Office 2010 - Access

Lesson 60: Conditional Formatting

60/76 Lessons 

Conditional Formatting

As in”‘Excel”, in “Access” also, we have the “Conditional Formatting”, but for those of you who have never heard of this, let me first explain what “Conditional Formatting” means. By using a conditional format, we can format data, based on the value of a field. For example: if a student has a score of less than 50, then this value is displayed in red.

First, open your “Report” in “Layout View” or “Design View”.
Select the field you want to apply “Conditional formatting” (1) for.
In this case, it is the “Score”.
Select the “Format” (2) button in the “Ribbon” and click the “Conditional Formatting” (3) button.

This opens the “Conditional formatting Rules Manager” dialog.
Click the “New Rule” button.


In the “Edit the Rule description” box in the upper part, we give the condition for the preparation of the cell contents. For example, “if the cell value is less than 50”.
In the lower part we set the formatting. For example, red bold text
Click the OK button when you’re done.

This brings us back to the “Conditional formatting Rules Manager” dialog.
If you want to add another rule, click the “New Rule” button.
If you wish to edit or delete, click the respective buttons.

In this example I am going to add another line, so I click the “New Rule” button.

This again opens the “Conditional Formatting Rules manager” dialog, where we enter the new condition and the new format for this condition. For example, when the cell value is greater than 80, then it is displayed in bold.
Click the OK button.


As you see in the image below, both lines appear in the dialog.
Click the OK button to close the dialog box.
When we view the report in “Report View”, we see that the fields whose values meet one of the conditional formatting rules are neatly colored.


You've completed Lesson 60