How to Format Cells Based on Another Cell Value in Excel

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In this tutorial, we’ll show you step-by-step how to format a cell in Excel based on the value of another cell using Conditional Formatting — one of the most powerful tools for automating visual insights in your reports.

Let’s dive right in.

🎯 What Is Conditional Formatting?

Conditional Formatting in Excel allows you to automatically apply formatting—such as colors, bold text, or borders—based on specific conditions. While it’s commonly used to format cells based on their own value, you can also format a cell based on the value of another cell using a formula.

This is a game-changer for building interactive dashboards and clean visual reports.

✅ Simple Conditional Formatting — Same Cell Value

Let’s start with the basic case.

If you want to format a cell based on its own value, here’s what to do:

1. Select the cell or range (e.g. Column C “Status”).

2. Go to:

   Home > Conditional Formatting > Highlight Cell Rules > Equal To

3. Enter the value, e.g. “Completed”.

4. Choose a format (e.g. green fill).

5. Click OK.

✔️ Done. That’s it. But what if we want to format a different cell based on the value in “Status”? That’s where formulas come in.

🧠 Format One Cell Based on Another Cell’s Value

Let’s say we want to format an entire row or a range based on the value in the “Status” column.

Follow these steps:

1. Select the full range you want to apply formatting to (e.g. A2:D20).

2. Go to:

   Home > Conditional Formatting > New Rule > Use a Formula to Determine Which Cells to Format

3. Enter this formula: =$C2="Completed"

4. Choose your formatting style.

5. Click OK.

That’s it! Now Excel will apply the formatting to the entire row if the Status in column C is “Completed”.

🧩 How This Formula Works

The key to this method is understanding how formulas return TRUE or FALSE.

Excel evaluates the formula for each cell in the selected range. If the formula returns TRUE, the format is applied. If it returns FALSE, nothing changes.

Example:

=$C2="Completed"

• $C locks the column (absolute reference)

• 2 is relative, so it changes as Excel evaluates each row

• Together, this ensures that all cells in the row are linked to the value in Column C

🔁 Relative vs. Absolute References

When copying or filling formulas:

• C2 → relative row and column

• $C2 → absolute column, relative row (✅ best for our case)

• $C$2 → absolute column and row

Using $C2 means:

• The formula always checks Column C

• But the row number adjusts depending on the current row

Perfect for applying formatting down a range of rows.

⚙️ Add Multiple Conditions with AND / OR

Let’s say you want to apply formatting only if multiple conditions are met — for example:

• Status is “Completed”

  AND

• Score is greater than 90

Use this formula:

=AND($C2="Completed", $D2>90)

Or, if either condition is enough:

=OR($C2="Completed", $D2>90)

Just insert these formulas into the Conditional Formatting Rule editor and customize your formatting.

🔄 Recap: Steps to Format Based on Another Cell

✅ Select the range you want to format

✅ Go to Conditional Formatting > New Rule > Use Formula

✅ Write a formula that returns TRUE or FALSE

✅ Use relative and absolute references carefully

✅ Apply formatting and hit OK

Once done, Excel will apply the formatting dynamically, saving you tons of manual effort.

💡 Why This Matters for Dashboards

Using Conditional Formatting based on another cell’s value allows you to:

• Highlight entire rows based on status

• Flag exceptions based on complex logic

• Automate visual insights in your reports

• Build dynamic Excel dashboards without code

This is a must-know Excel feature for anyone creating interactive reports or business dashboards.

Final Thoughts

That’s your full walkthrough on how to apply Conditional Formatting based on another cell’s value in Microsoft Excel. It’s one of those deceptively simple tricks that makes your dashboards smarter, cleaner, and more automated.

👉 This was the 2nd episode in our Excel 2025 Functions Series — make sure to subscribe and stay tuned for the next tutorials!