Conditional formatting in spreadsheets is a terrific function that tends to make your information stand out. You merely location situations about the values in a cell or group of cells. When these situations are met, you can automatically have the cell highlighted, the text formatted, or each. This tends to make precise information pop.

If you would like to set up conditional formatting in Numbers on Mac, we’re right here to enable. As you comply with this tutorial, note that in Numbers, the function is referred to as conditional highlighting, rather than conditional formatting.

Varieties of Information for Conditional Highlighting

Ahead of adding a rule for conditional highlighting, right here is a list of the sorts of information you can use and the corresponding situations.

  • Numbers: Equal to, not equal to, higher than, higher than or equal to, significantly less than, significantly less than or equal to, amongst, and not amongst
  • Text: Is, is not, begins with, ends with, includes, and does not include
  • Dates: Yesterday, now, tomorrow, in this, in the subsequent, in the final, precisely, just before, just after, amongst, the date, just before the date, just after the date, and in the variety
  • Durations: Very same selections as Numbers
  • Blank: Is blank or is not blank

For further strategies to view your information, you may possibly also take a appear at employing interactive charts and graphs in Numbers


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Want to visualize your information? Numbers for Mac delivers a function for generating interactive charts and graphs and here’s how to use it.
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Set Up a Conditional Highlighting Rule for Numbers

Numbers are the most preferred sorts of information you will use in spreadsheets. Whether or not a uncomplicated quantity, money, or percentage, numbers are everywhere in spreadsheets.

For setting up conditional highlighting surrounding numbers, we’re going to use a item sheet as an instance. This information contains numbers for value, expense, and inventory, but we’ll concentrate on inventory.

Let’s say you want to rapidly see when inventory for a item falls beneath a particular quantity. For instance, 50. We’ll have Numbers highlight these cells in red. Here’s how to set this up.

  1. Choose the cells in your spreadsheet. You can pick a group by clicking the initially 1 and dragging by way of the rest or pick an complete column or row.
  2. Click the Format button on the major appropriate to open the sidebar if it is closed.
  3. Choose Cell from the major of the sidebar.
  4. Click the Conditional Highlighting
  5. Click Add a Rule.
  6. Choose Numbers and then Much less than.

Now you can customize your rule in the sidebar to apply the formatting. Enter the quantity (50) in the box below your situation (significantly less than) and then pick your formatting from the dropdown box (Red Fill). You need to see the alterations quickly if you have values that meet the situation. Click Accomplished.

Conditional Highlighting Rule Numbers Format

Set Up a Conditional Highlighting Rule for Text

Text is yet another extensively-applied information sort in spreadsheets. And for teachers or professors who use Numbers for tracking students’ grades, conditional highlighting is super handy.

So, for this instance, we’ll use a grade sheet. Let’s say that anytime a student receives an F on a test, we want to highlight that grade in yellow so we can provide them added credit. Here’s how to set this up.

  1. Choose the cells in your spreadsheet.
  2. Click the Format button on the major appropriate to open the sidebar if it is closed.
  3. Choose Cell from the major of the sidebar.
  4. Click the Conditional Highlighting
  5. Click Add a Rule.
  6. Choose Text and then Is.

Conditional Highlighting Rule Text Is

Subsequent, customize your rule in the sidebar. Enter the text (F) in the box below your situation (text is) and then pick your formatting in the dropdown box (Yellow Fill). When once again, you will see the alterations appropriate away for values that meet the situation. Click Accomplished.

Conditional Highlighting Rule Text Format

Set Up a Conditional Highlighting Rule for Dates

Utilizing dates in spreadsheets is best for so a lot of small business and individual scenarios. From employee records to household budgets to project management


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, you most likely have dates in a spreadsheet currently.

1 of the ideal strategies to use conditional formatting for dates is to make previous due dates for bills stand out. So, this is our subsequent instance. We’ll set up a rule for all Paid Dates that are previous the Due Dates to show in red text.

Here’s how to set up conditional highlighting for dates that come just after other dates.

  1. Choose the cells in your spreadsheet.
  2. Click the Format button on the major appropriate to open the sidebar if it is closed.
  3. Choose Cell from the major of the sidebar.
  4. Click the Conditional Highlighting
  5. Click Add a Rule.
  6. Choose Dates and then Just after the date.

Conditional Highlighting Rule After the Date

To set this rule up very easily, rather of getting into a worth in the box below the situation, like a quantity or text, we are going to pick the cells.

Click the button inside of the box exactly where you would enter a situation worth. Then, pick the cells that include the dates. Subsequent, click the checkmark. Now you can see that all Paid Dates that are just after the Due Dates have red text. Click Accomplished.

Conditional Highlighting Rule Date Cells

Set Up a Conditional Highlighting Rule for Durations

Durations may possibly not be the most preferred sorts of information entries in Numbers, but if you handle projects or track tasks, durations are handy. And highlighting particular durations is even handier.

For this instance, we’re going to use a uncomplicated project management job sheet. Right here, we track the time we invest on tasks each and every week. Now, we want to see these days exactly where we spent two or a lot more hours on a single job highlighted in green. Here’s how to set this up.

  1. Choose the cells in your spreadsheet.
  2. Click the Format button on the major appropriate to open the sidebar if it is closed.
  3. Choose Cell from the major of the sidebar.
  4. Click the Conditional Highlighting
  5. Click Add a Rule.
  6. Choose Durations and then Higher than or equal to.

Conditional Highlighting Rule Durations Greater Than or Equal To

Now, customize your rule. Enter the duration (2h) in the box below your situation (higher than or equal to) and then pick your formatting in the dropdown box (Green Fill). Click Accomplished.

Conditional Highlighting Rule Durations Format

Set Up a Conditional Highlighting Rule for Blanks

1 a lot more practical highlighting rule to set up in Numbers is for blank cells. You could use this in each and every of our examples above like missing inventory counts, student grades, and dates for bills.

To show you how to set up this rule, we’ll use our project management spreadsheet and have all blank durations show in blue.

  1. Choose the cells in your spreadsheet.
  2. Click the Format button on the major appropriate to open the sidebar if it is closed.
  3. Choose Cell from the major of the sidebar.
  4. Click the Conditional Highlighting
  5. Click Add a Rule.
  6. Choose Blank and then Is blank.

Conditional Highlighting Rule Is Blank

Subsequent, just pick the highlighting sort from the dropdown box considering that there is no worth to add below the situation. Click Accomplished.

Conditional Highlighting Rule Blanks Format

Build Your Personal Custom Style for Highlighting

When the standard formatting selections are fine, like bold text or colored cells, possibly you want anything a lot more precise. Wonderful news, you can make your personal custom style!

To generate your personal style, set up your conditional highlighting rule employing the measures above. When you get to the component exactly where you choose the formatting from the dropdown box, go all the way to the bottom of the box and click Custom Style.

You can then format the text with bold, italics, underline, or strikethrough. And you can use colour for the text in addition to a colour for the cell. So, this lets you combine all sorts of formatting that suits your desires ideal.

In our instance beneath, for all project fees that are $20 or a lot more, our cells are formatted with yellow highlight and red text that is also bold.

Conditional Highlighting Rule Custom Style Format

Take Benefit of Conditional Formatting in Numbers on Mac

Hopefully, this tutorial will get you off to a terrific begin in employing conditional highlighting in Numbers on your Mac.

Do you occur to use two distinct computer systems and spreadsheet applications? For instance, possibly you use Numbers on Mac in the workplace and Microsoft Excel on Windows at dwelling. If so, verify out our short article on how to use conditional formatting in Excel


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