Learn how to quickly change the color of the entire row based on a single cell's value in your Excel worksheets. Tips and formula examples for number and text values.
Last week we discussed how to change the background color of a cell based on its value. In this article you will learn how to highlight entire rows in Excel based on a value of one cell, and also find a few tips and formula examples that will work with numerical and text cell values.
Say, you have a table of your company orders like this:
You may want to shade the rows in different colors based on the cell value in the Qty. column to see the most important orders at a glance. This can be easily done using Excel Conditional Formatting.
And naturally, you can use the less than (<) and equal to (=) operators to find and highlight rows that have Qty. smaller than 4 or equal to 4:
Also, pay attention to the dollar sign $ before the cell's address - it is needed to keep the column letter the same when the formula gets copied across the row. Actually, it is what does the trick and applies formatting to the whole row based on a value in a given cell.
You can also use any other formatting options, such as the font color or cells border on the other tabs of the Format Cells dialog.
Now, if the value in the Qty. column is greater than 4, the entire rows in your Excel table will turn blue.
As you can see, changing the row's color based on a number in a single cell is pretty easy in Excel. Further on, you will find more formula examples and a couple of tips for more complex scenarios.
In the previous example, you may want to highlight the rows with different values in the Qty. column in different colors. For example, you can add a rule to shade the rows with quantity 10 or greater. In this case, use this formula:
After your second formatting rule is created, set the rules priority so that both of your rules will work.
Click the OK button and the corresponding rows will immediately change their background color based on the cell values that you specified in both formulas.
In our sample table, to make follow-up on orders easier, you can shade the rows based on the values in the Delivery column, so that:
Naturally, the row color will change if the order status gets updated.
While the formula from our first example could work for "Delivered" and "Past Due"(
=$E2="Past Due"), the task sounds a bit trickier for "Due in…" orders. As you see, different orders are due in 1, 3, 5 or more days and the above formula won't work because it is purposed for exact match.
In this case, you'd better use the SEARCH function that works for the partial match as well:
=SEARCH("Due in", $E2)>0
In the formula, E2 is the address of the cell that you want to base your formatting on, the dollar sign ($) is used to lock the column coordinate, and >0 means that the formatting will be applied if the specified text ("Due in" in our case) is found in any position in the cell.
Create three such rules following the steps from the first example, and you will have the below table, as the result:
Using >0 in the above formula means that the row will be colored no matter where the specified text is located in the key cell. For example, the Delivery column (F) may contain the text "Urgent, Due in 6 Hours", and this row will be colored as well.
To change the row color when the key cell starts with a particular value, use =1 in the formula, e.g.:
=SEARCH("Due in", $E2)=1
in this case, the row will only be highlighted if the specified text is found in the first position in the cell.
For this conditional formatting rule to work correctly, make sure there are no leading spaces in the key column, otherwise you might rack your brain trying to figure out why the formula does not work :) You can use this free tool to find and remove leading and trailing spaces in your worksheets - Trim Spaces add-in for Excel.
In fact, this is simply a variation of changing the background color of a row case. But instead of the whole table, you select a column or a range where you want to change the cells color and use the formulas described above.
For example, we could create three such rules to shade only the cells in the "Order number" column based on another cell value (values in the Delivery column).
If you want to shade the rows in the same color based on several values, then instead of creating several formatting rules you can use the OR or AND functions to set several conditions.
For example, we can color the orders due in 1 and 3 days in the reddish color, and those that are due in 5 and 7 days in the yellow color. The formulas are as follow:
=OR($F2="Due in 1 Days", $F2="Due in 3 Days")
=OR($F2="Due in 5 Days", $F2="Due in 7 Days")
And you can use the AND function, say, to change the background color of rows with Qty. equal to or greater than 5 and equal to or less than 10:
Naturally, you are not limited to using only 2 conditions in such formulas, you are free to use as many as you need. For example:
=OR($F2="Due in 1 Days", $F2="Due in 3 Days", $F2="Due in 5 Days")
Tip: Now that you know how to color cells to differentiate between various types of values, you may want to know how many cells are highlighted in a certain color and calculate the sum of values in those cells. The good news is that you can automate this too and you will find the solution in this article: How to count, sum and filter cells by color in Excel.
These are only a few of many possible ways to zebra stripe your Excel worksheets based on a cell's value that will respond to change of data in that cell. If you need something different for your data set, drop us a comment and we will try to figure this out.
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