How To Count The Cells In Excel By Color

Productivity Software

Counting cells by color in Excel can be a very useful and powerful tool, especially when you need to analyze and visualize data. As a seasoned Excel user, I’ve often found myself in situations where I needed to count cells based on their background color, and I’ve learned some handy techniques along the way. In this article, I’ll walk you through the process of counting cells by color in Excel, sharing some personal tips and tricks that I’ve found to be effective.

Using Conditional Formatting

One of the easiest ways to count cells by color in Excel is by using Conditional Formatting. This feature allows you to set up rules based on cell colors, and then you can use a formula to count the cells that meet those conditions. To do this, first, apply the desired background color to the cells you want to count, and then create a conditional formatting rule based on that color. Once the rule is set, you can use the COUNTIF function to count the cells that have been formatted with the specified color.

VBA Macro for Counting Cells by Color

For more advanced users, utilizing a VBA macro can be an efficient way to count cells by color. VBA (Visual Basic for Applications) allows you to automate tasks in Excel, and with the right code, you can create a custom function to count cells by color. For example, you can write a macro that loops through each cell in a given range and checks the color of each cell, incrementing a counter if it matches the specified color. Although VBA may seem intimidating at first, once you get the hang of it, it can save you a lot of time and effort.

Third-Party Add-Ins

If you’re looking for a more user-friendly solution, consider using third-party add-ins for Excel that are designed specifically for counting cells by color. These add-ins often come with user-friendly interfaces and built-in functions that make the process much simpler. They can also offer additional features such as the ability to count cells based on different criteria, not just color. While some add-ins may come at a cost, they can be a worthwhile investment for the added convenience and functionality they provide.


Counting cells by color in Excel is a valuable skill that can help you gain deeper insights into your data. Whether you choose to use Conditional Formatting, VBA macros, or third-party add-ins, the ability to perform this task opens up a world of possibilities for data analysis and reporting. As you continue to explore and master Excel, remember that there are often multiple ways to achieve the same result, so don’t be afraid to experiment and find the method that works best for you.