(A1;3) Extracts the last 3 characters from the right.

MID(A1;3;5) Extracts 5 characters from cell A1, starting at the

third character

FIND("-";B2) Finds the position of the hyphen in B2 content SUBSTITUTE(A3;"/";"-") Replaces all / characters with the -

character in cell A3

CONCATENATE(A1;"-";B1) Sticks the content of each part: the

content of cell A1 follows with a dash then with the content ofcell B1

=A1 & "@" & A4 Stick cells together.

PROPER(A1) Converts a text string to proper case; the rst

letter in each word to uppercase and all other letters tolowercase

UPPER(D5) Converts the content of cell D5 to upper case.

LOWER(F2) Converts the contents of cell F2 to lowercase.

LEN(A2) Displays the number of characters of A2 cell.

Figure 1.26 displays some text formulas

Figure 1.26 : The text formulas

The following formulas extracts part of characters from a cell

Figure 1.27 shows how to handle the LEFT, RIGHT, MID, FIND and LEN

formulas

Figure 1.27 : Extracting part of texts

=LEFT(A2;FIND(" ";A2)-1) Extracts the rstname with the LEFT

function, nding the position of the space with the FIND function.

=MID(A2;FIND(" ";A2)+1;LEN(A2)) Extracts a text portion beginning

after the position of the space till the length of the text

1.5.1 A strange date that turns into a valid date

A company codi es its dates in a text format starting with thenumber 1 One of the reasons is for the data international

compatibility With some text functions, invalid dates can beconverted into valid format.

Figure 1.28 shows these odd dates that cannot be ltered or sorted

MID, RIGHT and DATE functions can solve the problem.

Figure 1.28 : Special dates

It could have been possible to integrate these three functions in oneonly

1.5.2 The Flash-fill feature

Starting with Excel 2013, a new feature called Flash- ll allows you to

cut texts without any formulas The result is placed in a new column.The principle is as follows:

Place the data to be cut in one column

In the adjacent column, enter the rst word Excel must carryout

Data / Flash-Fill Excel will immediately extract and display the

IF function The $ sign placed in formulas allows you to block cellswhen copying formulas Finally, you have manipulated text functions

to extract pieces of characters

Chapter 2 deals with conditional formatting i.e the automaticcolouring of values

CHAPTER 2 Conditional formatting

Conditional formatting allows groups of values to be coloredaccording to one or more logical conditions For example, in a salarycolumn you can colour in red the values below 1800 It is alsopossible to color an entire line according to a condition thanks to aformula This formatting features enable to analyse the information

Highlight Cells Rules

Figure 2.1 : The menu.

Text that Contains

Specify the text and choose the color

Figure 2.2 : Highlighting speci c text

OK

2.1.1 Clearing rules

To clear some rules already de ned, follow the steps below:

Select the cells

Home / Conditional formatting

Clear Rules

Clear Rules from Selected cells

Caution When you perform several rules on the same range, they alladd up to each other It is not a bad idea to clear the rules beforeadding others

2.1.2 Using a formula to highlight cells

Figure 2.3 shows a list in which each sector is colored in red only forthe value de ned in the cell F2 To perform this feature, you have towrite a formula in a new rule

Figure 2.3 : Highlighting text according to a cell content

Select the range to be highlighted (C1:C7 or C:C)

Home / Conditional formatting

New Rule

Choose the style Classic.

Use a formula to determine which cells to format

Figure 2.4 : New Formatting Rule

Type the formula that apply to the range selected

=IF($F$2=$C1;TRUE;FALSE)

or

$F$F2=$C1

It is very important to place the $ sign rightly $C1 blocks the column

C but leaves the potential highligting to the other rows $F$2 blocksthe cell F2 completely

The parameter TRUE means that if the conditional expression is truethen the color apply the cells

The parameter FALSE means that if the conditional expression isfalse then the color does not apply the cells

2.1.3 Highlighting values

It is very easy to highlight values according to several conditionsproposed in the menu Figures 2.5 and 2.6 show the differentpossibilities

Figure 2.5 : Highlighting Cells Rules

Figure 2.6 : Top/Bottom Rules

The example below displays in yellow all the salaries that are lessthan 2900

Figure 2.7 : Values highlighted

Figure 2.8 : A condition for highlighting

Select the cells to be coloured.

Home / Conditional formatting

Highlight Cells Rules

Duplicate values

Duplicate

By choosing the other choice Unique in the the drop-down list, Excel

will color the single values

Figure 2.9 : Coloring duplicates

2.1.5 Highlighting dates

Excel proposes rather original choices to highlight dates ( gure 2.10)

Figure 2.10 : Highlighting part of dates

Here is the method to perform this type of search

Select the cells to be coloured

Home / Conditional formatting

Highlight Cells Rules

A date occuring

Figure 2.11 shows some dates for the technicians last medical visitand the criteria for a research.

Figure 2.11 : The last medical visit

Workshop1 : displaying all the dates for year 2018

Enter the start date and the end date in column E

Select all the column B

Home / Conditional formatting

Highlight Cells Rules

Between

In the rst zone, point to the start date and in the second zone,point to the end date

OK

Workshop2 : Colouring the rows for year 2019

Figure 2.12 shows the same table with rows coloured in yellow onlyfor the year 2019

Figure 2.12 : Rows colored

Select all the table (A1:B8 or A:B)

Home / Conditional formatting

New Rule

Choose the style Classic.

Use a formula to determine which cells to format

Type the formula

Select the cells to be colored (B2:B6)

Home / Conditional formatting

Top/Bottom Rules

Top 10 items The 10 highest values are shown but you can

choose to increase or decrease this number using a drop-downlist

Top 10% Displays 10% of the highest values You can choose

to increase or decrease this number using a drop-down list

Bottom 10 items The 10 lowest values are shown but you can

choose to increase or decrease this number using a drop-down

Bottom 10% Displays 10% of the lowest values You can

choose to increase or decrease this number using a drop-downlist

Above Average Displays the above-average values of the

selected cells

Below Average Displays the below average values of the

selected cells

2.3 Colouring empty cells

This option allows you to view at a glance all the cells that are notlled in

Select the cells

Home / Conditional formatting

New rule

Choose the classic style

Only format cells that contain

Choose Blank

Choose a colour

OK

Figure 2.14 : A rule for blank cells

Figure 2.15 shows blank cells coloured in green

Figure 2.15 : Blank cells selected

2.4 The Data Bars

Displaying Data Bars allows you to view small and large values veryquickly You will be able to analize your data better Follow the nextprocedure to set up these visual bars

Select the data

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Data Bars

Select the color

Figure 2.16 : Data Bars

If you want several colours, apply the Data Bars one by one

Figure 2.17 shows the different colours

Figure 2.17 : Data Bars colours

Select More Rules if tou want more parameters.

Figure 2.18 : More Data Bars parameters

2.5 Icon Sets

Excel can display icons according to several logical conditions

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