Conditional Formatting

Modified on Thu, Dec 4, 2025 at 11:12 AM

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Find and format cells that meet the specified condition. Conditional Formatting makes it easy to identify data by highlighting cells or ranges of cells that meet certain conditions. You can also apply a data bar or icon and use the hue function to easily analyze your data.

Apply Cell Highlighting Rule

Perform the following to change the data display format.

Select a range of cells to apply the cell highlighting rule.
Click Format-Conditional Formatting-Highlight Cells Rules-Between.
In the Between dialog box, enter values in the Between input box.
Select a format from the Format to Apply list.
Click OK.
Values within the specified range are highlighted with the formatting.

Apply Top/Bottom Rule

Perform the following to apply the top rule.

Select a range of cells to apply the top rule.
Click Format-Conditional Formatting-Top/Bottom Rules-Top 10%.
In the Top 10% dialog box, select a format from the Format to Apply list.
Click OK.

Clear Rules from Selected Cell

Perform the following to clear conditional formatting applied to a cell.

Select a range of cells you want to clear the applied formatting.
Click Format-Conditional Formatting-Clear Rules-Clear Rules from Selected Cells.

Clear Rules from Entire Sheet

Perform the following to clear conditional formatting applied to a sheet.

Select a cell in the sheet you want to clear the applied formatting.
Click Format-Conditional Formatting-Clear Rules-Clear Rules from Entire Sheet.

More Information

Submenu of Conditional Formatting

Menu	Description
Highlight Cells Rules	Highlight cells containing data that matches the condition. The preview images listed in the color scales do not represent the actual effect. Greater Than: Highlight the items that are greater than the specified value in that dialog box with the formatting you want to apply. Less Than: Highlight the items that are less than the specified value in that dialog box with the formatting you want to apply. Between: Highlight the items that are between the specified values in that dialog box with the formatting you want to apply. Equal To: Highlight the items that are equal to the specified value in that dialog box with the formatting you want to apply. Text that Contains: Highlight the items that contain specified text in that dialog box with the formatting you want to apply. A Date Occurring: Highlight the items that contain specified date in that dialog box with the formatting you want to apply. Duplicate Values: Highlight the items that are duplicated or unique in that dialog box with the formatting you want to apply.
Top/Bottom Rules	Highlight cells containing data that matches the condition as the higher or lower value of the data. Top 10 Items: Highlight the items that match the specified top items in that dialog box with the formatting you want to apply. Top 10%: Highlight the items that match the specified top percentage criteria in that dialog box with the formatting you want to apply. Bottom 10 Items: Highlight the items that match the specified bottom items in that dialog box with the formatting you want to apply. Bottom 10%: Highlight the items that match the specified bottom percentage criteria in that dialog box with the formatting you want to apply. Above Average: Highlight the selected cell range values that are above average with the formatting you want to apply. Below Average: Highlight the selected cell range values that are below average with the formatting you want to apply.
Data Bars	Adjusts the bar length by the size of the data value in the cell to indicate the size of the data within the specified range. Gradient Fill: Highlight items that match specified conditions with the selected gradient color. Solid Fill: Highlight items that match specified conditions with the selected solid color.
Color Scales	Specify a range of numeric data to highlight items that match specified conditions with the different shades of color.
Icon Sets	Specify a range of numeric data to represent by icon. Direction: Highlight items that match specified conditions with the selected direction icon. Shapes: Highlight items that match specified conditions with the selected shapes icon. Indicator: Highlight items that match specified conditions with the selected indicator icon. Rating: Highlight items that match specified conditions with the selected rating icon.
Clear Rules	Clears all rules applied to a selection or sheet at once. Clear Rules from Selected Cells: Clear rules from the selected cell. Clear Rules from Entire Sheet: Clear rules from the entire sheet.
Rules Management	Change or clear the rule.

Notes

How conditional formatting colors are applied

The preview images listed in Conditional Formatting-Color Scales do not represent the actual effects and are applied differently depending on the size of the cell data. For example, if you have data in ascending or descending order, applying the same color will have different results as in the example below.