{"id":6718,"date":"2021-08-09T13:40:38","date_gmt":"2021-08-09T13:40:38","guid":{"rendered":"https:\/\/officetuts.net\/excel\/?p=6718"},"modified":"2024-03-28T10:35:37","modified_gmt":"2024-03-28T10:35:37","slug":"highlight-negative-numbers","status":"publish","type":"post","link":"https:\/\/officetuts.net\/excel\/examples\/highlight-negative-numbers\/","title":{"rendered":"Highlight Negative Numbers in Excel"},"content":{"rendered":"\n<div class=\"wp-block-file\"><a id=\"wp-block-file--media-167bc347-565b-45c9-8c39-329a1a643f13\" href=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2023\/01\/Highlight-Negative-Numbers.xlsx\">Highlight-Negative-Numbers<\/a><a href=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2023\/01\/Highlight-Negative-Numbers.xlsx\" class=\"wp-block-file__button wp-element-button\" download aria-describedby=\"wp-block-file--media-167bc347-565b-45c9-8c39-329a1a643f13\">Download File<\/a><\/div>\n\n\n\n<p>In Excel, there are limitless ways to highlight and mark only certain data in the data set. There are different ways to do so, as well.<\/p>\n\n\n\n<p>In the following example, we will show different ways to highlight only negative numbers in the range.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Highlight using Conditional Formatting<\/h2>\n\n\n\n<p>For our example, we will use a simple numbers table with four columns and <a href=\"https:\/\/officetuts.net\/excel\/examples\/random-number-generator\/\">random numbers<\/a> from -20 to 20.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"283\" height=\"342\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-117.png\" alt=\"\" class=\"wp-image-6781\" srcset=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-117.png 283w, https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-117-248x300.png 248w\" sizes=\"(max-width: 283px) 100vw, 283px\" \/><\/figure>\n\n\n\n<p>To create this table, we used a very useful formula called <strong>RANDBETWEEN<\/strong>. It has only two parameters: <strong>bottom<\/strong> and <strong>top<\/strong>. For our bottom number, we choose -20, and for our top number, we chose 20. So, our formula looks like this:<\/p>\n\n\n\n<pre class=\"wp-block-code\"><code>=RANDBETWEEN(-20,20)<\/code><\/pre>\n\n\n\n<p>Now, all we have to do to highlight only the negative numbers in our data set is select our range, then go to <strong>Home &gt;&gt; Conditional Formatting &gt;&gt; Highlight Cells Rules &gt;&gt; Less Than<\/strong>:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"191\" height=\"348\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-118.png\" alt=\"\" class=\"wp-image-6782\" srcset=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-118.png 191w, https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-118-165x300.png 165w\" sizes=\"(max-width: 191px) 100vw, 191px\" \/><\/figure>\n\n\n\n<p>In the pop-up window that appears, we will input the number 0, since we want to highlight all the numbers that are lower than this one.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"482\" height=\"152\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-119.png\" alt=\"\" class=\"wp-image-6783\" srcset=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-119.png 482w, https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-119-300x95.png 300w\" sizes=\"(max-width: 482px) 100vw, 482px\" \/><\/figure>\n\n\n\n<p>We will choose a standard fill &#8211; <strong>Light Red Fill with Dark Red Text<\/strong>, and then click OK.<\/p>\n\n\n\n<p>Our table now looks like this:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"281\" height=\"344\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-120.png\" alt=\"\" class=\"wp-image-6784\" srcset=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-120.png 281w, https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-120-245x300.png 245w\" sizes=\"(max-width: 281px) 100vw, 281px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\"> Highlight using Filter<\/h2>\n\n\n\n<p>We will add this list of <a href=\"https:\/\/officetuts.net\/excel\/vba\/generate-random-numbers-in-vba\/\">random numbers<\/a> to <strong>column F<\/strong> as well. It would look something like this:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"75\" height=\"349\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-121.png\" alt=\"\" class=\"wp-image-6785\"\/><\/figure>\n\n\n\n<p>If we want to filter only the negative numbers from the list, we can do that by <a href=\"https:\/\/officetuts.net\/excel\/training\/selecting-rows-and-columns\/\">selecting the first row in our column<\/a>, and then going to <strong>Data &gt;&gt; Sort &amp; Filter &gt;&gt; Filter<\/strong>.<\/p>\n\n\n\n<p>Once we click on the <strong>Filter<\/strong>, we will select the dropdown arrow in our column, go to <strong>Number Filters<\/strong>, and then select <strong>Less Than<\/strong>.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"466\" height=\"441\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-122.png\" alt=\"\" class=\"wp-image-6786\" srcset=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-122.png 466w, https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-122-300x284.png 300w\" sizes=\"(max-width: 466px) 100vw, 466px\" \/><\/figure>\n\n\n\n<p>In the <strong>Custom AutoFilter<\/strong> pop-up window that appears, we will input <strong>0<\/strong> next to the \u201c<strong>is less than<\/strong>\u201d text.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"380\" height=\"235\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-123.png\" alt=\"\" class=\"wp-image-6787\" srcset=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-123.png 380w, https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-123-300x186.png 300w\" sizes=\"(max-width: 380px) 100vw, 380px\" \/><\/figure>\n\n\n\n<p>We will click <strong>OK<\/strong>, and we will see that only the negative numbers are filtered out:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"80\" height=\"137\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-124.png\" alt=\"\" class=\"wp-image-6788\"\/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\"> Highlight using Formula<\/h2>\n\n\n\n<p>We can also use a formula to derive the negative numbers in our data set. We will <a href=\"https:\/\/officetuts.net\/excel\/vba\/clear-all-filters-in-vba\/\">clear the filter<\/a> in <strong>column F<\/strong> by going to <strong>Data >> Sort &amp; Filter >> Clear<\/strong>.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"208\" height=\"96\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-125.png\" alt=\"\" class=\"wp-image-6789\"\/><\/figure>\n\n\n\n<p>We will create a simple formula in <strong>cell E2<\/strong>:<\/p>\n\n\n\n<pre class=\"wp-block-code\"><code>=IF(F2&lt;0,F2,\"\")<\/code><\/pre>\n\n\n\n<p>This formula will copy negative numbers from <strong>column F <\/strong>and leave a blank space if the values in <strong>column F <\/strong>are higher than <strong>0<\/strong>. We will copy the formula till the end of our data set in <strong>column F<\/strong>. Results are as follows:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"138\" height=\"337\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-126.png\" alt=\"\" class=\"wp-image-6790\" srcset=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-126.png 138w, https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-126-123x300.png 123w\" sizes=\"(max-width: 138px) 100vw, 138px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Highlight using Formatting<\/h2>\n\n\n\n<p>We can also use formatting to help us highlight negative numbers. We select our range (numbers in <strong>column F<\/strong>), right-click on it, and then select <strong>Format Cells<\/strong>:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"285\" height=\"511\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-127.png\" alt=\"\" class=\"wp-image-6791\" srcset=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-127.png 285w, https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-127-167x300.png 167w\" sizes=\"(max-width: 285px) 100vw, 285px\" \/><\/figure>\n\n\n\n<p>In the pop-up window that appears, we have to make several adjustments.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"532\" height=\"466\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-128.png\" alt=\"\" class=\"wp-image-6792\" srcset=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-128.png 532w, https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-128-300x263.png 300w\" sizes=\"(max-width: 532px) 100vw, 532px\" \/><\/figure>\n\n\n\n<p>First, we select a Number as a category. Second, we set decimal places to 0, to avoid them (we defined our numbers as whole numbers, so there is no need for decimals). Next, we come to the best part. We can choose how we want to highlight our negative numbers.<\/p>\n\n\n\n<p>In this case, we decided to highlight them with <strong>red color<\/strong> and to put them into parentheses (fourth option on the list).<\/p>\n\n\n\n<p>When we click on <strong>OK<\/strong>, our range will look like this:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"76\" height=\"356\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-129.png\" alt=\"\" class=\"wp-image-6793\" srcset=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-129.png 76w, https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-129-64x300.png 64w\" sizes=\"(max-width: 76px) 100vw, 76px\" \/><\/figure>\n\n\n\n<p>The same result could be achieved by defining this in the <strong>Custom category<\/strong> in <strong>Formatting<\/strong>.<\/p>\n\n\n\n<p>To prove that, we will select our range once again, go to <strong>Format Cells<\/strong>, and then select the <strong>Custom category<\/strong>.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"535\" height=\"470\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-130.png\" alt=\"\" class=\"wp-image-6794\" srcset=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-130.png 535w, https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-130-300x264.png 300w\" sizes=\"(max-width: 535px) 100vw, 535px\" \/><\/figure>\n\n\n\n<p>We will input the following syntax:<\/p>\n\n\n\n<pre class=\"wp-block-code\"><code>#,##0 ;&#91;Blue](#,##0);- ;<\/code><\/pre>\n\n\n\n<p>Now, our negative numbers should be highlighted in blue and should be in parentheses.<\/p>\n\n\n\n<p>When we click <strong>OK<\/strong>, we will see that this is the case:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"76\" height=\"350\" src=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-131.png\" alt=\"\" class=\"wp-image-6795\" srcset=\"https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-131.png 76w, https:\/\/officetuts.net\/excel\/wp-content\/uploads\/sites\/2\/2021\/08\/word-image-131-65x300.png 65w\" sizes=\"(max-width: 76px) 100vw, 76px\" \/><\/figure>\n","protected":false},"excerpt":{"rendered":"<p>In Excel, there are limitless ways to highlight and mark only certain data in the data set. There are different ways to do&#8230;<\/p>\n","protected":false},"author":4,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[21],"tags":[170,190],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.3 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Highlight Negative Numbers in Excel<\/title>\n<meta name=\"description\" content=\"Learn how to highlight negative numbers in Excel using conditional formatting. Download free example file with random numbers and try it yourself.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/officetuts.net\/excel\/examples\/highlight-negative-numbers\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Highlight Negative Numbers in Excel\" \/>\n<meta property=\"og:description\" content=\"Learn how to highlight negative numbers in Excel using conditional formatting. 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