Picture This: Creating Conditional Formatting in CRM

Article Author(s): 
Bill Malone

One of the primary usability wins for Microsoft Dynamics CRM is the seamless integration with Microsoft Office and more specifically, Microsoft Outlook—an application utilized all day long. By now, users are accustomed to commonalities like the Ribbon Bar for application navigation along with similar menus and views within applications. All in all, common features like the Ribbon Bar provide a consistent look and feel across all Microsoft software products, whether it is Outlook, Microsoft Dynamics CRM 2011, or other Microsoft applications. In the latest version of Microsoft Dynamics CRM, Microsoft Dynamics CRM 2011, the Outlook Client provides tools to apply ‘Conditional Formatting’ to data views within Outlook (recall ‘Conditional Formatting’ from Microsoft Excel).

Conditional Formatting in the Microsoft CRM Outlook Client is quickly becoming a favorite feature among Microsoft Dynamics CRM customers. In speaking with customers about Microsoft Dynamics CRM, they are consistently impressed by the ‘data visualization’ capability throughout the software. Conditional Formatting adds another impressive tool to the ‘data visualization’ kit.

What is conditional formatting?

Conditional formatting is a way to make data which meets defined conditions stand out in a list by using color, fonts, and styles. Specify conditions that a data point should meet (ex. an Opportunity greater than $1000, or perhaps an Opportunity with a 50% or greater likelihood to close) and conditional formatting is applied only to those items so they stand out in the list.

Generally speaking, creating a conditional formatting rule is quite simple. It is a matter of selecting a starting view, then getting into View settings and building a Conditional Formatting rule. The result however is extremely powerful in that data "pops" out and can records requiring attention can easily be spotted. Conditional Formatting is extremely easy to apply but at the same time extremely powerful.

If you would like to see a procedure sheet that describes the steps involved in conditional formatting, please connect to www.peaknfp.com.