Applying Conditional Formats

We all use formats to attach certain attributes to our data. For instance, we can display data in bold or italic type for emphasis. Or we might decide to display dollar signs in front of a column of values. Sometimes, however, we need a little more flexibility. How would you display values less than 0 in red while also displaying all other values in green? You won't find an ordinary format with that much talent, but you can use conditional formats when the data itself dictates its format.

To set a conditional format, first choose Format, Conditional Formatting. The Conditional Formatting dialog box offers several controls. To begin, specify whether the condition is based on the value, the control's expression, or the active control. The Field Value Is option is the default; if you choose one of the other settings, Access will update the remaining controls accordingly.

When you choose the default (Field Value Is), you must also specify a conditional operator from the next option. After choosing an operator, you must enter at least one conditional value. For instance, if you want all values less than 0 to appear in red, you'd choose the less-than operator and then enter the value 0 in the remaining control.

Once you've supplied the conditional information, you're ready to select a format. To do so, simply click one of the Format option icons below the conditional controls. You can choose from font and color formats. You can even enable or disable a control. If you need to add a second condition, click the Add button and repeat the above process, specifying the second condition and format.

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