How to use excel 2013 conditional formatting to an entire column

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How to use excel 2013 conditional formatting to an entire column

Steps in this article will apply to Excel 2007-2016. Images were taken using Excel 2016. Conditional formatting is a useful Excel feature that can help you quickly scan your data without resorting to complicated filtering or fussy charts. Often, you will use conditional formatting to call attention to cells that represent an outlying condition ? such as too many days until delivery or too few items in inventory. Here's how to use conditional formatting to show us that an item in our store is getting low on inventory and we will need to re-order soon: Highlight the cell in the row that indicates inventory, our "Units in Stock" column. Click Conditional Formatting. Select Highlight Cells Rules, then choose the rule that applies to your needs. In this example, select Less Than. Fill out the Less Than dialog box and choose a formatting style from the dropdown. In Our example, we want the cell to change to red background and red text when the cell value is less than 20. To follow using our example, download 03-Conditional Formatting Across Multiple Cells.xls I'm sure you have already spotted a problem! There are many rows in our worksheet. Do I have to repeat the above for every cell in the column? Of course, the answer is "no" and Excel gives you a few quick ways to apply conditional formatting to multiple cells. Select Your Range Before You Begin By far the easiest way to apply conditional formatting to an entire column or row of cells, is to select the entire range to which the formatting will apply, before you define your rule. To highlight every cell with a value below twenty in our example, your steps would look like this: Highlight all of the cells in the sheet to which you'll apply the formatting rules. Do NOT select headings. Click Conditional Formatting. Select Highlight Cells Rules, then choose the rule that applies to your needs. In this example, select Less Than. Fill out the Less Than dialog box and choose a formatting style from the dropdown. Edit the Rule If you forget to select your range, or your range changes after you've applied the rule, you can modify it after the rule has been created: Place the cursor in any cell to which the conditional formatting rule applies. Click Conditional Formatting, then select Manage Rules. Click on the rule you wish to change. (If you don't see your rule, you may not have selected a cell to which the rule applies. Click the Show formatting rules for: dropdown and select This Worksheet to see all rules.) Click inside the Applies to field. Type the new range of cells, or click the sheet button to click & drag your cursor around the new range of cells. When the Applies to field reflects the correct new range, click OK. Click & Drag, Copy/Paste Once a conditional formatting rule has been applied to a cell, the rule will also apply to any cell that is copied from the original. This means you can copy/paste the rule (along with its contents!) and even use the copy handle to drag and copy the rule. Caution! Just like any other formula, you will need to pay attention to your absolute and relative cell values so that your conditional formatting rules are applied correctly. To delete your rule from multiple cells: Open the Rules Manager, select the rule and hit Delete Rule To delete all rules from your sheet: Click Conditional Formatting > Clear Rules and select Clear Rules from Entire Sheet For more information about how to apply conditional formatting based on formulas, and how to highlight entire rows of data, view this article: Get the Most Out of Excel's Conditional Formatting Tepring Crocker is a freelance copywriter and marketing consultant. Her projects include everything from course development and webinars for business training clients such as Fred Pryor Seminars to email, website, and content marketing strategy for small businesses in the Kansas City area. Tepring has been active in internet marketing since 1998 where she started as a product and content manager at , a search portal owned by Disney. Conditional Formatting is one of the most simple yet powerful features in Excel Spreadsheets. As the name suggests, you can use conditional formatting in Excel when you want to highlight cells that meet a specified condition. It gives you the ability to quickly add a visual analysis layer over your data set. You can create heat maps, show increasing/decreasing icons, Harvey bubbles, and a lot more using conditional formatting in Excel. Using Conditional Formatting in Excel (Examples) In this tutorial, I'll show you seven amazing examples of using conditional formatting in Excel: 1. Quickly Identify Duplicates Conditional formatting in Excel can be used to identify duplicates in a dataset. Here is how you can do this: Select the dataset in which you want to highlight duplicates. Go to Home ?> Conditional Formatting ?> Highlighting Cell Rules ?> Duplicate Values. In the Duplicate Values dialogue box, make sure Duplicate is selected in the left drop down. You can specify the format to be applied by using the right drop down. There are some existing formats that you can use, or specify your own format using the Custom Format option. Click OK. This would instantly highlight all the cells that have a duplicate in the selected data set. Your dataset can be in a single column, multiple columns, or in a non-contiguous range of cells. See Also: The Ultimate Guide to Find and Remove Duplicates in Excel. 2. Highlight Cells with Value Greater/Less than a Number You can use conditional formatting in Excel to quickly highlight cells that contain values greater/less than a specified value. For example, highlighting all cells with sales value less than 100 million, or highlighting cells with marks less than the passing threshold. Here are the steps to do this: Select the entire dataset. Go to Home ?> Conditional Formatting ?> Highlighting Cell Rules ?> Greater Than.. / Less Than.. Based on what option you select (greater than or less than), a dialogue box would open. Let's say, you select the `Greater than' option. In the dialogue box, enter the number in the field on the left. The intent is to highlight cells that have a number greater than this specified number. Specify the format to be applied to the cells that meet the condition by using the drop-down on the right. There are some existing formats that you can use, or specify your own format using the Custom Format option. Click OK. This would instantly highlight all the cells with values greater than 5 in a dataset.Note: If you wish to highlight values greater than equal to 5, you should apply conditional formatting again with the criteria "Equal To". The same process can be followed to highlight cells with a value less than a specified values. 3. Highlighting Top/Bottom 10 (or 10%) Conditional formatting in Excel can quickly identify top 10 items or top 10% from a data set. This could be helpful in situations where you want to quickly see the top candidates by scores or top deal values in the sales data. Similarly, you can also quickly identify the bottom 10 items or bottom 10% in a dataset. Here are the steps to do this: Select the entire dataset. Go to Home ?> Conditional Formatting ?> Top/Bottom Rules ?> Top 10 Items (or %) / Bottom 10 Items (or %). Based on what you select, it will open the dialogue box. Let's say you selected Top 10 items, then it would open a dialogue box as shown below: Specify the format to be applied to the cells that meet the condition by using the drop-down on the right. There are some existing formats that you can use, or specify your own format using the Custom Format option. Click OK. This would instantly highlight the top 10 items in the selected dataset. Note that this works only for cells that have a numeric value in it. Also, if you have less than 10 cells in the dataset, and you select the options to highlight Top 10 items/Bottom 10 Items, then all the cells would get highlighted. Here are some examples of how the conditional formatting would work: 4. Highlighting Errors/Blanks If you work with a lot of numerical data and calculations in Excel, you'd know the importance of identifying and treating cells that have errors or are blank. If these cells are used in further calculations, it could lead to erroneous results. Conditional Formatting in Excel can help you quickly identify and highlight cells that have errors or are blank. Suppose we have a dataset as shown below: This data set has a blank cell (A4) and errors (A5 and A6). Here are steps to highlight the cells that are empty or have errors in it: Select the dataset in which you want to highlight blank cells and cells with errors. Go to Home ?> Conditional Formatting ?> New Rule. In the New Formatting Rule dialogue box select Use a formula to determine which cells to format. Enter the following formula in the field in the `Edit the Rule Description' section: =OR(ISBLANK(A1),ISERROR(A1)) The above formula checks all the cells for two conditions ? whether it is blank or not and whether it has an error or not. If any of the conditions is TRUE, it returns TRUE. Set the format that you want to apply to the cells that are blank or have errors. To do this, click on the Format button. It will open the `Format Cells' dialogue box, where you can specify the format. Click Ok. This would instantly highlight all the cells that are either blank or have errors in it. Note: You don't need to use the entire range A1:A7 in the formula in conditional formatting. The above-mentioned formula only uses A1. When you apply this formula to the entire range, excel checks one cell at a time and adjusts the reference. For example, when it checks A1, it uses the formula =OR(ISBLANK(A1),ISERROR(A1)). When it checks cell A2, it then uses the formula =OR(ISBLANK(A2),ISERROR(A2)). It automatically adjusts the reference (as these are relative references) depending on which cell is being analyzed. So you need not write a separate formula for each cell. Excel is smart enough to change the cell reference all by itself See Also: Using IFERROR and ISERROR to handle errors in excel. 5. Creating Heat Maps A heat map is a visual representation of data where the color represents the value in a cell. For example, you can create a heat map where a cell with the highest value is colored green and there is a shift towards red color as the value decreases. Something as shown below: The above data set has values between 1 and 100. Cells are highlighted based on the value in it. 100 gets the green color, 1 gets the red color. Here are the steps to create heat maps using conditional formatting in Excel. Select the data set. Go to Home ?> Conditional Formatting ?> Color Scales, and choose one of the color schemes. As soon as you click on the heatmap icon, it would apply the formatting to the dataset. There are multiple color gradients that you can choose from. If you are not satisfied with the existing color options, you can select more rules and specify the color that you want. Note: In a similar way, you can also apply Data Bard and Icon sets. 6. Highlight Every Other Row/Column You may want to highlight alternate rows to increase the readability of the data. These are called the zebra lines and could be especially helpful if you are printing the data. Now there are two ways to create these zebra lines. The fastest way is to convert your tabular data into an Excel Table. It automatically applied a color to alternate rows. You can read more about it here. Another way is using conditional formatting. Suppose you have a dataset as shown below: Here are the steps to highlight alternate rows using conditional formatting in Excel. Select the dataset. In the example above, select A2:C13 (which excludes the header). If you want to include the header as well, then select the entire data set. Open the Conditional Formatting dialogue box (Home?> Conditional Formatting?> New Rule) [Keyboard Shortcut ? Alt + O + D]. In the dialogue box, select `Use a Formula to determine which cells to format' dialogue box. Enter the following formula in the field in the `Edit the Rule Description' section: =ISODD(ROW()) The above formula checks all the cells and if the ROW number of a cell is odd, then it returns TRUE. The specified conditional format would be applied to all the cell that return TRUE. Set the format that you want to apply to the cells that are blank or have errors. To do this, click on the Format button. It will open the `Format Cells' dialogue box, where you can specify the format. Click OK. That's it! The alternate rows in the data set will get highlighted. You can use the same technique in many cases. All you need to do is use the relevant formula in the conditional formatting. Here are some examples: Highlight alternate even rows: =ISEVEN(ROW()) Highlight alternate add rows: =ISODD(ROW()) Highlight every 3rd row: =MOD(ROW(),3)=0 7. Search and Highlight Data using Conditional Formatting This one is a bit advanced use of conditional formatting. It would make you look like an Excel rockstar. Suppose you have a dataset as shown below, with Products Name, Sales Rep, and Geography. The idea is to type a string in cell C2, and if it matches with the data in any cell(s), then that should get highlighted. Something as shown below: Here are the steps to create this Search and Highlight functionality: Select the dataset. Go to Home ?> Conditional Formatting -> New Rule (Keyboard Shortcut ? Alt + O + D). In the New Formatting Rule dialogue box, select the option `Use a formula to determine which cells to format'. Enter the following formula in the field in the `Edit the Rule Description' section: =AND($C$2"",$C$2=B5) Set the format that you want to apply to the cells that are blank or have errors. To do this, click on the Format button. It will open the `Format Cells' dialogue box, where you can specify the format. Click OK. That's it! Now when you enter anything in cell C2 and hit enter, it will highlight all the matching cells. How does this work? The formula used in conditional formatting evaluates all the cells in the dataset. Let's say you enter Japan in cell C2. Now Excel would evaluate the formula for each cell. The formula would return TRUE for a cell when two conditions are met: Cell C2 is not empty. The content of cell C2 exactly matches the content of the cell in the dataset. Hence, all the cells that contain the text Japan get highlighted. Download the Example File You can use the same logic, to create variations such as: How to Remove Conditional Formatting in Excel Once applied, conditional formatting remains in place unless you remove it manually. As a best practice, keep the conditional formatting applied only to those cells where you need it. Since it's volatile, it may lead to a slow Excel workbook. To remove conditional formatting: Select the cells from which you want to remove conditional formatting. Go to Home ?> Conditional Formatting ?> Clear Rules ?> Clear Rules from Selected Cells. If you want to remove conditional formatting from the entire worksheet, select Clear Rules from Entire Sheet. Important things to know about Conditional Formatting in Excel Conditional formatting in volatile. It can lead to a slow workbook. Use it only when needed. When you copy paste cells that contain conditional formatting, conditional formatting also gets copied. If you apply multiple rules on the same set of cells, all rules remain active. In the case of any overlap, the rule applied last is given preference. You can, however, change the order by changing the order from the Manage Rules dialogue box. You May Also Like the Following Excel Tutorials:

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