You can color-code cells in Excel based on conditions using conditional formatting. It is a great method for displaying data in a spreadsheet. You can also create rules with your own custom formulas. You will find detailed examples of the most popular conditional formatting functions in this guide.
- Select the cells you want to apply conditional formatting to. Click the first cell in the range, and then drag to the last cell.
- Click HOME > Conditional Formatting > Highlight Cells Rules > Text that Contains. …
- Select the color format for the text, and click OK.
What is conditional formatting in Excel?
You can change the appearance of the data in a cell using conditional formatting in Excel based on the rules you specify. There are several main options in conditional formatting, including:
Highlight Cells Rules
With this option, you can use the rules you select to highlight particular cells. The fundamental Excel program comes with a number of options, including:
Top/Bottom Rules
With this choice, you can specify specific guidelines for selecting the top or bottom row or column of cells within a range. Excel includes several options that you can choose, including:
Data Bars
With the help of this option, you can add data bars, such as those found in bar graphs, to your Excel spreadsheet within the specified cell range. For instance, by selecting this option while you are selecting a column of 10 cells, you can insert a small bar graph inside each of the selected cells. You can do this to quickly communicate information without having to provide precise numbers.
Color Scales
With the help of this option, you can add a color gradient to your Excel spreadsheet within a certain data range. For instance, you can select a set of data with a range of temperatures from chilly to hot and select this option to visually represent those temperatures as colors from purple to red. Using this, you can demonstrate how values change over time or use bright colors to draw attention to the most crucial values.
Icon Sets
You can use this option to add particular symbols next to your data in an Excel spreadsheet. For instance, you can choose a number of data ranges that represent changes over time and then choose directional icons to show how the data changes with each iteration. By doing so, you can communicate information more succinctly than by describing the precise numerical changes in the data. This can also assist you in identifying trends in your data and visualizing them for potential users.
How to use conditional formatting in Excel
You can use conditional formatting for your own data in Excel by following the five steps listed below:
1. Input your data into Excel
The first step is to enter the data in Excel that you want to format. Although you may have already done so, there are ways to make it simpler for Excel to change the formatting. For instance, Excel can make better use of your data if you arrange it in rows and columns that match. Typically, Excel performs better when the data ranges you wish to work with are organized into columns. You can locate data more easily by organizing your data in this way, especially if you’re working with smaller data sets.
2. Select the data you want to format
Select the range of cells you want to format in an Excel spreadsheet after entering and organizing your data there. You have two options for choosing your data. You can start by going to the top cell in the data range and moving your mouse until a plus sign appears in the cell’s bottom right corner. The range of cells you want to format can then be selected by clicking and dragging down and across. If you only intend to use the data once or it is a small dataset, this is helpful.
Double-clicking the name of the column you want to format is the second technique you can use. The name of the Excel program is the letter that appears at the very top, such as “A,” “B,” “Z,” or “AA,” among others. If you work with large datasets or intend to add more data in the future, this method can be helpful. This is also a helpful option if you want to apply the formatting to new data that others input into the Excel spreadsheet and you aren’t the only one making changes to it.
3. Find the conditional formatting button
Once youve selected your data, find the conditional formatting button. The “Conditional Formatting” button in current versions of Excel is located in the “Styles” group on the “Home” tab of the program. Go to Excel’s top banner and choose “Home” to get there. ” Then, find the “Styles” group. Excel uses a vertical line to demarcate each group and places labels at the bottom of each group. Finally, click on the “Conditional Formatting” button.
4. Select an option from the drop-down menu
Excel presents several options after you click the “Conditional Formatting” button, from “Highlight Cells Rules” to “Manage Rules.” You can create rules based on the first five options you choose by choosing one of them. The final three choices, “New Rule,” “Clear Rules,” and “Manage Rules,” let you edit rules you’ve already created or get rid of rules that might interfere with your conditional formatting.
5. Save your Excel spreadsheet
The last step is to save your Excel spreadsheet. There are two methods to do this. The first method is to open the Excel program and, depending on the needs of the spreadsheet, click “Save” or “Save as” in the top left corner. If it’s a brand-new spreadsheet, you can choose where and how to save the file by using the “Save as” option. If it’s an outdated spreadsheet, clicking “Save” will update the existing file. The second method is to use your keyboard’s “CTRL S” key, which is equivalent to clicking the “Save” button in the top left corner.
Please be aware that Indeed is not connected to any of the products mentioned in this article.
Conditional Formatting in Excel Tutorial
FAQ
How do you use conditional formatting in Excel?
Select the cells you want to apply conditional formatting to, the table, or the entire sheet. On the Home tab, click Conditional Formatting. Click New Rule. Choose a style, such as 3-Color Scale, then the desired conditions before clicking OK.
What are the 3 conditional formatting options?
They fall into three categories: Data Bars, which add horizontal bars to each cell in a manner akin to a bar graph. Based on each cell’s value, color scales alter the color of each one. Each color scale uses a two- or three-color gradient.
What are the four types of conditional formatting?
Five different conditional formatting visualizations are available: Data Bars, Foreground Color Shading, Background Color Shading (of cells), and Foreground Color Shading (of fonts).
How do I automatically color cells in Excel based on value?
Click the arrow next to Conditional Formatting in the Style group on the Home tab, and then select Highlight Cells Rules. Choose the desired command from among those available, such as Between, Equal To Text that Contains, or A Date Occurring. After entering the values you want to use, choose a format.
