Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Counting with Formulas.

Counting with Formulas

by Allen Wyatt
(last updated April 16, 2016)

5

If you are working with a data table that has a limited number of categories by which you want a count, you can use the COUNTIF worksheet function to do your work. For instance, you may have a data table that has two columns. Column A could be names of customers and Column B could be names of sales representatives. There are only half a dozen sales representatives, but scores of customers.

In Column E, list the names of your sales reps, one rep per row. (If you have only a half dozen sales reps, you should have only six rows filled out.) Begin in Row 2, since E1 will probably be used for the column name, such as "Sales Rep." The sales rep names should be spelled exactly as they appear in the data table.

In Column F, beside the first sales rep, enter the following formula:

=COUNTIF($A$2:$B$200,"="&$E2)

Make sure you replace $A$2:$B$200 with the actual range of your original data table. (You could use a named range, if desired.)

Copy this formula (cell F2) into the other five rows of Column F (cells F3:F7), right beside each sales rep's name.

That's it! The information in Column F represents the number of customers for each sales rep.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (11987) applies to Microsoft Excel 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Excel here: Counting with Formulas.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Counting Cells with Text Colors

Got a bunch of cells that have different colored text in them? Here's a great way to count the occurrences of certain ...

Discover More

Returning Item Codes Instead of Item Names

The data validation capabilities of Excel are really handy when you want to limit what is put into a cell. However, you ...

Discover More

Automatically Entering a Data Entry Time

Excel worksheets can be used to keep track of all sorts of information. You may want to use it, for instance, to track ...

Discover More

Excel Smarts for Beginners! Featuring the friendly and trusted For Dummies style, this popular guide shows beginners how to get up and running with Excel while also helping more experienced users get comfortable with the newest features. Check out Excel 2013 For Dummies today!

More ExcelTips (ribbon)

Exact Matches with DSUM

The DSUM function is very handy when you need to calculate a sum based on data that matches criteria you specify. If you ...

Discover More

Using a Cell Value as a Worksheet Name in a Formula

Excel allows you to easily develop formulas that pull values from worksheets and workbooks other than the one in which ...

Discover More

Getting the Name of the Parent Workbook

If you need to insert into a cell the name of the workbook in which a worksheet is contained, you can use the CELL ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is nine less than 9?

2016-04-23 05:58:48

Michael (Micky) Avidan

@Amy,
1. Although we don't deal with "life danger" - one should avoid using Absolute references if he deals with a SINGLE formula.
2. the following "shorten" formula will return the same result:
=COUNTIF(A2:B200,"=")
--------------------------
Michael (Micky) Avidan
“Microsoft® Answers" - Wiki author & Forums Moderator
“Microsoft®” MVP – Excel (2009-2016)
ISRAEL


2016-04-22 17:07:18

Amy

Just change the formula such as
=COUNTIF($A$2:$B$200,"="&"")


2016-04-21 16:12:12

Rundor

Is there a way to COUNTIF cells are blank?


2016-04-17 06:25:17

Willy Vanhaelen

@Dave
You're right. This construction is only needed for not equal for instance:
=COUNTIF($A$2:$B$200,"<>"&E2).


2016-04-16 06:45:28

Dave

in the formula
=COUNTIF($A$2:$B$200,"="&$E2)
what is the purpose of "="& as the formula works perfectly well without it?


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.