Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, and 2013. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Changing Shading when a Column Value Changes.

Changing Shading when a Column Value Changes

by Allen Wyatt
(last updated April 4, 2015)

3

Doug has a data table that includes a column of part numbers. This data is sorted by the part numbers column. The part numbers are not unique; for instance, some part numbers appear three times in the table and others appear five times. Doug would like to format the table so that the rows of the table have a "green bar" effect.

For instance, the first five rows may have the same part number, so Doug wants those rows to be shaded green. The next two rows have a different part number, so he wants those to have no green shading. The next three rows have the next part number, so those should be green again, and so on. Every time the part number changes, the shading of the row (green or not green) should change.

One easy way to accomplish this task is to create a helper column that displays either a 0 or a 1 depending upon the part number in column A. For instance, let's say you wanted to put your helper column in column Z. You could put the following formula in cell Z2:

=IF(A2=A1,Z1,1-Z1)

Copy the formula down column Z for each row in your data table. When done, column Z will contain either 1 or 0, switching only when the part number in column A changes. You can then use the value in column Z as a controlling value for your conditional formatting. All you need to do is set the formula in the format so that if column Z contains 1, then your cells are green.

You should note that once your conditional formatting is set up and working properly, you can hide column Z so that it isn't a distraction to anyone using your data table.

If you can't use a helper column for some reason, then there is a pretty cool formula you can use in the conditional format itself. Just make sure your data table is sorted by column A (the part numbers) and then select all the cells in the table, with the exception of any column headers. Then define a conditional format that uses this formula:

=MOD(SUMPRODUCT(--(($A$1:INDIRECT(ADDRESS(ROW()-1,1,3,1))
=$A$2:INDIRECT(ADDRESS(ROW(),1,3,1)))=FALSE)),2)

Remember that this is a single formula, entered in the conditional formatting rule, all on one line. This formula assumes that the part numbers are in column A and that the data table begins in cell A2. Further, if you delete any rows in the data table, you'll want to reapply the conditional format to all the cells in the data table.

Finally, there are any number of macros that you could write to apply the formatting. All you need to do is have the macro step through the cells in column A, determining whether the part number changes, and then apply the correct formatting based on what it finds out. Here is an example:

Sub ShadeRows()
    Dim ThisOrder As Long
    Dim PrvOrder As Long
    Dim LastRow As Long
    Dim Clr As Integer
    Dim R As Long

    LastRow = ActiveSheet.Range("A" & Rows.Count).End(xlUp).Row

    ' Enter desired color codes here
    ' (24 is Lavender, 35 is Light Green)
    RwColor = Array(24, 35)

    Clr = 0  ' Used to toggle between the two colors

    For R = 2 To LastRow
        ThisOrder = Cells(R, 1).Value
        PrvOrder = Cells(R - 1, 1).Value
        If ThisOrder <> PrvOrder Then Clr = 1 - Clr

        ' Select only the columns that are used
        Range("A" & R & ":M" & R).Select
        Selection.Interior.ColorIndex = RwColor(Clr)
    Next R
End Sub

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (10518) applies to Microsoft Excel 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Excel here: Changing Shading when a Column Value Changes.

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

Centering Information in Table Cells

One of the most common ways to format information in a table is to apply some sort of alignment to the contents of table ...

Discover More

Calculating an Expanding Square

When doing a systematic search for rescue purposes, it isn't unusual to implement what is termed an "expanding square." This ...

Discover More

Professional Looking Fractions

Professional typesetting has, in many ways, spoiled us. One way this is evident is in the preference we show for making ...

Discover More

Professional Development Guidance! Four world-class developers offer start-to-finish guidance for building powerful, robust, and secure applications with Excel. The authors show how to consistently make the right design decisions and make the most of Excel's powerful features. Check out Professional Excel Development today!

More ExcelTips (ribbon)

Diagonal Borders in a Conditional Format

Conditional formatting is a great tool for changing how your data looks based on the data itself. Excel won't allow you to ...

Discover More

Shading Rows with Conditional Formatting

If you need to shade alternating rows in a data table, you'll want to examine how you can accomplish the task with ...

Discover More

Sorting Conditional Formats Properly

Conditional formatting can be a great tool to get your data looking just the way you need. However, when you sort data that ...

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 six less than 6?

2016-01-06 11:35:27

James

The code for changing row color seems to have 2 limitations.

It doesn't account for the header row (throws type mismatch).

It won't color the first row even if remove the header row to get past the mismatch error.


2015-08-10 01:55:27

Ahmed

I want to highlight a CELL based on number of times its values changed.

e.g.
1)IF the cell value is changed '2nd TIME' it should highlight "Green".

2)IF the cell value changes '3rd TIME', it should highlight "BLUE" and so on.


2015-04-09 05:44:32

Maco

Hi,

I have an excel sheet with in column A my Purchasing Orders # (PO#).
Sometime I have 5-20 rows with the same PO#.
I'd like for the spreadsheet to color all rows that have the same PO#.
Ex:
A B C
1 PO# info1 info2
2 123 bla blabla
2 123 bla blabla
2 786 bla blabla
2 907 bla blabla

I tried the very sexy formula above but doesn't work in Google Spreadsheet.
Any other idea on how I can make this happen?

Thanks a bunch.

Marie


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.