How to copy conditional formatting rules to another worksheet/workbook?

For many daily tasks, the Format Painter feature in Excel makes quick work of copying conditional formatting rules from one range to another worksheet or even another workbook. This method is intuitive and ideal for simple structures, but some adjustments may be necessary for more complex or formula-based rules.

1. Select the range whose conditional formatting you want to copy, and then click Home > Format Painter.

2. Switch to the target worksheet or workbook and drag the paintbrush across the desired destination range.

A common issue: when transferring rules involving formulas, the references in the formulas may not automatically update relative to the new range. This is especially relevant if the formatting depends on specific column or row positions.

3. While the destination range remains selected, navigate to Home > Conditional Formatting > Manage Rules. See screenshot:

4. In the Conditional Formatting Rules Manager dialog box, double-click the rule that is not behaving as intended to open the Edit Formatting Rule dialog. See screenshot:

5. In the Format values where this formula is true box, modify the cell references to fit the new destination range. Double-check column or row references and locking ($) as suits your scenario.

Tip: In the example case, use =COUNTIF($B$23:$B$46,$B23)>1 where $B$23:$B$46 is the relevant second column in the destination, and $B23 refers to the first cell in that column.

6. Click OK and again OK in subsequent dialogs to save changes.

After these steps, the conditional formatting will be correctly transferred and applied in the destination range, delivering consistent visual cues as shown:

Notes and tips:

• If copying between worksheets or workbooks, ensure all workbooks are open before copying. If you copy to a closed workbook, conditional formatting rules may not copy properly.
• If copying to non-adjacent ranges or between files with different structures, double-check rule logic and references before finalizing.
• Format Painter only works well for visible cells and compatible layout; it may not support all aspects of advanced or complex conditional formatting setups.

If you frequently need to reuse a specific range with conditional formatting in different workbooks—such as for monthly reporting templates or recurring data exports—consider using the AutoText utility from Kutools for Excel. This method is suitable when the data structure remains relatively stable, and it avoids the need to repeatedly open, copy, and paste between files. With AutoText, you save the range along with all its formatting, then insert it with a single click whenever needed.

1. Click Kutools > Insert > AutoText to display the AutoText pane.

2. Select the desired range with conditional formatting, click the Add button  in the AutoText pane. In the New AutoText dialog, assign a memorable name and group, then click Add to finish saving.

At this point, the conditional formatting is saved as an AutoText entry and will always be available for instant insertion in future workbooks.

3. To use, simply click the AutoText entry in the pane; your range, complete with conditional formatting, will be inserted at the cursor location within your workbook. After adjusting ranges as necessary, follow the preceding steps if you need to conform formulas or references.

General suggestions:

• AutoText preserves formatting and formulas but check if destination data fits the original size and orientation to prevent overwriting.
• This method is ideal for template-based work, but less flexible if data size or shape frequently changes.
• If adjusting to a new data set with a different number of rows or columns, update conditional formatting rules after insertion.

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