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Count the number of cells with a specific cell color using VBA

  • 3 minutes to read
  • Applies to:
    Excel for Office , Excel , Excel , Excel , Excel , Microsoft Office Excel , Microsoft Office Excel

Summary

On the Microsoft Excel Formulas tab, we know that in the More Functions > Statistical category there is a function called COUNTIF which counts the number of cells within a range that meet a given condition. Criteria for that function are limited to text or numbers. However, using VBA we can create a function to count the number of cells with other criteria, such as cell color.

More information

Using VBA, a User Defined Function (UDF) can be created and saved into an add-in file so that it can be used in other workbooks and transferred to other computers.

How to create a UDF

Here are the steps to create a UDF to count cell color:

  1. Open Microsoft Excel, then press Alt+F11 to show the Visual Basic Editor (VBE) window.

  2. On the Insert menu, select Module to create a module. Then type the following script:

  3. Close the VBE window to return to Excel.

  4. In order to test the UDF, create example data that contains a column of cells in various colors.

  5. In cell D3, write the function:

  • In the "range_data" argument, select cell C2 to C

  • In the "criteria" argument, select cell F1.

  1. Press Enter. The result in cell F2 is 6. This means the number of cells shaded in blue is 6.

  2. You can test by using other colors. Change the color in cell F1 with any color you want from the data by using Home > Fill Color.

  3. You can also zip the UDF so that the function can be used in another workbook or on another computer. To do so, follow these steps:

    Step 1: Save The Workbook

    a. Select File, and then Save as. (Select Browse if needed.)

    b. Select Excel Add-In (.xlam) as the format and give the file a name, such as CountCcolor.

    Note

    You can save your Add-In file anywhere you want. But in order for it to be listed as an Add-In within your Excel program, save it to the default location. In Windows 7 the default location for any version of Microsoft Excel is: C:\Users\RADDINI\AppData\Roaming\Microsoft\AddIns

    Step 2: Install the Add-In

    a. Open Microsoft Excel on the computer where you want to install the Add-In.

    b. Open the Add-Ins dialog box by selecting Excel Add-Ins for Excel and later on the Developer tab. (Add-Ins on Excel )

    c. In the Add-Ins dialog box, select Browse.

    d. Go to the file location where the Add-In file is saved (such as a USB drive or a cloud-based folder). Choose the file and then select Open.

    e. On the Add-Ins dialog box, make sure the add-in checkbox is unchecked. Then select OK.

The Count Cell Color UDF is installed and ready to use. You will be able to access this function anytime by placing your cursor into any cell in the worksheet and typing:

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