How To Sort Or Filter By Conditional Format Results In Excel

Key Takeaway:

  • Conditional formatting in Excel allows you to visually highlight cells based on specific conditions, making it easier to interpret and analyze data.
  • To sort and filter data based on conditional formatting results, first select the range of cells you want to sort or filter, then click on the “Sort & Filter” button and choose the desired option. You can also create custom sort or filter options based on conditional formats.
  • Take advantage of the advantages of conditional formatting in Excel by mastering the creation and sorting of conditional formats. This can lead to better insights into your data and more efficient data analysis workflow.

Do you need to quickly analyze your data in Excel and get the information you’re looking for? This blog will guide you through how to filter or sort your data with conditional formatting, helping you get the results you need efficiently.

Understanding Conditional Formatting

Conditional formatting is an amazing feature in Excel that helps users to emphasize and study info according to certain rules. As an enthusiastic Excel lover, I find this incredibly helpful for simplifying my data analysis. In this part, let’s explore the details of conditional formatting.

Firstly, we’ll look at what it is and what it can do. Then, we’ll see the advantages of using conditional formatting. This includes making visual dashboards and finding errors in data quickly.

Understanding Conditional Formatting-How to sort or filter by conditional format results in Excel,

Image credits: by Joel Duncun

An Overview of Conditional Formatting

Conditional Formatting in Excel is a useful tool. It lets you highlight cells based on criteria. This makes it easier to see and analyze big data sets. Knowing how it works and its features is essential.


  1. Select the cells you want to apply conditional formatting rules to. You can pick an entire row, column or some cells.
  2. Go to the “Home” tab and click on “Conditional Formatting”. There, you can choose pre-set options or create formulas for your needs.
  3. Preview your changes before applying them. This checks that your data looks as intended.
  4. When you have set all criteria, click ‘OK’. Excel will automatically use the conditioning formula to color, size font/cell color/borders.

Using conditional formatting has several benefits. It can spot trends or patterns quickly. It makes it easier to compare data side-by-side. Plus, it automatically colors cells.

When using conditional formatting, you should pick the criteria carefully. This avoids confusion. It can also save time analyzing spreadsheets.

Advantages of conditional formatting include faster analysis than just filtering and sorting. It can take Excel usage further.

Advantages of Using Conditional Formatting

Conditional formatting is a helpful tool. It customizes cell colors, fonts, and border styles based on criteria. It has a lot of advantages, making it an important part of Excel.

  1. It makes trends and patterns easier to spot by highlighting values. Top or bottom performers in a large set of data can be identified quickly. You can compare values against a benchmark using color scales or data bars.
  2. It helps prioritize your workload. Urgent and non-urgent tasks are distinguished. Overdue tasks or upcoming deadlines can be highlighted, so nothing is forgotten.
  3. Manual formatting is saved! Rules applied automatically as soon as the specified conditions are met. Visualize data quickly without creating extra charts or graphs.

A tip for using conditional formatting more efficiently is to combine multiple rules. For instance, if different cells need different colors based on their value ranges, instead of making separate rules, make one rule instead.

Also, use relative references instead of absolute references when setting up formats across multiple cells. This way, if new rows or columns are added, the combination will adjust, instead of breaking.

Let’s learn how to create these different formats in Excel!

How to Create Conditional Formats

Conditional formatting is a great tool in Microsoft Excel! In this section, I’ll guide you through the steps of creating a conditional format. First, we’ll define the condition to start the formatting. Next, choose a formatting style to make your data stand out. Finally, we’ll apply the conditional format so you can enjoy organized, eye-catching data in your spreadsheets!

How to Create Conditional Formats-How to sort or filter by conditional format results in Excel,

Image credits: by Joel Jones

Defining the Condition to Trigger Formatting

To create conditional formats, you must first define the condition. This means setting rules for Excel to use when deciding when to apply certain formatting. Here’s a 5-step guide:

  1. Select the cells to format.
  2. Click “Conditional Formatting” in the “Styles” group on the “Home” tab.
  3. Choose a predefined condition, or “New Rule”.
  4. Define the rule with a formula or list.
  5. Pick your desired formatting style.

Be clear what you want Excel to look at when making its decision. For example, if you want numbers greater than 100 to be red, make this your rule’s condition.

You can also use functions like AND, OR, and NOT to combine multiple conditions into one formula. This can simplify and make your ruleset easier to understand.

Selecting the Desired Formatting Style

When creating conditional formats in your Excel worksheet, you must choose the right formatting style. Here’s how:

  1. Highlight the range of cells you want to format.
  2. On the “Home” tab, click “Conditional Formatting”.
  3. Select “Highlight Cells Rules” from the drop-down menu.
  4. Choose “A Specific Text Rule”.
  5. Type or select the specific text value.
  6. Select the desired formatting style from the list.

Consider what type of data you are working with and how it needs to be displayed when selecting a formatting style. Options include font color, background fill color, and borders.

I learned the importance of the right formatting style when I was an accountant assistant. It made a big difference in quickly and accurately analyzing and interpreting data. Now, we’ll cover applying the conditional format in our next section.

Applying the Conditional Format

If you want to use Conditional Formatting, just follow these four steps!

  1. Select the cell range you need to format.
  2. Click the Conditional Formatting button in the Home tab.
  3. Choose the format from the drop-down menu and click OK after entering your criteria.
  4. You can further customize your Conditional Format by changing font colors or adding formatting options.

This feature is great for quickly finding important data and spotting errors from manual data entry.

To take full advantage of Conditional Formatting, take time to understand it and try out different formats. Don’t miss out on the benefits of Conditional Formatting – start using it in your spreadsheets now!

Read on to learn how to sort and filter data based on Conditional Formatting results. Maximize your data analysis by sorting and filtering with specific criteria using your Conditional Formats.

Sorting and Filtering based on Conditional Formatting Results

Spent hours on a spreadsheet but can’t find what you need? You’re not the only one! There’s a fix. I’ll explain how to sort and filter data according to conditional formatting. First, I’ll show you how to choose the best conditional format. Then, we’ll see how to sort and filter data based on that formatting. Finally, you’ll discover how to make your own sort or filter options. By the end, you’ll be an expert at sorting and filtering with conditional formatting!

Sorting and Filtering based on Conditional Formatting Results-How to sort or filter by conditional format results in Excel,

Image credits: by Adam Duncun

Picking the Desired Conditional Format

Open your Excel spreadsheet that contains information to analyze.

Select the cell range with the data.

Go to the “Home” tab of the ribbon menu and click on “Conditional Formatting“.

Look over the options, like color scales, data bars, and icon sets.

Once you’ve found one, click it and Excel will highlight cells based on predetermined conditions. This makes it easier for users to visualize and work with the data points. It also helps to identify patterns or trends, and highlight important values. The recent updates in MS Office also have added more formatting options using AI technology.

In the next section, we’ll explain how Sorting or Filtering works with Conditional Formatting and its benefits.

Sorting or Filtering Data based on Conditional Formatting

Sorting or filtering data based on conditional formatting in Excel is easy. Here’s a 6-step guide:

  1. Select the range of data.
  2. Go to ‘Data’ in the menu bar.
  3. Click on ‘Sort & Filter’.
  4. Choose ‘Sort Smallest to Largest’ or ‘Sort Largest to Smallest’.
  5. To apply filters, click on ‘Filter’ and select criteria from the dropdowns.
  6. Click ‘OK’ to apply.

Remember, Excel only sorts by the original value, not its formatted appearance. Filters also only filter by original values.

For easy analysis, make sure the cells are formatted consistently. Customizing sorts and filters criteria will help you analyze data faster and obtain insights more efficiently. It also helps you analyze trends over time.

Creating Custom Sort or Filter Options

Sorting and filtering are useful Excel tools for data analysis. But, sometimes, it’s not enough. That’s why custom sort and filter options come in handy. Here’s how:

  1. Click the column header with the conditional formatting applied.
  2. Choose “Sort A to Z” or “Sort Z to A”.
  3. The column will now show values based on the conditional formatting rules.
  4. To filter by conditional formatting, click the column header and select “Filter by Selected Cell’s Color”.
  5. Pick the color that represents the condition you want to filter.

Custom sort and filter options let you sort and filter data in ways that the default Excel settings don’t provide. For instance, if you want to view only positive sales figures from a table of mixed positive and negative numbers, this would be helpful.

Conditional formatting filtering can make it easier to find patterns in a large data set with different types of data. It can be more effective than normal filters alone.

I used this technique at my old job. My team needed to analyze sales figures that were showing as red due to conditional formatting rules. We needed to know their impact on revenue. So, we created a custom filter option to view only those figures. It saved time and improved our data accuracy.

Custom sorting and filtering is an important Excel skill that can make analyzing data simpler. It’s a great way to quickly target information in a dataset and gain insights from it.

Wrapping Up Your Work with Conditional Formatting

Wrapping Up Your Work with Conditional Formatting is the title of a process that uses sorting and filtering data according to the results of Conditional Formatting in Microsoft Excel. Conditional Formatting allows users to draw attention to cells, rows, or columns based on certain conditions.

When sorting or filtering by Conditional Formatting results, first, users must apply Conditional Formatting to a range of cells. After that, they can sort or filter the data according to the highlighted cells. Sorting enables users to move the data in ascending or descending order based on the criteria applied. Filtering, on the other hand, shows or hides particular data based on the highlighted cells.

Using Conditional Formatting to sort or filter data is useful for data analysis. It gives quick insights into the data, which lets users spot trends, patterns, and outliers in large datasets. Furthermore, it saves time as it eliminates the need to manually look through and assess data.

For best results, it’s a good idea to use both sorting and filtering techniques. For example, sort data based on the highlighted cells by using the sort function, then use filters to display or hide data according to the format criteria. It’s also crucial to ensure the formatting criteria used is precise and related to the data being analyzed.

Wrapping Up Your Work with Conditional Formatting-How to sort or filter by conditional format results in Excel,

Image credits: by Harry Arnold

5 Facts About Sorting or Filtering by Conditional Format Results in Excel:

  • ✅ Conditional formatting in Excel allows you to apply formatting to cells based on specific criteria or rules. (Source: Microsoft)
  • ✅ By sorting or filtering by conditional format results, you can easily identify and analyze data that meets certain criteria or patterns. (Source: Excel Campus)
  • ✅ To sort by conditional format results, select the column you want to sort and then choose “Sort by Color.” (Source: Excel Easy)
  • ✅ To filter by conditional format results, use the filter drop-down arrows and select “Filter by Color.” (Source: DataCamp)
  • ✅ Sorting or filtering by conditional format results can help you quickly spot trends, outliers, and exceptions in your data. (Source: Spreadsheeto)

FAQs about How To Sort Or Filter By Conditional Format Results In Excel

How to sort or filter by conditional format results in Excel?

Conditional formatting in Excel helps you highlight specific cells based on a set of criteria. However, sorting or filtering by these highlighted cells could seem a bit challenging. Here is how you do it:

  1. Select the entire range of cells you want to sort/filter.
  2. Go to the Data tab and click on ‘Sort & Filter’.
  3. Choose ‘Custom Sort’ from the menu.
  4. Under ‘Sort by,’ select ‘Cell Color’ from the drop-down list and choose the color you used for the conditional formatting.
  5. Select the sorting order you prefer under ‘Sort On’ and ‘Order’.
  6. Click OK, and you have sorted or filtered by the conditional formatting results.