Conditional Formatting

The conditional formatting feature in powertable sheets helps highlight specific data based on defined conditions. You can use conditional formatting to emphasize records with text styles, borders, icons, font colors, or background colors, making it easier to identify trends, exceptions, outliers, and other important data points.

Conditional formatting rules are automatically applied to table data when the specified conditions are met. You can create, manage, edit, and remove rules to customize how data is displayed and improve the readability of your sheets.

Common use cases for conditional formatting include:

• Highlighting values that exceed or fall below a target threshold.
• Identifying records that require attention or follow-up.
• Visualizing performance metrics using color indicators.
• Emphasizing specific text values or statuses.
• Drawing attention to missing, duplicate, or exceptional data.

By using conditional formatting, you can quickly interpret large datasets and focus on the information that matters most.

In this article, you learn how to apply conditional formatting by configuring and managing rules.

Create a conditional formatting rule#

To create a conditional formatting rule:

1. Go to Format tab and select Format Rules > Create Rule.

A side panel opens, as shown below.

2. In Title, enter a name for the rule.
3. In Apply To, select the column or rows to format.

4. Similarly, use Conditions to define the criteria for the rule. The available operators and comparison options vary based on the selected column type.
5. In Style, configure the formatting to apply when the condition is met. You can customize font color, font style, borders, background color, or specific icons.

6. Select Add Rule to add more conditions. You can combine multiple conditions using AND or OR operators.

7. Select Apply to save and apply the rule. To discard the changes, select Cancel.

Apply to column

When you select a column, only the records in the selected column are formatted based on the specified condition. For example:

1. Select ProductSKU column in the Apply To dropdown.
2. Configure the condition as ProductPrice Greater than 700 in the Condition If section.
3. Configure the formatting style by applying bold text, the required font color, and background color.
4. Optionally, use the Add Prefix/Suffix option to add text or an icon before or after the cell value by customizing the icon type, icon color, text, and position.

The records in the ProductSKU column that meet the configured condition are formatted as shown below.

Apply to rows

To apply formatting to all columns in rows that meet the specified condition, select Rows in the Apply To dropdown. For example:

Consider formatting rows that contain products with a price greater than 700 and a subcategory of mountain bikes or road bikes.

1. To format the rows completely that meet the specified condition(s), select Rows in the Apply To drop down.
2. Configure the first condition as ProductPrice Greater than 700 in the Condition If section.
3. Select Add Rule to add the second rule.
4. Configure the second condition as ProductSubcategoryKey is Mountain Bikes or Road Bikes.
5. Select AND to combine them.
6. Select Apply.

All columns in rows that meet the configured conditions are formatted as shown below.

Manage conditional formatting rules#

Use Manage Rules to view, edit, duplicate, disable, or delete existing conditional formatting rules.

To manage rules:

1. Select Format Rules > Manage Rules. A side panel opens and displays all configured rules.

   

2. Use the available actions for a rule to edit, duplicate, delete, enable, or disable it.

FAQ#

Why does the Retired formatting rule use Apply to Rows? Can I format only the Status cell instead?

Apply to Rows formats the entire row when the specified condition is met, making retired assets easier to identify as a single record.

You can also format only the Status cell by selecting the appropriate cell when you create or edit the formatting rule.

Where are formatting rules stored after I create them? Can I disable a rule without deleting it?

Formatting rules are stored in the Manage Rule dialog, which you can access from Format Rules on the Format tab.