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You are learning Conditional Formatting in MS Excel

Is it possible to use conditional formatting to display custom text messages based on conditions?

Yes, it is absolutely possible to use conditional formatting to display custom text messages based on conditions in Excel. Here's how:

Method 1: Using Text Function and IF formula

1. Select the cells: Choose the cells where you want the text message to appear based on a condition.
2. Go to Conditional Formatting: Navigate to the "Home" tab and click on "Conditional Formatting" in the "Styles" group.
3. New Formatting Rule: Select "New Rule" from the dropdown menu.
4. Format values that meet specific conditions: Choose this option from the list.
5. Set the condition:
- In the first box, define your condition using cell references and operators (e.g., A1>100).
- You can use various comparison operators like >, <, =, <> etc.
6. Format with: Click on the "Format" button.
7. Custom format: In the "Format Cells" window, choose "Number" and select "Custom" from the "Category" list.
8. Enter text message with quotes: In the "Type" box, type your desired text message wrapped in double quotes (e.g., "Target Exceeded"). You can also include text characters and numbers within the quotes.
9. Click OK: Click "OK" on both the "Format Cells" and "New Formatting Rule" windows.

Explanation:

This method uses the IF function within the custom format code. Excel evaluates the condition you set, and if it's true, it displays the text message you entered within quotes. If the condition is false, Excel displays the underlying value in the cell (which can be hidden using additional formatting).

Method 2: Using a separate helper column (Optional)

1. Create a helper column: In a hidden column (or an unused area of your sheet), create a formula with the IF statement to display your text message based on the condition in the original data column.
2. Apply conditional formatting to the helper column: Use the same steps as method 1, but apply the conditional formatting with custom text message to the helper column cells instead.
3. Format the original data column (Optional): You can format the original data column to hide the underlying value and only show the text message from the helper column using techniques like setting font color to white or applying a white fill.

This method offers more flexibility if you have complex conditions or multiple text messages to display.

Both methods achieve the goal of displaying custom text messages based on conditions in Excel using conditional formatting. Choose the method that best suits your needs and data structure.

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