Controlling a Conditional Format with a Checkbox

Turn it off and on

Here is a technique that allows you to turn off and turn on the conditional format without actually removing the conditional format. You may want to do this to print a sheet without the conditional formats being applied.

In the image below I have applied a simple conditional format to the range A2 to A11.

Numbers above 10 are formatted with the light red fill color.

We can amend this conditional format so that it is controlled by a check box.

Check boxes – I have written a detailed blog post on using check boxes here

Check boxes are controls that float above the Excel grid.

When you create a check box you need to link it to a cell on the spreadsheet.

There are a couple of ways to do this.

If you right click the control and then press the Esc key you can click inside the Formula Bar and press the equals sign key and then click on the cell that you want to link to.

The other way is to right click the control and select Format Control and then click inside the Cell link box and then click the cell that you want to link to.

The checkbox control will display either TRUE or FALSE in the linked cell. A ticked check box will display TRUE, an unticked check box will display FALSE.

I have added a check box and linked it to cell C1 on the sheet.

We can now amend the conditional format so that it initially looks at the check box result before applying any other conditional formats.

Select the range to work with and then click the Conditional Formatting icon on the Home ribbon and choose New rule and then select the option “Use a formula to determine which cells to format”.

Click inside the formula box and then click the cell C1 which is linked to the check box. Don’t make any other changes just click OK. This will take you back to the Conditional Formatting Rules Manager dialog.

The new rule should be at the top of the list.

On the right-hand side (highlighted in yellow belo3) there is a check box, tick this. This will stop the remaining conditional formats from being applied if this condition is TRUE.

If you need to move the conditions there are up/down arrows (highlighted in orange in the image above) on the right of the Delete Rule button that allow you to move a selected condition in the Rules Manager dialog.

Ticking the check box will turn off the other conditions, unticking it will apply the conditional format. See images below.

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