Zebra lines, highlighting applied to alternative rows is a very good way to make tables readable & pretty.
We can use either conditional formatting or table formats to quickly add zebra lines to our data.
But what if you want a little more?
What if you want to highlight, lets say 3 rows in one color and 3 in another and repeat this …
Of course, we can use conditional formatting and come-up with some clever mix of ROW & MOD. But why waste so much of creative sauce on something as trivial as zebra line? So here is a quick alternative.
Use Table styles and tell excel how you want to highlight the lines.
Steps to create custom zebra lines
- First convert your data to table, if you have not already done it.
- Now, go to Table Design ribbon and right click on the table style you want and choose duplicate
- Excel creates a duplicate table style and opens a box to edit it.
- Give it a friendly name like myTableStyle1 or zebra-v1
- Select “First Row Stripe” and set stripe size to 2 or 3 as you want.
- Repeat the step for “Second Row Stripe” as well.
- Click OK & save your style.
- And now, apply this style to your table by selecting it from Table styles gallery.
- Your custom zebra is ready to bray and jump around.
Bonus tip #1: You can have 2 different stripe sizes too
For example you can have 5 rows for first stripe and 2 for second stripe, thus highlighting weekends in a different color.
Bonus tip #2: You can apply the same to columns too
You can apply the same concept to column stripes (banded columns) and set their sizes using table styles.
Bonus tip #3: Turn on / off zebra lines with a click
If you ever feel tired looking at all the stripes, you can quickly turn them off /on from Design Ribbon > Banded Rows
Homework: Change color when value changes
When you have few values with some duplicates, it makes sense to apply a band color whenever there is a change in value. How to set up zebra lines then? See here for your homework.
[Related: Zebras & Checker boards using Excel]
Do you use custom table styles?
Custom table styles are an easy way to tell Excel how we want our data to look. I use them often when designing a report or spreadsheet model.
What about you? Do you use custom styles? Have you tried the stripe size feature? What is your experience like? Please share using comments.
15 Responses to “Highlight Employees by Performance Rating – Conditional Formatting Challenge”
While this might solve the question Shelly asked, there is another option that might be more useful - a pivot table could make a list of people who fall into the various categories, so, if you needed to simply see who got in the top bracket to give them a bonus, you would have that list
Simply sorting by the rankings would work too, but you would knock them out of alphabetical order.
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mso-tstyle-rowband-size:0;
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The solution I chose makes use of the percentile formula.
The percentile formula returns the value representing the K-th percentile of a range of values. The range of values is the first criteria, and K is the second criteria in the formula.
I applied Conditional Formatting according to the formulas in the order below:
5% =$C6>=PERCENTILE($C$6:$C$33,0.95) Dark Blue
15% =$C6>=PERCENTILE($C$6:$C$33,0.85) Light Blue
65% =$C6>=PERCENTILE($C$6:$C$33,0.1) Green
10% =$C6>=PERCENTILE($C$6:$C$33,0.05) Light Red
5% =$C6<PERCENTILE($C$6:$C$33,0.05) Dark Red
The issue I noted with this approach is that Zambi was not highlighted in my solution as it is in the solution provided. Unless I am mistaken, and I very well may be, the 10th percentile for this data set is at 2.21, so Zambi would fall above the 10th percentile with a PR of 2.3.
The first step to this was figuring out the 'buckets'; what scores should fall into each range. In attempting to match the formatting of the spreadsheet, I determined the buckets below.
5% = 95% to 100%
10% = 90% up to but not including 95%
65% = 10% up to but not including 90%
10% = 5% up to but not including 10%
5% = under 5%
After that, it is a relatively simple matter to plug the necessary values into the conditional formatting formulas as shown above.
One final consideration is that while the buckets above match the color banding on the spreadsheet, I believe that the original request suggests a different color banding with 6 buckets shown below.
Top 5% = 95 to 100% Dark blue
Top 10% = 85 up to but not including 95% Light blue
Top 65% = 35 up to but not including 85% Green
Bottom 10% = 10% down to but not including 5% Light Red
Bottom 5% = 5% or under Dark Red
This leaves one final bucket of 10 to 35% (exclusive of both values) that is not highlighted and so would remain white.
Thank you Chandoo and Shelly for an interesting and useful exercise. This is certainly a valuable technique to have in my reporting bag of tricks.
Use of PERCENTILE is a smarter way of doing it. Below is my solution.
First 5 % = Apply conditional formatting (Dark Blue) as highlight ">=" =PERCENTILE(C:C,0.95)
Next 15% = Apply conditional formatting (Lighter Blue) as highlight between =PERCENTILE(C:C,0.95)-0.01 and =PERCENTILE(C:C,0.8)
Next 65% = Apply conditional formatting as highlight (Olive Green) between =PERCENTILE(C:C,0.8)-0.01 and =PERCENTILE(C:C,0.15)
Next 10% = Apply conditional formatting as highlight (Lighter Red) between =PERCENTILE(C:C,0.15)-0.01 and =PERCENTILE(C:C,0.05)
Bottom 5% = Apply conditional formatting (Red) as less than =PERCENTILE(C:C,0.05)
I agree, this is a challenge faced by HR managers every year and use of percentile formulae is the most popular solution which permits further processing like making bell curve, applying increments based on segmentation etc.
Hi Chandoo,
I came at the same solution as yours (not looking at yours first) but I have hard coded the conditions in the conditional formatting. For example:
=AND($C6>=$D$10,$C6<$D$9)
I have done the same thing 5 times for each condition. This makes the formatting independent of the order of specification. I think it will work better across versions of excel.
To copy the same thing in all sheets, Shelly can copy these formatted cells with format painter and apply it to the relevant cells in next sheet and so on! I know 700 sheets will be difficult but I dont know of any other way to apply conditional formating rules to the whole sheet.
First i have used percentile formula in the next column of "percentile Threshold" where E5, E6.. is input to colour code.
The idea behind doing this is to replicate the formula for any range and any threshold
=PERCENTILE($C$3:$C$30,1-E5)
=PERCENTILE($C$3:$C$30,1-E6)
=PERCENTILE($C$3:$C$30,1-E7)
=PERCENTILE($C$3:$C$30,1-E8)
=PERCENTILE($C$3:$C$30,1-E9)
Now i have given logic to different employee by applying "if Formula"
=+IF(J3>=$G$5,1,IF(J3>=$G$6,2,IF(J3>=$G$7,3,IF(J3>=$G$8,4,5))))
where 'J" referes to PR and "G" refers to percentile derived from above mentioned formula.
once again it is replicable (just change reference points)
Now comes the major part of Conditional Formatting, i have used "use a formula to determine which cells to be formatted"
Formula =$j=5, format "required colour" Applies to "$I$3:$J$30"
plus put tick on stop if true
This solves the query, important point that this is repeatable and can be done for n number of departments
Thanks !
I had done some reading on it and in Excel 2010 a new function has been introduced, percentile.exc. Attaching a video which also talks why the old percentile function shouldn't be used as it acts erroneous at times. Might be worth a watch Chandoo,
http://www.itechtalk.com/thread10579.html
@Deepa
Quit correct.
Where ever you use statistical spreadsheet functions and are using excel 2010 you should use the new versions of the functions as MS did a lot of work to speed up and fix errors in the old functions.
Warning: If you use the new Excel 2010 statistical functions in Named Formulas most of them will crash excel so do keep that in mind.
Hello Chandoo,
When i first read the challenge file, i thought, the color that need to be applied for a given rule, also need to be picked dynamically as given in rule set. But in the solution file, i found that color is hard Coded. So in case, someone has same data, but wants different colors, he/she needs to goto manage rules and change colors.
Let me know if my understanding is correct, and if yes, can we also make the color to be applied dynamic?
Thanks
Kishore
HI I ALSO USED THE PERCENTILE FUNCTION. HOWEVER, I WENT A STEP FURTHER AND USING THE SMALL() FUNCTION I SORTED THE DATA BY PERCENTILE SO THE COLOSCHEME WOULD BE GROUPED BASED ON THE VALUE. THIS WAY IT IS BETTER AND EASIER TO VIEW.
[...] recently posted a challenge to help a reader with a [...]
Hi, i have got doubt regarding to the percentages that has been put in chandoo's spreadsheet, i cant understadn how he put directly. can some one please explain how chandoo put the percetages straight way that i stated below..
5%
15%
60%
10%
5%
I have stumbled on this post as the solution has been already given so I have taken the liberty to record a video where I show the implementation of it as well as adding a filtering feature which I hope can prove to be useful.
Thank you
http://www.xlninja.com/2012/06/28/how-to-use-excel-to-highlight-employee-performance-rating/
[...] scriu nici macar un cuvant din urmatorul articol. Astazi mi-am citit mailul si hopa challenge de la Chandoo. Cum puteam sa refuz asa ceva si m-am apucat de citit, iar dupa 5 min i-am spus sotului ca pe asta [...]
Question for Chandoo:
I came to your site late but am totally loving these challenges 🙂
I guess it all boils down to how the bins are set up.
I agree with the PERCENTILE.INC function.
pls help me understand where I am wrong.
I have determined following the bins:
bottom 5% <=2.00 (F6:F33 <=PERCENTILE(range,.05))
lower 15% (5+10) <= 2.40 (F6:F33 <=PERCENTILE(range,.15))
lower 80% (5+10+65) <=3.46 (F6:F33 <=PERCENTILE(range,.80))
lower 95% (5+10+65+15) <=4.00 (F6:F33 =PERCENTILE(range,.95))
top 5% <=4.20 (F6:F33 <=PERCENTILE(range,1.00))
I find that only Tom is highest scorer and unique top 5% achiever.
I notice that Chandoo has included Christy and Daniel in top 5% achievers. How can there be 3 people in top 5% out of a population of 28 (5% of 28 = 1.4, i.e. only one person can achieve that status)?
I tried different ways but cannot get to that distribution.
Rest of the work is simply organizing the conditional formatting rules with Stop If True box checked.
Thanks for your insights