Autoformatting, themes, and conditional formatting

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Autoformatting cells and sheets

You can use the AutoFormat feature to quickly apply a set of cell formats to a sheet or a selected cell range.

  1. Select the cells, including the column and row headers, that you want to format.
  2. Choose Format > AutoFormat.
  3. Choosing an AutoFormat
  4. To select which properties (number format, font, alignment, borders, pattern, autofit width and height) to include in an AutoFormat, click More. Select or deselect the required options.
  5. Click OK.

If you do not see any change in color of the cell contents, choose View > Value Highlighting from the menu bar.

Defining a new AutoFormat

You can define a new AutoFormat that is available to all spreadsheets.

  1. Format a sheet.
  2. Choose Edit > Select All.
  3. Choose Format > AutoFormat. The Add button is now active.
  4. Click Add.
  5. In the Name box of the Add AutoFormat dialog, type a meaningful name for the new format.
  6. Click OK to save. The new format is now available in the Format list in the AutoFormat dialog.

Formatting spreadsheets using themes

Calc comes with a predefined set of formatting themes that you can apply to your spreadsheets.

It is not possible to add themes to Calc, and they cannot be modified. However, you can modify their styles after you apply them to a spreadsheet.

To apply a theme to a spreadsheet:

  1. Click the Choose Themes icon in the Tools toolbar. If this toolbar is not visible, you can show it using View > Toolbars > Tools. The Theme Selection dialog appears. This dialog lists the available themes for the whole spreadsheet, and the Styles and Formatting window lists the custom styles for specific cells.
  2. CalcChooseTheme.png

  3. In the Theme Selection dialog, select the theme that you want to apply to the spreadsheet. As soon as you select a theme, some of the properties of the custom styles are applied to the open spreadsheet and are immediately visible.
  4. Click OK. If you wish, you can now go to the Styles and Formatting window to modify specific styles. These modifications do not change the theme; they only change the appearance of this specific spreadsheet document.

Using conditional formatting

You can set up cell formats to change depending on conditions that you specify. For example, in a table of numbers, you can show all the values above the average in green and all those below the average in red.

Documentation note.png To apply conditional formatting, AutoCalculate must be enabled. Choose Tools > Cell Contents > AutoCalculate.

Conditional formatting depends upon the use of styles. If you are not familiar with styles, please refer to Chapter 4. An easy way to set up the required styles is to format a cell the way you want it and click the New Style from Selection icon in the Styles and Formatting window.

After the styles are set up, here is how to use them.

  1. In your spreadsheet, select the cells to which you want to apply conditional formatting.
  2. Choose Format > Conditional Formatting from the menu bar.
  3. On the Conditional Formatting dialog, enter the conditions. Click OK to save. The selected cells are now formatted in the relevant style.
Conditional formatting dialog

Cell value is / Formula is

Specifies whether conditional formatting is dependent on a cell value or on a formula. If you select cell value is, the Cell Value Condition box is displayed, as shown in the example. Here you can choose from conditions including less than, greater than, between, and others.

Parameter field

Enter a reference, value, or formula in the parameter field, or in both parameter fields if you have selected a condition that requires two parameters. You can also enter formulas containing relative references.

'Cell style'

Choose the cell style to be applied if the specified condition matches. The style must have been defined previously.

See the Help for more information and examples of use.

To apply the same conditional formatting later to other cells:

  1. Select one of the cells that has been assigned conditional formatting.
  2. Copy the cell to the clipboard.
  3. Select the cells that are to receive this same formatting.
  4. Choose Edit > Paste Special.
  5. On the Paste Special dialog, in the Selection area, select only the Formats option. Make sure all other options are not selected. Click OK.
Paste Special dialog

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