How to highlight and select blank cells in Excel

This article demonstrates four methods to identify and highlight blank cells in Excel, utilizing conditional formatting and VBA. The optimal approach depends on your data structure, objectives, and definition of "blank."

Identifying blank cells is crucial when reviewing data imported from external sources or received from others. Manual checks are feasible for small datasets, but become impractical for larger files.

This tutorial presents four solutions:

• Using "Go To Special": This quickly selects truly blank cells (containing absolutely nothing), allowing for easy color-filling. However, it's a static solution; changes aren't automatically reflected.

• Filtering: Ideal for highlighting blanks within a specific column or entire rows containing blanks in a target column. This method considers formulas returning empty strings ("") as blanks. Like the previous method, it's not dynamic.

• Conditional Formatting: A dynamic approach. Once configured, it automatically updates as data changes. You can create rules to highlight truly blank cells or those containing zero-length strings. Two examples are provided: highlighting all blanks in a range and highlighting rows with blanks in a specific column.

• VBA Macros: For automation enthusiasts, two macros are offered: one highlights truly blank cells, the other highlights both truly blank cells and those containing empty strings. Instructions for inserting and running macros are included.

Method 1: Go To Special

1. Select the range needing review. Select all data using Ctrl Shift End.
2. Navigate to Home > Find & Select > Go To Special. (Alternatively, press F5, then Special…).
3. Choose Blanks and click OK. This selects all truly empty cells.
4. Apply a fill color via Home > Font > Fill Color.

Note: This only selects truly blank cells; not those with zero-length strings. It's a one-time solution.

Method 2: Filtering

1. Apply a filter to your data (Home > Sort & Filter > Filter or Ctrl Shift L).
2. In the target column, filter for blanks.
3. Highlight the filtered cells or rows as needed.

Note: This method treats formulas returning "" as blanks. It's not a dynamic solution.

Method 3: Conditional Formatting

• Highlighting all blanks: Select your range, go to Home > Conditional Formatting > New Rule > Use a formula…. Use =ISBLANK(A2) for truly blank cells or =LEN(A2)=0 or =A2="" for blanks including zero-length strings (where A2 is the top-left cell of your selection).

• Highlighting rows with blanks in a specific column: Select your range, create a new conditional formatting rule using =ISBLANK($B2) (truly blank) or =LEN($B2)=0 or =$B2="" (blanks including zero-length strings) to highlight rows with blanks in column B.

Note: This is a dynamic solution; updates automatically with data changes.

Method 4: VBA Macros

Two macros are provided: one for truly blank cells, the other for blanks including empty strings. Instructions for inserting and running macros are detailed in the original article. (Refer to the original article for the VBA code).

Note: This offers automation for highlighting blank cells.

Choose the method best suited to your needs. Downloadable Excel files with conditional formatting and VBA macros are available (links provided in the original article).

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