thinkhard.SI

Prompt repository Data & spreadsheets

Write a conditional formatting rule that highlights the rows you need

You want overdue items, values over a limit or whole rows that meet a condition to stand out automatically in Excel or Google Sheets.

Registry no.
DAT-020
Collection
Data & spreadsheets
Laid out for
Any chat model
Score
10 out of 10
Blanks to fill
6
Added

Data & spreadsheetsAny chat

The prompt

Score 10 of 10, Excellent

Use it when You want overdue items, values over a limit or whole rows that meet a condition to stand out automatically in Excel or Google Sheets.

  • {{app_and_version}}
  • {{condition}}
  • {{highlight_style}}
  • {{range}}
  • {{users}}
  • {{sample_rows}}
Full prompt and why it works
Prompt
App and version: {{app_and_version}}
What should be highlighted, in plain words: {{condition}}
How it should look (fill color, bold, whole row or one cell): {{highlight_style}}
The range the rule should cover, and where the data starts: {{range}}
Who uses the sheet: {{users}}

Column headers and a few sample rows:
"""
{{sample_rows}}
"""

Task:
Write the conditional formatting rule, or rules, that do this in {{app_and_version}}, so that {{users}} can see at a glance what needs attention without sorting or filtering. I want a custom formula rule I understand, not the nearest built-in preset.

Format:
1. The rule's formula in a code block, written for the top-left cell of the range, with $ signs placed so it works across the whole range. Say in one sentence why each $ is or is not there, because that is where most highlighting rules go wrong.
2. Steps to add it in {{app_and_version}}, numbered, up to 8, with the menu names as they appear there.
3. Rule order: if there is more than one rule, the order they go in and what happens when two apply to the same row.
4. Check it: three of my sample rows, saying which should be highlighted and which should not, and why.
5. What it does not catch: for example blank dates, dates stored as text, or rows added below the range, and how to cover them.

Requirements:
- Under 350 words, plus the formula.
- Use only functions available in {{app_and_version}}, and note where Google Sheets and Excel put the rule in different menus.
- No helper column unless the rule cannot be written without one; if one is needed, give its formula too.
- If the condition depends on today's date, use TODAY() so it updates itself, and say that the highlighting will change from day to day.

Example of one check row's form only: "Row 5: due date May 2, status Open, so highlighted (overdue and still open)."

If the condition is ambiguous, for example whether "due this week" means the next 7 days or the calendar week, pick one, say which, and give the formula for the other reading too.

Variables

{{app_and_version}}
For example "Excel for Microsoft 365" or "Google Sheets".
{{condition}}
For example "rows where the due date has passed and status is not Done".
{{highlight_style}}
For example "light red fill on the whole row".
{{range}}
For example "A2:H500 on the Tasks sheet; headers in row 1".
{{users}}
For example "the project team" or "our front desk staff".
{{sample_rows}}
The headers and five to ten rows, copied as they appear.

Why it works

  • What good looks like. It explains each $ sign in the rule, which is where highlighting that works on one row and fails on the rest usually goes wrong.
  • An example. Three sample rows marked highlighted or not, with the reason, let you check the rule on data you know.
  • If unsure. Ambiguous conditions such as "due this week" get a stated reading and a formula for the other one.

How to use it

  1. Press Fill in variables and type your details into each blank. What you type stays in this browser.
  2. Copy the filled prompt into the AI tool you already use, such as ChatGPT, Claude or Gemini, or open it in the Grader or the Prompt Tester here.
  3. Before you rely on it, try it on three or four real examples. The Prompt Tester runs them all at once and shows which ones go wrong.
Use it from code

Get this prompt as JSON from the free REST API, with your own text in the blanks, or let an AI assistant fetch it through the MCP server. No key.

curl -s https://thinkhard.si/api/v1/prompts/conditional-formatting-rule

With the MCP server added to Claude, ChatGPT, Cursor or VS Code, call get_prompt with {"prompt": "conditional-formatting-rule"}, or just ask for it by name.