Comments on: Excel conditional formatting formulas based on another cell

This tutorial explains how to use Excel formulas to format cells and entire rows based on the values you specify or based on another cell's value, and provides a handful of formula examples. Continue reading →

Comments page 30. Total comments: 1727

  1. I want to fill cells with a color if they contain an letter and number but the number isn't the same in every case. How do I set this rule?

  2. hi I have found your tutorials brilliant, but as a newbe to excel ,please help with this one.
    two lists each contain names ie joe blogs mary smith.
    I want to search the first list for a name from the second list and if found I wish to change a number in another cell,and so on all the way through from the second list looking in the first.ive tried the if function but I don't know how to deal with text?

  3. Hello,

    I have another question regarding conditional formatting...

    My scenario is:

    In Column A, I have a numerical value entered (ex: 6.0625).
    In Column B, I have another numerical value entered (ex: 8.60).

    I need to format all the cells is Column A, if they do not have a value within a certain decimal point numerical range of the value in Column B.

    For example, in cell A1, the value is 6.0625, and in cell B1, the value is 8.60. I would want the cell in A1 to highlight red because it does not fall within a +/- 0.25 range. What formula can I use to format all of Column A this way. Take into consideration that not all of the numerical values in Column B are the same. So the comparison will need to be for each row between those two columns.

    Thanks in advance!

  4. Hi,

    I am trying to figure out how to edit a drop down menu for a spread sheet at work. I am trying to edit "Contact Names of sales reps" to include both their personal e-mail and phone number like the other original ones were formatted to do; So that when you click on their name in the drop down menu, it includes their contact info from the 2 other columns to the right of each sales rep. How do I enable that or edit to create that?~

  5. I have a spreadsheet consisting of 8 columns and 8 rows. The first column and row is B10. B10 thru B17 has a drop down list in each row which is the same list. The list consists of a series of 3 number a space and 3 more numbers. I have a conditional format in C10-I10 and the other columns and rows follow suit. The formula is =AND(123456=$B$10)=TRUE then change the font to RED with Parenthesis. The formula works in B10 if I type in 123456 but will not work if I have the drop down list and chose 123456 from the list. Any help would be appreciated.

  6. Hi...

    I was wondering if I enter a text in a row then that text should determine the value in anorher row automatically. Is there any formula regarding this.

    Eg...

    If I enter abc text in row C4 then row D4 value should 10 automatically.

    Waiting for help...

  7. Is there a way to highlight a cell on a sheet if the number in it is also in a list on another sheet?
    I have a list of numbers on sheet 1 starting at B2 working down the column (B2,B3,B4,....) then on sheet 2 I would be inputting numbers and would like the cell to change color if the number entered matches any of the numbers in the list from sheet 1.

  8. I use conditional formatting to change the color of the cell from green for good to red for bad, works good. My boss just asked me to modify this to put the conditional formatted color into another cell. So what he wants will look like this, cell A5 has conditional formatting that will turn green or red depending on the text value and on the same page cell AW83 will turn the same color as cell A5. I need help with the last part cell AW83 working

    1. forgot to mention cell AW83 has a numeric value that needs to remain after the cell changes color thanks

      1. Hello Mike,

        The easiest way to go would be creating the same rules for AW83 that you have for cell A5.

        Otherwise you will need to add a user-defined function to your file as there is no function in Excel that checks colors. The following blog post describes the steps to get our GetCellColor function:
        https://www.ablebits.com/office-addins-blog/count-sum-by-color-excel/#count-cells-color

        You need to copy just the first function from the code in the post.

        Then you can use this function to get the color code from A5 in another cell, e.g. enter =GetCellColor(A5). Finally, you'll need to create a conditional formatting rule for AW83 and use the following type of formula in it:
        =GetCellColor($A$5)=5287936

        5287936 is the color code you need to replace with the code of green or red color you may have in A5.

  9. Hello,

    If the cells in the column have negative and positive value (ex. A1 = -1, A2 = 9), how can I create a formula to fill cell with red color if negative value and green if positive value?

    Thanks,

    1. Hello Tim,

      You need to create two conditional formatting rules: one for each color.

      You can use this simple formula for positive numbers to fill with green color:
      =$A1>=0
      Here is a formula for negative numbers with red fill format:
      =$A1<0

  10. Hi Sako,

    How exactly is the date range defined in sheet2? Is it 2 cells with the start date and end date?

  11. how do i color a cell if the date in worksheet 1 equals to a date in a date range in worksheet 2?

  12. Hello-

    New to "Advanced" excel. On Sheet 1 I have a sheet that I am importing numbers in from another excel document. It's for fitness testing. So there's different tests in A10 A11 A12, etc. Then in B10, B11, B12, etc there's the results. In sheet 2 I have the normative values. So in column A I have the test In Column B I have the low values for the 60-65 year group. In Column C I have the high values for the 60-65 year group (B1 and C1 are merged and say "60-65"). Then In Column D low values for 65-69, Column E high values for 65-69, etc.

    I'm trying to get it so that on sheet 1 it will read their results and then if it's below the low value (Column B) for their age, turn red. If it's within the low value (Column B) and high value (Column C), then turn green, and if it's above the high value (Column C), turn blue.

    First- I can't get it so that it will read the age in one box and then decide which 2 columns it should read from.

    Second- Even if I try to change the formatting of the cell by manually click on the individual cells that it should compare to, still no colors change.

    Anyone have any ideas or know any good resources?

    Thanks!

  13. Hello, I'm not sure if this is even possible with Excel.
    I want to change the colour of a cell based on whether another cell is SELECTED.

    E.g. If any cell in Row 1 is selected then cell A1 should turn grey.
    If any cell in Row 2 is selected then cell B1 should turn grey, etc

    Thanks

  14. Hello,

    I am trying to make cell, for example, A4, be filled blue if in cell I4 it says "RCT".

    I've managed to do this for single cells but selecting the cells in question. However I have attempted to apply this to the whole column so that any cell in column A turns blue if cell in columnn I of the the same row says "RCT", however I've been unsuccessful.

    The rule which I Have used says
    =$I$2:$I$49="RCT"

    which applies to
    =$A$2:$A$49

    Can anyone explain why this isn't working at all??

    Thanks a lot,

    Freya

    1. Hello Freya,

      Please select the entire column I and create a conditional formatting rule using the following formula:
      =$I2=$A2
      Excel will automatically change it to =$I3=$A3 for line 3, and so on.

  15. I have a spreadsheet that in one column (P) has a list of temporary badge numbers in it; then in column A I insert and assign one of the badge numbers from column P to a person. What I would like to have happen would be when I insert one of the badge numbers from column P in column A the corresponding badge number in column P would automatically highlight. That way I can tell at a glance which badge numbers have already been used and which have not. I have not been able to figure out how to get this to happen, your assistance would be appreciated. Thank you

    1. Hello Ceci,

      Please select column P and create a rule that uses a formula to highlight the cells:
      =Countif($1A$1:$A1000,$P1)>0

      Here P1 is the first selected cell, $1A$1:$A1000 is the range you use to assign the numbers.

  16. I am selecting a font color for cells in the first three columns of a range when the value in column H is greater than 0. So, if H1 is greater than zero, I want A1, B1 and C1 to be in red font. If H2 is greater than zero, I want A2, B2, and C2 to be red font, and so on. I thought I had it working, but what happens in a list of say 40 rows where 10 meet the criteria, the 8 of the entries in column A turn red, but two do not. Maybe half the entries in column B turn red, none of column C turn red. The rule seems to indicate out to column C (it is a number where the others are texts so that may be the problem with C). I don't understand how it formats some and not others. thank you

  17. Hi, I have a spread sheet to calculate when major plant items are due for replacement (year purchased (2000) + expected life in years (10) = Year of disposal (2010), very basic (cells formatted as numbers). In a single cell I have the current financial year i.e. 2016 (number format), I would like to conditional format any year that is equal & prior too 2016 red, and any year greater than 2016 (i.e. 2017) green.

    1. Hello Dave,

      Please select the column with dates and create two rules that use formulas. One rule to highlight earlier years in red:
      =B2<=2016
      The second rule for highlighting later years in green:
      =B2>2016
      Here B2 is the first selected cell.

  18. Hi,

    I am using conditional formatting to display blanks and to make it easier for team members filtered on their names and recorded macros with short cuts so as to save time.

    However when I reuse the shortcuts instead of displaying cells with blanks it is higlighting the whole rows which contain blanks.How do I solve this.

    Also I am unable to go back to original sheet after using macro shortcuts. Temporarily I created another macro which removes all the rules but is there any other way.

    Regards,
    Sharon Dev

  19. Hi, Could you clarify how to fill a Gender field of a table in excel work sheet? for a example if male:M,if Female:F

  20. Thank you for sharing. Is there a way to highlight my "b" column if my "a" column has a date past today's date (today())? thanks.

    1. Hi Yer,

      Try creating a rule for column B with this formula: =$A2>Today()

  21. Great Article..
    I have a set of data with -ve and +ve values. I just need to highlight the least -ve value and least +ve value
    Ex: -20, -15, -8, 1, 3, 6, 15 . In this case only -8 and 1 needs to be highlighted with different colors. can you please help with any formula for this?

  22. Hi all, I have 2 columns each have a date. Column (1)being a test date and column (2) being a set date 7 days after the test date, for reoccurrence of the test. I need to format so that column (2) has to actions.

    1. it turns orange when it is 5ays from its next test.
    2. it turns red when it runs over the due date.

    any help would be appreciated.

    1. Hi Darren,

      If we understand your task correctly, you can do this by creating two conditional formatting rules:
      1) To color cells red when the date in column 2 is the current date or earlier:
      =$B2<=TODAY()
      2) To color cells orange when there are 5 days left to the test date:
      =AND($B2-TODAY()>0,$B2-TODAY()<=5)

  23. JANUARY 2016
    Week Sun Mon Tue Wed Thur Fri Sat
    1 2
    1 3 4 5 6 7 8 9
    2 10 11 12 13 14 15 16
    3 17 18 19 20 21 23 23
    4 24 25 26 27 28 29 30
    5 31
    I made this calendar manualy and I want to highlight the number date automatically and link to Friday, January 1, 2016 (=Today())on the other row. Can you please give an answer

    thanks

    ronald

    1. Hello Ronald,

      If your task is to highlight the current date, you can use the following formula in your conditional formatting rule:
      =IF(ISBLANK(B9),FALSE,DATE(YEAR(TODAY()),2,B9)=TODAY())

      This rule will work for February. You will need to change the month number for each month, e.g. replace "2" with "3" in the formula for March.

      As for linking it to January 1, could you please clarify your task? What way do you want to link the dates?

  24. Hi Svetlana, I have been wrestling with this problem for a while and I am completely stumped.

    I have a spreadsheet which uses a formula (=INDEX('TMA Tracking'!K:K,MATCH(HelpSheet!$D$5,'TMA Tracking'!A:A,0))), in order to pull data off other multiple sheets within the workbook and display all the data in one place on one page (based on a key field common to all spreadsheets).

    My issue is that sometimes there is a null value that the formula is trying to retrieve and, so for a date for example, it displays 1900-01-00. I would like to highlight the result, but the conditional formatting in the cell only looks at the INDEX formula and not the resultant data that it displays.

    How do I fix that? Thanks so much in advance!

    1. Hello Mark,

      Conditional formatting rules look at the values in the range. If there is no date, your formula returns number 0 (the number of days starting from 01/01/1900) that is displayed in the date format. If you are trying to find such dates in your range, please replace the date 1900-01-00 with 0 in your conditional formatting rule.

      If your task is different, please describe it in more detail and share the formula you use in your rule.

      We'll do our best to assist you.

  25. I have a row with 5 columns and each cell in the 5 columns have numbers in them. I have another column with serialized numbered rows (1-50) and want to color the cell's background only if a number in this column matches any of he 5 numbers in the row (described at the beginning of this problem). How to write the conditional rule(s)?

    Spa-see-ba

    1. Hello George,

      You can use the following formula with your conditional formatting rule:
      =IF(ISNA(MATCH(A3,B3:F3,0)),FALSE,TRUE)

      We hope this helps!

  26. How can I compare two e.g. a1:d1 with f1:i1 please need urgently

    1. Hello,

      If you are trying to find complete row matches, you can use our Duplicate Remover add-in:
      https://www.ablebits.com/excel-suite/find-remove-duplicates.php

      Click on the Compare Two Tables icon, select A1:D1 (or as many rows as needed) as your first table, and F1:I1 as your second table, choose the necessary key columns for comparison and the action for the results, e.g. you can highlight all matching rows in your main table.

  27. I am using conditional formatting quite extensively on a work plan template. I have set up for different sections to format according to about 7 or 8 exclusively alternate options.
    However, I don't understand why the applicable ranges for the formats seem to adjust themselves without prompt, splitting out across separate ranges. I have tried to remedy this by displaying the format list to show 'This sheet' and reducing each rule to just one appearance, so it shows one (comprehensive)range per rule. However, it soon changes itself again! I have tried playing around with the $s too and can't get it to stick.

    To add to that, I now have a problem that when you insert a row within one of the conditionally formatted ranges, it automatically adjusts the first choice format (no format for blanks). It changes it so that it no longer applies to any rows previous to, and including, the new one. So, where the format range might have been set as $F$1:$U$80, if you add a row at row 6, all of a sudden the first choice formula becomes $F$7:$U$80.

    Where am I going wrong??

    Many thanks.

    1. Hello Jo,

      Please try to convert your data to a table in Excel (Ctrl+T), it may help with different issues, such as when a range of data gets broken.

  28. Hi Svetlana,

    i am trying to do conditional formatting on multiple cells. For example, in row B i have 100 values, in row C i have another 100 values - i want to format the cells so that if the value in Row C is over the the value in Row B it will highlight green, and if the value is lower it will highlight in red. The problem i have is i can do this for individual cells but i've tried so many formulas and just can't seem to get it right for multiple cells.

    Please please help!

    Many thanks and kindest regards in advance

    Jamie

    1. Hi Jamie,

      Most likely you have absolute references in your conditional formatting rules. To compare values in each row, select the cells you want to format and add two rules with an absolute column and a relative row reference, e.g.
      =$C3>$B3

      You can find more information about the difference between relative and absolute cell references here:
      https://www.ablebits.com/office-addins-blog/relative-absolute-cell-references-excel-conditional-formatting/

    2. Hi, I am facing a similar issue as Jamie has stated. I need to check the values of cells in Row 2 and color code corresponding cells in Row 5. Individual formulas for each cell work, but I am unable to extend formatting collectively over a range.

      Please help.

      Best Regards
      Sreeram R

      1. Hi Sreeram,

        Similarly, please make sure you use absolute row references in your formulas, i.e. put a dollar sign before the row number so that it is not changed: C$5.

  29. Hi,

    Need help on excel, I would like to know if there any formula for the excel that if I click on a single cell the contents of that cell will reflect on the other cell but the same work sheet.

    Example:
    The format is

    Cell data
    A1 1
    A2 2
    A3 3
    A4 4

    if I click Cell A1, the data will reflect on
    E1 = 1, and if I click cell A2, the data will also reflect to E1 = 2, and so forth.... to which cell I click the data of that cell will still reflect on E1.

    Thank You

  30. I have many entities in cells and i want to sum some maximum out of all the given what i have to do.
    Thanks

    1. Hello Zia,
      Could you please describe your task in more detail? If possible, please send a sample spreadsheet with your data and the expected results to support@ablebits.com and include a link to this blog post and your comment number.

      We'll do our best to assist you.

  31. Anyone know how to compare conditionally formatted colored cells in a column and color a cell in another column? VBA, formula, anything that can do this?

    Thanks,
    Andrew

    1. Hello Andrew,

      Could you specify if you are trying to compare the values of the cells or their colors? If you have a sample spreadsheet you could share with support@ablebits.com, it would help us understand your task and the expected results better.

  32. I have data in 2 different sheets. I want to color the cell of sheet 1 which is not available in sheet 2.

    e.g. if sheet 1 contains
    Fruit-apple, mango, grapes
    Vegetable- cabbage,carrot,potato
    in sheet 2 it contains
    Fruit-apple, grapes
    Vegetable- cabbage,carrot

    then mango & potato should be colored out.

    Kindly suggest a way to solve this.

    1. Hello Dipun,

      You can use the following formula in your conditional formatting rule:
      =ISNA(MATCH(A2,Sheet2!A$2:A$5,0))

  33. I have a specific need:
    I need a Bar Chart where the colour of a Bar should change based on the text Value in particular column on the table
    For. Eg.
    Teh followign cell references:
    A1: Worktype A | B1: 30
    A2: Worktype B | B2: 40
    A3: Worktype C | B3: 60
    Should show up as WT A - Green Bar; WT B - Orange Bar and WT C - Red Bar
    Every time the Work Type repeats in the table, the bar should automatically be of the colour mentioned in the rule. Is this possible?

  34. I am trying to use a 3 color scale formatting rule where each row of data contains the low/medium/high standards that should drive the formatting rule. This type of formatting rule doesn't want a relative reference which forces all of the formatting rules to just the very first low/medium/high standard to set the color.

    Other web postings suggest highlighting the whole range that the formatting rule should be applied to and then change the cell references to relative from absolute. However, I can't get this to work, excel will not accept a cell reference that isn't absolute.

    1. Hello Tom,

      Unfortunately this is a limitation in Excel: you can't use relative references for 3-color scale formatting, icon sets, etc. You either need to create a rule for each line, or specify the start and end points of the range with absolute references.

  35. Hello,

    Maybe someone will be able to help me :) Thanks in advance!

    The thing is:
    I have a value in B5 and this value needs to be in the range "-1% of B3; +1% of B3" to be approved for use. Next problem, I have an empty raw between 3 and 5, that I cannot delete and still need to use the formatting (the same when I have two or three empty raws between values that need to be compared). If value between "-1% of B3; +1% of B3" then the B5 cell gets green.

    How can I make it that the formating take the good value to compare it with, and that it ignores empty cells but goes up to the cell where the first value is. This value will change in function of the previous B value.

    Is that clear?

    Thank you for your help!

    1. Hello John,

      You need to create a conditional formatting rule with the following formula:
      =ABS(B5)<=ABS(B3/100)

  36. Cannot get this working and am going mad. I've tried all three combos (i.e. $E26, E$26, $E$26 but none works.

    Across columns E to M, I want to white out cell(row 27) if cell(row 26) is blank.

    So I'm using:
    Formula: =$E26="" Applies to: $E$27:$M$27
    or
    Formula: =E$26="" Applies to: $E$27:$M$27

    but neither works. Any/all help would be apreciated. Thanks!

  37. Very informative article! Great job!

  38. Very informative article. However, I am still stuck. I have tried several formulas but I can't seem to get my spreadsheet to corporate with me.

    I am trying to do a conditional formatting formula for the following situation: if C1>1 and A1>10 the C1 text will turn red.

    Hope you can help me:)

    Thank you,
    Heather

    1. Hello Heather,

      You can use the following formula to combine both conditions in your rule:
      =AND($A1>10,$C1>1)

  39. Is it possible to use conditional format the Text Value of a formula result into two different colors?

    eg., if the formula of a cell result is ="GBPUSD", possile to format the "GBP" to Red color and "USD" to Blue color?

    1. Hello Ian,

      This is not possible, conditional formatting rules are applied to the selected cells, you can't apply them to values at the moment.

  40. This information was exactly what I needed.

    I needed to highlight two columns (Date and Days) if the Days value was < 9 and the Days value is NOT BLANK.

    Column E contains a Cutoff Date.
    Column F contains the difference in days between Today's date and the Cutoff date: =DATEDIF(TODAY(),E2,"D")

    1) Format the Cutoff Date (column E) if it is Styles > Conditional Formatting
    - New Rule > Use a formula to determine which cells to format
    - Rule: =AND(ISBLANK(F2)=FALSE, F2<9)
    -- Applies the rule if column F is NOT BLANK and is < 9

    2) Format the Days (column F) if it is < 9 days and is NOT BLANK; highlight the value in RED.
    - Applied the same Conditional Formatting as #1 above.

    It worked perfectly! Thank you for the great details.

    1. Correction to my initial comment...

      1) Format the Cutoff Date (column E) if it is Conditional Formatting
      - New Rule > Use a formula to determine which cells to format
      - Rule: =AND(ISBLANK(F2)=FALSE, F2<9)
      -- Applies the rule if column F is NOT BLANK and is < 9

      2) Format the Days (column F) if it is < 9 days and is NOT BLANK; highlight the value in RED.
      - Applied the same Conditional Formatting as #1 above.

  41. Hi,

    I'm trying to get a conditional formatting to work;

    =AND($C2='Calculation Sheet'!$C$32,$AF2<='Template Master'!$D$32)

    C2 is a cell that will change between values [R, 1, 2, 3, 4, 5, 6]
    and
    'Calculation Sheet'!$C$32 currently equals the value "1"

    $AF2 value is currently 5
    and
    'Template Master'!$D$32) value is currently 13

    I would like AF2 to change colour if both conditions are met;

    When C2 and 'Calculation Sheet'!$C$32 equal the same value "1"

    and

    The value entered into AF2 is less than or equal to 13

    Any help would be great!

    Thanks.

    Ben

    1. Hi Ben,

      Your formula looks correct and it works with the conditions you listed. Could you please specify if you don't get the expected results?

  42. You are the best I have seen so far. My question is, When columb "D" decreases, I would like columb "E" to reflect the date that it decreased. How would I do that? Thank you.

    1. Hi David,

      Thank you for your kind words. Regrettably it is not possible to reflect the data change by using conditional formatting. You can create a rule for column D being equal to some value, less than or greater than a certain value, but not for the value increase or decrease.

  43. in conditional formatting. how can compare in three column condition is Only in three which customer is % of growth do not consider -% value

    JAN FEB MARCH
    63% -22% -22%
    250% 45% 45%
    331% -8% -8%
    101% 20% 20%
    260% 34% 34%
    21% -63% -63%
    76% -6% -6%
    556% -59% -59%
    47% 116% 116%
    290% -74% -74%
    pls help

  44. Hi,

    If I wanted to fill certain amount of cells in a row to match a value kind of a progress bar how could I do that?

  45. Hi,

    I need to set a conditional formatting in cells. I need column m to be highlighted if (m1-n1)>10%

    how can i do that?

    Thank you!!

  46. You have a great resource here, just taught myself some simple conditional formatting. Now for the hard stuff.
    I'd like to use conditional formatting based upon where the cell's data comes from.
    I have a spreadsheet that displays information coming from MS Query (which itself gets it from a SQL ODBC).
    I just had an end-user supply incorrect information to a doctor because they had copy-pasted a row of old information above the query results.
    Is there a way to conditional format the cells based upon where the data comes from? In this case, the erroneous data didn't have an underlying "Edit Query" (Data/Properties) option.

  47. Svetlana, thanks for this great information! I have a question that may be simple, but after toying around for a bit, I can't figure it out. Can you help me with the formula?

    My situation is, I want all the cells in Column A to change color when the corresponding cells in Columns T through AC EACH have a Y entered in them.

    (The Y means Yes, and the Color Change in A, which contains applicant's names, would signify that the applicant has all parts of their application, where parts are respectively marked as received by a Y in the corresponding column T through AC. Until the cells in columns Y through AC have a Y entered in them, they are left blank).

    Are you able to share a formula or advice for this? I am open to further questions, and grateful for your time!

    Mike

  48. Hi
    I am wanting to use conditional formatting to make a cell D5 green if () 5% and carry this along the row, always using the cell above, so its never the same cell I am wanting to use- is this possible.

  49. Great site! Thanks for all the good info.

    I would like to use conditional formatting to color one cell (K7) based on the individual numeric values contained in one column (K8 thru K1000). The individual numeric values in the column (K8 thru K1000) are the result of a mathematical formula. Conditional formatting color of K7 would be based on the value of any individual column value. Example: green for any cell value >5 and red for cell value >10. Thank you in advance for your help.

  50. Hi -
    I'm pretty good with lots of excel formulas (counts, database, financial, and the basics), so I must be missing something really obvious here.
    I've been using excel all morning, and sent a file to someone for input. After I got the file back, any excel file I open and try to do a basic sum of two rows returns zero.
    Cell 1: 100
    Cell 2: 3
    Cell 3 =a1+a2 returns zero
    1. I've checked the calculation window and it is set to automatic
    2. I've checked the cell format and made sure it's numbers.
    3. I even cut and pasted the cells as values and numbers just in case
    what is up?
    Thanks!

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