How to Cross Out a Cell in Excel: Step-by-Step Guide with Multiple Methods

Microsoft Excel is a powerful tool for data management, analysis, and organization. Sometimes, you need to visually mark a cell as ‘done,’ ‘completed,’ or ‘invalid’ without deleting its contents. While there isn’t a direct ‘cross-out’ or ‘strikethrough’ option for an entire cell, there are several effective methods to achieve this visual effect. This comprehensive guide will walk you through various ways to cross out a cell in Excel, along with step-by-step instructions and helpful tips.

Why Cross Out a Cell in Excel?

Before we dive into the ‘how,’ let’s understand the ‘why.’ Crossing out a cell is a common practice for:

• Marking Completion: Indicating tasks that are finished in a to-do list or project tracker.
• Highlighting Invalidation: Showing data points that are no longer relevant or accurate.
• Visual Tracking: Providing a visual cue to quickly identify specific cells in a large dataset.
• Project Management: Demonstrating progress in a checklist or workflow.
• Error Indication: Marking incorrect data entries that need to be reviewed.

Whatever the reason, this visual method helps improve data clarity and organization within your spreadsheets.

Method 1: Using the Format Cells Dialog Box (Strikethrough Font Effect)

The most straightforward way to cross out text within a cell is to apply the ‘Strikethrough’ font effect. While this doesn’t draw a line across the entire cell, it effectively crosses out the text, which is often all that’s required.

Step-by-Step Instructions:

1. Select the Cell(s): Click on the cell(s) you want to cross out. You can select a single cell, a range of cells, or even an entire row or column.
2. Open the Format Cells Dialog Box: There are several ways to do this:
   • Right-Click: Right-click on the selected cell(s) and choose ‘Format Cells’ from the context menu.
   • Keyboard Shortcut: Press Ctrl + 1 (or Cmd + 1 on a Mac).
   • Home Tab: Go to the ‘Home’ tab on the ribbon and click on the small arrow icon in the bottom right corner of the ‘Font’ group.
3. Navigate to the Font Tab: In the ‘Format Cells’ dialog box, click on the ‘Font’ tab.
4. Check the ‘Strikethrough’ Box: Under the ‘Effects’ section, find the ‘Strikethrough’ checkbox. Click on it to select it. A checkmark should appear in the box.
5. Click ‘OK’: Click the ‘OK’ button to apply the strikethrough effect to the selected cells.

Result: The text within the selected cells will now appear with a line through them, effectively creating a crossed-out effect.

Limitations: This method only affects the text; it does not draw a line across the entire cell. If your cell contains long text or multiple lines, the strikethrough might not visually encompass the entire cell. The cell background and cell borders remain unaffected.

Method 2: Using a Diagonal Line Shape (Drawing)

For a more visual ‘cross’ across the entire cell, you can insert diagonal lines using Excel’s drawing tools. This method creates a graphical element that appears to cross out the cell.

Step-by-Step Instructions:

1. Select the Cell(s): Select the cell(s) that you want to cross out.
2. Navigate to the Insert Tab: Go to the ‘Insert’ tab on the ribbon.
3. Insert Shapes: In the ‘Illustrations’ group, click on ‘Shapes.’ A dropdown menu will appear.
4. Select a Line Shape: Choose the straight line shape (usually the first option under ‘Lines’).
5. Draw the First Line: Click on one corner of the cell and drag your mouse to the opposite corner to draw a diagonal line across the cell. You may need to adjust the line’s position to ensure it covers the cell effectively.
6. Draw the Second Line (Optional): If you want a complete ‘X’ shape, repeat step 4 and draw a second line from the other two corners. This will create a true ‘X’ over the cell.
7. Customize the Line (Optional): You can customize the appearance of the line(s):
   • Select the Line: Click on the line to select it. The ‘Shape Format’ tab will appear on the ribbon.
   • Adjust Shape Outline: In the ‘Shape Styles’ group, you can change the line’s color, thickness, and style (e.g., dotted or dashed).
8. Adjust Line Position: If the line does not align properly over the cell, you can click and drag the line itself, or the circular handles at its endpoints to adjust its position.

Result: You’ll have a diagonal line (or lines) drawn across the cell(s), providing a clear visual indication of a crossed-out element.

Considerations:

• Multiple Cells: You’ll need to repeat this process for each cell you want to cross out. You can copy and paste the shape and then adjust its position over other cells but it is not fully automated.
• Cell Resizing: If you change the cell’s width or height, the lines may no longer align correctly. You might need to re-adjust the position or size of the line shape.
• Layering: Drawing lines are considered objects layered on top of your spreadsheet. If you move cells or copy data and the line is not properly anchored, your lines may not move with them.

Method 3: Using Conditional Formatting (Based on Cell Value)

Conditional formatting allows you to automatically apply formatting (like strikethrough) based on the cell’s content or another condition. This can be useful for situations where you want cells to be crossed out when a specific criteria is met.

Step-by-Step Instructions:

1. Select the Cell(s): Select the cells where you want conditional formatting to apply.
2. Navigate to Conditional Formatting: Go to the ‘Home’ tab on the ribbon and click on ‘Conditional Formatting’ in the ‘Styles’ group.
3. Choose ‘New Rule’: Select ‘New Rule…’ from the dropdown menu.
4. Select Rule Type: In the ‘New Formatting Rule’ dialog box, choose ‘Use a formula to determine which cells to format’ as the rule type.
5. Enter the Formula: In the ‘Format values where this formula is true’ field, enter a formula that specifies the condition for applying the formatting. Some common examples are:
   • Based on the content of the cell: =A1="Complete" (This will strikethrough the cell if the text in cell A1 is exactly “Complete”.
   • Based on another cell: =$B1=TRUE (This will apply strikethrough if the value in cell B1 is TRUE. Make sure B1 contains the TRUE or FALSE value).
6. Click the ‘Format’ Button: Click the ‘Format…’ button to set the formatting.
7. Choose Font and Strikethrough: Go to the ‘Font’ tab and select the ‘Strikethrough’ checkbox.
8. Click ‘OK’ in all Dialog boxes: Click ‘OK’ in the ‘Format Cells’ dialog box and then ‘OK’ again in the ‘New Formatting Rule’ dialog box.

Result: The selected cells will now have strikethrough formatting applied automatically when your condition becomes true. For instance, if the selected cells have to show as strikethrough if their value is “Complete”, then you just have to enter “Complete” in the target cell, and strikethrough will be applied.

Advantages:

• Automation: Formatting is applied automatically based on predefined criteria.
• Dynamic Updates: Formatting will update automatically if the data changes and the conditions are met or no longer met.
• Efficiency: You don’t need to manually apply formatting to each cell individually.

Method 4: Using VBA Macro (Automation)

If you need to cross out cells using a button or a macro, you can use VBA to automate the process. This method involves writing code to perform strikethrough or other formating effects. This may not be for you if you are not familiar with VBA scripting.

Step-by-Step Instructions:

1. Open VBA Editor: Press Alt + F11 to open the Visual Basic for Applications (VBA) editor.
2. Insert a Module: In the VBA editor, go to ‘Insert’ > ‘Module’. A new module will appear in the ‘Project’ window.
3. Paste the VBA Code: Paste the following VBA code into the module:

   
   Sub CrossOutCells()
       Dim Cell As Range
       For Each Cell In Selection
           Cell.Font.Strikethrough = Not Cell.Font.Strikethrough
       Next Cell
   End Sub
   

4. Close VBA Editor: Close the VBA editor.
5. Add the Macro to Quick Access Toolbar (optional): You can add the macro to the Quick Access Toolbar for easy access.
   • Go to ‘File’ > ‘Options’.
   • Select ‘Quick Access Toolbar’.
   • In the ‘Choose commands from’ dropdown, select ‘Macros’.
   • Select the ‘CrossOutCells’ macro.
   • Click the ‘Add >>’ button.
   • Click ‘OK’.
6. Run the macro: Select the cell(s) you want to cross out, and then run the macro either from the quick access toolbar or by pressing Alt+F8 then selecting the ‘CrossOutCells’ macro and pressing Run.

Result: The selected cells will toggle their strikethrough property. If a cell has the strikethrough it will remove it, if it doesn’t it will apply it.

Advantages:

• Automation: Quickly cross out cells with one click or button.
• Toggle functionality: Applying the macro again to a strikethrough cell, will undo the formatting.
• Customizable: The VBA script can be customized to adjust other cell properties as needed.

Tips for Effectively Crossing Out Cells

• Use Consistent Method: Choose one method and stick with it throughout your spreadsheet for a uniform look.
• Combine Methods: You can combine methods for a more comprehensive approach. For instance, use strikethrough for text and diagonal lines for full cell coverage.
• Add Context: Always consider adding context. If you cross out a cell, it may be beneficial to add notes or comments to explain why.
• Test Different Methods: Experiment to see which methods work best for your specific needs and preferences.
• Use Keyboard Shortcuts: For common tasks like applying strikethrough, use keyboard shortcuts (Ctrl+1) to speed up your workflow.

Conclusion

Crossing out a cell in Excel, while not a built-in feature, is achievable through various methods. Whether you prefer the strikethrough font effect, inserting diagonal lines, conditional formatting, or VBA scripting, you have the flexibility to choose the approach that best suits your workflow. By mastering these techniques, you can enhance your spreadsheets’ clarity, efficiency, and overall organization. Remember to use your methods consistently and add context to help others understand the meaning of your crossed-out cells.