Conditional Formatting Using Formulas

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There are many instances when you will not be able to use the Highlighting Expert to conditionally format fields. First, you can use the Highlighting Expert only for number and currency fields. Second many conditional for­matting options (bund in the Format Editor arc not available in the Highlighting Expert, such as conditional font styles. And, third, you may need to use a more complex conditional formula than the Highlighting Ex­pert supports. Use the Highlighting Expert when you can, because it is a bit easier than writing formulas; but you will likely find yourself writing formulas for many conditional formatting needs.

Accounting provides a common example for using a conditional formula. For example, say a value in a currency field is less than or equal to zero, and you want the amount printed in red. You would probably open up the Highlight­ing Expert to conditionally format a number field with font color. But how about if you wanted the number to be bold if the condition was met?

1. Select the field you want to format, and click Format, Formal Field or right-click and select Format Field.

2. With the Format Editor open, click the Conditional Formula “X+2” button next to the formatting option you wish to, use. This opens the Formula Editor.

3. Write the formula. The top of the Functions list displays options spe­cific to the formatting operation that you are manipulating. For example, if you are formatting border style, then you would have a list of line style constants available.

4. Once you complete and check your formula, click the Close and Save button to close the Formula Editor. The Conditional Formula button becomes a red or maroon color (depending on your system defaults and color settings) and the pencil on the button turns on a diagonal angle, indicating a conditional formula assigned to the format setting.

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