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Teachers, your time is valuable. Learn to reduce your workload, streamline grading and lesson planning, and share resources with students and other teachers with Microsoft Office. Aaron Quigley teaches you how to use Word's templates to create lessons and worksheets more efficiently, use Track Changes to digitally grade papers, build gradebooks in Excel, give presentations from PowerPoint, collaborate over SkyDrive, and connect using Outlook and SharePoint. These lessons are explored using sample lessons, homework, and tests like you'd find at a real-world school. And at the end of each section, Aaron invites you to test what you've learned in a video challenge.
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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