as part of redcape’s webinar series “how’d they do that?” here is an example excel tool that allows you to enter length (in minutes) when creating a meeting schedule to automatically calculate the start and end times for each speaker or topic, plus breaks. [here’s our final version: /oeutz7] we are going to use the time() function to add minutes. the time() function allows us to specify hours, minutes, and seconds. change the width of column d to see the end times. double-click and you should get the best fit for that column. we haven’t filled in the start times or the length of the remaining session names. the only start time you need is the very first one. in our original example, the rows for am / pm breaks, as well as lunches, are highlighted grey. this will save us a lot of time later when we’re drafting the schedule so that if we decide to move the breaks or lunch in the schedule, we won’t have to worry about removing the shading. 10. to test the conditional formatting, change a couple of the session names to am breakand the other rows should highlight as seen in the screenshot below.important: be sure to change them back to their original session names and proceed to the next steps to create the remaining conditional formats for pm break, lunch and one for break, just in case you use just the word “break”.
(optional) create a yellow highlight for the rows if the session name = “break” the conditional formatting will only work if you use the exact terms am break, pm break or lunch. what if you type “break” as the session name? 8/31/12 blog update – here are the instructions on how to find any instance of the word “break” in the session name and apply conditional formatting. this will eliminate the need to create three individual rules for am break, pm break, and break. the search() function returns a number value representing the character position of the word “break”. the isnumber() function then returns the true or false value that we need to apply the conditional format. thank you to seth hart at the texas workforce commission for submitting this one. i’d love to see what else is out there. whenever i create calculated tools like this, i like to remove the gridlines in the background. this is what my final schedule looks like and here is the link to my final version: /oeutz7.
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