How to Change Cell Color in Excel

To change a cell’s color in Excel, select the cell(s), then on the Home tab click the arrow next to the Fill Color icon (the paint bucket) and pick a color. For more control, press Ctrl + 1 to open Format Cells, go to the Fill tab, and choose a background color, pattern, or gradient.

On a Mac the steps are the same: use the Fill Color button on the Home tab, or press ⌘ + 1 to open Format Cells and select the Fill tab.

Changing cell color in Microsoft Excel is an easy and effective way to visually differentiate your data. With just a few clicks, you can fill a cell with your desired color and make your spreadsheet more organized and easier to read. This tutorial will provide you with step-by-step instructions on how to change cell color in Excel, so you can take your spreadsheets to the next level.

Step 1: Select the Cell(s) You Want to Change

The first step to change cell color in Excel is to select the cell(s) you want to change. You can select a single cell, multiple cells, or even an entire column or row. You can click on the cell(s) you want to change, or you can click and drag to select multiple cells. Once you have selected the cell(s), you are ready to move on to the next step.

Step 2: Click on the Fill Color Icon

Next, you need to click on the Fill Color icon. The Fill Color icon is located in the Font group on the Home tab of the Excel Ribbon. The icon looks like a paint bucket filled with color. When you click on the icon, a drop-down menu will appear with a variety of color options. If you prefer a dialog box with more options, you can instead open the Format Cells window (press Ctrl + 1, or ⌘ + 1 on Mac) and use its Fill tab.

Step 3: Choose Your Desired Color

After clicking the Fill Color icon, select your desired color from the color palette. When you hover over the colors, your cells will automatically preview the color you are selecting. If you prefer a more customized color, select “More Colors” from the bottom of the palette.

Step 4: Apply the Color to Your Selected Cell(s)

The final step is to apply the color to your selected cell(s). Click on the color you want to use, and Excel will automatically fill in the cell(s) with the color you chose. Alternatively, you can first select the cells and then right-click on the color of your choice to apply it to your selection. You can also apply the color using a keyboard shortcut, Alt + H + H + N.

Benefits of Changing Cell Color

Changing cell color in Excel has several benefits. Using contrasting colors can make important data stand out and help draw attention to crucial information. Color coding can also help with organization, making it easier to read and understand complex spreadsheets at a glance. Excel has predefined color schemes or you can use custom color options to stand out.

A Few Tips to Keep in Mind:

• Make sure the text inside the cells stays visible if you go for darker colors. The text (font) color is a separate setting that can be changed with the Font Color icon on the Home tab, or by changing your default font settings.
• For a consistent system, consider building a deliberate color code so colors carry meaning across your whole workbook.
• Don’t overdo it: too many colors can be distracting, and too much contrast can make reading your spreadsheet difficult.
• Changing cell color is not only for aesthetics, but it can also help people with color blindness; try to choose contrasting color pairs.

How to Clear Cell Color

If you accidentally applied the wrong color or no longer want to differentiate a cell with color, you can easily remove it. Follow these steps:

1. Select the cell(s) you want to clear.
2. On the Excel Ribbon, go back to the Fill Color icon and select “No Fill” or “Clear.”
3. Your cell(s) will no longer have a color fill and will revert to plain white background cell.

Other Ways to Change or Fill Cell Color

In addition to the steps above, Excel offers more options to fill cells or adjust the colors of your data:

Gradient Color Fill

Gradient color fill is a great way of adding a visual effect to your cells. You can choose a two-color gradient or multiple colors. For a deeper walkthrough, see our guide on how to apply a gradient fill. Follow these steps to do it:

1. Select the cell or range of cells you want to apply a gradient fill.
2. Click on the Fill Color icon and select Gradient Fill. The gradient applies to the entire range you selected.
3. Choose one of the pre-set gradient types, or use the custom gradient or shade options to customize your fill.

Data Bars

Data Bars add a bar to each cell, relative to the cell’s value, and acts as a visual representation for data. Follow these steps to use data bars:

1. Select the cell(s) you want to add data bars.
2. Click on the Conditional Formatting feature on the Home tab and click “Data Bars.”
3. Select the color and bar style you want to use and press Ok.

Color Scales

If you want to apply colors based on values of the cells, Excel offers color scales, which are part of its broader conditional formatting tools for automatic coloring. Follow these steps to use them:

1. Select the cells range you want to apply color scales.
2. On the Conditional Formatting tool, click on “color scales,” and select the appropriate color scale choice.
3. Choose number ranges or value options for the color scale, or customize them according to your needs and preferences.

Color coding your data with Excel is an effective and efficient way of making your spreadsheets easier to read and understand. By following the steps above and experimenting with different color schemes, you can transform your plain and dull spreadsheet into a visually appealing and informative document. Remember, using contrasting colors and keeping the text legible should be your primary focus.

Frequently Asked Questions

Here are some frequently asked questions about changing cell color in Excel:

Can I change the cell color based on its value?

Yes, you can change a cell’s color based on its value by using conditional formatting. Excel allows you to create rules based on cell values, and you can choose to fill the cell with a different color or apply other formatting options. Check out the “Color Scales” section in this post, or our full guide to conditional formatting, to learn more about this feature.

How do I highlight an entire row or column with color?

Select the full row or column header first, then apply a Fill Color as usual so every cell in the selection is filled. To color rows automatically based on a condition, use conditional formatting instead. See our guide on how to highlight cells for more techniques.

Can I use different shades of the same color to display data?

Absolutely! If you prefer to use different shades of the same base color, you can do so by customizing your color palette. Click “More Colors” at the bottom of the Fill Color drop-down menu, and you can experiment with different shades of colors until you find the one that suits you best.

Can I use patterns instead of colors for the cell background?

Yes, you can use patterns instead of colors for the cell background by using the Fill Effects option. Click “More Colors” at the bottom of the Fill Color drop-down menu, and then click the “Fill Effects” button. You can choose from a variety of patterns or customize your pattern according to your needs.

Can I change the font color in cells with a background color?

Yes, you can change the font color in cells with a background color. Simply select the cells you want to modify, click the Font Color icon (the letter A with a colored bar) on the Home tab, and select the appropriate color. The font color is independent of the fill, so it’s best to use high-contrast colors for better legibility. To change the font that appears across new workbooks, set your default font.

Does the Fill Color shortcut work the same on Mac?

The Ribbon Fill Color button works identically on Windows and Mac. The keyboard accelerator Alt + H + H is Windows-only; on a Mac, open Format Cells with ⌘ + 1 and use the Fill tab instead. The Fill Color icon on the Home tab is available in every modern version, including Excel for Microsoft 365, 2021, 2019, and Excel for Mac.

How do I count cells by their color?

Excel has no built-in COUNT-by-color function, but you can do it with a filter, a SUBTOTAL trick, or a short macro. See our walkthrough on how to count colored cells for the full method.

What is the quickest way to remove cell color in Excel?

The quickest way to remove cell color fill in Excel is to select the cell(s) you wish to remove the color from and click on the “No Fill” or “Clear” option in the Fill Color drop-down menu on the Home tab. Alternatively, you can use the keyboard shortcut Alt + H + H + N for super-fast cell color removal.