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131
Chapter 8: Summing and Counting
Author: Joseph Rubin, CPA                                     www.exceltip.com
Summing According to Criteria, the SUMIF
Formula
The SUMIF formula is one of the best and most useful formulas in Excel.
The formula allows you to sum data according to various criteria. There is a
wide range of criteria available to the SUMIF formula. In the figure below,
notice that the total has been calculated according to two different types of
criteria: one is textual and the other is numeric. The main advantage to the
SUMIF formula is that you can sum data in an unsorted range.
The SUMIF formula, arguments
The first argument, Range
Select the range for the criterion.
The second argument, Criteria
Type the criterion (in quotes) or select the cell with the criterion.
The third argument, Sum_Range
Select the range that contains the data to be totaled.
The formula in Cell H4 is =SUMIF(B:B,G4,D:D)
Note
The cell ranges for the first and third arguments must be the
same size.
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132
Chapter 8: Summing and Counting
Author: Joseph Rubin, CPA                                     www.exceltip.com
Using two arguments of the SUMIF formula
The third argument, Sum_Range, is colored gray in the argument box.
This indicates that it is optional to use this argument. This means that
you can use the SUMIF formula with only the first two arguments. In
other words, sum the data range that you selected in the first argument
according to the criteria in the second argument.
Using comparison operators (< >) as criteria
Use the < or > comparison operators as criteria to sum data.
For example:
In Cell G4 (in the figure before), type >100. The result is a total of the
amounts in Column D of invoice numbers that are greater than 100. You
can enter a criterion into a formula (not recommended). If you choose to
do so, be sure to place quotation marks before and after the criterion.
The  syntax  of  the  formula  with  criteria  in  the  second  argument  is
=SUMIF(C:C,”>100”,D:D).
Using SUMIF to sum two ranges according to
criteria
The SUMIF formula sums data from a single range only. If you want to
use the SUMIF formula to sum or subtract data from different ranges,
then you have to create two SUMIF formulas and combine them into a
single formula.
The combined formula is =SUMIF(B:B,G4,D:D)-SUMIF(B:B,G4,E:E).
In two cells, enter two SUMIF formulas.
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133
Chapter 8: Summing and Counting
Author: Joseph Rubin, CPA                                     www.exceltip.com
1.  In the formula bar, select the formula that is to be copied, without the
= sign.
2.  Press Ctrl+C (Copy).
3.  Click Cancel (the X sign to the left of the formula in the formula bar).
4.  Select the second formula in the formula bar, and at the end of the
formula, add a – sign (or + sign).
5.  Press Ctrl+V.
6.  Press Enter.
Summing totals with text characters as criteria
With  the  SUMIF  formula,  you  can  find  totals  according  to  complex
criteria, such as the characters at the beginning of text, in the center of
text, and/or special symbols.
In the figure below, notice the wide range of possibilities available for
finding totals according to complex criteria.
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134
Chapter 8: Summing and Counting
Author: Joseph Rubin, CPA                                     www.exceltip.com
The COUNT Formula
The COUNT formula comes in several forms. In the figure below, notice
the various uses of the COUNT function.
In the Database category of Paste Function, there are two additional
versions  of  the  COUNT  formula,  the  DCOUNT  formula  and  the
DCOUNTA formula. See Chapter 15, Data
Counting the number of cells in a range that
includes numbers
Example:
A data  range that  is 10 lines by  10 columns  includes 100 cells  with
numeric data.
The formula is =COUNT(Table) (the Name Table was defined for the
table of data).
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135
Chapter 8: Summing and Counting
Author: Joseph Rubin, CPA                                     www.exceltip.com
Counting the number of cells in a range that
includes text
The formula is =COUNTA(Table)-COUNT(Table). The COUNTA formula
returns the number of cells in a range that includes any type of data. The
COUNT formula returns the number of cells that include only numeric
data.
Counting the cells with data according to criteria
The data  sheet  in  the  figure  below includes Names that have  been
defined for the columns, according to the column headers.
To create Names according to headers, select a cell in the data table,
press Ctrl+*, and press Ctrl+Shift+F3. Select Top Row and click OK
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136
Chapter 8: Summing and Counting
Author: Joseph Rubin, CPA                                     www.exceltip.com
The AND formula
Count the number of cells in the column Customer Name = Intel with
the criterion USA in the Market column. The result of the calculation is 2.
The formula is ={SUM((Market=”USA”)*(Customer_Name=”Intel”))}.
The * symbol in the array formula returns a result equal to the AND
formula. Here is a shortcut for inserting an array formula  after entering
the  formula  into  the  cell:  select  the  cell,  press F2  (Edit)  and  press
Ctrl+Shift+Enter
The OR formula
Replace the * sign with  the  + sign  in the formula. The  result  of the
calculation is 18 five cells in the column named Customer Name, and
thirteen cells in  the  column  named Market. The  + sign  in the array
formula returns a result equal to the OR formula.
You can use the COUNTIF formula instead of the array formula:
=COUNTIF (Market, “USA”)+COUNTIF(Customer_Name, “Intel”).
Comparing and Merging Lists, the
COUNTIF Formula
The ability to compare two lists helps you to pinpoint the similarities and
the differences between the lists. You can identify a name or item that
appears in one list and not the other, and names or items that appear in
both lists.
See more about comparing lists in Chapter 21, Consolidating Data
A sample list: employees, inventory items, clients, suppliers and/or list of
account names  in the accounting system, and more. In the example,
compare  two  lists  of  employees.  In  the  following  figure,  notice  that
Column A contains one list of employees and Column E contains the
other.
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137
Chapter 8: Summing and Counting
Author: Joseph Rubin, CPA                                     www.exceltip.com
Stage 1 – check each list
In Cell B2, enter the formula =IF(COUNTIF(E:E,A2)>0,3,1).
In Cell F2, enter the formula =IF(COUNTIF(A:A,E2)>0,3,2).
Explanation
The COUNTIF formula returns the total number of times that a particular
criterion appears in a range of cells or a column. When the result of the
calculation is 3, the name of the employee appears in both lists. When
the result of the calculation is 1, the name of the employee appears in
the first list. When the result of the calculation is 2, the name of the
employee appears only in the second list.
Stage 2 – merging the lists
Select  Cell  B2  and  click  the Sort Ascending icon  on  the  standard
toolbar.
Select  Cell  F2  and  click  the Sort Ascending icon  on  the  standard
toolbar.
In  Column  E,  beginning  with  Cell  E2,  copy  the  names  of  those
employees for whom the digit 2 appears in Column F. Paste the names
at the bottom of the first list.