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Solution: Write a conditional format

From: Office for Educators

Video: Solution: Write a conditional format

For this challenge, I'm first going to focus on writing conditional formatting for a single cell and then apply the conditional formatting to the entire section of the grade book that I'd like it to be applied to. Here we have cell F4. I can see that the cell F4 is indeed greater than the total point of this assignment, which is 12. So, I'm going to go and select Cell F4. Under the home section of the ribbon, I'm going to go and click on Conditional Formatting. The first thing I'd like to do is to write the formula that'll highlight this cell, because its value is greater than the total points possible for the assignment. To do that, I'm going to select Highlight Cell Rules and I'm going to click on More Rules.

Solution: Write a conditional format

For this challenge, I'm first going to focus on writing conditional formatting for a single cell and then apply the conditional formatting to the entire section of the grade book that I'd like it to be applied to. Here we have cell F4. I can see that the cell F4 is indeed greater than the total point of this assignment, which is 12. So, I'm going to go and select Cell F4. Under the home section of the ribbon, I'm going to go and click on Conditional Formatting. The first thing I'd like to do is to write the formula that'll highlight this cell, because its value is greater than the total points possible for the assignment. To do that, I'm going to select Highlight Cell Rules and I'm going to click on More Rules.

Here, I'm going to choose to use a formula to determine which cell to format. The formula for this is fairly straightforward. It's going to be equal to, parenthesis, F4 is greater than F2, and a closing parenthesis. Let's click on Format. We're going to go to Fill, and we're just going to give it a background color of this peachy orange color, and we'll click OK. We'll click OK, you can see that the cell has changed to be an orange color because it's a 13. Let's go and test this by typing a 12. 12 is not greater than itself, so there's no color.

11 all the way down would work. Let's go and just type a 15, and it looks like this is formatting correctly. Now, if all I wanted to do was simply apply this formatting to the rest of the page, I can go back to Conditional Formatting. I can go to Manage Rules, now the rule is created. And I can say this applies to, I'm going to select the entire area. So I've gone all the way to the left of my grade book, and I'll go all the way to the bottom of my grade book and now have that entire area selected. I can click back on the cell section. Click Apply, click OK.

And now you'll notice we've got some issues here. The first issue that we see is that, wait a minute, this is a 20, yet the unit test was worth 30. So why is it I've got conditional formatting applying to things that I don't want it? And that has to do with how we wrote our formula. So, let's go ahead and go back into our Conditional Formatting. Let's go to Manage Rules. And let's take a look at the formula itself. I can see this simply by editing this rule. Now here we have it equal that F4 is greater then F2. But what happens when I move down one. All of a sudden it's trying to say is F5 greater than F3.

Or what happens when I move over one. Okay, here we've got G4 is greater than G2. That's okay. As the cell that the formatting has been applied to, it can move around the page. We would also like the column to change with it. We always want row two to be the number we're comparing this inequality to. To make sure that the two stays the same throughout this entire formatting, I'm going to type a dollar sign directly in front of the two, and now I'm going to click OK. Here, I can see it applies to the whole sheet still. I'm going to click Apply. And I'll go ahead and I'll click OK. You'll notice now that the rest of the formatting has properly been updated.

Here, we've got a unit test, which is greater than 30 and it's highlighted. Here we've got week one quiz, which is greater than 55 and it's highlighted. Now, let's go ahead and talk about how to tackle these M's. Once again, I'm going to start with just one cell. Here I will select M under Susan's grades. I would go to conditional formatting. And we're going to go to Highlight Cell Rules, and we're going to say that If a Text Contains. So here, I can choose that if a certain amount of text contains a certain item, then it applies certain amount of formatting. For example, we're going to format cells that contain the text M.

We're going to have a little red fill with dark red text. There are several predefined formats you can select from. For example, I could just say give it a red border. Or I can have it be green filled with green text. But, since this is an indicator that the student has an outstanding assignment, I think red is an appropriate color. I'll go ahead and click OK. And now you can see that M has been changed. Now, the next thing we need to do is apply this formatting to the rest of the page. I'm going to go ahead and click on Conditional Formatting, we're going to manage this rule. And here, I can simply copy where we applied our last rule to using keyboard command Ctrl+C or Cmd+C on the Mac, and paste it underneath our new value.

I'm going to click Apply. Click OK. And now you can see that all of the M's in the document are applying that new formatting. I'll go ahead and change one just to double check. There we go. We've now completely formatted our grade book, utilizing conditional formatting to double check if we've made an input error. And also to help us identify students that have outstanding assignments.

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This video is part of

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Office for Educators

59 video lessons · 3037 viewers

Aaron Quigley
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  1. 2m 9s
    1. Welcome
      40s
    2. Using the exercise files
      26s
    3. Office at Orange Valley School
      36s
    4. What you should know before watching this course
      27s
  2. 1m 37s
    1. Exploring Office versions
      33s
    2. Using Office as an educator
      36s
    3. Using Office desktop and online applications
      28s
  3. 7m 24s
    1. Creating lesson plan templates
      3m 25s
    2. Adding form-field placeholders
      3m 59s
  4. 13m 11s
    1. Formatting headers and footers
      3m 9s
    2. Using AutoText
      2m 9s
    3. Writing math equations
      3m 34s
    4. Using charts and graphs
      4m 19s
  5. 13m 20s
    1. Using tables to create rubrics
      4m 21s
    2. Grading papers with Track Changes and Comments
      3m 49s
    3. Creating grade reports with mail merge
      5m 10s
  6. 4m 23s
    1. Challenge: Create a worksheet template with a dropdown menu
      49s
    2. Solution: Create a worksheet template with a dropdown menu
      3m 34s
  7. 40m 51s
    1. Creating a gradebook
      1m 3s
    2. Understanding cells
      2m 50s
    3. Creating the gradebook layout
      3m 29s
    4. Creating a dropdown list of assignment types
      3m 36s
    5. Writing the grade calculation functions
      5m 44s
    6. Using conditional formats
      5m 45s
    7. Setting the print area
      3m 17s
    8. Adding headers and footers
      2m 28s
    9. Adding list sorting
      2m 38s
    10. Freezing frames and cleaning up
      2m 43s
    11. Replicating sheets
      2m 0s
    12. Challenge: Write a conditional format
      58s
    13. Solution: Write a conditional format
      4m 20s
  8. 35m 28s
    1. Creating a PowerPoint presentation
      22s
    2. Selecting and modifying templates
      4m 1s
    3. Enhancing student engagement with animations
      6m 37s
    4. Utilizing transitions
      4m 42s
    5. Adding graphs and charts
      4m 17s
    6. Adding and configuring media
      4m 18s
    7. Creating handouts and posters
      4m 10s
    8. Configuring presentation settings
      3m 13s
    9. Challenge: Fade transitions to simulate animated graph elements
      37s
    10. Solution: Fade transitions to simulate animated graph elements
      3m 11s
  9. 8m 57s
    1. Adding a school email account and syncing to a remote calendar
      40s
    2. Setting up email accounts
      22s
    3. Creating calendars by class
      3m 2s
    4. Contact notes and groups
      2m 22s
    5. Challenge: Adding an online calendar
      47s
    6. Solution: Adding an online calendar
      1m 44s
  10. 13m 4s
    1. Creating centralized file storage
      3m 59s
    2. Creating a home-office-to-school workflow
      1m 13s
    3. Surveying students
      3m 59s
    4. Challenge: Create a shared phone log using a survey
      54s
    5. Solution: Create a shared phone log using a survey
      2m 59s
  11. 14m 32s
    1. Creating a class website
      31s
    2. Using SharePoint to share information
      42s
    3. Student collaboration
      3m 58s
    4. Teacher collaboration
      5m 21s
    5. Challenge: Add a grading rubric to a SharePoint student site
      49s
    6. Solution: Add a grading rubric to a SharePoint student site
      3m 11s
  12. 41s
    1. Next steps
      41s

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