Follow these step-by-step instructions to create a conditional formatting rule.
Conditional formatting allows you to create rules on your sheet, whereby the formatting of individual cells or entire rows will update when certain criteria are met. For example, if a task is past due, you may want the text to turn red and bold to ensure that it's quickly noticed.
Use conditional formatting to automatically highlight key information in your sheets, making them easier to read and more valuable for your whole team.
Apply automatic formatting with conditional formatting rules
Conditional formatting does not change cell values. To change cell values based on criteria, use a formula.
Conditional formatting from linked cells is not preserved in the destination sheet.
There are three steps to apply conditional formatting:
- Set conditions for the rule.
- Define the format applied when the conditions are met.
- Set where you want the format applied.
Set conditions for the rule
The condition determines what triggers the formatting change.
When working in timeline view, switch to grid view to set up conditional formatting.
- On the top toolbar, select Conditional Formatting
. - Select Add New Rule.
- Select <set condition>
Things to know about setting conditions
- Available criteria depend on the column type.
- For a checkbox column: The criteria would be Checked or Unchecked.
- For a date column: It might be in the past or in the next [x] days.
- Smartsheet looks at the numbers in a column formatted for percentage as values between 0 and 1. Use decimal values to get the correct comparison, for example, 0.25 for 25% or 0.5 for 50%.
- To further customize your rule, select define custom criteria at the top of the criteria box.
- To format rows that do not meet your criteria, select Apply 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 defined.
- In the Conditional Formatting dialog, select this format.
- Use the pop-up box to style your formatting:
- Font: Choose a font style.
- Font Size: Set up the text size.
- Task Bar: If you are using Gantt chart, timeline, card, or calendar view use this to automatically change the task bar color when the row meets the conditions you identified.
- Other formatting buttons: Set up the text formats you want to appear. You can select to bold, italic, underline or strikethrough the text, and to change the text or background color
Set where you want the format applied
By default, the format applies to the entire row. To change this, follow these steps:
- Select entire row.
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.
- Select OK.