Jul
10

How to use Excel COUNTIFS and COUNTIF with multiple criteria

The tutorial explains how to use COUNTIFS and COUNTIF formulas with multiple criteria in Excel based on AND as well as OR logic. You will find a number of examples for different data types - numbers, dates, text, wildcard characters, non-blank cells and more.

Of all Excel functions, COUNTIFS and COUNTIF are probably most often mixed up because they look very much alike and both are purposed for counting cells based on the specified criteria.

The difference is that COUNTIF is designed for counting cells with a single condition in one range, whereas COUNTIFS can evaluate different criteria in the same or in different ranges. The aim of this tutorial is to demonstrate different approaches and help you choose the most efficient formula for each particular task.

Excel COUNTIFS function - syntax and usage

As already mentioned, the Excel COUNTIFS function is purposed for counting cells across multiple ranges based on one or several conditions. The COUNTIFS function is available in Excel 2016, 2013, Excel 2010, and Excel 2007, so you can use the below examples in any Excel version.

COUNTIFS syntax

The syntax of the COUNTIFS function is as follows:

COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2]…)
  • criteria_range1 - defines the first range to which the first condition (criteria1) shall be applied, required.
  • criteria1 - sets the condition in the form of a numbercell referencetext stringexpression or another Excel function, required. The criteria defines which cells shall be counted and can be expressed as 10, "<=32", A6, "sweets".
  • [criteria_range2, criteria2]… - these are additional ranges and their associated criteria, optional. You can specify up to 127 range/criteria pairs in your formulas.

In fact, you don't have to remember the syntax of the COUNTIF function by heart. Microsoft Excel will display the function's arguments as soon as you start typing; the argument you are entering at the moment is highlighted in bold.

The syntax of the Excel COUNTIFS function

Excel COUNTIFS - things to remember!

  1. You can use the COUNTIFS function in Excel to count cells in a single range with a single condition as well as in multiple ranges with multiple conditions. If the latter, only those cells that meet all of the specified conditions are counted.
  2. Each additional range must have the same number of rows and columns as the first range (criteria_range1 argument).
  3. Both contiguous and non-contiguous ranges are allowed.
  4. If the criteria is a reference to an empty cell, the COUNTIFS function treats it as a zero value (0).
  5. You can use the wildcard characters in criteria - asterisk (*) and question mark (?). See this example for full details.

How to use COUNTIFS and COUNTIF with multiple criteria in Excel

Below you will find a number of formula examples that demonstrate how to use the COUNTIFS and COUNTIF functions in Excel to evaluate multiple conditions.

How to count cells with multiple criteria (AND logic)

This scenario is the easiest one, since the COUNTIFS function in Excel is designed to count only those cells for which all of the specified conditions are TRUE. We call it the AND logic, because Excel's AND function works this way.

Formula 1. COUNTIFS formula with multiple criteria

Suppose you have a product list like shown in the screenshot below. You want to get a count of items that are in stock (value in column B is greater than 0) but have not been sold yet (value is column C is equal to 0).

The task can be accomplished by using this formula:

=COUNTIFS(B2:B7,">0", C2:C7,"=0")

And the count is 2 ("Cherries" and "Lemons"):

Counting cells with multiple criteria based on AND logic

Formula 2. COUNTIFS formula with identical criteria

When you want to count items with identical criteria, you still need to supply each criteria_range / criteria pair individually.

For example, here's the right formula to count items that have 0 both in column B and column C:

=COUNTIFS($B$2:$B$7,"=0", $C$2:$C$7,"=0")

This COUNTIFS formula returns 1 because only "Grapes" have "0" value in both columns.

COUNTIFS formula with identical criteria

Using a simpler formula with a single criteria_range like COUNTIFS(B2:C7,"=0") would yield a different result - the total count of cells in the range B2:C7 containing a zero (which is 4 in this example).

How to count cells with multiple criteria (OR logic)

As you have seen in the above examples, counting cells that meet all of the specified criteria is easy because the COUNTIFS function is designed to work this way.

But what if you want to count cells for which at least one of the specified conditions is TRUE, i.e. based on the OR logic? Overall, there are two ways to do this - by adding up several COUNTIF formulas or using a SUM COUNTIFS formula with an array constant.

Formula 1. Add up two or more COUNTIF or COUNITFS formulas

In the table below, supposing you want to count orders with the "Cancelled" and "Pending" status. To have it doen, you can simply write 2 regular Countif formulas and add up the results:

=COUNTIF($C$2:$C$11,"Cancelled") + COUNTIF($C$2:$C$11,"Pending")

Counting cells that meet any of the specified criteria

In case each of the functions is supposed to evaluate more than one condition, use COUNTIFS instead of COUNTIF. For example, to get the count of "Cancelled" and "Pending" orders for "Apples" use this formula:

=COUNTIFS($A$2:$A$11, "Apples", $C$2:$C$11,"Cancelled") + COUNTIFS($A$2:$A$11, "Apples", $C$2:$C$11,"Pending")

Another formula to count cells with multiple criteria and OR logic

Formula 2. SUM COUNTIFS with an array constant

In situations when you have to evaluate a lot of criteria, the above approach is not the best way to go because your formula would grow too big in size. To perform the same calculations in a more compact formula, list all of your criteria in an array constant, and supply that array to the criteria argument of the COUNTIFS function. To get the total count, embed COUNTIFS inside the SUM function, like this:

SUM(COUNTIFS(range,{"criteria1","criteria2","criteria3",…}))

In our sample table, to count orders with the status "Cancelled" or "Pending" or "In transit", the formula would go as follows:

=SUM(COUNTIFS($C$2:$C$11, {"cancelled", "pending", "in transit"}))

A more compact formula to count cells with multiple criteria and OR logic

In a similar manner, you can count cells based on two or more criteria_range / criteria pairs. For instance, to get the number of "Apples" orders that are "Cancelled" or "Pending" or "In transit", use this formula:

=SUM(COUNTIFS($A$2:$A$11,"apples",$C$2:$C$11,{"cancelled","pending","in transit"}))

Counting cells with multiple criteria_range / criteria pairs and OR logic

How to count numbers between 2 specified numbers

By and large, COUNTIFS formulas for numbers fall into 2 categories - based on several conditions (explained in the above examples) and between the two values you specify. The latter can be accomplished in two ways - by using the COUNTIFS function or by subtracting one COUNTIF from another.

Formula 1. COUNTIFS to count cells between two numbers

To find out how many numbers between 5 and 10 (not including 5 and 10) are contained in cells C2 through C10, use this formula:

=COUNTIFS(C2:C10,">5", C2:C10,"<10")

A COUNTIFS formula to count numbers between X and Y

To include 5 and 10 in the count, use the "greater than or equal to" and "less than or equal to" operators:

=COUNTIFS(B2:B10,">=5", B2:B10,"<=10")

Formula 2. COUNTIF formulas to count numbers between X and Y

The same result can be achieved by subtracting one Countif formula from another. The first one counts how many numbers are greater than the lower bound value (5 in this example). The second formula returns the count of numbers that are greater than the upper bound value (10 in this case). The difference between the first and second number is the result you are looking for.

  • =COUNTIF(C2:C10,">5")-COUNTIF(C2:C10,">=10") - counts how many numbers greater than 5 and less than 10 are in the range C2:C10. This formula will return the same count as shown in the screenshot above.
  • =COUNTIF(C2:C10, ">=5")-COUNTIF(C2:C10, ">10") - the formula counts how many numbers between 5 and 10 are in the range C2:C10, including 5 and 10.

How to use cell references in COUNTIFS formulas

When using logical operators such as ">", "<", "<=" or ">=" together with cell references in your Excel COUNTIFS formulas, remember to enclose the operator in "double quotes" and
add an ampersand (&) before a cell reference to construct a text string.

In a sample dataset below, let's count "Apples" orders with amount greater than $200. With criteria_range1 in cells A2:A11 and criteria_range2 in B2:B11, you can use this formula:

=COUNTIFS($A$2:$A$11, "Apples", $B$2:$B$11, ">200")

Or, you can input your criteria values in certain cells, say F1 and F2, and reference those cells in your formula:

=COUNTIFS($A$2:$A$11, $F$1, $B$2:$B$11, ">"&$F$2)

Please notice the use of absolute cell references both in the criteria and criteria_range arguments, which prevents the formula from being broken when copied to other cells.

Using cell references in COUNTIFS formulas

For more information about the use of an ampersand in COUNTIF and COUNTIFS formulas, please see Excel COUNTIF - frequently asked questions.

How to use COUNTIFS with wildcard characters

In Excel COUNTIFS formulas, you can use the following wildcard characters:

  • Question mark (?) - matches any single character, use it to count cells starting and/or ending with certain characters.
  • Asterisk (*) - matches any sequence of characters, you use it to count cells containing a specified word or a character(s) as part of the cell's contents.
Tip. If you want to count cells with an actual question mark or asterisk, type a tilde (~) before an asterisk or question mark.

Now let's see how you can use a wildcard char in real-life COUNTIFS formulas in Excel. Suppose, you have a list of projects in column A. You wish to know how many projects are already assigned to someone, i.e. have any name in column B. And because we are learning how to use the COUNTIFS function with multiple criteria, let's add a second condition - the End Date in column D should also be set.

Here is the formula that works a treat:

=COUNTIFS(B2:B10,"*",D2:D10,"<>"&""))

Please note, you cannot use a wildcard character in the 2nd criteria because you have dates rather that text values in column D. That is why, you use the criteria that finds non-blank cells: "<>"&""

The COUNTIFS formula to count entries containing any text in one column and non-blank cells in another column.

COUNTIFS and COUNTIF with multiple criteria for dates

The COUNTIFS and COUNTIF formulas you use for dates are very much similar to the above formulas for numbers.

Example 1. Count dates in a specific date range

To count the dates that fall in a certain date range, you can also use either a COUNTIFS formula with two criteria or a combination of two COUNTIF functions.

For example, the following formulas count the number of dates in cells C2 through C10 that fall between 1-Jun-2014 and 7-Jun-2014, inclusive:

=COUNTIFS(C2:C9, ">=6/1/2014", C2:C9, "<=6/7/2014")

=COUNTIF(C2:C9, ">=6/1/2014") - COUNTIF(C2:C9, ">6/7/2014")

The COUNTIF formula with 2 conditions to count dates in a specific date range

Example 2. Count dates with multiple conditions

In the same manner, you can use a COUNTIFS formula to count the number of dates in different columns that meet 2 or more conditions. For instance, the below formula will find out how many products were purchased after the 20th of May and delivered after the 1st of June:

=COUNTIFS(C2:C9, ">5/1/2014", D2:D9, ">6/7/2014")

The COUNTIF formula to count dates with multiple conditions

Example 3. Count dates with multiple conditions based on the current date

You can use Excel's TODAY() function in combination with COUNTIF to count dates based on the current date.

For example, the following COUNTIF formula with two ranges and two criteria will tell you how many products have already been purchased but not delivered yet.

=COUNTIFS(C2:C9, "<"&TODAY(), D2:D9, ">"&TODAY())

The COUNTIF formula to count dates with multiple conditions based on the current date

This formula allows for many possible variations. For instance, you can tweak it to count how many products were purchased more than a week ago and are not delivered yet:

=COUNTIFS(C2:C9, "<="&TODAY()-7, D2:D9, ">"&TODAY())

This is how you count cells with multiple criteria in Excel. I hope you will find these examples helpful. Anyway, I thank you for reading and hope to see you on our blog next week!

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910 Responses to "How to use Excel COUNTIFS and COUNTIF with multiple criteria"

  1. Kaiser says:

    Dear Svetlana,

    Greetings, we meet again. I was trying to put a formula by using COUNTIFS, but it is coming with Error that too many arguments. Can you please advise.

    A B C
    Details Payment Authority to Waive
    Bill 5000 If the value in B2 is less than 5000 then
    Manager, more than 5000 than General Manager,
    more than 10000 it will be Director.
    Late Fine 6000 The value will show Manager

  2. Kaiser says:

    Dear Svetlana,

    Greetings, we meet again. I was trying to put a formula by using COUNTIFS, but it is coming with Error that too many arguments. Can you please advise.

    A B C
    Details Payment Authority to Waive
    Bill 5000 If the value in B2 is less than 5000 then it will
    show Manager, more than 5000 it will show General
    Manager, more than 10000 it will show Director.
    Late Fine 6000 The values will select/show and will show Manager
    Total 11000 The values will select/show and will show Director

    Thank you for the advise. Have a nice day.

    Kaiser

  3. Kaiser says:

    Sorry seems like posted several times. Apologise.

  4. Angori says:

    Hello,
    I need a formula linke

    =COUNTIF($C$2:$C$11,"Apple") + COUNTIF($C$2:$C$11,"5Orange")

    but I need to count the "5Orange" as 5 not 1.

    For example if I have in A2 Apple and in B2 5Orange, I want the formula to give me the result of 6.

    Is there anyway I could could count the 5Orange as 5.

  5. Ardnos says:

    Okay I have a survey where respondents can check multiple boxes of various errors found. When it imported into excel it puts these responses into one cell for each case under one column.

    One case entry can have multiple categorical answers (or no findings at all) all located on a single cell. Example: Not addressing OWL or NHL screens; Failed to explain how income was calculated; Actual versus Anticipated

    I am needing to be able to just look at each piece individually, for example just the Actual versus Anticipated. How do I do a count were it will identify that answer. Right now all I am identifying is when it was the only finding selected. It is not picking up and counting that answer when multiple items have been selected.

    Please help!!!!

  6. Kay says:

    Hello, can you please help me with this. Im trying to find a formula when "open" is entered in example cell B1 it would calculate the date + 2 days entered in a1 in c3.

  7. Sue says:

    Hi

    I have a spread sheet that consist of a reporting period, a document type and a keyword.

    I am trying to do a bar graph that auto changes when information is added.

    reporting period is 2017-Q1, 2017-Q2, the document type will always be "Initial Event Notification" and the Keywords are what need to be counted : near miss, injury, breach.

    so i figured out the below is the info i am wanting.

    countif reporting period = (2017-Q1) & document type = (Initial Event Notification) & keyword = (Injury).

    I just havent used excel formulas for a while and am not getting my head around it today.

  8. Sreeja says:

    Hi!

    Following is one of the report formats that i need help with :

    Status ColoumnA ColoumnB

  9. Sreeja says:

    Hi !

    I need help with the following report :

    Status ColoumnA ColoumnB ColoumnC

    Prd.sold A c
    On hold B
    Prd.Tran A
    Prd.sold B

    I need to understand whether can we use countif condition to check how many prod.sold and On hold customers have opted for ColoumnA product ?

  10. Ali Hassan says:

    Can i use criteria average with criteria sum in rule if
    I have some workers' salaries and I want to use a class to find out how many classes are in the category of 200, how many are in the category of 100, how many are in the category of 50, how many are in the category of 20, how many are in the category of 10, 5 and how many of the 1 category

  11. Ajit Phape says:

    I am to insert serial number to each output (tick mark only) which is a result of this formula; =IF(AND(E11>=1,F11=0),"a",""). The formula is a output for those households whose educational credentials meets my requirements. And I pick those households for my selection. Those with "Nil" output need not count as they are not necessary.

    Regards

  12. Tomás Sarlangue says:

    Hi, Can I refer to a cell with text to avoid typing the text for a second condition? Instead of typing the name of employees that match, I'd like to refer to a cell with that name, so I can copy and paste the formula for the names of the other employees. I hope you understand what I need! thanks
    Tomás

  13. Edward Ocampo says:

    Trying to add countifs from two sheets in a workbook to a third sheet in the same workbook but I get zero.
    Function below.

    =COUNTIFS('sheet1 Data'!$A:$A,Tracker!A3,'sheet1 Data'!$J:$J,Tracker!C$2)+COUNTIFS('sheet2 Data'!$A:$A,Tracker!A3,'sheet2 Data'!$J:$J,Tracker!C$2)

    Column A represent Date Range
    Cell A3 represents the date value
    Column C represent Value Range
    Cell C2 represents the value

  14. krish says:

    hi mam if we have age and gender in a single cell how can we count only gender out of it please help me out.i mean only male or female

  15. Dan says:

    Hi!

    I am trying to count two things. (1) which of my customers from January ordered more boxes in February than in January, but excluding customers from February who were not customers in January. Cells a2:a51 list all my customers by name. Cells b2:b51 lists the amount of boxes purchased in January. Cells c2:c51 lists the amount of boxes purchased in February. When using Countifs, I can't figure out how to make the Criteria conditional. I tried using: =countifs(b:2:b51,">0",b:2:b51,">a2:a51"), but that doesn't seem to work. Any advice?

    (2) Count the number of customers I lost in February (i.e. customers who purchased boxes in January but none in February). I tried =countifs(a2:a51,">0",b2:b51,"<1") I noticed that works if I have a 0 value in the b2:b51 range. Any way I can make the count work if the value in column b is Blank?

    Thank you!!

  16. Gulzar Ahmed says:

    Thanks I got much help nothing words to express

  17. Junaid Tayyab says:

    Hi

    I wanted to count in Column "C" when two conditions are met from column "A" and Column "B", like A:A="W" and B:B="KK" count from row "C". Data is

    Freq Name Value
    D KK 3
    D KK 3
    D LL 3
    W KK 3
    W LL 3

  18. Vikas Kumar says:

    Hi ,

    I am trying to find a count of a particular Numnber or Letter in a row , i am writing the query but its giving me 0...can you advsie

  19. Vikas Kumar says:

    Hi ,

    I am trying to find a count of a particular Number or Letter in a row , i am writing the query but its giving me 0...can you advise

  20. Jules says:

    On sheet one I have date joined organisation followed by benefit claimed.
    One sheet 2 I have the quarterly date range that I need totals for.
    Say Date joined is column A sheet 1, Benefit is column B sheet 1
    Date I'm calculating from is cell A1 sheet 2 and Date to is cell A2, sheet 2

    I need to know how I can calculate the number of times a specific benefit (say EI or JSA) is listed for people who have joined the organisation within the set date parameters on sheet 2.

    Please help!

  21. zelda says:

    Good day

    i need to count the sum of h7:h21 if d21>0 and then count the sum of h21:h22 if d22>0 and count h22:h52 if d52>0

    my problem is that there is no constant cell but constant columns.
    The values in the cells in column d will always vary.

    can you please assist.

  22. Kat says:

    I'm trying to figure out how to count the following formula:

    If an "l" is in the middle column below AND the date falls between 9/11/17 and 9/26/17 sum the amount of the numbers in column 3 that meet the criteria. The information I'm using in below. I've tried several formulas none of which work.

    Here are two that I've tried:
    1. =COUNTIF(amount,IF(values="l",AND(date,">="&start,"="&start,date,"<="&end+COUNTIF(values,"l"))

    The answer should be 29, but if you change the date to a date that is out of range the total does not change, it stays at 29.

    date ranges amount
    9/10/2017 l 1
    9/14/2017 l 2
    9/15/2017 m 6
    9/10/2012 l 4
    9/14/2017 h 3
    9/15/2017 l 10
    9/9/2017 l 6
    9/17/2017 l 8

  23. Kat says:

    Thanks in advance for whoever can assist

    • Hi, Kat,

      supposing that your table starts from A1, you need to use the following array formula (it should be entered by pressing Ctrl+Shift+Enter on your keyboard instead of just "Enter"):
      =SUM($C$2:$C$9*($B$2:$B$9="l")*($A$2:$A$9>=DATEVALUE("9/11/2017"))*($A$2:$A$9<=DATEVALUE("9/26/2017")))

      Hope this solves the task!

  24. charles says:

    Hi

    I have a table which shows the gradings for each time estates are inspected ; 'Gold', 'Silver', or 'Bronze'.

    I want to know how to count many time the estate rating (Column C) changes from Gold, to Silver or Bronze for each block (column A) on So, for example, on row 9 the estate rating for Ian Mikardo Way, Amersham Road RG4, inspected on 26/06/17, changed from Gold to Silver compared to the previous inspection on 13/04/17.

    Thanks for any help you can give

    Block (A) Inspection Date(b) Estate Rating (C)

    Ian Mikardo Way,
    Amersham Road RG4 13/04/2017 Gold

    Ian Mikardo Way,
    Amersham Road RG4 26/06/2017 Silver

  25. Jared says:

    Can the countifs formula count between a date rage with two additional criteria? For example: I have a table that list product by type (industrial, apparel, ect.) in column A, the status (completed, late, on hold, ect.) in column B, and the date entered. I want to be able to count how many apparel products had the late status in June.

  26. Asif says:

    Hello Svetlana
    I have 2 columns, 1st contains date and 2nd condition,
    I want to count the number of cells contains date range 01-01-2015 to 31-12-2015 with condition A, please help.....

  27. William says:

    How do I create a formula for the criteria range in a countifs function?

  28. Adam Baker says:

    I have one file, it has 3 systems associated to it so it is listed 3 times. Once I have sent all 3 systems for comments I want it to count as 1 as the 1 file has been sent for comments and is complete. So I have currently 1 merged cell for the file and 3 single cells for the systems but I would like it to know when all systems are sent for comments so that I don't need a merged cell, it just counts as 1 once all systems for that filename are sent for comments...not so easy I know but maybe someone can help!

  29. aas1354 says:

    I have a formula which is like this

    =COUNTIFS('sheet1 '!W:W,">0",'sheet1 '!A:A,"Truck")

    which is count all data in column W (sheet1) larger than 0, which are called Truck in column A.

    Now, I want this formula to read the same information but by consider a range of dates in between 1st of October to 15th (I have dates in Column B in sheet1).

    I now, may I can add to countifs, But not sure about it.

  30. Jaime Manale says:

    I am trying to add the number of Job Titles (Column C) and their Status - Open, Filled (Column B).

    I have tried Count if and subtracting the data but it doesn't seem to be working.

    =COUNTIF(C11:C67,"CSR",+ B11:B60,"O")
    How can I get the number of CSRs that are open between Column C and B?

  31. SVS says:

    Data sheet below,
    A B
    1 Student Name Date
    2 Mr. X 11/18/2017
    3 Mr. Y 11/18/2017
    4 Mr. X 11/20/2017
    5 Mr. X 11/25/2017
    6 Mr. X 12/21/2017

    Above are the details of the persons visiting our office, i want to know, how many times the person Mr. X has visited our office in November only.

    Where as the result should be = 3

    I am using the below formula...

    =COUNTIFS(A2:A6,"Mr. X",B2:B6,">="&DATE(2017,11,1),B2:B6,"<="&DATE(2017,11,31))

    But i am getting the result = #VALUE!

    Can you please help ......

    • Hello,

      Actually, your formula is correct. If it doesn’t work, then most likely something is wrong with your table.
      If you can send me the workbook with your data and formula to support@ablebits.com, I’ll be able to help you better. Please don't worry if you have confidential information there, we never disclose the data we get from our customers and delete it as soon as the problem is resolved.
      Don't forget to include the link to this comment into your email.

      I'll look into your issue and try to help.

  32. Kendall says:

    How would you type a formula to find out if the sum of two cells is greater than or equal to 3? I tried entering COUNTIFS(A1+M1,"=<3") but was unsuccessful. I need to count multiple pairs of cells, not just one pair at a time.

    Thanks

  33. Joseph Maruca says:

    Is there a COUNTIF formula that only counts 1 if the sum of two different cells totals a specific number? I've scoured the web and can't find an answer to this question. I don't mean the sum of either cells, but only if the two cells added together equal 1. If both cells have 1, I don't want it to count, because the sum of 1 + 1 = 2, and 2 is not 1. For some reason, can't find a formula to count only when ONE of the cells has a 1.

  34. Joseph Maruca says:

    Is there a COUNTIF formula that only counts 1 if the sum of two different cells totals a specific number? I've scoured the web and can't find an answer to this question.

    I don't mean the sum of either cells, but only if the two cells added together equal 1. If both cells have 1, I don't want it to count, because the sum of 1 + 1 = 2, and 2 is not 1. For some reason, can't find a formula to count only when ONE of the cells has a 1.

  35. Dee says:

    Seeking a formula:

    Currently use:
    =countifs((A1:A25),">="&DATE(2017,1,1),(A1:A25),"<="&DATE(2017,1,31))

    We now want to select

    Q1:Q25 if contains the letter "C" and also fits within the above date ranges...

    Please help

  36. Lesa says:

    I am trying to do a formula that involves letters meaning amounts and adding the columns together. How would I do that?
    Name - D for diamond or $500, G for Gold or $100, S for Silver or $50.
    My columns look like this:
    Name 2018 2017 2016 2015 2014 Total
    Lesa Sandberg D G S S S $750
    I need to know how much money a person has donated over the past years and have it automatically total it. Is this possible? Thanks!

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