How do you highlight cells with value?

Highlighting cells based on their value is primarily achieved using Conditional Formatting in spreadsheet programs like Microsoft Excel, Google Sheets, and others. This powerful feature allows you to automatically apply formatting (like background color, font color, or borders) to cells that meet specific criteria, such as having a value, a specific value, or a value that matches a condition based on another cell.

Using Conditional Formatting to Highlight Cells Based on Value

Conditional formatting rules evaluate the content of cells and apply formatting only when the conditions are met. This is the most flexible and common method for dynamic highlighting.

Here are a few ways you can use conditional formatting depending on what you mean by "with value":

Highlighting Cells That Are Not Empty (Have Any Value)

If you want to highlight any cell that contains any text, number, or formula result (i.e., is not blank), you can use the built-in "No Blanks" rule.

Select the range of cells you want to apply the formatting to.
Go to the Home tab > Conditional Formatting > New Rule.
Choose "Format only cells that contain".
In the rule description, select "Cell Value" from the first dropdown and "No Blanks" from the second.
Click the Format... button to choose your desired highlighting (e.g., fill color).
Click OK on the Format Cells dialog and OK on the New Formatting Rule dialog.

Highlighting Cells with a Specific Value

To highlight cells that contain an exact match for a particular number, text, or date.

Select the cells you want to format.
Go to the Home tab > Conditional Formatting > Highlight Cells Rules > Equal To....
Enter the specific value you want to find (e.g., "Completed", 100, or "12/31/2023").
Choose a pre-set format from the dropdown or select "Custom Format..." to define your own.
Click OK.

Alternatively, using the New Rule dialog for more options:

Select your range.
Go to the Home tab > Conditional Formatting > New Rule.
Choose "Format only cells that contain".
In the rule description, select "Cell Value" from the first dropdown, "equal to" from the second, and enter your specific value in the box.
Click Format... and choose your style.
Click OK twice.

Highlighting Entire Rows Based on a Cell's Value

You can also highlight a whole row if a specific cell within that row contains a certain value. This method utilizes a formula in the conditional formatting rule.

As described in the reference (21-Jun-2024), you can use conditional formatting with a formula to highlight an entire row based on a cell's value.

Here are the steps:

Select your dataset: Select all the rows and columns you want the highlighting to potentially apply to (e.g., A2:F100). Start selecting from the top-left cell of your data range (excluding headers if you don't want them included).
Go to Home > Conditional Formatting > New Rule.
Choose "Use a formula to determine which cells to format".
Enter a suitable formula that refers to the cell containing the value you are checking. For example, if you want to highlight the entire row whenever cell B in that row equals "YourValue", you would enter:
=$B2="YourValue"
- Explanation: The = signifies the start of a formula. $B2 checks the value in column B, starting from row 2 (assuming your selection starts in row 2). The $ before B makes the column reference absolute, meaning it will always check column B for every cell in the selected range. The row reference (2) is relative, meaning it will automatically adjust for each row (checking $B3 for the third row, $B4 for the fourth, and so on). This ensures the condition is evaluated per row. "YourValue" is the specific text or number you are looking for (use quotes for text, no quotes for numbers).
Click the Format... button.
Select the desired formatting (e.g., a yellow fill color).
Click OK on the Format Cells dialog and OK on the New Formatting Rule dialog.

Now, any row within your selected range where the cell in column B contains "YourValue" will be highlighted.

Table: Summary of Conditional Formatting Rules for Value

Condition Type	Rule Option (New Rule)	Rule Option (Highlight Rules)	Formula Example (New Rule)	Applies To
Cell has any value	Format only cells that contain > No Blanks	N/A	`=NOT(ISBLANK(A1))`	Individual Cell
Cell has a specific value	Format only cells that contain > equal to	Equal To...	`=A1="Specific Value"`	Individual Cell
Row based on cell's value	Use a formula...	N/A	`=$B2="Specific Value"`	Entire Row

Tips for Effective Conditional Formatting

Manage Rules: Use "Manage Rules" (Home > Conditional Formatting > Manage Rules) to see all rules applied to your selection or worksheet, adjust their order, edit, or delete them.
Apply to the Correct Range: Double-check the "Applies to" range in the Manage Rules dialog to ensure your rule covers all the cells or rows you intend.
Order Matters: If multiple rules apply to the same cell, the rule higher in the "Manage Rules" list takes precedence.

By using conditional formatting, you can easily highlight cells based on whether they have a value, a specific value, or even control highlighting across an entire row based on the value in a key column.

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