# Conditional formatting

> Colour cells by their values: highlight values above or below a number, shade a range on a colour scale, add data bars or show arrow and traffic-light icons.

Source: https://plexiidesk.com/help/sheets-conditional-formatting
Section: Office > PlexiiSheets
Plans: All plans
Updated: 2026-10-15

Conditional formatting colours cells according to what is in them, and keeps up as the values change. Highlight every amount over budget, shade a column from red to green, draw a bar in each cell to compare sizes, or mark each figure with an arrow. The values themselves are never changed.

## Before you start

- **Plans.** Conditional formatting is on every plan.
- **Select the cells first.** A rule applies to the range you have selected when you add it, such as **D2:D50**.

## Open conditional formatting

Select the cells, then click **Conditional formatting for the selection** (the palette) in the toolbar, or choose **Format** > **Conditional formatting**. The **Conditional formatting** window opens and shows the range it applies to.

Choose a style along the top: **Single colour**, **Colour scale**, **Data bar** or **Icon set**.

## Highlight cells that match a rule

1. Choose **Single colour**.
2. Choose a condition:

   | Condition | Matches cells that |
   | --- | --- |
   | **Greater than**, **Less than**, **Greater or equal**, **Less or equal** | Hold a number compared with the one you type. |
   | **Equal to**, **Not equal to** | Hold that number, or exactly that text. |
   | **Between** | Hold a number from the first value to the second, inclusive. |
   | **Text contains** | Contain the text you type, in capitals or not. |
   | **Is not empty**, **Is empty** | Have something in them, or nothing. |

3. Type the value. For **Between**, type the second value in **and**.
4. Choose a **Fill** colour from the swatches, and tick **Bold** if the text should be bold too.
5. Click **Add rule**.

Matching cells are coloured at once, and change as the values change.

## Shade a range on a colour scale

1. Choose **Colour scale**.
2. Pick a **Low** colour and a **High** colour. Tick **3-colour** to add a **Mid** colour.
3. Click **Add rule**.

Each number in the range is shaded between the colours by where it sits between the range's lowest and highest values. This works well for a quick heat map of a table.

## Add data bars

1. Choose **Data bar**.
2. Pick a **Bar colour**.
3. Click **Add rule**.

Each number gets a bar behind it, as long as its share of the largest value in the range, so you can compare sizes at a glance.

## Show icons

1. Choose **Icon set**.
2. Pick a set: arrows (↑ → ↓), traffic lights (● ● ●) or triangles (▲ ◆ ▼).
3. Click **Add rule**.

The range is split into thirds between its lowest and highest values. Values in the top third get the green icon, the middle third amber, and the bottom third red.

> **Tip:**
> Colour scales, data bars and icons work on numbers. Values such as $1,200 or 15% count by their number, and text is left alone.

## See and remove rules

Open the **Conditional formatting** window again. Each rule on the sheet is listed with a colour sample, its range and what it does. Click the bin (**Remove rule**) beside one to delete it.

When several single-colour rules match the same cell, the one added last sets the colour.

## Common questions

**My fill colour disappeared.**
A conditional rule that matches the cell colours it over your own fill. Remove the rule, or change its range.

**Can I change a rule?**
Remove it and add a new one.

**The rule highlights nothing.**
Check the range in the rule list, and that the cells hold numbers if you used a number condition. Values typed as text, such as "1,200 approx", are not compared as numbers.

## Related tasks

- [Format cells and numbers](https://plexiidesk.com/help/sheets-format-cells)
- [Data validation and dropdowns](https://plexiidesk.com/help/sheets-data-validation)
- [Sort and filter](https://plexiidesk.com/help/sheets-sort-and-filter)
- [Charts and sparklines in a sheet](https://plexiidesk.com/help/sheets-charts-and-sparklines)
- [PlexiiSheets overview](https://plexiidesk.com/help/sheets-overview)