Excel conditional formatting formula not working

Answer

A conditional formatting formula in Excel may not work due to several common reasons. Understanding these issues allows for quick troubleshooting and correction.

1. Check Formula Syntax

A conditional formatting formula must follow Excel’s syntax rules. Common issues include:

1. Missing equals sign (=) at the start of the formula.

2. Incorrect use of relative and absolute references.

3. Using functions incorrectly or unsupported functions.

Example:
To highlight cells in column A that are greater than 100, the correct formula is:

=A1>100

Using A>100 without specifying the cell reference will not work.

2. Verify Cell References

Relative and absolute references affect how Excel applies the formula across the range.

1. Relative Reference (A1): Adjusts based on the cell position.

2. Absolute Reference ($A$1): Remains fixed for all cells in the range.

Example:
To highlight all cells in column A greater than the value in B1:

=A1>$B$1

Failing to use $ signs for the reference can lead to inconsistent results.

3. Ensure the Correct Range is Selected

Conditional formatting applies the formula to the selected range.

1. Select the exact range before entering the formula.

2. If the formula uses A1 as a reference but the range starts at B2, Excel may misapply the condition.

Example:
If formatting the range B2:B10 using the formula =A1>100, it will compare B2 to A1, B3 to A2, which may be unintended. The formula must match the first cell of the range.

4. Check for Hidden Characters or Formatting

1. Leading or trailing spaces in cells may prevent numeric comparisons.

2. Text-formatted numbers are not evaluated correctly by numeric formulas.

3. Use TRIM() or VALUE() functions if needed.

Example:
If a cell contains " 100 " (with spaces), =A1>50 may not trigger formatting. Correct with:

=VALUE(TRIM(A1))>50

5. Evaluate Logical Errors

Conditional formatting formulas must return TRUE or FALSE.

1. Using =SUM(A1:A5)>100 is correct because it returns TRUE or FALSE.

2. Using =SUM(A1:A5) alone is incorrect because it returns a number.

   6. Ensure No Conflicting Rules Exist

Multiple conditional formatting rules can override each other.

1. Open Home → Conditional Formatting → Manage Rules.

2. Check rule priority and stop-if-true options.

7. Check Excel Version and Platform Differences

Some formulas behave differently on Windows vs. Mac:

1. Mac may require using ; instead of , in formulas.

   =IF(A1>100;"Yes";"No") // Mac

   
   =IF(A1>100,"Yes","No") // Windows

2. Certain dynamic array functions like FILTER() or UNIQUE() may not work in older versions.

8. Test the Formula Directly

1. Enter the formula in a blank cell.

2. Ensure it returns TRUE or FALSE for the intended conditions.

3. Copy the exact working formula into conditional formatting.

Summary of Steps to Fix

1. Ensure formula starts with = and returns TRUE/FALSE.

2. Correctly use relative and absolute references.

3. Match the formula to the range starting cell.

4. Remove hidden spaces or convert text numbers to numeric values.

5. Check for conflicting formatting rules.

6. Adjust formula syntax for your Excel version and platform.

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