How to Add Conditional Formatting to the SharePoint Online List?

In this SharePoint Online tutorial, We will discuss how to add Conditional Formatting to the SharePoint Online list. Also, we will cover the below topics:

• What is Conditional Formatting in the SharePoint Online list?
• How to add Conditional Formatting to the SharePoint Online list based on other cells?
• How to add Conditional Formatting to the SharePoint Online list based on Date column?
• How to add Conditional Column Formatting in the SharePoint list?
• How to Edit or Delete Existing Row with Conditional Formatting?

Also, Read: How to Customize SharePoint Online Team Site

Conditional Formatting in the SharePoint Online list

In this section, we will see exactly what does mean by Conditional Formatting in the SharePoint Online list:

• SharePoint List Conditional Formatting is an option where it allows you to find rows that will change the appearance of particular fields(columns) and column levels.
• This method allows you to color-code cells based on the values of other cells.
• We can customize the fields in SharePoint lists and libraries displayed.
• It does not change the data in the list item or file; it only changes how it’s displayed to users who browse the list.

SharePoint List Conditional Formatting Based On Another Cell

Here, we will discuss what is SharePoint List Conditional Formatting Based On Another Cell.

• We are taking one of our SharePoint lists (Mercy Health Donors) to add conditional formatting.

• Click on the Dropdown of the column (Donated Date), where you want to add the conditional formatting.
• Click on the Column settings -> Select Format this column.

• Next, it will open the Format Donated Date Columns -> Click on Format columns and select Conditional Formatting.
• In the manage rules of conditional formatting, we can add the condition statement depending on the other columns.

• Click on the Manage rules and add the condition which formats the column depending on other columns.
  • For Example, we have taken the Amount Paid (Choice) column as a reference. (If the Amount paid is equal to No, then the Donated Date will fill with color next to No)
• Add Conditions in the Edit Rule, and select the Show list item value.
• In the Show list item as we can choose our desired color for the condition and click on Save.

• After this, it will show the Donated column regarding No value in the Amount Paid as filled with color like below:

This is how to add or use Conditional Formatting in a SharePoint Online list.

Check out: SharePoint Online List Column Sorting [With Various Data Types]

Add Conditional Formatting to the SharePoint Online list based on Date Column

In this section, We will see how to add Conditional Formatting to the SharePoint Online list based on the Date Column.

• Here, we are taking one of our SharePoint lists (Careers) to add conditional formatting based on the Date column (Posted Date).

• Then, click on Posted Date column -> Select Column settings -> Click on the Format this column as shown below.

• Tap on the Format columns, Choose Conditional Formatting, and on the same Conditional formatting, click on the Manage rules as shown below:

• A dialog box appears with Conditional formatting -> Click on Add rule.

• Now we will create a rule by if condition, IF:
  • Choose a column: We need to choose a column for the conditional formatting rule. Example: we have taken Posted Date.
  • Choose a Comparison: we will use a comparison of whether the column is equal to, before, not equal to, etc. Example: we have chosen is after.
  • Choose a type or value: We must choose between, Today or A Specific date. Example: we are taking A Specific date -> Select a date in the calendar(Feb/15/2023).
• Show list item as:- We can set a color based on our requirement -> Click Save.
• If the Posted Date is after the specified date then, the posted date will appear with the selected color.

• Now ,we can see updated Conditional Formatting settings will be displayed in the list as shown in below figure:

This is how to create a conditional formatting list column in SharePoint Online list based on the Date.

Add Conditional Column Formatting in the SharePoint list

In this section, we will discuss how to add Conditional Column Formatting to the SharePoint list.

• Conditional Column formatting fills the Color codes to entire rows, not just a (single cell).
• Navigate to list -> Click All items -> Format Current view -> Conditional Formatting in Format view.
• In the Format view of the selected column, choose the layout as Conditional Formatting.

• In the Manage rules, add the condition which formats the column depending on other columns.
  • For Example, we have taken the Amount paid column as a reference. (If the Amount paid is equal to yes, then the Donated Date with the entire row will fill with the color next to yes)
  • The condition is given- If the Amount paid is equal to yes.

• We can also add or change the Font size, Text color, fill colors, borders, etc from the More styles of a Show list item.

• Add Conditions in the Edit Rule, and select the Show list item.
• In the Show list item, we can choose our desired color(here, we select the green color )and click on Save.
• It will display the entire row with a chosen color regarding the yes value in the Amount Paid like below.

This is how to add Conditional Column Formatting to the SharePoint list.

Also, have a look: SharePoint Online List Number Without Comma

Edit or Delete Existing Row with Conditional Formatting in SharePoint List

In this section, We will discuss the procedure of how to Edit or Delete Existing rows with Conditional Formatting in the SharePoint list.

• Navigate to list -> Click All items -> Format Current view -> Conditional Formatting in Format view.

• By clicking the Manage rules, it will open a conditional formatting dialogue box with conditional statements.
• Click on the context menu next to the statements, it will show the options like Move down, Edit rule, and Delete rule.

• Click on the Edit rule, to edit the statement.
  • For example:(we have edited the Donated date concerning No value as filled color, Font size, and bold letters from the More styles as shown in the below figure)

• Click on save and it will replace the previous format with a new one.

This is how to Edit the Conditional formatting in the SharePoint Online list.

• To delete the Conditional Formatting, select the Delete rule below the Edit rule of the conditional formatting box and click Save.

• It will delete the changes that we have made in our conditional formatting columns as shown in the below figure.

This is how to Delete the Conditional formatting in the SharePoint Online list.

Additionally, you may like some more SharePoint tutorials:

• SharePoint Online Team Site Vs Microsoft Teams
• SharePoint Online list vs document library
• Create, Update, and Delete SharePoint Online List Items
• SharePoint Online List Permissions

Conclusion

From this SharePoint Online tutorial, we have learned how to Add conditional formatting to the SharePoint Online list along with the below topics such as:

• What is Conditional Formatting in the SharePointOnline list?
• How to add Conditional Formatting to the SharePoint Online list based on other cells?
• How to add Conditional Formatting to the SharePoint Online list based on Date column?
• How to add Conditional Column Formatting in the SharePoint list?
• How to Edit or Delete Existing Row with Conditional Formatting?