Excel rule: Modifying or deleting formatting rules

Excel rule: Formatting – YOUR OBJECTIVE

You have defined several Conditional Formatting rules to format cells in an Excel worksheet. Now you want to modify a rule and delete another.

In this learning module “Excel rule: Formatting” you will learn how to modify or delete rules and what you have to pay attention to.

Excel rule: Formatting – HOW DOES IT WORK?

To modify an existing formatting rule, move the cursor into the data range for which the Conditional Formatting has been defined. It is not necessary to select the entire data range.

Since in this example both formatting rules have been defined for the data range of the Sales volume column, move your cursor into this column:

Then click the button in the Styles group on the Home tab to open the following drop-down menu:

To edit an existing formatting rule, click the command in this example:

This opens the Conditional Formatting Rules Manager dialog box. This dialog box offers all options you need to modify the Conditional Formatting in one step.

Excel rule: Formatting – CAUTION

If you do not see any formatting rules, even though you have already created one, then your cursor has probably not been positioned within a data range for which a formatting rule has been defined. In this case, click the arrow button of the Show formatting rules for: drop-down menu and select the This Worksheet option.

Specify the data range in this drop-down menu to have all rules which have been defined for this range displayed. The Current selection option is always pre-selected when opening this dialog box, so that all rules that have been defined for the relevant cells or cell range are displayed. Select the This Worksheet option to have all rules defined for the current worksheet displayed.

Define a new rule by clicking this button.

Select the rule you want to modify and call up the relevant editing options by clicking this button.

Delete a rule you have selected by clicking this button.

If several rules have been defined, the priority increases in ascending order. Newly added rules will always be placed at the top. Change the order of the rules by clicking these buttons .

Click this option to disable the corresponding rule.

Temporarily minimize the dialog box by clicking the  button to select a different data range for this rule with your mouse. Then click the  button to return to the dialog box. 

Excel rule: Formatting – Modifying a rule

To modify a rule, select it from the list first:

Then click the   button:

This opens the Edit Formatting Rule dialog box:

You can, for instance, overwrite the existing threshold values in the Format only cells with: section with new values:

Confirm your entries by clicking the OK button.

This will take you back to the Conditional Formatting Rules Manager dialog box:

Excel rule: Formatting – Deleting rules

To delete a rule, select it by clicking it with your mouse:

Then click the  button:

You have deleted the selected rule:

Close the dialog box by clicking on OK.

Excel rule: Formatting – HINT

You can also modify an excel rule in the Conditional Formatting Rules Manager dialog box by double-clicking the excel  rule you want to modify.

Excel rule: Formatting – HINT

You can select Conditional Formatting by clicking the  button in the Editing group on the Home tab. This will select all data ranges in the worksheet for which a conditional formatting has been defined. 

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