How to count cells by criteria

Excel 365 2016 2013 2010 2007
Use COUNTIF if you need to sum values for a particular person or other criterion.

To count cells by criteria, do the following:

   1.   Select the cell where want Excel to return the number of cell by criteria.

COUNTIF example Excel 2003

   2.   Do one of the following to open the Insert Function dialog box:

  • Select Insert -> Function...
  • Click the Sum button in the Standard toolbar and then select More Functions...:
    Sum button Excel 2003
  • Click the Insert Function button Insert Function button in the left of the edit bar:
    Edit bar Excel 2003

   3.   In the Insert Function dialog box full following fields:

  • select Statistical in the Or select a category listbox
  • select COUNTIF in the Select a function list
Insert Function

Then press OK.

   4.   In the Function Arguments dialog box, fill following fields:

  • The Range field determines the range of cells Excel will look to perform the count in. In this example the cell range is D2:D20.
  • The Criteria is a conditional statement that is similar to the conditional statement in the IF statement.

   5.   Press OK.

Note: You can enter this formula using keyboard, for this example:

= COUNTIF (D2:D20, ">100")

If you want to use COUNTIF on a selection of cells (not necessarily one solid range), summing multiple COUNTIFs:

= SUM (COUNTIF (D3, ">100"), COUNTIF (D7, ">100"), COUNTIF (D14, ">100"), COUNTIF (D17, ">100"))


  • 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 (~) before the character.
  • Microsoft Excel provides additional functions that can be used to analyze your data based on a condition.
    • To calculate a sum based on a string of text or a number within a range, use the SUMIF worksheet function (see How to sum cells by criteria for more details).
    • To have a formula return one of two values based on a condition, such as a sales bonus based on a specified sales amount, use the IF worksheet function.
    • To count cells that are empty or not empty, use the COUNTA and COUNTBLANK functions.

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