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## COUNTIF and SUMIF Formulas in Microsoft Excel

Excel offers two simple built-in formulas for calculating and summarizing rows or columns based on criteria you establish. The formulas discussed in this article are COUNTIF and SUMIF.

**COUNTIF**

This formula will analyze data in a range consisting of a single row or column, or concatenated rows or columns. For example, you can analyze the data in the column defined by A1:A20, or you can look at A1:B20. Any array is acceptable for use in the COUNTIF function. The form of the formula is:

=COUNTIF(List,Rule).

Let’s say, for example, that you are interested in determining the total number of sales in a region, with regions defined as North, South, East and West, and you have daily sales in each region for a period of five days. The first step would be to find out how many sales in a five-day period exceeded 30 units per day. Further assume that our field names are in the range C6:C9 and the corresponding unit data in D6:H9. The formula to find unit sales above 30 would be = COUNTIF(D6:D9,”>30″). This will give you the correct answer. Note that in this function, the criterion part must be in quotes. You might have it linked to a cell, so the formula would be =COUNTIF(D6:D9,A6), where cell A6 would have =”>30″ in it. Sometimes, adding another cell gives more flexibility to the financial model, especially if you do a quick sensitivity analysis.

The COUNTIF function can also be flexible and count based on wildcards, such as “*py” method to find all words ending in “py” or containing “py” can be “*py*” and so on. There are more advanced techniques that will be covered in my blog, but for now, we want to keep it simple.

A major drawback to the COUNTIF function is that it can only take one dimension to analyze. So, if you wanted to determine every sales unit over 30 AND within the North region, you would need to create a formula like the following:

=SUM(IF(C6:C9=”North”,(IF(D6:H9>30,1,0),0)).

In this case, you will have to use Ctrl+Shift+Enter to find the correct answer (this is the entry of the list formula, which is more advanced than the purpose of this article, but necessary for your understanding). This formula will tell you how many days in a five-day analysis that unit sales exceed 30 in the North region.

**SUMIF**

The SUMIF formula is similar in its limitations to the COUNTIF formula, it can only evaluate a specific range. The structure of this function is: =SUMIF(List, List, Sum_List).

Let’s assume that you need to know the total of all units sold in a five-day period of days where unit sales exceeded 30. The formula would be:

=SUMIF(D6:H6,”>30″,D6:H6).

This literally breaks down looking at the range defined by D6:H6, finding all values greater than 30, and then summing those values within the range of D6:H6. This seemingly simple example is only meant to convey the context in which this formula can be used. A more likely scenario would include a long list of sales member names, indexed in the range A1:A200, with last year’s sales results by product in B1:B200. If you wanted to know the total sales of all products by name, the formula would be:

=SUMIF(A1:A200,”Key Operator Name”,B1:B200).

This is the most likely way to use the SUMIF formula. Also, it states that the flaws of this formula limit its general usefulness. For simple database settings, it will work well, but if you have a large database of information such as sales, revenues, units sold and inventory, all by vendors, you may want to better understand the entry of the list formula as it will be. more flexible and easy to control to provide different desired results.

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