Microsoft Dynamics® CRM Training
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In CRM Online for Outlook, you can make records that meet defined conditions stand out in the message list by using color, fonts, and styles. Conditional Formatting allows us to specify these conditions so that we can give ourselves visual cues to notice certain records.
In this tutorial, we will create a conditional formatting rule that will specify that all Opportunity records with an estimated closing date in the current month be displayed in a bold, green font.
This task requires privileges found in all default Security Roles.
We begin in CRM for Outlook. Let’s navigate to Sales > Opportunities. We are looking at My Open Opportunities. We can see the estimated closing dates right here from the View. Let’s say we want to make Opportunities that we expect to close this month stand out visually. Click the View tab in the ribbon, and then click View Settings.
The Advanced View Settings window opens. To create our rule, we want to click the Conditional Formatting button.
When the Conditional Formatting window opens, we see that a few rules have been created for us by default. Let’s click the Add button to create a new one.
A new rule appears at the bottom of the list called “Untitled”. In the Name field, let’s type “Closing This Month”. Before we even specify the condition, let’s decide on the visual cues by clicking the Font button.
The Font window opens. Let’s leave the font and size the same, but we’ll select “Bold Italic” as the Font Style and “Green” as the Color. Let’s click the OK button, thus closing the window.
We’ll specify the conditions of this rule by clicking the Condition button.
The Filter window opens. Let’s click the Advanced tab. Now, we want to define this filter by the data in one particular field. If we look in the Field dropdown, note that most of these fields are for Outlook. By holding our cursor over “User-defined fields in folder”, we can see fields from the Opportunity entity in CRM Online. We’ll select “Est. Close Date”. We’ll then set the Condition to This Month, and then click the Add to List button.
Once we see our condition appear in the box above, we click the OK button, thus closing the Filter window.
Back at the Conditional Formatting window, we see our new conditional formatting rule is listed last. This is important to note because these rules follow a hierarchy. So if one record fits the criteria of more than one conditional formatting rule, the rule highest in the list will be applied. We’ll see this in effect later in the tutorial.
Let’s click the OK button to close the Conditional Formatting window, and then click OK to close the Advanced View Settings window.
Back at the My Open Opportunities View, we see that every Opportunity record that is expected to close this month is in bold, green italics, except for one. The record called “Very likely will order 18 Product…” is in a different format. This is because it falls under another conditional formatting rule that is higher in the hierarchy than ours.
We have now successfully created a new conditional formatting rule to give ourselves visual cues regarding particular records.
Thanks for watching.