Highlight records – multiple criteria [OR logic]
Author: Oscar Cronquist Article last updated on January 14, 2019
The image above shows you how to highlight rows with multiple criteria using OR logic. The criteria are found in row 3.
A row is highlighted if:
- Date criterion is found in column B or
- Color criterion is found in column C or
- Product criterion is found in column D or
- Price criterion is found in column E
Conditional formatting formula:
=SUMPRODUCT(($B$3=$B6)+($C$3=$C6)+($D$3=$D6)+($E$3=$E6))
Explaining formula in cell D11
Step 1 - Understand how relative and absolute cell references work
In cell B6 the formula is: =SUMPRODUCT(($B$3=$B6)+($C$3=$C6)+($D$3=$D6)+($E$3=$E6))
and in cell D11 the formula has changed to =SUMPRODUCT(($B$3=$B11)+($C$3=$C11)+($D$3=$D11)+($E$3=$E11))
Read more about relative and absolute cell references
Step 2 - OR logic is created using + signs between criteria
=SUMPRODUCT(($B$3=$B11)+($C$3=$C11)+($D$3=$D11)+($E$3=$E11))
becomes
=SUMPRODUCT((40566=40552)+("brown"="blue")+("Product 4"="Product 4")+(""=96,40))
becomes
=SUMPRODUCT(FALSE+FALSE+TRUE+FALSE)
becomes
=SUMPRODUCT(0+0+1+0) and returns 1. (TRUE)
Cell D11 is highlighted
How to apply conditional formatting formula
Make sure you adjust cell references to your excel sheet.
-
- Select cells B6:E27
- Press with left mouse button on "Home" tab
- Press with left mouse button on "Conditional Formatting" button
- Press with left mouse button on "New Rule.."
- Press with left mouse button on "Use a formula to determine which cells to format"
- Type =SUMPRODUCT(($B$3=$B6)+($C$3=$C6)+($D$3=$D6)+($E$3=$E6)) in "Format values where this formula is TRUE" window.
- Press with left mouse button on "Format.." button
- Press with left mouse button on "Fill" tab
- Select a color for highlighted cells.
- Press with left mouse button on "Ok"
- Press with left mouse button on "Ok"
- Press with left mouse button on "Ok"
Note: Conditional formatting is volatile meaning when the worksheet is recalculated all conditionally formatted cells are recalculated, this may slow down your worksheet considerably.
Date range and price range criteria
Let's set up a new sheet with a date range as a criterion and a price range as another criterion.
A row is highlighted if:
- A date is smaller or equal to cell B4 and the same date is larger or equal to cell B3 or
- Color criterion is found in column C or
- Product criterion is found in column D or
- A price is smaller or equal to cell E4 and the same price is larger or equal to cell E3
Conditional formatting formula:
=SUMPRODUCT(($B$3<=$B7)*($B$4>=$B7)+($C$3=$C7)+($D$3=$D7)+($E$3<=$E7)*($E$4>=$E7))
How to apply conditional formatting formula
Make sure you adjust cell references to your excel sheet.
- Select cells B6:E27
- Press with left mouse button on "Home" tab
- Press with left mouse button on "Conditional Formatting" button
- Press with left mouse button on "New Rule.."
- Press with left mouse button on "Use a formula to determine which cells to format"
- Type =SUMPRODUCT(($B$3<=$B7)*($B$4>=$B7)+($C$3=$C7)+($D$3=$D7)+($E$3<=$E7)*($E$4>=$E7)) in "Format values where this formula is TRUE" window.
- Press with left mouse button on "Format.." button
- Press with left mouse button on "Fill" tab
- Select a color for highlighted cells.
- Press with left mouse button on "Ok"
- Press with left mouse button on "Ok"
- Press with left mouse button on "Ok"
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4 Responses to “Highlight records – multiple criteria [OR logic]”
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Hello, running into a predicament. I have made a planner for my college courses and flight schedule (going through flight school at an SEC university) BUT it had took me some time to make and I would like to make it easier for me in the future.
What I have tried to accomplish with no realistic result, a conditional format (first tried "DATA BARS" then HIGHLIGHTED CELL RULE") to highlight the start/end times, start/end dates, and frequency of multiple classes.
My desired end result would be to type in a class start/end date, start/end time, choose a frequency, and voila, my schedule is made.
Thanks in advance.
Clint
Clint,
can you provide some example data and the desired outcome?
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