Use conditional formatting rules in Google Sheets - Computer (2024)

A teacher can highlight test scores to see which students scored less than 80%.

1. On your computer, open a spreadsheet in Google Sheets.
2. Select the test scores.
3. Click Format Conditional formatting.
4. Under "Format cells if," click Less than. If there's already a rule, click itorAdd new ruleLess than.
5. Click Value or formula and enter 0.8.
6. To choose a red color, click Fill .
7. Click Done. The low scores will be highlighted in red.

You can use custom formulas to apply formatting to one or more cells based on the contents of other cells.

1. On your computer, open a spreadsheet in Google Sheets.
2. Select the cells you want to format.
3. Click Format Conditional formatting.
4. Under the "Format cells if" drop-down menu, click Custom formula is.If there's already a rule, click it orAdd new ruleCustom formula is.
5. Click Value or formulaand add the formula and rules.
6. Click Done.

Note: Formulas can only reference the same sheet, using standard notation "(='sheetname'!cell)." To reference another sheet in the formula, use the INDIRECT function.

Example 1

To highlight when there's more than one occurrence of the same value in your data:

1. On your computer, open a spreadsheet in Google Sheets.
2. Select the range you want to format. For example, cells A1 to A100.
3. Click Format Conditional formatting.
4. Under the "Format cells if" drop-down menu, click Custom formula is.If there's already a rule, click it orAdd new ruleCustom formula is.
5. Write the rule for the first row. In this case the rule would be, "=COUNTIF($A$1:$A$100,A1)>1."
6. Choose other formatting properties.
7. Click Done.

Example 2

To format an entire row based on the value of one of the cells in that row:

1. On your computer, open a spreadsheet in Google Sheets.
2. Select the range you want to format, for example, columns A:E.
3. Click Format Conditional formatting.
4. Under the "Format cells if" drop-down menu, click Custom formula is.If there's already a rule, click it orAdd new ruleCustom formula is.
5. Write the rule for the first row. For example, if you want to make the whole row green if the value in column B is "Yes", write a formula like "=$B1="Yes"."
6. Choose other formatting properties.
7. Click Done.

Absolute vs. relative references

Often, you will need to add dollar signs ($) in front of letters and numbers in formulas so that the formatting is applied using absolute references as opposed to relative references (A1 to B1, A2 to B2).

You can use wildcard characters to match multiple expressions. Wildcard characters can be used with the "Text contains" or "Text does not contain" fields while formatting.

• To match any single character, use a question mark (?). For example, a text rule containing "a?c" would format cells with "abc," but not "ac" or "abbc."
• To match zero (0) or more characters, use an asterisk (*) . For example, a text rule containing "a*c" would format cells with "abc," "ac," and "abbc" but not "ab" or "ca."
• To match a question mark or asterisk in text, you can escape the wildcard characters by adding a tilde (~) in front of them. For example, a text rule containing "a~?c" would format cells with "a?c" but not "abc" or "a~?c."