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highlight every other row if not blank google sheets

highlight every other row if not blank google sheets

3 min read 21-01-2025
highlight every other row if not blank google sheets

Google Sheets offers several ways to visually organize your data. One common task is highlighting every other row to improve readability. This article will guide you through several methods, including handling blank rows effectively. We'll cover both simple conditional formatting and scripting solutions.

Method 1: Conditional Formatting (Simplest for Non-Blank Rows)

This method is ideal if you want to highlight every other row and don't anticipate many blank rows disrupting the pattern.

Steps:

  1. Select your data range: Click the first cell of your data and drag to select all the rows you want to format. Make sure to include header row if you have one and exclude any unrelated data.

  2. Open Conditional formatting: Go to Format > Conditional formatting.

  3. Choose "Custom formula is": In the "Format rules" pane, select "Custom formula is" from the dropdown menu.

  4. Enter the formula: In the formula box, enter this formula: =ISODD(ROW())

  5. Choose formatting: Click the "Formatting style" section and choose the highlight color (or other style) you want to apply. Click "Done".

This formula uses the ROW() function to get the current row number. ISODD() checks if the number is odd. Every odd row will be highlighted.

Limitation: This method highlights every other row, regardless of whether they're blank or not. If you have gaps, the highlighting pattern will be broken.

Method 2: Conditional Formatting with Blank Row Handling (More Advanced)

For datasets with potential blank rows, a more sophisticated approach using conditional formatting is needed. This method requires a more complex formula.

Steps:

  1. Select your data range: As before, select the complete data range you want to format.

  2. Open Conditional formatting: Go to Format > Conditional formatting.

  3. Choose "Custom formula is": Select "Custom formula is" from the dropdown menu.

  4. Enter the formula: Use the following formula: =AND(ISODD(COUNTIF($A$1:A1,"<>")),A1<>"") (Assuming your data starts in column A. Adjust $A$1 to match your starting cell if different).

  5. Choose formatting: Choose your desired highlighting style and click "Done."

Formula Explanation:

  • COUNTIF($A$1:A1,"<>"): This counts non-blank cells from the beginning of your data range up to the current cell.
  • ISODD(...): This checks if the count of non-blank cells is odd.
  • A1<>"": This ensures the current cell (A1 in this example) isn't blank.
  • AND(...): This combines the two conditions; the row must have an odd number of non-blank cells and the current cell must not be blank.

This formula effectively skips over blank rows, maintaining the alternating highlight pattern even with gaps in the data.

Method 3: Google Apps Script (For Complex Scenarios)

For ultimate flexibility and control, a Google Apps Script provides the most robust solution. This method allows for customisation beyond the capabilities of conditional formatting alone. This is ideal for large datasets or very specific requirements.

function highlightEveryOtherRow() {
  // Get the active spreadsheet and sheet.
  var spreadsheet = SpreadsheetApp.getActiveSpreadsheet();
  var sheet = spreadsheet.getActiveSheet();

  // Get the data range.  Adjust 'A1:Z' to match your data range.
  var range = sheet.getRange("A1:Z"); 
  var values = range.getValues();

  // Iterate through the rows.
  for (var i = 0; i < values.length; i++) {
    // Skip blank rows
    if (values[i].join('') !== "") { //check if there are any non blank values in row
      if ((i + 1) % 2 !== 0) { //Check if it's an odd row, starting from row 1
        sheet.getRange(i + 1, 1, 1, values[i].length).setBackground("#FFFF00"); //Highlight yellow
      }
    }
  }
}

How to Use the Script:

  1. Open your Google Sheet.
  2. Go to Tools > Script editor.
  3. Copy and paste the code into the script editor.
  4. Save the script (give it a name).
  5. Run the highlightEveryOtherRow function. You might need to authorize the script to access your Google Sheet.

Remember to adjust "A1:Z" to match the actual range of your data. You can customize the background color ("#FFFF00") to any color you prefer.

Choosing the Right Method

  • Method 1: Best for simple datasets without blank rows. Easiest to implement.
  • Method 2: Best for datasets with potential blank rows, still using only built-in features.
  • Method 3: Best for large datasets, complex scenarios, or if you need highly customized highlighting. Requires basic scripting knowledge.

This comprehensive guide provides you with multiple options to achieve your goal. Choose the method that best fits your needs and skill level. Remember to always back up your spreadsheet before applying any significant formatting changes.

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