Function Problems

How to Use an OR Formula for Conditional Formatting in Excel

Khadija Khan Oct 12, 2026 870 views

Question details

The user wants to use an OR formula in an Excel conditional formatting rule to change the background color of a cell when it contains one of multiple specific text values.

How to Use an OR Formula for Conditional Formatting in Excel

Product: Excel
Device & OS: not provided
Scenario: Applying a single conditional formatting rule to highlight cells dynamically based on whether they contain specific text, such as "apple" or "orange".
Observed behavior: The user needs the correct formula syntax and guidance on ensuring the cell references match the applied range to prevent the highlight from appearing one row above or below the intended cell.

Before you start

Identify the exact range of cells you want to format and note the cell reference of the very first row in that range. Ensuring your formula matches this first row is crucial to prevent offset highlighting issues.

Solution 1Recommended

Apply an OR Formula in a New Conditional Formatting Rule

Use the built-in OR function to trigger conditional formatting when a cell matches one of multiple specific text values without needing an IF statement.

You do not need to wrap your logical statements in an IF function for conditional formatting. Excel only requires the formula to evaluate to TRUE or FALSE, making the OR function perfectly suited for checking multiple text conditions.

Select the target range

Click and drag to select the range of cells where you want the conditional formatting to apply (e.g., F1:F100).

Open Conditional Formatting

Navigate to the Home tab on the Excel ribbon, click on Conditional Formatting, and select New Rule from the dropdown menu.

Enter the OR formula

Select 'Use a formula to determine which cells to format'. In the formula box, enter your OR statement using the first cell of your range. For example: =OR(F1="apple",F1="orange")

Set the cell format

Click the Format button, go to the Fill tab, and choose your desired background color (e.g., purple). Click OK to apply the rule.

Apply an OR Formula in a New Conditional Formatting Rule

Prevent Offset Highlighting: If the highlight appears one row above or below the intended cell, check your formula. The relative cell reference in your formula (e.g., F1) must exactly match the first row of your selected range.

Solution 2

Create Separate Conditional Formatting Rules

If managing relative cell references in an OR formula proves difficult or causes row offset errors, you can create individual rules for each text condition as a straightforward alternative.

Advanced Spreadsheet Features in WPS Office

Easily Highlight Data with WPS Spreadsheet

WPS Office Spreadsheet provides full support for advanced conditional formatting, including complex OR and AND formulas. It allows you to highlight and manage data efficiently using an intuitive, familiar interface.

1. Select your data: Open your workbook in WPS Spreadsheet and highlight the target data range.
2. Access Conditional Formatting: Click on the Home tab, find the Conditional Formatting icon, and choose 'New Rule'.
3. Input the formula: Select the option to use a formula, input your OR logic (e.g., =OR(F1="apple",F1="orange")), and ensure the cell reference matches your selection's top row.
4. Apply formatting style: Click Format to choose your desired background fill color, then click OK to confirm and apply.

100% compatible with Microsoft Excel conditional formatting formulas and file formatsUser-friendly rule manager for troubleshooting complex cell referencesLightweight performance that quickly processes formatting on large datasetsCompletely free to download and use for your daily spreadsheet tasks

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Frequently Asked Questions

Why is my conditional formatting highlighting the row below my intended cell?

This offset occurs when the cell reference in your formula does not match the starting row of your selected range. For example, if you highlight the range F2:F20 but your formula is written as =OR(F1="apple",F1="orange"), Excel applies the logic from F1 to F2, causing the highlight to be shifted down by one row.

Do I need to use an IF statement for multiple conditions in Excel formatting?

No, an IF function is not required. Conditional formatting rules automatically test for a TRUE or FALSE outcome. Using an OR() or AND() function directly in the formula box is the most efficient way to handle multiple conditions.

How can I edit the color of my existing OR formula rule?

To change the color, select a cell within your formatted range, go to Home > Conditional Formatting > Manage Rules. Select your specific OR formula rule from the list, click 'Edit Rule', then click the 'Format' button to choose a different fill color.

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