Conditional formatting not working excel

Answer

Conditional formatting may not work in Excel due to several common issues related to formula errors, cell references, formatting rules, or Excel settings.

1. Check Cell References

Conditional formatting depends on the correct referencing of cells. Relative and absolute references behave differently:

1. A relative reference (e.g., A1) changes depending on the cell where the formatting is applied.

2. An absolute reference (e.g., $A$1) stays fixed.

Incorrect references often cause formatting to appear in the wrong cells or not at all.

Example: If a rule uses =A1>100 for a range starting from B1, the rule may not trigger because the formula is pointing to column A instead of column B.

2. Verify the Formula Logic

Incorrect formula logic prevents conditional formatting from working.

1. Test the formula in a separate cell using = to ensure it returns TRUE or FALSE.

2. Use simple formulas first, such as =B1>50.

3. Check Formatting Priority

Conditional formatting rules follow a priority order.

1. Go to Home → Conditional Formatting → Manage Rules.

2. Check that the correct rule is at the top if multiple rules apply.

3. Enable Stop If True carefully, as it can block subsequent rules.

4. Ensure Data Types Match

Conditional formatting works differently depending on the data type.

1. Numbers formatted as text may not trigger rules like >100.

2. Convert numbers stored as text to proper numeric values using Data → Text to Columns.

5. Remove Extra Spaces or Characters

Hidden spaces or non-printing characters can prevent matches.

1. Use TRIM() to remove extra spaces.

2. Use CLEAN() to remove non-printing characters.

6. Check for Merged Cells

Conditional formatting behaves unpredictably on merged cells.

1. Apply rules to individual cells instead of merged ranges.

2. Unmerge cells using Home → Merge & Center → Unmerge Cells.

7. Ensure Conditional Formatting Is Enabled

Sometimes Excel settings may block formatting display:

1. Go to File → Options → Advanced.

2. Scroll to Display options for this worksheet.

3. Ensure Show conditional formatting in cells is checked.

8. Mac vs Windows Differences

Conditional formatting functions similarly on Mac and Windows.

1. Keyboard shortcuts differ: Windows → Ctrl + 1 for format, Mac → Command + 1.

2. Some formula behaviors in older Excel versions may vary slightly.

9. Clear and Reapply Rules

Corrupted rules sometimes prevent formatting:

1. Go to Home → Conditional Formatting → Clear Rules → Clear Rules from Entire Sheet.

2. Reapply rules carefully with correct formulas and ranges.

10. Common Example

Scenario: Highlight cells in B2:B10 that are greater than 50.

1. Select B2:B10.

2. Go to Home → Conditional Formatting → New Rule → Use a formula to determine which cells to format.

3. Enter the formula:

   =B2>50

4. Set desired formatting (e.g., fill color).

5. Click OK. Cells greater than 50 will highlight correctly.

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