Working with Multiple Conditions

by Allen Wyatt
(last updated December 2, 2015)

5

When working with conditional formats, you'll often discover times when you need to apply multiple conditions to a single cell. How you define a single condition is described in other ExcelTips, but Excel allows you to define many conditions that can all apply to the same cell or range of cells.

Begin by selecting the cells for which you want to define conditional formatting rules. Then, with the Home tab of the ribbon displayed, click Conditional Formatting in the Styles group. From the resulting list of options, select Manage Rules. Excel displays the Conditional Formatting Rules Manager. (See Figure 1.)

Figure 1. The Conditional Formatting Rules Manager.

The Conditional Formatting Rules Manager is nothing but a list of the rules which have been defined for the selected cells. Each rule is shown on a separate line, and you can work with the rules by clicking one of the available buttons:

  • New Rule. Allows you to define a new rule, which is added to the end of the rules list. Defining a new rule uses the same procedures described in other ExcelTips.
  • Edit Rule. Make changes to the selected rule.
  • Delete Rule. Remove the selected rule so it no longer applies to the selected cells.
  • Up Arrow. Move the selected rule up in the list of rules.
  • Down Arrow. Move the selected rule down in the list of rules.

Rules are always evaluated in the order in which they appear in the Conditional Formatting Rules Manager. You can modify the evaluation order by using the up and down arrow tools.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (6755) applies to Microsoft Excel 2007 and 2010.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Specifying Index Section Dividers

When adding an index to your document, you can use one of the available field switches to specify how the index should be ...

Discover More

Deleting Everything Except Formulas

Need to get rid of everything in a worksheet except the formulas? It's easier to make this huge change than you think it is.

Discover More

Disappearing Status Bar

Ever had your Excel status bar disappear unexpectedly? Here's some ideas on why this may be happening.

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More ExcelTips (ribbon)

Conditionally Formatting Non-Integers

The conditional formatting capabilities of Excel are very helpful when you want to call attention to different values ...

Discover More

Conditionally Formatting an Entire Row

Need to conditionally highlight an entire row based on the contents of a single cell in each row? This tip explains how you ...

Discover More

Conditional Format that Checks for Data Type

Conditional formatting can be used to highlight cells that contain the improper type of data for your needs. This tip ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is five less than 5?

2015-12-03 09:26:50

David

@ balthamossa2b

Yes, there are many nice features, semi-buried, in Conditional Formatting.

I was referring to the more mundane aspect of % format. I do NOT like 100.00% nor 0.000% being displayed, so I use conditional formatting to get 100% and 0% instead. Stop If True was nice to handle very small percentages, less than .9999, in different ways


2015-12-03 05:10:12

balthamossa2b

@David

Excel 2007+ allows you to color grade number scales (like percentages) in a single Conditional Formatting, to simplify things. Never have used it though.


2015-12-02 10:17:12

Shandor

I agree with balthamossa2b; a user friendly builder for Case statements would revolutionize Excel!


2015-12-02 10:07:12

David

Surprised there is no mention "Stop if True" is a nice feature that further allows you to further prioritize your formats. Coincidentally, I was just applying multiple conditions, in order to display percentages in a more desirable manner, and made use of Stop If True ...


2015-12-02 07:15:08

balthamossa2b

I often regret how Excel doesn't have a native Select Case function outside VBA. It would make formulas and Conditional Formatting so much easier.


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.