Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Highlighting Cells Containing Specific Text.

Highlighting Cells Containing Specific Text

Written by Allen Wyatt (last updated January 27, 2024)
This tip applies to Excel 97, 2000, 2002, and 2003

You can use the conditional formatting feature in Excel to help draw attention to cells that contain specific text in which you are interested. For instance, if you have a range of cells and you want to know which ones contain the letters "shawn," then you can do the following:

  1. Select the range of cells.
  2. Choose Conditional Formatting from the Format menu. Excel displays the Conditional Formatting dialog box.
  3. In the drop-down Condition list, choose "Formula Is". (See Figure 1.)

    4. Figure 1. The Conditional Formatting dialog box.

  4. In the formula box, enter the following formula. (Make sure you replace A1 with the cell address of the cell in the upper-left corner of the range selected in step 1.)
    5.      =NOT(ISERR(SEARCH("shawn",A1)))
  5. Click on Format. Excel displays the Format Cells dialog box. (See Figure 2.)

    6. Figure 2. The Format Cells dialog box.

  6. Using the controls in the dialog box, specify a format that you want used for those cells that contain the specified text. For instance, you may want bold text in a red typeface.
  7. Click on OK to close the Format Cells dialog box.
  8. Click on OK to close the Conditional Formatting dialog box.

You can make this approach even more general-purpose in nature by specifying a cell that contains what you want to search for. For instance, if you type "shawn" in cell F7, then you could replace the formula in step 4 with the following:

=NOT(ISERR(SEARCH($F$7,A1)))

Now, you can search for something different just by changing the characters in cell F7.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2671) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Highlighting Cells Containing Specific Text.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Working with Multiple Printers

Word does not keep printer information associated with documents. You can define a macro for each printer you use and put ...

Discover More

Alternative Ways of Creating Random Text

You can use a built-in Word feature (RAND) to create random text, but such text may not be to your liking. This tip ...

Discover More

Importing a Text File and Inserting after a Bookmark

Word macros are a great way to automate some of the ways in which you create documents. If you have a need to insert the ...

Discover More

Save Time and Supercharge Excel! Automate virtually any routine task and save yourself hours, days, maybe even weeks. Then, learn how to make Excel do things you thought were simply impossible! Mastering advanced Excel macros has never been easier. Check out Excel 2010 VBA and Macros today!

More ExcelTips (menu)

Conditional Formatting

One of the powerful features of Excel is the ability to format a cell based on the contents of that cell or another. It ...

Discover More

Removing Conditional Formats, but Not the Effects

Conditional formatting is very powerful, but at some point you may want to make the formatting "unconditional." In other ...

Discover More

Using Multiple Test Conditions

When creating conditional formats, you are not limited to only one condition. You can create up to three conditions, all ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

(Your e-mail address is not shared with anyone, ever.)

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 8 + 7?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)

This Site

Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.

Links and Sharing
OUR COMPANY
OUR PRODUCTS
OUR SITES
 

Copyright © 2024 Sharon Parq Associates, Inc.