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Using Conditional Formatting and Validation to Make Your Excel Looks More Interesting July 16, 2010

Posted by Admin in Tutorials, Tips & Tricks.
Tags: , , , , ,

Now, we are going to learn how to use conditional formatting and validation to make our Excel form and input template more interesting. One of my recent jobs in a consulting agency is preparing training and workshop material. The more interesting the material, the more interested the participant on the training. And it can prevent the participant from boredom as well, especially when there are so many materials to finish. Alhamdulillah, Excel has provided Conditional Formatting and Validation feature that we can utilize.

The above figure shows us a form to evaluate performance. When there is no input, the cells color will be white, but when it contains bad performance, for example 1 or 2 scale, the color change to red. When we fill it with good performance (3 or 4 scale) the cells color automatically will change to green. We can make such form using Conditional Formatting. If we pay attention on the way we can fill the cells, we will see that we can either, manually type the number or just choose from the drop down menu. To make that drop down menu we need to use Validation and choose “list” type.

What we need to do are:

  1. Select range C4:C8, and then choose Format – Conditional Formatting.
  2. We will try to make the cells color automatically change to green when we fill it with 3 or 4. In “Condition 1” change “between” option to “greater than or equal to”, and then fill it with 3. It means we want that the following format will be applied when the cells is filled with 3 or greater number. And then click Format – Pattern and choose Green, OK.
  3. After that we will make condition when the cells contain 1 or to the color will be red. First, click Add>>.
  4. After condition 2 appear, keep the “between” option and fill it with 1 and 2 (what happen if we choose “less then or equal to”? just try it). And then click Format – Pattern and choose red.
  5. At this step our Conditional Formatting is ready. Next, we are going to make Validation feature.
  6. First type 1 in any empty unused cells, and then type 2, 3, and 4 below it respectively.
  7. Select C4:C8 again, and then choose Data – Validation. In the “Allow” option choose “list”. The “source” input will appear, select range contained 1 to 4 from previous step, and click OK.
  8. And we have just finished the Validation.

Have a nice try to make your sheets more interesting. Hopefully helpful.


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