How to Apply a Conditional Formatting in a Word Document

Just as we can apply conditional formatting to cells in a worksheet, conditional formatting can also be useful in a Word document. In this sense, if you want to know How to apply a conditional formatting in a Word document we recommend you read this interesting article.

What is conditional formatting?

Conditional formatting is a widely used tool in Microsoft Excel to identify patterns in spreadsheets. These patterns are established by the user and are based on a set of conditions to output results with certain attributes within the cells.

How does conditional formatting work?

The conditional format works by a series of rules That allow a cell or group of cells to have a certain format only if a specific condition is met.

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For this tool to be functional, it is essential to introduce values ​​in order to logically manage the conditions and make use of particular styles to define the format if the determined condition is met.

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How to apply a conditional formatting in a Word document

Conditional formatting is applicable to a Word document. However, as this tool is generally used in Excel, certain strategies to obtain effective results from the word processor. Here is all the information you need to know to apply conditional formatting in a Word document.

Configure the «Correspondence» tool

The mail merge can be of great help if you need to add conditional formatting in your Word document. Using this tool you can include a list of elements and create a placeholder field to merge the information. With the combination fields you can add the conditions.

Click on the tab «Correspondence». In «Start mail merge» choose the option «Step by step through the mail merge wizard» in order for you to create a list of «contacts» that will actually be the elements that you are going to handle in the condition.

Use the matching tool to apply conditional formatting in your Word document

Once you set up the mail merge, locate the «Enter and insert fields» section and click on «Rules.» There, select the option «Yes … Then … then». By means of this rule you can indicate an action to receive the information in a single space and do a different action for another.

For example, you could send the document only to a group of people of a certain age using «IF». To accomplish this task, select “Field Name” and choose a merge field, which in this case is “age”. Choose the recipients using «Comparison» and the operator you need for the condition.

Compare to get conditional formatting in Word

Then, in «Compare with» write the value you will use for the comparison, for example «21» years. Add the information you want to show when the condition is met next to «Insert this text.»

Find the option «Otherwise insert this text» and write the text you want to show when the condition is not met.

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Use the markers

Also, it is possible to apply the Conditional formatting in Word by using bookmarks. For this, write the numerical values ​​that you want to include in the condition and according to their value add one text or another. Each text must have a particular format, be it bold, font color, font type, among others.

Create the bookmarks

In the «Hyperlinks» section, click «Bookmark.» Write the name of it and press the «Add» button. Repeat the process until get the number of markers corresponding to the numeric values that you want to insert into the condition.

Right click on each value and choose «Hyperlink.» In «Place in this document» select a bookmark. Repeat this process for each numerical value. Remember that if you want to make any changes, you must look for the hyperlinks that you have created in your Word document.

Add the field

To add the IF field, go to the «Text» section and select «Quick Items.» Choose «Field» and locate «If». Press the «Formula» button and write the condition adding the markers. Finally, press the «Accept» button. If you prefer a different option than the previous one, you can insert source code in the Word document. Therefore, you will obtain an equally effective result.

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