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Using the COUNTIF family of functions

From: Excel 2013 Essential Training

Video: Using the COUNTIF family of functions

A category of functions that's extremely valuable when working with large lists is the COUNTIF family of functions. There is a COUNTIF, a SUMIF and AVERAGEIF and three more sophisticated variations that allow you to use multiple criteria. In this particular list here we might want to tabulate how many Kitchen items we have. It's a large list, 300 rows or so and we don't necessarily want to sort the Data but we do want to know for example, how many of our products are in the Kitchen category, Kitchen Department, Bedroom Department, Dining Department, so on and we have various entries here.

Using the COUNTIF family of functions

A category of functions that's extremely valuable when working with large lists is the COUNTIF family of functions. There is a COUNTIF, a SUMIF and AVERAGEIF and three more sophisticated variations that allow you to use multiple criteria. In this particular list here we might want to tabulate how many Kitchen items we have. It's a large list, 300 rows or so and we don't necessarily want to sort the Data but we do want to know for example, how many of our products are in the Kitchen category, Kitchen Department, Bedroom Department, Dining Department, so on and we have various entries here.

Now to make this easier to see I'm going to hide a few columns here, columns C, D, E as I drag across these into, let's just say those three columns we'll hide for the moment, Right-Click and Hide. We've got a list here of all the different Departments that's been set up ahead of time, so let's zoom in a bit on this list, we'll use the Zoom Slider bar on the lower right-hand corner to zoom in a bit. So let's imagine, we want to tabulate how many kitchen items do we have here? And the function to use is COUNTIF; make the column just a tad wider as we watch this.

=countif, this function requires two arguments or parameters. Where are we looking for these entries here? We're looking in column B comma and what are we looking for? The word Kitchen. Now if we don't have this in a nearby cell, we'll type "Kitchen", but since it's right here to the left we'll just click that cell and press Ctrl+Enter since we don't want the active cell to move and we have an answer, it's 45. By Double-Clicking here, we'll copy this down the column.

Out of all the items that we have here, some 300 items, we've got 41 Bath entries; we see the formula there, 12 Entryway items and so on. In all examples here we're looking in column B simply counting how often that text appears. A companion function called SUMIF allows us to tabulate data. Where is the revenue coming from in our list of sales over here? This time what we'd like to be able to do is to focus for example on the Kitchen items and then go into the Revenue column to figure out how much money we're making here.

Here too I'll make it for the moment a bit wider. The function is called sumif. Where are we looking? We're looking in column B, so it starts off the same way, comma what are we looking for? All of the Kitchen entries, comma and when we find them where do we want to go? In the column H. Now if you are using this function where you have specific cell references for example, we could have highlighted cell B7 down to B310 or whatever, the length is here.

Just make sure that in situations like that that the number of cells that you select here matches the number of cells that you get here. And if we use column references like in this example, we don't worry about that. But what we're saying in effect is, every time the entry in column B is Kitchen, then go into column H and grab that information and keep doing that over and over and tabulate the total, because it's a SUMIF. So there is the Revenue for Kitchen items, Double-Click to copy this down and we could see very quickly, Bedroom and Dining Room and also Living Room as three top items revenue-wise as we look at the data here.

The SUMIF function, where are we looking, what are we looking for, and then having found that, which numerical field do we want to add, in this case Revenue. And as you might expect, AVERRAGEIF is going to work pretty much the same way, this time it's doing little bit differently though, because we want to look at the average cost of something. So to make this a little easier to see, I'm going to make one of the columns, let's say column A, a bit narrower so we can see this better. So Average Cost/Item is going to be averageif.

Where are we looking? We're looking in column B again, comma what are we looking for, the entry in J7 namely Kitchen and when we find this what are we trying to do? We're trying to average the price, that's in column F. What's the average price of our kitchen items that we're currently selling? $26.30, how about the others? Probably no surprise that Living Room is the highest. Bath is pretty low, isn't it, compared to the others.

So all we're doing in this case is saying in effect we're looking column B and when the entry is equal to what we see in column J, then go into column F instead of adding them as we did in column L or simply averaging these entries this time from column F so these three functions; COUNTIF, SUMIF, AVERAGEIF give us great tabulating capability when working with database type lists.

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This video is part of

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Excel 2013 Essential Training

82 video lessons · 70013 viewers

Dennis Taylor
Author

 
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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