How to change font color based on cell value in Excel?

In Excel, changing the font color based on cell values can significantly enhance the readability and effectiveness of your data presentation. Whether you're managing budgets, tracking performance metrics, or analyzing sales data, visual cues like color changes can instantly communicate trends and exceptions to users. This article will walk you through two powerful methods to change font colors based on cell values: using Excel's built-in Conditional Formatting and the advanced capabilities of Kutools AI.

Change font color based on cell value with Conditional Formatting

In Excel, the Conditional Formatting can do a favor on the changing font color by cell.

(1) Change font color if negative/positive

If you want to change font color if cell values are negative or positive, you can do as below:

1. Select the range of cell values you want to handle, and click Home > Conditional Formatting > New Rule.

2. Then in the New Formatting Rule dialog, select Format only cells that contain in the Select a Rule Type: section, and if you want to change font color if cell value is negative, you can choose Cell Value from first list and choose less than from the middle list, and then type 0 into the right text box. See screenshot:

Tip: If you want to change the positive values’ font color, just select Greater than from middle list.

3. Click Format to go to Format Cells dialog, then under the Font tab, select one color you want from the Color list. See screenshot:

4. Click OK > OK to close dialogs. Now all negative values are changed the font color to red.

(2) Change font color if greater than/less than

If you want to change font color when the values are greater than or less than a specific value, you can do as these:

1. Select the cell values, and click Home > Conditional Formatting > New Rule.

2. Then in the New Formatting Rule dialog, select Format only cells that contain in the Select a Rule Type: section, choose Cell value from first list and greater than from the middle list, and then type the specific value into the right text box. See screenshot:

Tip: If you want to change font color when the cell values are less than a specific value, just choose less than from middle list.

3. Click Format to go to Format Cells dialog, then under the Font tab, select one color you want from the Color list. Then click OK > OK to close dialogs. All the values greater than 50 have been change font color to orange.

(3) Change font color if contain

If you want to change font color if the cell values contain a specific text, for example, change the font color if the cell value contains KTE, you can do as these:

1. Select the cell values, and click Home > Conditional Formatting > New Rule.

2. Then in the New Formatting Rule dialog, select Format only cells that contain in the Select a Rule Type: section, choose Specific Text from first list and Containing from the middle list, and then type the specific text into the right text box. See screenshot:

3. Click Format to go to Format Cells dialog, then under the Font tab, select one color you want from the Color list. Then click OK > OK to close dialogs. All the cells containing KTE have been change font color to the specified color.

Use Kutools AI to easily change font color based on cell value

Compared to the multi-step process required by Conditional Formatting, Kutools AI simplifies the task of changing font colors based on cell values to just a single command. Users can directly instruct Kutools AI with a simple command, such as 'Please change the font color of cells greater than 0 in the selection to red.' This action is performed immediately, minimizing the time and effort required and thus increasing productivity.

After installing Kutools for Excel, go to the Kutools AI tab and select AI Aide in the AI group. Then Kutools AI Aide (Preview) pane will appear on the right side of the worksheet. To use it, follow these steps:

1. Select the range you wish to change font color based on cell value.
2. In the Kutools AI Aide pane, enter the command describing your desired operation.
   Here I instructed Kutools AI: Please change the font color of cells greater than 0 in the selection to red. Please adjust the command's keywords to suit your specific needs.
3. Click the Send button or press Enter.
   
4. Kutools AI will process the command and provide feedback. Clicking the Execute button will immediately change the font color based on the specified condition.
   

Utilizing Excel's Conditional Formatting and Kutools AI to change font colors based on cell values can dramatically enhance your data management experience. These tools allow you to set visual cues that automatically adapt as your data changes, making spreadsheets not only more visually appealing but also more informative and easier to navigate. For those eager to delve deeper into Excel's capabilities, our website boasts a wealth of tutorials. Discover more Excel tips and tricks here.