Working with financial data, budgets, invoices, or any numerical report often requires quick visual identification of negative values. In Microsoft Excel 2013, one of the most effective ways to highlight negative amounts is by formatting them in red. This helps you spot issues faster, analyze data more clearly, and present your spreadsheet in a professional way.
In this guide, you’ll learn multiple methods to make negative numbers turn red automatically—whether you’re using number formatting, custom formatting, or conditional formatting.
Why Highlight Negative Numbers in Red?
Using red for negative values offers several benefits:
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Instant visibility — negative values stand out at a glance
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Cleaner reports — commonly used in accounting and finance
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Better data analysis — easier to spot losses or deficits
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Automatic formatting — Excel applies it for you as numbers change
Let’s walk through the different ways you can do it.
METHOD 1: Apply Built-In Number Formatting (Fastest Method)
This is the quickest and easiest way to make negative numbers red in Excel 2013.
Step-by-Step Instructions
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Select the cells containing the numbers you want to format.
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Right-click the selection and choose Format Cells.
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In the Format Cells window, click the Number tab.
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Click Number on the left side.
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Under Negative Numbers, choose the format that displays:
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Red color
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And optionally parentheses (e.g., (–123))
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Click OK.
Excel will now automatically display any negative values in red.
Why Use This Method?
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Simple
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No formulas needed
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Automatically updates as data changes
METHOD 2: Use Custom Number Formatting (More Control)
If you want more flexibility—such as adding currency symbols, customizing colors, or formatting zeros differently—then custom number formatting is the best choice.
Steps to Use Custom Format
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Select your cells.
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Right-click → Format Cells.
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Go to the Number tab.
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Select Custom.
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In the Type box, enter:
What This Format Means:
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Before the semicolon → positive numbers
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After the semicolon → negative numbers in red
You can also use these variations:
Show positive numbers normally and negative numbers red with parentheses:
Show currency with red negatives:
Click OK and Excel will apply your custom formatting.
METHOD 3: Use Conditional Formatting (Most Powerful Method)
Conditional formatting allows advanced styling and is great when you want to apply colors only under certain conditions.
How to Do It:
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Select the cells you want to format.
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Go to the Home tab.
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Click Conditional Formatting in the Styles group.
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Choose Highlight Cell Rules.
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Select Less Than…
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In the box, type 0 (zero).
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Choose Light Red Fill with Dark Red Text or click Custom Format… to choose your own color.
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Click OK.
Now Excel will automatically apply your chosen red color whenever a number becomes negative.
When Should You Use Conditional Formatting?
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When working with large datasets
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When you want bold highlights
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When you want to combine multiple conditions
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When you want only the text red but not positive numbers formatted
METHOD 4: Apply Red Formatting to Only Specific Columns or Rows
If you’re working on:
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Financial statements
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Expense reports
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Profit/loss dashboards
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Cash flow sheets
You might want negative numbers red only in certain areas.
Just:
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Select your target column or row,
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Use any method above,
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And Excel applies red formatting only to that range.
Troubleshooting: Negative Numbers Not Turning Red
If Excel isn’t turning numbers red, here are common causes:
✔ The cell format is set to “Text”
Solution:
Select the cell → Home tab → Number group → Change to General or Number.
✔ You typed an apostrophe (’) before the value
Example: ' -123
Remove the apostrophe.
✔ The data was imported as text
Fix:
Use Text to Columns (Data tab) or multiply the cells by 1 to convert to numbers.
✔ Conditional formatting is overriding number formatting
Remove conflicting rules under:
Home → Conditional Formatting → Manage Rules
Best Practice Tips
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Use custom formatting for financial statements
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Use conditional formatting for dashboards or reports
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Avoid too many colors—stick to standard red for clarity
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Keep formats consistent across your worksheets
Frequently Asked Questions (FAQ)
1. Can I make negative numbers red automatically in all new spreadsheets?
Yes — create a custom template (.xltx) with your preferred formatting.
2. Can I make positive numbers green and negative numbers red?
Yes, using custom formatting:
3. Will Excel still calculate values if they’re formatted red?
Absolutely.
Formatting changes only appearance, not calculations.
4. Can I use red fill instead of red text?
Yes — use Conditional Formatting → Less Than → 0 → Custom Format.
Final Thoughts
Knowing how to make negative numbers red in Excel 2013 is a simple skill that greatly improves readability and makes your spreadsheets more professional. Whether you prefer the built-in number formats, custom formatting, or powerful conditional formatting, Excel gives you several easy ways to highlight negative values instantly.
