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How To Display Yes Or No Based On Value In Excel

Wednesday, September 17th 2025. | Excel Templates

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Displaying Yes/No Based on Value in Excel

Excel’s power lies in its ability to manipulate data and present it in a meaningful way. Often, we need to transform numerical or other types of data into a more easily understandable format, like a simple “Yes” or “No” response. This can significantly improve the clarity of spreadsheets, making them more accessible to users of all skill levels. There are several methods to achieve this in Excel, each offering varying degrees of flexibility and complexity.

Using the IF Function

The most common and straightforward method for displaying “Yes” or “No” based on a value is the IF function. This function allows you to test a condition and return one value if the condition is true and another value if the condition is false.

Syntax of the IF Function

The IF function follows this general syntax:

=IF(logical_test, value_if_true, value_if_false)

logical_test: This is the condition you want to evaluate. It can be a comparison using operators like = (equal to), > (greater than), < (less than), >= (greater than or equal to), <= (less than or equal to), or <> (not equal to). It can also involve other functions that return TRUE or FALSE.
value_if_true: This is the value that the function returns if the logical_test is TRUE. In our case, this will be “Yes”.
value_if_false: This is the value that the function returns if the logical_test is FALSE. In our case, this will be “No”.

Example 1: Checking if a Number is Greater Than 50

Let’s say you have a column of numbers in column A, starting from A1. You want to display “Yes” in column B if the number in column A is greater than 50, and “No” otherwise. You would enter the following formula in cell B1:

=IF(A1>50, "Yes", "No")

This formula checks if the value in cell A1 is greater than 50. If it is, the formula returns “Yes”; otherwise, it returns “No”. You can then drag this formula down to apply it to the rest of the cells in column B, corresponding to the values in column A.

Example 2: Checking if a Cell Contains Specific Text

Suppose you have a column (column C) containing text descriptions. You want to display “Yes” in column D if a cell in column C contains the word “Approved” and “No” otherwise. You can use the SEARCH function in conjunction with the IF function.

=IF(ISNUMBER(SEARCH("Approved",C1)), "Yes", "No")

Here’s how this works:

SEARCH("Approved",C1): This attempts to find the position of the text “Approved” within the text in cell C1. If “Approved” is found, it returns the starting position of the text. If not found, it returns an error (#VALUE!).
ISNUMBER(...): This function checks if the result of the SEARCH function is a number. It returns TRUE if it’s a number (meaning “Approved” was found) and FALSE if it’s an error (meaning “Approved” was not found).
IF(ISNUMBER(SEARCH("Approved",C1)), "Yes", "No"): The IF function then uses the result of ISNUMBER to determine whether to display “Yes” or “No”.

Example 3: Checking if a Date is in the Future

If you have a column (column E) with dates, you can check if a date is in the future and display “Yes” or “No.”

=IF(E1>TODAY(), "Yes", "No")

Here, TODAY() is a function that returns the current date. The formula checks if the date in cell E1 is greater than the current date. If it is, it’s a future date, and “Yes” is displayed. Otherwise, “No” is displayed.

Using Custom Formatting

While the IF function is powerful, Excel also allows you to use custom formatting to display “Yes” or “No” based on a cell’s value without changing the actual value of the cell. This can be useful if you need to perform calculations on the underlying numerical data while still presenting a “Yes/No” interpretation to the user.

Steps to Apply Custom Formatting

Select the cells you want to format.
Right-click on the selected cells and choose “Format Cells…” (or press Ctrl+1).
In the “Format Cells” dialog box, go to the “Number” tab.
In the “Category” list, select “Custom”.
In the “Type” box, enter a custom format code.

Custom Format Codes for Yes/No

Here are some examples of custom format codes to display “Yes” or “No”:

For numbers greater than zero, display “Yes”; otherwise, “No”:
```
[>0]"Yes";"No"
```
This format code has two sections separated by a semicolon. The first section applies to positive numbers, and the second section applies to zero and negative numbers.
For numbers equal to 1, display “Yes”; otherwise, “No”:
```
[=1]"Yes";"No"
```
Similar to the previous example, this code checks for equality with 1.
For cells containing TRUE, display “Yes”; otherwise, “No”:
```
[=TRUE]"Yes";"No"
```
This is specifically for cells containing Boolean values (TRUE or FALSE).

Example: Applying Custom Formatting to a Percentage Column

Let’s say you have a column (column F) showing percentages. You want to display “Yes” if the percentage is 50% or higher and “No” otherwise, but you still want to keep the underlying percentage value. Select the cells in column F you want to format, and then follow the steps above, using the following custom format code:

[>=0.5]"Yes";"No"

This code checks if the value is greater than or equal to 0.5 (which is 50% in decimal form). If it is, “Yes” is displayed; otherwise, “No” is displayed. The underlying percentage value remains unchanged, allowing you to perform calculations on it.

Choosing the Right Method

Both the IF function and custom formatting are valuable tools for displaying “Yes” or “No” in Excel. The best method depends on your specific needs:

Use the IF function when you need a separate column containing the “Yes/No” values for analysis or filtering. The IF function creates a new calculated value.
Use custom formatting when you want to change the visual representation of the data without altering the underlying values. This is useful when you need to maintain the original data for calculations or other purposes while still presenting a simplified view.

By understanding these methods, you can effectively transform and present your data in Excel, making your spreadsheets more informative and easier to understand.

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