Excel is a powerful tool that can help you manage your data and present it in a clear and concise way. One of the ways you can improve the readability of your data is by using highlighting to alternate the rows in your spreadsheet. This makes it easier to see the data and follow it along when scrolling through it. In this article, we’ll take a look at how you can apply highlighted alternate row formatting in Excel.

Step 1: Select the Range

The first step in applying alternate row formatting is selecting the range of cells where you want the shading to be applied. If you want to apply the formatting to the entire sheet, you can click on the box at the top left of the sheet to select all the cells.

Step 2: Open the Conditional Formatting Menu

With the range of cells selected, you can now open the Conditional Formatting menu by clicking on the Home tab, and then clicking on the Conditional Formatting button in the Styles group. From the dropdown menu, select “New Rule”.

Step 3: Choose Formatting Rule Type

In the “New Formatting Rule” dialog box that appears, select the “Use a formula to determine which cells to format” option. This is because we want to apply our formatting based on a specific formula that Excel will calculate for each cell in the range.

Step 4: Enter the Formula

Next, you want to enter the formula that Excel will use to determine which cells to apply formatting to. In this case, we want to use the MOD function, which returns the remainder of a division operation. We will use this function to check whether the row number of each cell in the range is even or odd. If it’s even, we’ll apply one color, and if it’s odd, we’ll apply a different color.

You can enter the following formula in the “Format values where this formula is true” box:

=MOD(ROW(),2)=0

This formula checks whether the row number of each cell is even. If it’s even, the formula will return “TRUE”, and if it’s odd, the formula will return “FALSE”.

Step 5: Select the Formatting Style

With the formula entered, you can now select the formatting style that you want to apply to the cells that meet the condition. To do this, click on the Format button next to the formula input box.

In the “Format Cells” dialog box, you can choose the Fill tab to choose the background color you want to use to highlight the cells. Once you have chosen the color, click OK to return to the main dialog box.

Step 6: Apply Formatting

With the range selected, the conditional formatting rule created, and the formatting style chosen, you can now apply the formatting to the cells. Click OK to close the “New Formatting Rule” dialog box, and you should see your formatting applied to your selected range. Now, every other row should be highlighted in the color you’ve chosen.

One thing to note is that the formula we used checks whether the row number is even or odd, which means that as you add or remove rows from the range, the formatting will automatically adjust to reflect the new row numbers. So, if you add rows, half of the new rows will be highlighted automatically.

Conclusion

Highlighting alternate rows in Excel is a great way to enhance the readability of your data. With the step-by-step process outlined above, you can easily apply this formatting to your spreadsheets, and impress your colleagues or friends with your tidy and appealing spreadsheets. By applying this formatting, you can easily scan and read your data with less fatigue and enjoy the benefits of organizing your data.

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