Date-based formatting in Google Sheets - Dashboard Guide

Dashboard Mode - Date-based formatting

Goal

Show how to highlight dates in a list based on whether they are past, today, or upcoming using color formatting.

Sample Data

Event	Date
Project Start	2024-06-01
Design Review	2024-06-15
Development Complete	2024-06-25
Testing	2024-07-05
Launch	2024-07-15
Post-Launch Review	2024-07-30

Dashboard Components

• KPI Card: Upcoming Events Count
  Formula: =COUNTIF(B2:B7, ">&" & TODAY())
  Shows how many events are scheduled after today.
• Conditional Formatting Rules on Date Column (B2:B7):
  1. Past dates (before today): Format with light gray fill.
  Formula: =B2 < TODAY()
  2. Today's date: Format with green fill.
  Formula: =B2 = TODAY()
  3. Future dates (after today): Format with light blue fill.
  Formula: =B2 > TODAY()
• Table: Shows events and dates with the above formatting applied for easy visual tracking.

Dashboard Layout

+-----------------------+-----------------------+
| Upcoming Events Count  |                       |
|       (KPI Card)       |                       |
+-----------------------+                       |
|                                               |
|               Events Table                      |
|          (with date formatting)                 |
|                                               |
+-----------------------------------------------+

Interactivity

The dashboard updates automatically each day because the formulas use TODAY(). The conditional formatting changes colors based on the current date. The KPI card count updates to show how many events are upcoming from today forward.

Self Check

If you change your computer date to 2024-06-15, which events will be highlighted as today, past, and future? How does the Upcoming Events Count change?

Key Result

Dashboard highlights event dates as past, today, or future with colors and counts upcoming events.

Practice

1. What does date-based formatting in Google Sheets primarily help you do?

easy

A. Highlight cells based on date conditions

B. Sort dates in ascending order

C. Convert text to dates automatically

D. Calculate the difference between two dates

Solution

1. Step 1: Understand the purpose of date-based formatting

   Date-based formatting changes how cells look based on date rules, like coloring dates before or after today.

2. Step 2: Compare with other options

   Sorting, converting, and calculating dates are different features, not formatting.

3. Final Answer:

   Highlight cells based on date conditions -> Option A

4. Quick Check:

   Date-based formatting = Highlight cells by date [OK]

Hint: Date formatting changes cell look based on dates [OK]

Common Mistakes:

• Confusing formatting with sorting
• Thinking it converts text to dates
• Assuming it calculates date differences

2. Which formula is correct to use in conditional formatting to highlight dates before today?

easy

A. =DATE()

B. =TODAY()

C. =A1

D. =A1>NOW()

Solution

1. Step 1: Identify the correct comparison for dates before today

   To highlight dates before today, the cell date (A1) must be less than TODAY(), so formula is =A1

2. Step 2: Check other options for correctness

   A uses DATE() incorrectly without arguments; B (=TODAY()

3. Final Answer:

   =A1<TODAY() -> Option C

4. Quick Check:

   Use =A1<TODAY() to highlight past dates [OK]

Hint: Use =A1

Common Mistakes:

• Using NOW() instead of TODAY()
• Reversing comparison signs
• Using DATE() without arguments

3. Given the formula =A2>=TODAY() in conditional formatting, what happens if A2 contains the date 2024-06-01 and today is 2024-05-30?

medium

A. The cell is not highlighted because 2024-06-01 is before today

B. The cell is highlighted because 2024-06-01 is after today

C. The formula causes an error

D. The cell is highlighted only if time is included

Solution

1. Step 1: Compare the date in A2 with today's date

   A2 has 2024-06-01, which is after 2024-05-30 (today).

2. Step 2: Evaluate the formula condition

   The formula checks if A2 is greater or equal to TODAY(), which is true, so the cell is highlighted.

3. Final Answer:

   The cell is highlighted because 2024-06-01 is after today -> Option B

4. Quick Check:

   =A2>=TODAY() is TRUE for future dates [OK]

Hint: Dates after or on today make =A2>=TODAY() TRUE [OK]

Common Mistakes:

• Confusing before and after dates
• Thinking formula causes error
• Assuming time affects date comparison here

4. You want to highlight dates that are exactly 7 days from today using conditional formatting. Which formula has an error?

medium

A. =A1=TODAY()+"7 days"

B. =A1=TODAY()-7

C. =A1=TODAY()+7

D. =A1=EDATE(TODAY(),7)

Solution

1. Step 1: Understand how to add days to TODAY()

   Adding 7 as a number to TODAY() works to get a date 7 days ahead.

2. Step 2: Identify the error in =A1=TODAY()+"7 days"

   =A1=TODAY()+"7 days" adds a string "7 days" instead of a number, causing a formula error.

3. Final Answer:

   =A1=TODAY()+"7 days" -> Option A

4. Quick Check:

   Add numbers, not strings, to TODAY() [OK]

Hint: Add numbers, not text, to TODAY() for date math [OK]

Common Mistakes:

• Adding text instead of numbers
• Subtracting instead of adding days
• Using wrong operators

5. You want to highlight all dates in column A that are within the next 3 days including today. Which conditional formatting custom formula should you use?

hard

A. =A1>TODAY()+3

B. =OR(A1>=TODAY(), A1<=TODAY()+3)

C. =A1

D. =AND(A1>=TODAY(), A1<=TODAY()+3)

Solution

1. Step 1: Define the date range condition

   We want dates from today up to 3 days ahead, so A1 must be >= TODAY() and <= TODAY()+3.

2. Step 2: Choose the correct logical function

   AND ensures both conditions are true simultaneously, so use =AND(A1>=TODAY(), A1<=TODAY()+3).

3. Final Answer:

   =AND(A1>=TODAY(), A1<=TODAY()+3) -> Option D

4. Quick Check:

   Use AND for date range between today and 3 days ahead [OK]

Hint: Use AND to check date is between two dates [OK]

Common Mistakes:

• Using OR instead of AND
• Checking only one side of the range
• Using > or < incorrectly