Conditional Formatting in a table on MS Word

Question

Hi,

I am trying to use conditional formatting in a table in MS Word. The table is a risk assessment. In 2 different columns I used developer to create drop downs values for the two categories, severity and frequency. The text selection for each column (ie: likely, possible, highly unlikely, etc) is paired with a value ranging from 1-5. In the last column to the right of the two categorical columns is the impact index. This is where I need the impact index value to populate with the right color and text for risk outcome (see the chart below for reference). How do I code the index value so that the color coordinates with outcome of the multiplicative of severity and frequency and it the cell autopopulates with the right text value (low, high, moderate, etc).

Answer 1

Hello,

This forum is a user-to-user support forum. My name is Charles and I am a fellow user with decades of experience using Microsoft Word. I have written extensively on using Word and have authored help articles on the Microsoft site.

Let me start by saying that such formatting is far easier in Excel. The simplest method is going to be to insert an Excel part for your table. Word is not really designed to handle conditional formatting.

In Word conditional formatting encompasses having multiple sets of your result in an IF field where which one is displayed depends on the test in the IF field.
Here is Microsoft's documentation on the IF field.
https://support.microsoft.com/office/9f79e82f-e...
Here is my writing on that field:
https://www.addbalance.com/usersguide/fields.ht...

Look at the part on "conditionally format table cells" in this tutorial by MVP Paul Edstein (macropod).
https://www.msofficeforums.com/mail-merge/21803...

See his responses here:
https://www.msofficeforums.com/word-vba/16505-c...

See the following questions and responses on this forum:

• https://answers.microsoft.com/en-us/msoffice/fo...
• https://answers.microsoft.com/en-us/msoffice/fo...
• https://answers.microsoft.com/en-us/msoffice/fo...

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I hope this information helps.

Please let me know if you have any more questions or require further help.

You can ask for more help by replying to this post (Reply button below).

Stay well

Answer 2

The macro shown below is used to process a series of tables in a document so that cells are shaded depending upon the values assigned to each one, such as that shown below

Sub ColorizeAll()

timestart = Now

On Error GoTo ExitThis

With ActiveDocument

For t = 2 To .Tables.Count Step 2 

    With .Tables(t) 

        For i = 1 To .Rows.Count - 1 

            If Len(.Cell(i, 1).Range.Text) > 2 Then 

                j = i 

            Else 

                Exit For 

            End If 

        Next i 

        For i = 1 To j 

            With .Rows(i) 

                .Cells(4).Range.Fields.Update 

                .Cells(7).Range.Fields.Update 

                For k = 2 To 7 

                    Set crange = .Cells(k).Range 

                    crange.End = crange.End - 1 

                    Select Case Val(crange.Text) 

                        Case 1 To 4 

                            crange.Cells(1).Shading.BackgroundPatternColor = RGB(153, 204, 0) 

                        Case 5 To 12 

                            crange.Cells(1).Shading.BackgroundPatternColor = RGB(255, 153, 0) 

                        Case Is > 12 

                            crange.Cells(1).Shading.BackgroundPatternColor = RGB(255, 80, 80) 

                        Case Else 

                            If Len(crange.Text) < 5 Then 

                                crange.Cells(1).Shading.BackgroundPatternColor = RGB(255, 255, 255) 

                            End If 

                    End Select 

                Next k 

            End With 

        Next i 

    End With 

Next t 

End With

timeend = Now

elapsedtime = DateDiff("s", timestart, timeend)

'MsgBox "Elapsed Time - " & elapsedtime & " seconds."

ExitThis:

End Sub

Answer 3

See, for example:

Generate content in 3rd cell from drop down lists in 2 other cells (msofficeforums.com)

Risk Matrix table using Content Controls (msofficeforums.com)

Conditional Formatting dependent on multiple drop down lists in Word (msofficeforums.com)