Wersja angielska artykułu w formacie pdf

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Nauki ścisłe priorytetem społeczeostwa opartego na wiedzy
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Bożena Ignatowska
How can you make easier the interpretation and implementation through the
conditional formatting?
Introduction
In preparing a statement in a spreadsheet, we try to make its interpretation as
simple as possible, so it can be used to get information from the data. A great
way to facilitate the presentation / interpretation of the numbers is not only
charts but also conditional formatting. In this article we will look at examples
of applications of conditional formatting.
The article contains examples of possible usage of conditional formatting in the
spreadsheet version of MS Office 2007.
Conditional formatting for new learners
Conditional formatting allows you to change the appearance of a cell / cells depending on
the value of a number or formula.
Using data bars for answering questions
The use and modification of conditional formatting using data bars will be presented in the
example of a survey. We analyze the survey results (Figure 1) and we want the worksheet cells
to be colored depending on the value and represented by bars of different lengths (Figure 2).
Figure 1: Survey results from the use of conditional
formatting
Figure 2: Survey results after using conditional
formatting
Projekt współfinansowany przez Unię Europejską
w ramach Europejskiego Funduszu Społecznego
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Solution:
1. We introduce data into the worksheet.
2. Then we select the appropriate cells, B4: B7 (In
this example the summary is not marked).
3. On the Home tab, we choose the conditional formatting
button, then Toolbars, and finally choose one of
the available designs.
Ways to remove the formatting is described in the section
Removing conditional formatting.
Comparing the possibilities of conditional formatting
Depending on the needs of the survey, the results can be presented by using data bars,
a spectrum of colors or icon sets. The figure below (Figure 3) shows several formatting
options.
Figure 1: Different options of conditional formatting : option 1 - data bars, option 2 - color spectrum, option 3 and 4 sets of icons
As you can see, the aim of conditional formatting is to improve the readability/ease
of interpreting results.
.
The tasks to do
1. Present the value of expenditures (eg, mobile phone costs, rent cost) in the last
6 months, using different ways of conditional formatting.
2. Introduce any statistical data using various methods of conditional formatting.
For example, below we present CSO data on Internet access in enterprises
without formatting and with the use of data bars.
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3. In what other combinations of data can we use conditional formatting? Give examples.
Removing a conditional formatting
Looking for the best way of conditional formatting, we experiment, and are forced to delete
the existing method of formatting to replace it with another. To do this:
1. Mark the appropriate cells (in our example, B4: B7).
2. Choose on the Home tab a conditional formatting button, then ‘clear’ rules, and
depending on your needs, select "from the marked cells" or from the entire
worksheet.
Modifying Conditional Formatting
Suppose we analyze the results of a survey consisting of several questions. The answers to each
question can be formatted independently - question after question, or in combination.
Independent formatting is shown as an example of option 1 (Figure 4). In this case the length of
the longest bar in each question is the same, regardless of whether the number of responses
was 75 or 50. Also, the shortest bar is the same length regardless of whether the number of
responses was 3 or 25.
Figure 4: Number of responses formatted
question formatted in total
Figure 5: Number of answers independently for each
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However, we are able to standardize the length of the strips. This
solution was used in option 2 (Figure 6). If we want the strip
lengths to be proportional to the value and comparable with
different questions, we can do one conditional formatting for all
cells containing the data compared/ analyzed. In this case, the
bar which corresponds to the value 3 will be shorter than the
corresponding value of the 14 bar, and regardless of whether it
is the first or the second question. In order to standardize the
formatting – depending on bar length to the value for each
answer, select all cells of data - for example, the number of
responses ¬ holding down the Ctrl
key (Figure 4), and only after marking select the way of
Figure 6: The spreadsheet before
formatting.
putting the strips- cells E4:E11, E11:E12
Figure 5 and Figure 6 compare the results of questionnaires,
are marked
in a situation where the answer to every question is
analyzed independently (Option 1) and in a situation where we would like to compare the
number of responses (Option 2).
Modifying Conditional Formatting based on their own criteria
In a spreadsheet, you can change the criteria for deciding how to format, say, the length of the
strip. For example, we can force the number 0 to correspond to the shortest bar and the longest
bar to the number 100. For this purpose, we make the following operations:
1. We introduce data into the spreadsheet.
2. Mark the appropriate cells (Ctrl-key if they are located in different areas
of the worksheet).
3. Select a way of conditional formatting.
4. On the Home tab, select the Conditional Formatting button and Manage rules.
5. We indicate the rule (if there is more than one)
and choose Edit Rule. In our case, the following
changes are made:
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a. The shortest bar - Number - 0
b The longest bar - Number - 100
c. Color bar - green
6. Comparison of different ways as a result of conditional formatting (Figure 7 )
Figure 7:Comparing ways of conditional formatting : Option 2 - the longest bar is the biggest number, the shortest to the
smallest, option 3 - the longest possible strip corresponds to the number 100, and the shortest to number one
Tasks to do:
1. Present a summary of the results of the 20 people to answer the
question of who passed and who, unfortunately, did not and so must
do it again. Use the proper method for conditional formatting. The
chart shows a sample solution. Results between 5 and 6 points are
marked with an exclamation point as "borderline results."
2. Present the results of changes in a budget such as home budget,
pocket money. Show graphically which budget items have increased
and which decreased.
3. Present results of a survey consisting of at least three questions.
Assume that for each question the same number of people
answered.
Specify the criteria so that a 100% response to each question
corresponds to the longest strip.
Searching for duplicates
In working with large data sets, the function of searching for
duplicates is very useful.
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Assume that in the list of people who wrote the test you want to select
those who repeated the test. In order to do this:
1. Mark the chosen area (such as names and surnames of people).
2. Choose the Conditional formatting button, and Rules for
highlighting cells and values which duplicate.
In practice, the duplicate search function is used to find repeated
individuals (e.g. based on your social security number), customers
(based on customer number), phone numbers, etc.
Figure8:Searchfor
duplicates
Searching for a specified value either above or below
Conditional formatting is used to indicate whether or not the cells meet certain criteria. An
example might be indicating people who have failed the test (Figure 9).
Figure 9: Identification of cells whose value is less than or equal to 5
In order to apply highlighting to the function of cells we proceed as follows:
1. Mark the range of data - for example, test results G4: G13.
2. Choose Conditional Formatting button, Rules of highlighted cells... more rules.
3. In the dialog box, change the appropriate settings:
a. The value of the cell
b. Less than or equal to
c. 5 (equal sign is not required)
d. Click the Formatting button, then for example Completion and determine the colour
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Other applications:
- Hide / highlight cells containing error messages,
- Highlighting empty cells (for example, when designing forms),
- Highlighting cells that meet the desired criteria,
- Highlighting upcoming expiration dates / payments, birthday.
Using conditional formatting to create forms
The possibility of highlighting empty cells can be used to design forms, such as the
bill's design. Figure 10 shows an example of this form
Figure 10:Fragment of form that uses conditional formatting to indicate which cells should be filled in
Stages of preparation of the form / invoice:
1. We design the distribution of all content of the account, we format, merge cells and
draw the edges.
2. We mark the cells that should be completed by the person issuing the bill / or filing
the form.
Note: You can select all the cells in the form by holding Ctrl button or you can repeat
the operation of marking and conditional formatting of cells.
3. On the Home tab, choose one by one:
a. Conditional Formatting
b. The rules of highlighting the cells ...
c. more rules
d. Format only cells meeting the conditions - select Blank (Figure 10).
e .Click the Format button and set the cell format - such as Filling - the orange color.
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4. You can also turn off the protection of the cells intended to supplement the "shaded
areas", and turn on the protection of the entire spreadsheet.
5. Figure 10 shows a fragment of a form that uses conditional formatting to mark the
cells to be filled. This distinction is helpful both for filling and checking accounts.
Figure 11: shows thepartof theaccount in enlargement
Thetasktodo
Design your own form in a spreadsheet. Format the cells which should be completed so that
when you type, the content changes the background color to transparent (white).
Hidingerrors
In presenting data in order to improve the readability of a spreadsheet, we can hide the less
relevant values. Figure 12 shows a spreadsheet in which errors have been hidden using
conditional formatting. Depending on the color of the font you selected when formatting,
errors have been partially hidden (Option 1), hidden (option 2) or marked (variant3).
Figure12:Spreadsheet,whichusesconditionalformatting to changethedisplayoferror
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The stages of cell formatting, aiming to show / hide those cells containing errors
1. Select the range where we expect that errors may occur.
Note: You can select all the cells in the form by holding the Ctrl button or repeat
operations of marking and conditional formatting of cells.
2. On the Home tab, choose the order:
b. The rules for highlighting the cells ...
c. more rules
d. Format only cells fulfilling the requirements - choose "Containing errors"
e. Click the Format button and set the cell format - such as Font - white - which will
allow us completely to hide the errors in cells that are of a white or transparent
background.
Similarly, you can proceed to hide zero values, and highlight others. In this way, you improve
the readability of important data.
Formattingbasedonformulas
Applying formatting based on a formula is a bit harder than the methods discussed above. A
good example is to create a calendar, which automatically makes Saturday and Sunday
highlighted in color. Figure 13 shows an example of a calendar
Figure 13: Calendar - applying conditional formatting to Mark Saturday and Sunday
Stages of preparation:
1. For the first cell in the calendar (e.g. A1) enter any starting date - be sure to type the date in
the format year-month-day (as a standard)) or another set in the system.
2. To the next cell (in the case described above - to cell B1) type the formula so that the value
of the cell with a date increase of 1 - that is, the formula = A1 +1.
3. The contents of the cell (B1); copy it to any number of cells. In this way we get other dates. In
this case, simply change the date in the first cell, and the rest will be also changed - we get
another date.
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4. In addition, if we want the cell with the date to include also the day of the week format all dates properly. We set the cell format, for example, as year-month-day
(the day of the week is displayed in an abbreviation) or as year-month-day. Figure 14
shows how to format cells.
Figure 14: Formatting dates In such a wayas to display thedayof the
5. Set the cursor in the cell with the date - in this case A1 and define for that one cell a
suitable way for conditional formatting, by doing:
b. The rules for highlighting the cells ...
c. Type of formatting based on a formula "Use a formula ...." and enter the
formula = day of the week (A1, 2)> 5 (explained below). Figure 15 shows the way to
write a formula.
Figure 15: Entering the formatting rules based on a formula
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d. Click the Format button and set the cell format - such as Filling - the pink color.
e. If cell A1 does not contain a "weekend" date we will not see formatting effects they are determined only for cell A1 in our case.
6. Copying conditional formatting can be done using Format Painter - copying the
format of cell A1 to other cells in the calendar. We can also:
a. Copy the contents of a cell with a conditional set format (in my example - cell A1)
b. Mark the other cells in the calendar (e.g. B1: B31)
c. Paste only the special formats (Home, Paste Special, Formats).
A change in the first date on our calendar should affect the way all Saturdays and Sundays
are shaded.
Explanation of the formula = day of the week (A1, 2)> 5
The function day of the week has two arguments:
- the first is the date - in my example this is the date in cell A1
-the second is a way of counting days of the week, if we want to treat Monday as the first
day of the week - write the number 2
The function returns an integer from 1 to 7, corresponding to the day of the week. Thus, if
we want the formula to work for days 6 and 7 of a week we can write: = day of
the week (A1,2)>5
An example applying the solution described above is shown in the example of the Charter of
the time record (Figure 16).
Figure 16:The Charter of the time record ofwork
Taskstodo
1. Make your own calendar; put the date in the vertical direction. Saturdays and Sundays
highlight with different colors. Hint: you need to perform conditional formatting different
for Saturdays and different for Sundays.
2. .There are dates in the spreadsheet - mark all the dates on Mondays.
3. .The spreadsheet shows, for example, the dates of birth of each employee. What
do you have to do to highlight the dates of opening the spreadsheet?
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Summary
Conditional formatting has many applications as is shown in the examples. It greatly
improves the functionality of the sheets - particularly in the presentation of data. It is
important to underline that the use of conditional formatting is generally very simple. To
create more sophisticated worksheets formatting based on the formulas can be used.
This study shows only examples for conditional formatting. On the Internet you can find
many interesting applications. I encourage you to search
Bibliography
1. Matthew MacDonald: Excel. Not professional Manual, Helion 2005/07.
2. Matthew MacDonald: Office 2010 PL. Not professional Manual, Helion 2011/05.
Netography
1. Thomas Przyjemski: We use the conditional formatting - Excel 2007:
http://www.komputerswiat.pl/poradniki/programy/excel/2008/11/korzy
stamy-z-formatowania-warunkowego---excel-2007.aspx
2. Przemysław Szyperska: Conditional Formatting, ExcelSzkolenie.pl
http://pszyperski.republika.pl/Excel%202007/Formatowanie%20warunko
we.htm
3. Microsoft's Site: The data with conditional formatting: Examples and Tips
(Microsoft Office Excel 2007), http://office.microsoft.com/pl-pl/excelhelp/dane-z-formatowaniem-warunkowym-przykady-i-wskazowkiHA010230841.aspx
4. How to Use Excel 2007's Conditional Formatting, BY MYNDA TREACY ON JANUARY 12,
2011 IN EXCEL, MICROSOFT OFFICE TRAINING, ONLINE TRAINING,
Applies to Excel 2007 and 2010,
http://www.myonlinetraininghub.com/how-to-use-excel2007%E2%80%99s-conditional-formatting
5. Excel Conditional Formatting - Examples,
http://www.contextures.com/xlcondformat03.html
Extras
Worksheets of examples discussed in the article.

Wersja angielska artykułu w formacie pdf

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