How to Apply Colors to Top/Bottom Values in a List in Excel

In this article, we will learn How to Apply Colors to Top/Bottom Values in a List in Excel.

Scenario :

Conditional Formatting is used to highlight the data on the basis of some criteria. It would be difficult to see various trends just for examining your Excel worksheet. Conditional Formatting provides a way to visualize data and make worksheets easier to understand. It allows you to apply the formatting basis on the cell values such as colours, icons and data bars.

Excel Conditional formatting gives you inbuilt formulation like Highlight cells rules or top/bottom rules. These will help you achieve formulation using simple steps.

Conditional formatting in Excel

To color the top/bottom values in the entire List:

1. Select a cell in the List and press Ctrl+Shift+* or press Ctrl+A to select the List.
2. Select Home -> Conditional Formatting (in Styles Group) -> Top/Bottom Rules -> Top N Items.
3. In Format cells that rank in the Top select a number, select the formatting from the dropdown list, and click OK.
4. Repeat the steps above to format the Bottom N Numbers.

How To color the top/bottom values in a column:

Select a column in the List. And To color rows where maximum/minimum values are ,in a specific column:

1. Select a cell in the List and press Ctrl + Shift + * or press Ctrl + A.
2. Select Home -> Conditional Formatting (in Styles Group) -> New Rule.
3. Select Use a Formula to determine which cells to format.
4. In Format values where this formula is true insert the formula =MAX($F:$F) =$F1, click the Format button, select the Fill tab, choose a color and click OK.
5. Add a new rule while changing the formula to calculate the minimum number,

=MIN($F:$F) =$F1.

Example :

All of these might be confusing to understand. Let's understand how to use the function using an example.

Highlight Top 3 values in a list

Here In range A2:C7 I have a formula =RANDBETWEEN(10,100). This formula generates a random number between 10 and 100, in each cell, whenever a change is made in the file. I want to highlight the top 3 numbers in this range.

To highlight the top three values in excel, follow these steps:

• Select the range.
• Go to Home ? Conditional Formatting ? New Rule.
• Here, select "format only top or bottom ranked value"
• In the drop-down, select Top.
• In the value box, write 3.
• Select the formatting of the cell for top 3 values. I have selected a green fill.
• 
• Hit Ok. It is done. Now the top three values in this range will be highlighted with green fill dynamically.
• 

This is easy. Isn't it?

Highlight 3 lowest values in a data set

In range A2:C7 I have a formula =RANDBETWEEN(10,100). This formula generates a random number between 10 and 100, in each cell, whenever a change made in the file. I want to highlight the smallest 3 numbers in this range.

To highlight the smallest three value in excel, follow these steps:

• Select the range.
• Go to Home ? Conditional Formatting ? New Rule.
• Here, select "format only top or bottom ranked value"
• In the drop-down, select bottom.
• In Value box, write 3.
• Select the formatting of the cell for bottom 3 values. I have selected red fill.
• 
• Hit Ok. It is done. Now the bottom three values in this range will be highlighted with red fill dynamically.
• 

This was easy.

Hope this article about How to Apply Colors to Top/Bottom Values in a List in Excel is explanatory. Find more articles on calculating values and related Excel formulas here. If you liked our blogs, share it with your friends on Facebook. And also you can follow us on Twitter and Facebook. We would love to hear from you, do let us know how we can improve, complement or innovate our work and make it better for you. Write to us at info@exceltip.com.

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