Complete guide to Google Sheets conditional formatting: rules, formulas, use cases

Master Google Sheets Conditional Formatting: A Comprehensive Guide

This guide provides a complete walkthrough of Google Sheets' conditional formatting, from basic rules to advanced custom formulas. Learn how to highlight key data, save time, and reduce errors by automating your formatting.

What is Conditional Formatting?

Conditional formatting in Google Sheets dynamically adjusts cell formatting (colors, fonts, etc.) based on specified rules. This eliminates manual formatting for frequently changing data, ensuring important details always stand out.

Adding a Conditional Formatting Rule

1. Select the cells requiring formatting.
2. Navigate to Format > Conditional formatting.
3. A panel appears (right-hand side) where you define your rule:
   • Specify the range (adjust if needed).
   • Choose a condition (number, text, date, custom formula).
   • Select the desired formatting (background color, font color, bold, italic, etc.).
4. Click Done to save. Add more rules via Add another rule. Existing rules can be easily modified or deleted.

Simple Number Formatting

Highlighting numerical data is straightforward. For example, to highlight sales over $200 (column F):

1. Select column F.
2. Go to Format > Conditional formatting.
3. Select the condition "Greater than or equal to", enter "200".
4. Choose your formatting style (e.g., bold red text on yellow).

Alternatively, use a color scale for a more visual representation of numerical ranges.

Multiple Conditions

Apply different formats based on multiple criteria. To highlight sales over $200 (green) and under $100 (red): create separate rules for each condition.

Custom Formulas

For complex scenarios, use custom formulas. The formula should return TRUE or FALSE; TRUE applies the formatting. Choose "Custom formula is" from the condition dropdown.

• Highlight Maximum Value: =F2=MAX($F$2:$F$50)
• Highlight Top N Values: =F2=LARGE($F$2:$F$50, N) (create multiple rules for each N)
• Highlight Minimum Value (excluding zeros): =F2=MIN(FILTER($F$2:$F$50, $F$2:$F$50>0))
• Highlight Bottom N Values: =F2=SMALL($F$2:$F$50, N) (create multiple rules for each N)

Text-Based Formatting

Use "Text contains" to highlight cells containing specific text. Wildcards (* and ?) allow flexible pattern matching. REGEXMATCH offers advanced pattern matching via custom formulas.

Date-Based Formatting

• Dates within 7 days: =AND(G2>=TODAY(), G2
• Past Due Dates: =OR(H2>G2,H2="") (H2 = due date, G2 = completion date)

Formatting Blank Cells

Use "Is empty" or "Is not empty", or custom formulas like ="" (for blank cells) and "" (for non-blank cells).

Checkbox-Based Formatting

Use custom formulas: =G2=TRUE (for checked boxes) and =G2=FALSE (for unchecked boxes).

Highlighting Entire Rows

Select the entire table range. Use absolute column references and relative row references in your custom formula (e.g., =$G2=TRUE).

Formatting Based on Other Cells or Sheets

Use cell references (with absolute references for external cells) or the INDIRECT function for cross-sheet references.

Removing Conditional Formatting

Select a cell within the formatted range, go to Format > Conditional formatting, and delete the unwanted rule(s).

This guide provides a solid foundation for utilizing Google Sheets' powerful conditional formatting features. Experiment with different rules and formulas to optimize your data visualization and analysis.

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