Apply formatting automatically with conditional formatting rules

Use conditional formatting to change the appearance of rows or cells based on the values they contain. For example, you can set an overdue task to appear in red.

Conditional formatting doesn’t change cell values. To change cell values based on criteria, use a formula. For more information about formulas, seeCreate and Edit Formulas in Smartsheet.

Conditional formatting from linked cells is not preserved in the destination sheet.

There are three steps to applying conditional formatting:

1. Set conditions for the rule.
2. Define the format applied when the conditions are met.
3. Set where you want the format applied.

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Set conditions for the rule

1. On the top toolbar, selectConditional Formatting.
2. SelectAdd New Rule.
3. Select.
   
   The condition determines what triggers the formatting change. For example, to apply a background color to all rows assigned to a specific person, select the column namedAssigned Toin the left pane and the specific person in the right pane.

Things to know about setting conditions

• Available criteria depend on the column type.
  • For a checkbox column:The criteria would beCheckedorUnchecked.
  • For a date column:It might bein the pastorin the next [x] days.
• Smartsheet looks at the numbers in a column formatted for percentage (for example, a % Complete column) as values between 0 and 1. Use decimal values (examples: 0.25 for 25%, 0.5 for 50%) to get the correct comparison.
• To further customize your rule, select自定义标准at the top of the criteria box.
• To format rows that do not meet your criteria, selectApply format when condition is NOT met.

Define the format

Set up the text format you want to appear when the row meets the conditions you identified. To do this, follow these steps:

1. In theConditional Formattingdialog, selectthis format.
2. Use the pop-up box to style your formatting:
   • Font:Choose a font style.
   • Font Size:设置文本的大小。
   • Task Bar:If you have a Gantt chart, use this to automatically change the task bar color when the row meets the conditions you identified.
     The color(s) you choose here will be applied to the Gantt and calendar bars.
   • Other formatting buttons:Set up the text formats you want to appear.
     

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Set where you want the format applied

1. By default, the format applies to the entire row. To change this, selectentire row, and then select the column(s) where you want to apply the formula.
   If multiple rules have the same condition and formatting, Smartsheet consolidates them into a single rule.
2. To close theConditional Formattingdialog, selectOK.