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How to Use COUNTIF Function in Excel: Count Cells with a Condition

Monday, June 2nd 2025. | Excel

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Learn how to use the COUNTIF function in Excel to count cells based on a condition. This guide is perfect for professionals and students in the USA.

What Is the COUNTIF Function in Excel?

The COUNTIF function in Excel is used to count the number of cells that meet a specific condition. It’s one of the most powerful and commonly used functions for data analysis and filtering.

Formula syntax:

=COUNTIF(range, criteria)

Understanding the Arguments

range: The range of cells to apply the criteria to.
criteria: The condition you want to count. This can be a number, expression, cell reference, or text string.

Basic COUNTIF Function Examples

Count cells equal to a value:
=COUNTIF(A1:A10, 5) — Counts how many times the number 5 appears in the range A1 to A10.
Count cells with text:
=COUNTIF(B1:B10, "Apple") — Counts how many cells contain the word “Apple”.
Count cells greater than a value:
=COUNTIF(C1:C10, ">100") — Counts how many cells have values greater than 100.

Using Cell References in Criteria

You can use cell references instead of hardcoding values:

=COUNTIF(A1:A10, E1)

This will count how many cells in A1:A10 match the value in cell E1.

Using Wildcards in COUNTIF

"*" — Matches any sequence of characters.
"?" — Matches any single character.

Example:

=COUNTIF(A1:A10, "App*")

Counts cells that start with “App”, like “Apple” or “Application”.

When to Use COUNTIF in the USA

COUNTIF is especially helpful in:

Sales reports and performance tracking
Inventory management
Student grading and attendance logs
Customer support and ticket tracking

Common Mistakes and Tips

Remember to enclose text criteria in quotes (e.g., “Apple”).
Wildcards only work with text, not numbers.
COUNTIF is case-insensitive by default.

Related Functions

COUNTIFS – Use when applying multiple criteria.
SUMIF – Adds values that meet a condition.
AVERAGEIF – Averages values that meet a condition.

Conclusion

The COUNTIF function is essential for data analysis in Excel. Whether you’re tracking sales, grades, or inventory, this function helps you quickly summarize data based on conditions. It’s a must-know for professionals and students in the USA.

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