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Watch Video – Highlight Rows based on Jail cell Values in Excel

In example you prefer reading written pedagogy instead, below is the tutorial.

Provisional Formatting allows you lot to format a jail cell (or a range of cells) based on the value in information technology.

But sometimes, instead of just getting the jail cell highlighted, yous may want to highlight the entire row (or column) based on the value in ane cell.

To requite you an example, below I take a dataset where I take highlighted all the rows where the proper name of the Sales Rep is Bob.

In this tutorial, I will prove you how to highlight rows based on a jail cell value using conditional formatting using different criteria.

Click hither to download the Example file and follow forth.

Highlight Rows Based on a Text Criteria

Suppose you accept a dataset every bit shown beneath and yous want to highlight all the records where the Sales Rep name is Bob.

Here are the steps to practise this:

Select the entire dataset (A2:F17 in this case).
Click the Habitation tab.
In the Styles grouping, click on Conditional Formatting.
Click on 'New Rules'.
In the 'New Formatting Rule' dialog box, click on 'Utilize a formula to decide which cells to format'.
In the formula field, enter the following formula:=$C2="Bob"
Click the 'Format' button.
In the dialog box that opens, set the colour in which you want the row to get highlighted.
Click OK.

This will highlight all the rows where the proper noun of the Sales Rep is 'Bob'.

Click hither to download the Instance file and follow forth.

How does it Work?

Provisional Formatting checks each cell for the condition we have specified, which is=$C2="Bob"

Then when it's analyzing each cell in row A2, it volition cheque whether the prison cell C2 has the proper name Bob or not. If it does, that jail cell gets highlighted, else it doesn't.

Note that the trick hither is to apply a dollar sign ($) before the column alphabet ($C1). By doing this, nosotros have locked the column to always exist C. And so even when prison cell A2 is beingness checked for the formula, information technology volition check C2, and when A3 is checked for the condition, it volition cheque C3.

This allows the states to highlight the entire row by provisional formatting.

Related: Absolute, Relative, and Mixed references in Excel.

Highlight Rows Based on a Number Criteria

In the in a higher place case, we saw how to check for a name and highlight the entire row.

We tin can use the same method to also cheque for numeric values and highlight rows based on a condition.

Suppose I have the same data (as shown beneath), and I desire to highlight all the rows where the quantity is more than 15.

Here are the steps to practice this:

Select the entire dataset (A2:F17 in this case).
Click the Dwelling tab.
In the Styles grouping, click on Conditional Formatting.
Click on 'New Rules'.
In the 'New Formatting Rule' dialog box, click on 'Utilise a formula to make up one's mind which cells to format'.
In the formula field, enter the following formula: =$D2>=fifteen
Click the 'Format' button. In the dialog box that opens, set the colour in which you desire the row to become highlighted.
Click OK.

This will highlight all the rows where the quantity is more than than or equal to 15.

Similarly, nosotros can also use this to have criteria for the date as well.

For instance, if y'all want to highlight all the rows where the date is after 10 July 2018, you can use the beneath date formula:

=$A2>Appointment(2018,vii,ten)

Highlight Rows Based on a Multiple Criteria (AND/OR)

You lot tin can also use multiple criteria to highlight rows using conditional formatting.

For instance, if you want to highlight all the rows where the Sales Rep name is 'Bob' and the quantity is more than ten, you tin can do that using the following steps:

Select the entire dataset (A2:F17 in this instance).
Click the Home tab.
In the Styles grouping, click on Conditional Formatting.
Click on 'New Rules'.
In the 'New Formatting Rule' dialog box, click on 'Use a formula to make up one's mind which cells to format'.
In the formula field, enter the following formula: =AND($C2="Bob",$D2>10)
Click the 'Format' button. In the dialog box that opens, set up the colour in which y'all want the row to get highlighted.
Click OK.

In this example, but those rows get highlighted where both the weather are met (this is done using the AND formula).

Similarly, yous tin can besides use the OR status. For example, if you desire to highlight rows where either the sales rep is Bob or the quantity is more than 15, you can utilise the below formula:

          =OR($C2="Bob",$D2>15)

Click here to download the Instance file and follow forth.

Highlight Rows in Different Color Based on Multiple Conditions

Sometimes, yous may want to highlight rows in a color based on the status.

For instance, you lot may want to highlight all the rows where the quantity is more than than twenty in green and where the quantity is more than than fifteen (but less than 20) in orange.

To do this, yous demand to create 2 provisional formatting rules and set the priority.

Here are the steps to do this:

Select the entire dataset (A2:F17 in this example).
Click the Dwelling tab.
In the Styles group, click on Provisional Formatting.
Click on 'New Rules'.
In the 'New Formatting Dominion' dialog box, click on 'Use a formula to determine which cells to format'.
In the formula field, enter the following formula: =$D2>15
Click the 'Format' button. In the dialog box that opens, prepare the color to Orange.
Click OK.
In the 'Conditional Formatting Rules Director' dialog box, click on 'New Dominion'.
In the 'New Formatting Dominion' dialog box, click on 'Use a formula to decide which cells to format'.
In the formula field, enter the following formula: =$D2>xx
Click the 'Format' button. In the dialog box that opens, set the colour to Light-green.
Click OK.
Click Utilize (or OK).

The higher up steps would make all the rows with quantity more than 20 in light-green and those with more 15 (but less than equal to 20 in orangish).

Understanding the Order of Rules:

When using multiple conditions, information technology important to make sure the order of the atmospheric condition is correct.

In the above example, the Green color status is above the Orangish colour condition.

If it'south the other fashion circular, all the rows would be colored in orange only.

Why?

Because a row where quantity is more xx (say 23) satisfies both our conditions (=$D2>15 and =$D2>20). And since Orange condition is at the top, it gets preference.

You lot tin can change the society of the atmospheric condition by using the Movement Up/Down buttons.

Click here to download the Example file and follow along.

Highlight Rows Where Any Prison cell is Blank

If you desire to highlight all rows where any of the cells in it is blank, y'all need to check for each prison cell using conditional formatting.

Hither are the steps to do this:

Select the entire dataset (A2:F17 in this example).
Click the Habitation tab.
In the Styles grouping, click on Provisional Formatting.
Click on 'New Rules'.
In the 'New Formatting Rule' dialog box, click on 'Use a formula to decide which cells to format'.
In the formula field, enter the post-obit formula: =COUNTIF($A2:$F2,"")>0
Click the 'Format' button. In the dialog box that opens, ready the color to Orange.
Click OK.

The above formula counts the number of blank cells. If the result is more 0, it means in that location are blank cells in that row.

If whatsoever of the cells are empty, it highlights the entire row.

Related: Read this tutorial if you but desire to highlight the bare cells.

Highlight Rows Based on Drop Downward Selection

In the examples covered so far, all the weather were specified with the conditional formatting dialog box.

In this part of the tutorial, I volition testify you how to make it dynamic (then that you tin can enter the condition within a cell in Excel and it will automatically highlight the rows based on information technology).

Beneath is an instance, where I select a name from the drop-down, and all the rows with that proper name become highlighted:

Here are the steps to create this:

Create adrop-down list in cell A2. Hither I have used the names of the sales rep to create the drop down list. Here is a detailed guide on how to create a drop-down list in Excel.
Select the entire dataset (C2:H17 in this example).
Click the Dwelling house tab.
In the Styles group, click on Conditional Formatting.
Click on 'New Rules'.
In the 'New Formatting Rule' dialog box, click on 'Use a formula to determine which cells to format'.
In the formula field, enter the post-obit formula: =$E2=$A$2
Click the 'Format' button. In the dialog box that opens, set the color to Orange.
Click OK.

At present when you select any proper name from the drop-down, information technology volition automatically highlight the rows where the name is the aforementioned that you lot take selected from the drop-downwards.

Interested in learning more than on how to search and highlight in Excel? Bank check the below videos.