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Counting is an integral part of data analysis, whether you are tallying the head count of a department in your organization or the number of units that were sold quarter-by-quarter. Excel provides multiple techniques that you can use to count cells, rows, or columns of data. To help you make the best choice, this article provides a comprehensive summary of methods, a downloadable workbook with interactive examples, and links to related topics for further understanding.
You can download an example workbook that gives examples to supplement the information in this article. Most sections in this article will refer to the appropriate worksheet within the example workbook that provides examples and more information.
Excel can also display the count of the number of selected cells on the Excel status bar. See the video demo that follows for a quick look at using the status bar. Also, see the section Displaying calculations and counts on the status bar for more information. You can refer to the values shown on the status bar when you want a quick glance at your data and don't have time to enter formulas.
Excel returns the count of the numeric values in the range in a cell adjacent to the range you selected. Generally, this result is displayed in a cell to the right for a horizontal range or in a cell below for a vertical range.
Use the SUBTOTAL function to count the number of values in an Excel table or range of cells. If the table or range contains hidden cells, you can use SUBTOTAL to include or exclude those hidden cells, and this is the biggest difference between SUM and SUBTOTAL functions.
In the following example, you want to find the count of the months including or later than March 2016 that had more than 400 units sold. The first table in the worksheet, from A1 to B7, contains the sales data.
The COUNTIFS function is similar to the COUNTIF function with one important exception: COUNTIFS lets you apply criteria to cells across multiple ranges and counts the number of times all criteria are met. You can use up to 127 range/criteria pairs with COUNTIFS.
Let's say you need to determine how many salespeople sold a particular item in a certain region or you want to know how many sales over a certain value were made by a particular salesperson. You can use the IF and COUNT functions together; that is, you first use the IF function to test a condition and then, only if the result of the IF function is True, you use the COUNT function to count cells.
The formulas in this example must be entered as array formulas. If you have opened this workbook in Excel for Windows or Excel for Mac and want to change the formula or create a similar formula, press F2, and then press Ctrl+Shift+Enter to make the formula return the results you expect. In earlier versions of Excel for Mac, use +Shift+Enter.
In the examples that follow, we use the IF and SUM functions together. The IF function first tests the values in some cells and then, if the result of the test is True, SUM totals those values that pass the test.
The above function says if C2:C7 contains the values Buchanan and Dodsworth, then the SUM function should display the sum of records where the condition is met. The formula finds three records for Buchanan and one for Dodsworth in the given range, and displays 4.
The above function says if D2:D7 has invoices for Buchanan for less than $9000, then SUM should display the sum of records where the condition is met. The formula finds that C6 meets the condition, and displays 1.
When you count cells, sometimes you want to ignore any blank cells because only cells with values are meaningful to you. For example, you want to count the total number of salespeople who made a sale (column D).
COUNTA ignores the blank values in D3, D4, D8, and D11, and counts only the cells containing values in column D. The function finds six cells in column D containing values and displays 6 as the output.
The following example uses the DCOUNTA function to count the number of records in the database that is contained in the range A1:B7 that meet the conditions specified in the criteria range A9:B10. Those conditions are that the Product ID value must be greater than or equal to 2000 and the Ratings value must be greater than or equal to 50.
Use the COUNTBLANK function function to return the number of blank cells in a contiguous range (cells are contiguous if they are all connected in an unbroken sequence). If a cell contains a formula that returns empty text (""), that cell is counted.
When you count cells, there may be times when you want to include blank cells because they are meaningful to you. In the following example of a grocery sales spreadsheet. suppose you want to find out how many cells don't have the sales figures mentioned.
Use a combination of the SUM function and the IF function. In general, you do this by using the IF function in an array formula to determine whether each referenced cell contains a value, and then summing the number of FALSE values returned by the formula.
Use the Advanced Filter dialog box to find the unique values in a column of data. You can either filter the values in place or you can extract and paste them to a new location. Then you can use the ROWS function to count the number of items in the new range.
If you only want to see the number of unique values at a quick glance, select the data after you have used the Advanced Filter (either the filtered or the copied data) and then look at the status bar. The Count value on the status bar should equal the number of unique values.
Suppose you want to determine the size of a large worksheet to decide whether to use manual or automatic calculation in your workbook. To count all the cells in a range, use a formula that multiplies the return values using the ROWS and COLUMNS functions. See the following image for an example:
Now, for the above formula to work correctly, you have to make this an array formula, otherwise the formula returns the #VALUE! error. To do that, click on the cell that has the formula, and then in the Formula bar, press Ctrl + Shift + Enter. Excel adds a curly bracket at the beginning and the end of the formula, thus making it an array formula.
When one or more cells are selected, information about the data in those cells is displayed on the Excel status bar. For example, if four cells on your worksheet are selected, and they contain the values 2, 3, a text string (such as "cloud"), and 4, all of the following values can be displayed on the status bar at the same time: Average, Count, Numerical Count, Min, Max, and Sum. Right-click the status bar to show or hide any or all of these values. These values are shown in the illustration that follows.
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