How to Use Conditional Formatting With Multiple Conditions in Excel?

Sharing is caring!

Conditional formatting in Microsoft Excel helps you highlight data based on rules. When you combine multiple conditions, Excel becomes even more powerful. You can compare values, apply colors, icons, or data bars, and automatically flag trends or problems.

In this guide, we will explain how to use conditional formatting with multiple conditions in Excel using simple steps. It works for Excel 2016, Excel 2019, Excel 2021, and Excel for Microsoft 365.

Understanding Conditional Formatting With Multiple Conditions

Conditional formatting with multiple conditions means applying more than one rule to the same range of cells. Each rule checks a different condition.

For example:

• Highlight sales above a target in green
• Highlight sales below target in red
• Highlight missing values in yellow

Excel evaluates rules from top to bottom, which makes rule order very important.

Using Multiple Conditions With Highlight Cells Rules

This is the easiest method for beginners.

Example: Highlight Sales Performance

Assume sales data is in column B.

Steps

1. Select column B
2. Click Conditional Formatting > Highlight Cells Rules > Greater Than
3. Enter 5000, choose green fill
4. Repeat for Between 2000 and 5000 with yellow fill
5. Repeat for Less Than 2000 with red fill

Now you have multiple conditional formatting rules applied to the same column.

Applying Multiple Conditions Using Custom Formulas

Formula-based conditional formatting is best when rules depend on logic rather than fixed numbers.

Example: Highlight Late and High-Value Orders

Conditions:

• Order value greater than 10,000
• Delivery date later than today

Formula

=AND($B2>10000,$C2<TODAY())

Steps

1. Select your data range
2. Click Conditional Formatting > New Rule
3. Choose Use a formula to determine which cells to format
4. Enter the formula
5. Choose formatting style
6. Click OK

This method is ideal for complex conditions, date comparisons, and dynamic formatting.

Managing Rule Priority With Multiple Conditions

When several rules apply to the same cell, rule order controls the result.

How to Manage Rule Order

1. Go to Conditional Formatting > Manage Rules
2. Select This Worksheet
3. Use Move Up or Move Down to change priority

Stop If True Option

Enable Stop If True to prevent Excel from checking lower rules once a condition is met. This improves performance and avoids formatting conflicts.

Using AND and OR Functions for Multiple Conditions

Excel formulas allow logical functions to combine conditions.

AND Function

All conditions must be true.

=AND(A2="Yes",B2>=90)

Used when you want strict criteria.

OR Function

At least one condition must be true.

=OR(A2="Fail",B2<50)

Used when any warning sign should trigger formatting.

Conditional Formatting With Text and Numbers Together

You can mix text conditions and numeric conditions in one rule.

Example

Highlight rows where:

• Status is “Pending”
• Amount is greater than 3000

=AND($A2="Pending",$B2>3000)

This is useful for status-based dashboards and task tracking sheets.

Using Conditional Formatting With Dates and Time

Dates are common in Excel reports.

Example: Highlight Overdue Dates

=$C2<TODAY()

You can also combine multiple date conditions.

=AND($C2>=TODAY()-7,$C2<=TODAY())

This highlights records from the last 7 days, helpful for weekly tracking.

Conditional Formatting Using Color Scales With Conditions

Color scales automatically apply gradient colors based on values.

To apply logic-based color scales:

1. Use helper columns with formulas
2. Apply color scales to the result

This approach works well for performance comparisons and trend analysis.

Using Icon Sets With Multiple Conditions

Icon sets visually represent values using arrows, flags, or symbols.

Example

To customize:

1. Apply icon set
2. Go to Manage Rules
3. Edit rule
4. Set custom thresholds

You can also hide the original values and show icons only.

Common Mistakes to Avoid

• Applying overlapping rules without setting priority
• Forgetting absolute references ($) in formulas
• Using too many rules, which slows down Excel
• Not checking Applies to range

Keeping rules clean improves readability and performance.

Best Practices for Using Multiple Conditional Formatting Rules

• Use simple logic whenever possible
• Group related conditions into one formula
• Name ranges for clarity
• Test rules on small data first
• Document complex formatting rules in comments

These practices help maintain large Excel worksheets.

Final Thoughts

Learning how to use conditional formatting with multiple conditions in Excel improves data visibility and decision-making. By combining rules, formulas, and logical functions, you can create dynamic and meaningful spreadsheets.

Whether you manage budgets, sales data, or schedules, conditional formatting helps you spot patterns quickly and reduce manual work. Start simple, build logical rules, and let Excel handle the rest.

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.