This is especially useful if you have applied multiple rules to the cells. Excel Using Conditional Formatting. Selecting the Greater Than rule. Entering a value and formatting style. The formatted cells. Data Bars. Color Scales. Icon Sets. Selecting a formatting preset.
To format negative bars, click Negative Value and Axis and then, in the Negative Value and Axis Settings dialog box, choose options for the negative bar fill and border colors. You can choose position settings and a color for the axis. When you are finished selecting options, click OK.
You can change the direction of bars by choosing a setting in the Bar Direction list box. This is set to Context by default, but you can choose between a left-to-right and a right-to-left direction, depending on how you want to present your data. Use an icon set to annotate and classify data into three to five categories separated by a threshold value.
Each icon represents a range of values. For example, in the 3 Arrows icon set, the green up arrow represents higher values, the yellow sideways arrow represents middle values, and the red down arrow represents lower values.
Tip: You can sort cells that have this format by their icon - just use the context menu. You can choose to show icons only for cells that meet a condition; for example, displaying a warning icon for those cells that fall below a critical value and no icons for those that exceed it. To do this, you hide icons by selecting No Cell Icon from the icon drop-down list next to the icon when you are setting conditions.
You can also create your own combination of icon sets; for example, a green "symbol" check mark, a yellow "traffic light", and a red "flag. On the Home tab, in the Style group, click the arrow next to Conditional Formatting , click Icon Set , and then select an icon set. Select an icon set. The default is 3 Traffic Lights Unrimmed.
The number of icons and the default comparison operators and threshold values for each icon can vary for each icon set. You can adjust the comparison operators and threshold values. The default range of values for each icon are equal in size, but you can adjust these to fit your unique requirements. Make sure that the thresholds are in a logical sequence of highest to lowest from top to bottom. Format a number, date, or time value: Select Number. Format a percentage: Select Percent.
Format a percentile: Select Percentile. Use a percentile when you want to visualize a group of high values such as the top 20th percentile using a particular icon and low values such as the bottom 20th percentile using another icon, because they represent extreme values that might skew the visualization of your data.
Format a formula result: Select Formula , and then enter a formula in each Value box. To make the first icon represent lower values and the last icon represent higher values, select Reverse Icon Order.
The size of the icon shown depends on the font size that is used in that cell. As the size of the font is increased, the size of the icon increases proportionally. To more easily find specific cells, you can format them by using a comparison operator.
For example, in an inventory worksheet sorted by categories, you could highlight products with fewer than 10 items on hand in yellow. Note: You cannot conditionally format fields in the Values area of a PivotTable report by text or by date, only by number. If you'd like to watch videos of these techniques, see Video: Conditionally format text and Video: Conditionally format dates. Optionally, change the range of cells by clicking Collapse Dialog in the Applies to box to temporarily hide the dialog box, by selecting the new range of cells on the worksheet or on other worksheets, and then by selecting Expand Dialog.
Under Select a Rule Type , click Format only cells that contain. Under Edit the Rule Description , in the Format only cells with list box, do one of the following:. Format by number, date, or time: Select Cell Value , select a comparison operator, and then enter a number, date, or time.
Format by text: Select Specific Text , choosing a comparison operator, and then enter text. For example, select Contains and then enter Silver , or select Starting with and then enter Tri. Quotes are included in the search string, and you may use wildcard characters.
The maximum length of a string is characters. To see a video of this technique, see Video: Conditionally format text. Format by date: Select Dates Occurring and then select a date comparison. To see a video of this technique, see Video: Conditionally format dates.
Format cells with blanks or no blanks: Select Blanks or No Blanks. A blank value is a cell that contains no data and is different from a cell that contains one or more spaces spaces are considered as text. Format cells with error or no error values: Select Errors or No Errors. To specify a format, click Format. The Format Cells dialog box appears.
Select the number, font, border, or fill format you want to apply when the cell value meets the condition, and then click OK. You can choose more than one format. The formats you select are shown in the Preview box. You can find the highest and lowest values in a range of cells that are based on a cutoff value you specify. Under Select a Rule Type , click Format only top or bottom ranked values. Valid values are 1 to Optionally, change how the format is applied for fields in the Values area of a PivotTable report that are scoped by corresponding field.
By default, the conditional format is based on all visible values. However when you scope by corresponding field, instead of using all visible values, you can apply the conditional format for each combination of:. You can find values above or below an average or standard deviation in a range of cells.
For example, you can find the above average performers in an annual performance review or you can locate manufactured materials that fall below two standard deviations in a quality rating. Select the command you want, such as Above Average or Below Average. Under Select a Rule Type , click Format only values that are above or below average. Under Edit the Rule Description , in the Format values that are list box, do one of the following:.
To format cells that are above or below the average for all of the cells in the range, select Above or Below. To format cells that are above or below one, two, or three standard deviations for all of the cells in the range, select a standard deviation. By default, the conditionally format is based on all visible values. The formats you select are displayed in the Preview box. Note: You can't conditionally format fields in the Values area of a PivotTable report by unique or duplicate values.
In the example shown here, conditional formatting is used on the Instructor column to find instructors that are teaching more than one class duplicate instructor names are highlighted in a pale red color.
Grade values that are found just once in the Grade column unique values are highlighted in a green color. Make sure that the appropriate worksheet or table is selected in the Show formatting rules for list box.
Under Select a Rule Type , click Format only unique or duplicate values. Under Edit the Rule Description , in the Format all list box, select unique or duplicate. Notes: If there's already a rule defined that you just want to work a bit differently, duplicate the rule and edit it.
The duplicate rule then appears in the list. If you don't see the options that you want, you can use a formula to determine which cells to format - see the next section for steps. If you don't see the exact options you need when you create your own conditional formatting rule, you can use a logical formula to specify the formatting criteria.
For example, you may want to compare values in a selection to a result returned by a function or evaluate data in cells outside the selected range, which can be in another worksheet in the same workbook. Your formula must return True or False 1 or 0 , but you can use conditional logic to string together a set of corresponding conditional formats, such as different colors for each of a small set of text values for example, product category names.
Note: You can enter cell references in a formula by selecting cells directly on a worksheet or other worksheets. Selecting cells on the worksheet inserts absolute cell references. If you want Excel to adjust the references for each cell in the selected range, use relative cell references.
For more information, see Create or change a cell reference and Switch between relative, absolute, and mixed references. Tip: If any cells contain a formula that returns an error, conditional formatting is not applied to those cells. Optionally, change the range of cells by clicking Collapse Dialog in the Applies to box to temporarily hide the dialog box, by selecting the new range of cells on the worksheet or other worksheets, and then by clicking Expand Dialog.
Under Apply Rule To , to optionally change the scope for fields in the Values area of a PivotTable report, do the following:. To scope by selection: Click Selected cells. Under Select a Rule Type , click Use a formula to determine which cells to format. Under Edit the Rule Description , in the Format values where this formula is true list box, enter a formula.
The following example shows the use of two conditional formatting rules. If the first rule doesn't apply, the second rule applies. If both the down payment and the monthly payments fit these requirements, cells B4 and B5 are formatted green. Second rule: if either the down payment or the monthly payment doesn't meet the buyer's budget, B4 and B5 are formatted red. Change some values, such as the APR, the loan term, the down payment, and the purchase amount to see what happens with the conditionally formatted cells.
Formula for first rule applies green color. Formula for second rule applies red color. A conditional format applied to every cell in this worksheet shades every other row in the range of cells with a blue cell color. You can select all cells in a worksheet by clicking the square above row 1 and to the left of column A.
The MOD function returns a remainder after a number the first argument is divided by divisor the second argument. The ROW function returns the current row number. When you divide the current row number by 2, you always get either a 0 remainder for an even number or a 1 remainder for an odd number.
If you want to apply an existing formatting style to new or other data on your worksheet, you can use Format Painter to copy the conditional formatting to that data. Tip: You can double-click Format Painter if you want to keep using the paintbrush to paste the conditional formatting in other cells. To paste the conditional formatting, drag the paintbrush across the cells or ranges of cells you want to format. For more information, see Switch between relative, absolute, and mixed references.
If your worksheet contains conditional formatting, you can quickly locate the cells so that you can copy, change, or delete the conditional formats. Use the Go To Special command to find only cells with a specific conditional format, or to find all cells that have conditional formats.
Find all cells that have a conditional format. Find only cells that have the same conditional format. When you use conditional formatting, you set up rules that Excel uses to determine when to apply the conditional formatting. To manage these rules, you should understand the order in which these rules are evaluated, what happens when two or more rules conflict, how copying and pasting can affect rule evaluation, how to change the order in which rules are evaluated, and when to stop rule evaluation.
Learn about conditional formatting rule precedence. You create, edit, delete, and view all conditional formatting rules in the workbook by using the Conditional Formatting Rules Manager dialog box. When two or more conditional formatting rules apply, these rules are evaluated in order of precedence top to bottom by how they are listed in this dialog box.
Here's an example that has expiration dates for ID badges. We want to mark badges that expire within 60 days but are not yet expired with a yellow background color, and expired badges with a red background color.
In this example, cells with employee ID numbers who have certification dates due to expire within 60 days are formatted in yellow, and ID numbers of employees with an expired certification are formatted in red. The rules are shown in the following image.
The first rule which, if True, sets cell background color to red tests a date value in column B against the current date obtained by using the TODAY function in a formula. Assign the formula to the first data value in column B, which is B2. This formula tests the cells in column B cells B2:B If the formula for any cell in column B evaluates to True, its corresponding cell in column A for example, A5 corresponds to B5, A11 corresponds to B11 , is then formatted with a red background color.
After all the cells specified under Applies to are evaluated with this first rule, the second rule is tested. Any cell that was first formatted red by the highest rule in the list is left alone. A rule higher in the list has greater precedence than a rule lower in the list. By default, new rules are always added to the top of the list and therefore have a higher precedence, so you'll want to keep an eye on their order. You can change the order of precedence by using the Move Up and Move Down arrows in the dialog box.
What happens when more than one conditional formatting rule evaluates to True. Sometimes you have more than one conditional formatting rule that evaluates to True. Answer: Yes, you can use conditional formatting to achieve exactly what you are looking for.
First highlight the range of cells that you want to apply the formatting to. In this example, we've selected all of column A since we don't know how many rows will have expiration date values.
Select the Home tab in the toolbar at the top of the screen. When the Conditional Formatting Rules Manager window appears, click on the "New Rule" button to enter the first condition. When the New Formatting Rule window appears, select Format only cells that contain as the rule type. Then select Cell Value in the first drop down, less than in the second drop down, and enter the following formula that uses the NOW function :.
Next, we need to select what formatting to apply when this condition is met. To do this, click on the Format button. When the Format Cells window appears, select the Fill tab. Then select the color that you'd like to see the dates that will expire in the next 30 days. In this example, we've selected yellow.
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