Excel Tip: Apply Conditional Formatting to the whole row

Conditional Formatting Menu in Excel 2013

One of the Microsoft Excel features I use quite a bit is Conditional Formatting. This is the feature (introduced in Excel 2007) that lets you re-colour a cell in your worksheet depending on the criteria you specify, e.g. highlight any cells containing the word “Server 2003” in red.

The problem I was having was that I wanted the whole row to be highlighted, not just the particular record. It turns out this is fairly easy to do, even though it looks a bit difficult.

Step 1 – Create a new rule

  • The easiest way to start is to select one cell containing the text you want to highlight
  • Click the conditional formatting button on the toolbar and go to Highlight Cell Rules > Text that contains…
  • Format the text how you like, e.g. Light Red Fill with Dark Red Text
  • Click OK

You should now have one cell in your spreadsheet that is formatted how you want

Step 2 – Apply rule to the whole table

  • Click the conditional formatting button on the toolbar and go to Manage Rules…
  • You will see your new rule listed but the Applies to box will only reference one cell e.g. ‘ =$B$2
  • Change the text in the Applies to box to refer to the whole table e.g. ‘ =$A$1:$H$100 ‘
  • Click the Apply button

Now that rule will highlight any matching text in the entire table, not just one cell Continue reading