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Using conditional formats

From: Office for Educators

Video: Using conditional formats

Microsoft Excel's conditional formatting will allow us to add some color, and visual, representation to various elements of our grade book. In this video, we're going to add two different types of conditional formatting. The first thing we're going to do, is add a small, colored icon next to each student's grade. This icon's going to indicate whether or not they are successfully passing our class, in range of possibly failing our class, or actually failing the class. The next thing we're going to do is change the name of the assignment to have a background color that matches it's particular assignment type. This way if I'd like to quickly look and figure out where the tests are in my grade book I can visually do that.

Using conditional formats

Microsoft Excel's conditional formatting will allow us to add some color, and visual, representation to various elements of our grade book. In this video, we're going to add two different types of conditional formatting. The first thing we're going to do, is add a small, colored icon next to each student's grade. This icon's going to indicate whether or not they are successfully passing our class, in range of possibly failing our class, or actually failing the class. The next thing we're going to do is change the name of the assignment to have a background color that matches it's particular assignment type. This way if I'd like to quickly look and figure out where the tests are in my grade book I can visually do that.

Let's go ahead and dive right in by writing the grade function. The first thing I'm going to do is go ahead and place my cursor over top of Jeff's grade. Now Jeff has over 100% so I'd expect him to have a pretty nice icon, probably something green, meaning he's doing really well in the class. If we click on Conditional Formatting and then we go down to Icon Sets, here I can see under the shapes there's the 3 Signs icon. I enjoy this Icon Set because the green circle means the student's going to be doing really well in the class, a yellow triangle will mean the student is borderline. Any red diamond means they're failing and need immediate intervention.

Let's go ahead and select this shape. Immediately, Microsoft Excel chooses to have a green circle next to Jeff's name. By default, it's going to automatically choose these colors into thirds. Meaning the bottom third's going to be red, the middle third yellow, and the top third green. We'd like to change that though. I would like to have 75%'s or greater as green. I would like to have anything from 60 to 75% as yellow. Anything less than 60, or failing, as red. To do this, with Jeff highlighted, I'm going to go ahead and choose conditional formatting. And I'm going to manage this rule.

I'm going to select the rule edit the rule and here I have some opportunities to make some changes. The first thing I'm going to change is I don't want it to be greater than or equal to I want it to just be greater than which means a student has to have greater than 75% to be considered green. Furthermore, I don't want to use a percentage; the reason being is Microsoft Office is going to take a look at every piece of data within your range and it's going to determine the percentages. So unless you have a student that's at zero and a student that's at 100, you could have some false indicators unless you actually select number.

And then put the value in as the number should be. Now we know that if I put 100 in here, it's going to be looking for cells that actually have 100 or greater. Since these are percentages, I need to put in 75 hundredths. Any cell that has a value of 75 hundredths or greater will now be green. I'm going to do the same thing down here, I'm going to change it to greater than. I'm going to choose number and I'm going to make the value 60 hundreds or 6 tenths. And then go ahead and click OK. Now currently this is only applying to Jeff.

What I'd like to do is have this apply to every grade in the grade book. To do that I'm going to put my cursor inside the Applies To box, click the cell icon. I'm going to click on Jeff's grade and drag down to the bottom of the rest of the grades in the grade book. With all the grades selected, I'll reclick on the cell icon, click Apply, and click OK. Now, taking a look at the left-hand column, I can see that anything that's 75 or greater has a green circle. Anything from 60 to 75% has the yellow triangle. Anything less than 60%, or failing, has the red diamond.

At this point, I can visually see how every student in my class is doing. The next conditional formatting we're going to apply is a colored background for the assignment name. To do that, I'm going to go ahead and click on the assignment title and go back to Conditional Formatting. This time, we're going to choose to highlight the cells based on rules. And we're going to go ahead and select More Rules. To highlight these cells based on a different cell type, we need to use a formula. So at the bottom of the list, we can select, Use a Formula to determine which cells to format. Our formula is a little bit complicated, but bear with me here.

This is going to be equal to the cell that contains the text and we need to tell it what that text is going to be. So, for example, here for the first title, I'm really concerned with what data is available in cell E3. So I'm going to say this is equal to E3 and if E3 is equal to, let's say, classwork Then this particular format will apply. Let's go ahead and change the format here. We'll go to the Fill color. And for classwork, we're going to make it this kind of light blue. We'll click OK, click OK again. And now we should be able to come down here to E3.

Use our drop down menu we created. Select Classwork. And sure enough, the background behind Gallery Walk turns a nice light blue color. We'll now need to go in and do the exact same steps for each of the various options we have, including homework. Participation, tests, and quizzes. And choose new colors for those options. Now that I've added a Conditional Formatting for each one of these formulas, I can now go ahead and apply that to see if it's working. Here, I'll go ahead and change Classwork to Homework. We've got a new color. Participation, test.

And quiz. Everything seems to be working great. The last step is we need to go ahead and make this Conditional Formatting apply to every assignment within our grade book. To do that I'm going to go back to the Conditional Formatting, back to Manage Rules and I'm going to go to this Applies To section. Now what I would like this to apply to is to the entire top row. To do that I'm going to go ahead and click the Cell icon. Click in the first assignment, drag all the way over to the end of the assignments. Click the Cell icon again, and you can now see that it applies to that entire room.

At this point, I can simply highlight, Ctrl+C or Cmd+C on the Mac, to copy and past. This all the way through every conditional format that I've created. I can click Apply, click OK, and now it should be able to, in any one of these boxes, select a different assignment and I should see that Conditional Formatting apply. At this time, we have color coded assignment types. And we've added icons to differentiate the students based on grade.

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This video is part of

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Office for Educators

62 video lessons · 3843 viewers

Aaron Quigley
Author

 
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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. 9m 26s
    1. Installing the plugin NEW
      2m 5s
    2. Recording your presentation NEW
      4m 24s
    3. Adding video NEW
      2m 57s
  10. 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 UPDATED
      47s
    6. Solution: Adding an online calendar
      1m 44s
  11. 13m 4s
    1. Creating centralized file storage
      3m 59s
    2. Creating a home-office-to-school workflow
      1m 13s
    3. Surveying students UPDATED
      3m 59s
    4. Challenge: Create a shared phone log using a survey UPDATED
      54s
    5. Solution: Create a shared phone log using a survey
      2m 59s
  12. 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 UPDATED
      49s
    6. Solution: Add a grading rubric to a SharePoint student site
      3m 11s
  13. 41s
    1. Next steps
      41s

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