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How to Use Sumif Function in Excel

Saturday, June 7th 2025. | Excel

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The SUMIF function in Excel is a powerful tool that lets you add values based on specific conditions. Whether you’re managing sales data, expenses, or any numeric dataset, SUMIF allows for targeted summation that enhances your productivity and accuracy. In this tutorial, you’ll learn exactly how to use the SUMIF function in Excel, from basic syntax to practical real-world examples.

What Is the SUMIF Function in Excel?

SUMIF is a built-in Excel function that allows you to sum cells that meet a certain condition. It is part of Excel’s mathematical functions and is commonly used in data analysis and financial modeling.

The basic syntax of the SUMIF function is:

=SUMIF(range, criteria, [sum_range])

range: The range of cells you want to apply the criteria to.
criteria: The condition that determines which cells to add.
sum_range: (Optional) The actual cells to sum if different from the range.

How to Use the SUMIF Function: Step-by-Step

Let’s say you have the following data in your worksheet:

Product	Sales
Apple	100
Orange	150
Apple	120

To sum only the sales for “Apple”, you can use the following formula:

=SUMIF(A2:A4, "Apple", B2:B4)

This formula checks column A for the word “Apple” and sums the corresponding values in column B. The result will be 220.

Using SUMIF with Logical Operators

You can also use logical conditions in your criteria. For example, if you want to sum all values greater than 100 in the Sales column:

=SUMIF(B2:B10, ">100")

Note that logical operators like greater than (>), less than (<), and equal to (=) must be enclosed in quotes.

Using Cell References as Criteria

To make your formulas dynamic, you can use cell references instead of hardcoding the criteria. For example:

=SUMIF(A2:A10, D1, B2:B10)

This formula will use the value in cell D1 as the criteria. If D1 contains “Apple,” it will sum all sales for Apple.

Common Mistakes to Avoid

Mismatched range sizes: The range and sum_range must be the same size, otherwise Excel may return incorrect results.
Incorrect criteria syntax: Always enclose text and logical operators in quotes (e.g., “Apple”, “>100”).
Using SUM instead of SUMIF: SUM adds all numbers in a range; SUMIF adds numbers that meet a condition.

SUMIF vs SUMIFS

While SUMIF supports only one condition, SUMIFS allows multiple criteria. If you need to filter data based on two or more conditions, SUMIFS is the better option. Example:

=SUMIFS(C2:C10, A2:A10, "Apple", B2:B10, "Q1")

Real-World Examples

Sales reports: Sum total sales by region or product.
Expense tracking: Sum costs by category (e.g., food, travel).
Project budgeting: Calculate total expenses for tasks with “Approved” status.
Student grades: Sum scores for assignments that meet a certain grade level.

Best Practices for Using SUMIF

Use named ranges for clarity and manageability.
Test criteria with filters before applying them in formulas.
Use data validation to maintain consistency in criteria values.
Document your formula logic in cell comments or a separate worksheet.

FAQs About the SUMIF Function

Q: Can I use wildcards in SUMIF? A: Yes. Use * to represent any number of characters and ? for a single character. Example: =SUMIF(A2:A10, "App*", B2:B10)

Q: How do I sum cells that are not equal to a certain value? A: Use the not equal to operator: =SUMIF(A2:A10, "<>Apple", B2:B10)

Q: Does SUMIF work with dates? A: Yes, just format the date properly and use the correct syntax. Example: =SUMIF(A2:A10, ">01/01/2024", B2:B10)

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