Recently we have published a few articles covering different aspects of Excel conditional formatting. Unexpectedly, it's turned out that it's not creating a rule and even not making a proper formula that represents the greatest challenge. Using proper cell references in Excel formulas appear to be the most complex part and a common source of problems. Show
"I had my conditional rule correct, except for the mixed references." This is what our blog readers have often reported in comments. So, why don't we invest a few minutes to figure this thing out? This will certainly save you far more time in the long run! How relative and absolute cell references work in conditional formatting rulesIn all Excel formulas, including conditional formatting rules, cell references can be of the following types:
In Excel conditional formatting, cell references are relative to the top-left cell in the applied range . So, when making a new rule, you can simply pretend as if you are writing a formula for the upper-left cell only, and Excel will "copy" your formula to all other cells in the selected range. If your formula refers to a wrong cell, a mismatch between the active cell and the formula will occur, which will result in conditional formatting highlighting wrong cells. Now, let me show you a few examples that demonstrate how seemingly identical formulas produce different results depending on what cell references types are used. Example 1. Absolute column and relative rowThis pattern is most typical for conditional formatting rules and in 90% of cases cell references in your Excel conditional formatting rules will be of this type. Let's make a very simple rule that compares values in columns A and B and highlights a value in column A if it is greater than a value in column B in the same row. If you need the detailed instructions on how to create conditional formatting rules with formulas, here you go - Creating an Excel conditional formatting rule using a formula. In this case, the formula is obvious: Because you always compare values in columns A and B, you "fix" these column by using absolute column references, notice the $ sign before the column letters in the above formula. And, since you are
comparing the values in each row individually, you use relative row references, without $. Example 2. Relative column and absolute rowThis cell reference type is the opposite of the previous one. In this case, the row number is always constant while the column changes. You use such references when you want to check values in a given row against a certain value or against values in another row. For example, the below formula compares values in row 1 and 2 and the rule highlights a value in row 1 if it is greater than a value in row 2 in the same column: Because you want the row numbers to be fixed, you use the absolute row references, with the $ sign. And, because you want to compare values in each column individually, you create the rule for the left-most column (A) and use relative column references, without the $ sign. Example 3. Absolute column and absolute rowYou use absolute row and absolute column references if you want to compare all values in the selected range with some other value. For example, let's create a rule that highlights all values in column A that are greater than a value in cell B1. The formula is as follows: Please pay attention to the use of the following references:
Example 4. Relative column and relative rowThis reference type is used in Excel conditional formatting rules least of all. You use relative column & relative row references when you want to check all cells of the selected range against a certain value. Suppose, you want to highlight all cells in columns A and B that are greater than a value in cell B1. You can simply copy the formula from the previous example and replace $A1 with A1 since you do not want to fix either row or column: Remember, you write the formula for the top-left cell in your range, A1 in our case. When you create a rule with the above formula and apply it to some range, say A1:B10, the result will look similar to this: Tip. To quickly toggle between absolute and relative references, select the cell reference in the formula bar and press the F4 function key. The reference will rotate between the four types from relative to absolute, like this: A1 > $A$1 > A$1 > $A1, and then back to the relative reference A1. Useful resourcesHopefully, these simples examples have helped you fathom out the essence of relative and absolute cell references in Excel. Now that you know how to determine the appropriate reference type for your rules, go ahead and harvest the power of Excel conditional formatting for your projects. The following resources may prove helpful:
When a formula that contains a relative reference is copied from one cell to another cell?A formula that contains a relative cell reference changes as you copy it from one cell to another. For example, if you copy the formula =A2+B2 from cell C2 to C3, the formula references in C3 adjust downward by one row and become =A3+B3.
Does a relative cell reference change when copied to another cell?There are two types of cell references: relative and absolute. Relative and absolute references behave differently when copied and filled to other cells. Relative references change when a formula is copied to another cell. Absolute references, on the other hand, remain constant no matter where they are copied.
When you copy the formula and paste it to another cell the reference of cells do not gets changed?Press F2 (or double-click the cell) to enter the editing mode. Select the formula in the cell using the mouse, and press Ctrl + C to copy it. Select the destination cell, and press Ctl+V. This will paste the formula exactly, without changing the cell references, because the formula was copied as text.
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