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The COUNTIF Function counts how many cell values that meet a specified condition or criteria within a given worksheet area. It is a great logic tester to see if data that is in one table exists in another. A workhorse in data processing and dashboard construction.

The COUNTIF function is a computer program that you run from a worksheet cell formula. It counts how many cell values that meet a specified condition or criteria within a given worksheet area (called a range). You run the COUNTIF worksheet function by typing its name in a formula then followed by the information it is suppose to evaluate. The COUNTIF worksheet function is most commonly used on rows or columns of information on the worksheet. The function also has the capability to search for parts of text within other text when evaluating its condition. The COUNTIF worksheet function is good for determining how many of something you have like how many of a certain part type were returned or how many of a certain product were sold. It is also great logic tester to see if data that is in one table exists in another.

Whenever you type a formula in a worksheet cell, this is called syntax or grammar. The general COUNTIF function syntax has a format like this when you type it in a worksheet cell:

= COUNTIF( range, criteria )

Where range, criteria are called the function argument list. Remember, you are running a computer program at this point so the program needs information to operate and that is why there is an argument list. When you see an argument list and you see square brackets [ ] around the argument name, this means the argument is optional and you do not have to include it when typing unless you need it. So for the syntax above, you need to include 2 arguments for the COUNTIF function when typing it in a worksheet cell formula in order for it to calculate correctly. What argument values can be used are discussed below. Remember functions expect certain things in their argument lists, if you do not put the correct information in the list they will generate an error when run.

- range: This is the row or column that you want evaluated by your criteria.
- criteria: This is the
condition that will be used to scan the designated row or
column. It can be in the form of a number, formula, function
or piece of text that defines which cells will be added. The
following relational operators and symbols can be used to
build the condition:
- Less than: <
- Greater than: >
- Less than or equal to: <=
- Greater than or equal to: >=
- Not equal to: <>
- Equal to =
- Concatenation Operator: &
- Wild Card Characters: ? and *

Since the COUNTIF function is a computer program, it runs when you press Enter to enter the formula that contains it. If any of the arguments are wrong, the function will return an error.

When typing the COUNTIF function in a worksheet cell formula, you need to replace the argument list with arguments separating each one with a comma (,). Some typical arguments you can use are:

Argument Type | Cell Formula | Example Explanation |

Range References, = | = COUNTIF( A1:A10, "=Widget1" ) | Count all the values that match what is equal to Widget1 in A1:A10 |

Range References, > | = COUNTIF( A1:A10, ">16" ) | Count all the values that match what is greater than 16 in A1:A1 |

Range References, < | = COUNTIF( A1:A10, "<16" ) | Count all the values that match what is less than 16 in A1:A1 |

Range References, >= | = COUNTIF( A1:A10, ">=16" ) | Count all the values that match what is greater than or equal to 16 in A1:A1 |

Range References, <= | = COUNTIF( A1:A10, "<=16" ) | Count all the values that match what is less than or equal to 16 in A1:A1 |

Range References, <> | = COUNTIF( A1:A10, "<>16" ) | Count all the values that match what is not equal to 16 in A1:A10 |

Range References,*txt | = COUNTIF( A1:A10, "=*xsx" ) | Count all the values that match what ends with xsx in A1:A10 |

Range References, txt* | = COUNTIF( A1:A10, "=ca*" ) | Count all the values that match what begins with ca in A1:A10 |

Range References, *txt* | = COUNTIF( A1:A10, "=*91362*" ) | Count all the values that match what contains 91362 in A1:A10 |

Range References, &, Formula | = COUNTIF( A1:A10, ">" & D1+E1 ) | Count all the values that match what is greater than D1+E1 in A1:A10 |

Range References, &, Function | = COUNTIF( A1:A10, ">" & SUM( G1:G4 ) ) | Count all the values that match what is greater than the sum of G1:G4 in A1:A10 |

Column References, = | = COUNTIF( A:A, "=Widget1" ) | Count all the values that match what is equal to Widget1 in column A |

Row References, = | = COUNTIF( 1:1, "=Widget1" ) | Count all the values that match what is equal to Widget1 in row 1 |

Range Names | = COUNTIF( Products, "=Widget1" ) | Count all the values where they equal Widget1 in the range named Products* |

* It is possible to name a cell or group of cells on a worksheet and use that name in place of a range reference or cell reference. Consult Excel help on how to name a cell.

The worksheet seen below contains some typical worksheet formulas that run the COUNTIF worksheet function. Pay close attention to the argument list and the syntax used to write the formula.

A | B | C | |

1 | Product | Quantity | |

2 | A | 100 | |

3 | B | 200 | |

4 | A | 300 | |

5 | B | 400 | |

6 | A | 500 | |

7 | |||

8 | 3 | =COUNTIF( A1:A6 , "=A" ) | |

9 | |||

10 | Region | Quantity | |

11 | 1 | 100 | |

12 | 2 | 200 | |

13 | 3 | 300 | |

14 | 4 | 400 | |

15 | 5 | 500 | |

16 | 6 | 600 | |

17 | 7 | 700 | |

18 | 8 | 800 | |

19 | 9 | 900 | |

20 | 10 | 100 | |

21 | |||

22 | 1 | = COUNTIF( A10:A20, "=7" ) | |

23 | 3 | = COUNTIF( A10:A20, ">7" ) | |

24 | 6 | = COUNTIF( A10:A20, "<7" ) | |

25 | 4 | = COUNTIF( A10:A20, ">=7" ) | |

26 | 7 | = COUNTIF( A10:A20, "<=7" ) | |

27 | 9 | = COUNTIF( A10:A20, "<>7" ) | |

28 | |||

29 | The COUNTIF function is used as a logic tester to see if the Item X is contained in the B30 to B35 range. Just like in a larger table comparison. If COUNTIF returns an answer greater than 0, then the IF function will return Exists if not then it will return N/A. Very simple but effective table comparison formula. | ||

30 | Master Item | New Item | = IF( COUNTIF( $B$30:$B$35, "=" & A31) > 0 , "Exists", "N/A" ) |

31 | X | Y | |

32 | Y | Z | |

33 | Z | A | |

34 | A | B | |

35 | B | C |

- Counting things for existence is an excellent logic test both in programming and in Excel formulas. Be sure you also check out COUNTA, COUNT and COUNTBLANK.
- You can use the wildcard characters, question mark (?) and asterisk (*) in criteria. A question mark matches any single character; an asterisk matches any sequence of characters. If you want to find an actual question mark or asterisk, type a tilde (~) preceding the character.
- As a general rule, when typing a condition, enclose the condition in quotes. For example the condition count everything equal to widget1 would be constructed as "=Widget1". If you were looking for everything = to 16 or greater than 16 they would be written as "=16" or ">16". There are variations on these rules, slang you can get away with, but quotes " " will always work.
- You can use the & to help construct the condition "on the fly" which means the condition can be determined by formula. For example, ">" & A1+B1 would calculate to be ">3" if A1+B1 added up to 3. This allows the condition to be flexible and not "hard coded" which means static. It is called string concatenation.
- If the condition is a text evaluation, "=Widget1", it is not case sensitive but is space sensitive so "=Widget1" is not the same as "=Widget 1".
- Be sure to clean you data before doing any type of text comparison. Spaces, non-printable characters, extra words should all be removed before using the COUNTIF worksheet function. You can use the CLEAN, SUBSTITUTE and the TRIM worksheet functions for this task
- Use the COUNTIF function to detect the presence of a value in a column before using VLOOKUP or MATCH. You can use it as part of the logic argument for the IF Function also.

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