Watch the video extract as seen on YouTube, then read the full tutorial below.
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Excel IF Statements Explained
In this Microsoft Office Online Training tutorial we’re going to explain how to use the IF Formula, and look at a couple of different applications for it.
With the IF formula you can tell Excel to perform different calculations depending on whether the answer to your question is true of false.
The function wizard in Excel describes the IF Formula as:
= IF(logical_test,value_if_true,value_if_false)
But let’s translate it into English and apply it to an example:
In the table below we want to calculate a commission in column G for each Builder based on the number of units in column D.
 |
We’ll say that for units over 5 we’ll pay 10% commission based on the Total $k figure in column F, and for units of 5 and under we’ll pay 5% commission.
Our IF formula for row 2 would read like this:
=IF(The number of units in cell D2 is >5,Then take the Total $k in cell F2 x 10%, but if it’s not > 5 then take the Total $k in cell F2 x 5%)
The actual formula we would enter into Cell G2 would be:
=IF(D2>5,F2*10%,F2*5%)
Remember; as the number of units in row 5 is not greater than 5 the formula would calculate a 5% commission.
Other applications of the Excel IF statement
We don’t have to use the IF statement to perform a calculation. We could use it to return a comment. If we take the previous example again, we could have asked Excel to put a note in the cell like ‘Pay 5%’ or ‘Pay 10%’. To do this our formula would look like this:
=IF(D2>5,”Pay 10%”,”Pay 5%”)
Notice the difference between the two formulas is the inverted commas (“) surrounding the results we want Excel to produce. These inverted commas tell Excel that the information between them is to be entered as text.
Below is a screen shot of how the formula looks in the Formula Bar and the result returned in column G.
 |
Try other operators in your IF statements
Because the IF formula is based on logic, you can employ tests other than the greater than (>) operator used in the example above.
Other operators you could use are:
- = Equal to
- < Less Than
- <= Less than or equal to
- >= Greater than or equal to (if we’d used this operator in our above example row 5 which had 5 units would have returned Pay 10%)
- <> Less than or greater than
Now practice. Copy and paste the formulas used in these examples into your workbooks to practice, or download the spreadsheet used in the example above.
Click here to get more free Microsoft Office online training and video tutorials from My Online Training Hub.
If you like the IF statement, take a look at our tutorials on SUMIF and SUMIFS Formulas Explained and COUNTIF and COUNTIFS Formulas Explained.
Did you find this useful, or did it just confuse you? Let us have your comments below.
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{ 123 comments… read them below or add one }
excellent explanation, thanks very much, just what I was looking for
Conor
good job. thanx for your efforts, it was very helpful to me to read this page
@Conor – thanks for your feedback.
@Ahmed Ahmed – Glad I could help.
cool explanation, if only eveything was this well explained.
I agree, I once had problems trying to nest IF functions but this cleared them up.
This is the BEST page I have read all week!!!
Thx!
Glad you enjoyed it
this is the way a blog should be! thanks!
Thanks. Glad we could help.
thanks. I’ll try using other operators as you suggest
Debbi
I really appreciate your tutorial video.
God Bless,
Extremely helpful…this 4 minute video must have just saved me 3 hours. Thanks.
Thanks, Mia. Glad we could help.
great stuff!
Cheers Vickie. I appreciate your feedback.
how do I test to see if a number falls within a range and how do I write the formula? should I use the IF AND function?
Hi Charles,
You could use a formula like this:
=IF(AND(A1>=5,A1<=10),"TRUE","FALSE")
Which says, IF the value in cell A1 is between 5 and 10 then return 'TRUE', if not return'FALSE'.
I hope that's what you're after.
Kind regards,
Mynda.
Cool stuff very useful.
Explained clearly and nicely.
Thanks.
Cheers, Ashit
I am learning so much, your explanations are very easy to follow. I have enjoyed doing the learning the IF statement. Thank you
Thanks, Rose
Video tutorial is the most effective way of learning with enjoyment.
Thank you so very much Mynda treacy and team for your excellent vision, efforts and the lust to spread knowledge.
Wishing you all the best
Regards,
Faisal Bashir.
Thanks Faisal. I sincerely appreciate your kind words.
Mynda.
Sir, It is good and excellent explained and I would like to say nobody explain like this.And further I hope you would explain all the difficult problems and the equations speciaaly
Thanks, Mohammed
I am looking for help I want to use the if formula but I want the if to post the whole row on a separate tab in the workbook with 5 different options keeping the information on my work sheet so as I add information the information will change on the other tab ….link …..maybe that would be better
Or a macro?
=if(column b) is Shoes row 22 will post. Information on shoe tab and keep in shipping date order (column f)
If that in not possible can you direct me to where I should be asking or am I totally asking for the impossible
Hi Nancy,
I have many questions about what you’re trying to do which would be best answered by you sending me the file so I can see exactly how your data is laid out and what you mean by ‘keep in shipping date order’ etc.
Please go to the help desk and fill out a ticket and attach your file with the example and instructions of what you want to do.
Thanks,
Mynda.
How do I use the “IF” Statement to determine how many days are in between two cells and if they are more is it possible to add an “X” next to those that are?
Hi Melissa,
You can use the DATEDIF function to calculate the number of days between two dates.
Let’s say you want to know if the number of days between the date in cell A1 and date in cell B1 is > 5. If it is put an “X” if not enter nothing “”, you’d use this formula in column C:
=IF(DATEDIF(A1,B1,”D”)>5,”X”,”")
I hope that helps.
Kind regards,
Mynda.
Hey Mynda,
Its absolutely made the way I use excel easier….it looks so beautiful
Hah….nonetheless, I couldn’t find a clue as to why “D” in the formula – =IF(DATEDIF(A1,B1,”D”)>5,”X”,””) – is used. I tried to put a different alphabet, but it didn’t work. Could you please shed some light on the role of “D” in the formula in question?
Thank u
Hi Shyam,
The ‘D’ in the DATEFIF function indicates that you want to calculate the number of days. You can find out the other ‘letters’ that work with the DATEDIF Function here.
Kind regards,
Mynda.
pls provide me the pdf
Hi Jack,
I’m sorry, we don’t have a PDF of the above tutorial. You could try printing the page as a PDF if you wanted to keep it offline.
Kind regards,
Mynda.
thanks. very succinct.
was wondering about how to do the following…
I want a cell to be outlined with a border if the value of a specific different cell is less than or equal to 40%…
If $C$7 <=40%… not sure about the rest. btw…using excel07
thanks in advance
Hi Dan,
You can do this with Conditional Formatting.
Kind regards,
Mynda.
Hi,
i have come across a problem where i need to change a particular cell number in an excel formula to a new cell number where ever that number is coming in the formula (note:cell number only)
eg here is the formula lets say master formula
=IF((Q8-$Z$6)>21,Z8*60,IF((AND((Q8-$Z$6)>14,((Q8-$Z$6)<22))),Z8*30,IF(((Q8-$Z$6)21,AA8*60,IF((AND((Q8-$AA$6)>14,((Q8-$AA$6)<22))),AA8*30,IF(((Q8-$AA$6)=$AB$6),IF((Q8-$AB$6)>21,AB8*60,IF((AND((Q8-$AB$6)>14,((Q8-$AB$6)<22))),AB8*30,IF(((Q8-$AB$6)=$AC$6),IF((AND((Q8-$AC$6)>14,((Q8-$AC$6)<22))),AC8*30,IF(((Q8-$AC$6)=$AD$6),(IF((Q8-$AD$6)>21,AD8*60,IF((AND((Q8-$AD$6)>14,((Q8-$AD$6)<22))),AD8*30,IF(((Q8-$AD$6)<=14),AD8*20)))))
and where ever the number 6 is coming in the above formula, i want to replace it with 102 keeping the rest formula same. I'l b glad if u could help me out.
Regards
Hi M,
1. Select the cells containing the formulas you want to change.
2. CTRL+H to open Find and Replace:
3. In the Find field enter: $6
4. In the Replace field enter: $102
Kind regards,
Mynda.
Mynda i can’t imagine how you respond to all these queries so promptly, all my appreciation for that.
i want help in another thing, i want to use the following three formulas together such that if any one of the formula holds for the cell AA16, then it gives that respective value.so my question is how these can be combined when i know that Z17 can take either of the three scenarios but not all or even two at a time.
IF((Z17>=0),(AA16))
IF((Z17=-1),(AA16-Z17-N17))
IF((Z17=”"),(AA16-N17))
best regards
i also want to know is there a way to bring in a row certain values from a range of cells..i’l explain, lets say in column B i have a range of dates say like this
5-july
5-july
5-july
5-july
8-aug
8-aug
10-sep
10-sep
i want to make a formula, that will make for me a row (using aforementioned column) 5-july 8-aug 10-sep placed in cells E6 to G6.so my question is, can i get single values of all the different dates present in the columnB in row6 without giving a command to specifically look for 5-july 8-aug 10-sept, what it should look for is rather single values of different dates present and bring them in ascending order in the row.
i’m sorry for not being concise.
many thanks
Hi again, M,
Let’s say your dates are in cells A2:A9. Enter this formula in cell B1:
This is an array formula so you need to enter it with CTRL+SHIFT+ENTER
You can then drag to copy the formula across the remaining columns.
Kind regards,
Mynda.
Hi M,
You’re almost there with your formula. It’s:
IF(Z17>=0,AA16,IF(Z17=-1,AA16-Z17-N17,IF(Z17=”",AA16-N17,0)))
Kind regards,
Mynda.
Thanku so very much Mynda.
i am somehow encountering a problem when i enter these formulae.
excell pops up a box for both the formulas that “formula contains an error”. i’l be grateful if u can give it another look.
kind regards
I found excel is a very hard module that I also do not like and found this training hub very helpful and I am still trying to learn more and find more support for my study. This training explains more details of my misunderstood words in excel.
Thanks, Maile. Glad to have helped you out.
Hi, I am trying to create a formula that would make C3=5 if B3 has anything typed in it. How do I do that?
Thank you!!!
Angie
Hi Angie,
=IF(B3<>”",5,”")
The above formula in English reads:
If B3 is not <> blank “”, then return 5, otherwise leave blank “”.
Kind regards,
Mynda.
Excellent
Cheers, Sachin
Hi, I’m trying to find a formula that will do the following:
Calculate the amount of commission a person is due to be paid on an ascending scale e.g. based on the amount entered into a particular cell (lets say $30,000) I need the formula to be able to pay at 18% up to $10,000 – 35% from $10K to $15K and 45% >$15,000.
I thought I could use an IF statement but I’m having trouble getting one to do what I need???
Are you able to help me please?
Hi Bernie,
I think it’s better to use a VLOOKUP on a sorted list for this type of calculation because it’s better to house your commission rates in a separate table that you can easily update. However, if you really want to use an IF statement then this is how you’d do it:
Kind regards,
Mynda.
very good explanation of IF statement. easy to understand.
Cheers, Jacob
Best site for Excel wannabe experts!
How would I display current attendance points?
Date and points are entered on Employee worksheet. Points worksheet has dates down column A and names across row 1. Points are displayed in column below each employee’s name in row for correct date. Formula on Employee worksheet should return current points in past 365 days from Points worksheet.
Thank you!!!
Hi Lou,
The way your data is structured limits the solutions available, however I think perhaps the easiest is to use a DSUM function like this:
=DSUM($A$1:$D$10,H1,$F$1:$G$2)
Where A1:D10 is your data table, H1 containes the name of the employee you wanted to lookup, and cells F1:G2 contained your date criteria.
You can read more about the DSUM and other database functions here.
I hope that helps.
Kind regards,
Mynda.
This is too good dear
That was so easy to understand. thanks
kudos, excellent job
Thanks, Joseph
i want to have more ideas on how to use the excel.
thanks.
Hi Tony,
You can find an index of Excel formulas and other tools here.
Kind regards,
Mynda.
Hi Mynda,
I am trying to make a formula to copy the cell of another worksheet in the same workbook if it has a value next to it otherwise leave a blank cell. Eg. If cell c4in another worksheet has a value of greater than 0 then i want to display what is in cell C3 in that same worksheet other wise leave it blank. Is this possible with an IF statement?
thanks
Hi Naz,
Yes, this is possible.
Kind regards,
Mynda.
thanks so much! This has helped alot.
Thats very helpful, but can i get weekly emails with (pdf files of learning ) .
Hi Shan,
Thanks for your kind words.
Unfortunately the weekly emails cannot come with PDF attachments, but if you click on the link in the emails to comment on the blog posts you can print the blog post as a PDF from the link at the bottom of the page above the comments area.
I hope that helps.
Kind regards,
Mynda.
Best excel site I have been to ….thanks !!
Cheers, Ashik
nested IF’s ?
Bob,
Nested IF’s here.
Kind regards,
Mynda.
Hello,
I’m trying to highlight a cell with a numerical value if it is not +or- 4 of an adjacent cell. Any help would be great.
Thank you.
Hi Brenden,
I’m not sure how you want to highlight a cell. Were you thinking of Conditional Formatting? Either way you can use this formula where your value you are testing is in A1:
This will return a TRUE or FALSE outcome.
Kind regards,
Mynda.
Dear Sir,
My online training is really helpful to day day activities. I have Learn most of the things like Pivot, Vlookup, H Lookup and Sumproduct.
I really thanks to you.
Thanks & Warm Regards
Your online student.
Mohammed Sofi.
You’re welcome, Mohammed
Thanks that is very clear, but if we have 2 conditions (if and or) at the same time
Hi Asmae,
I couldn’t find a previous discussion with regards to your question. Please clarify it further and I would gladly appreciate it.
Sincerely,
CarloE
Very useful and easy to understand.
Cheers, NLN
Thank you very much. I am a bit of a novice and found the tutoral about the IF Statement very informative. Keep up the good work and God bless.
Thanks, Elnes
Perfectly done….very straight forward presentation, even the beginners won’t get lost. Thanks
Cheers, Art
It’s very useful to me
Cheers, Abuthahir
Does any one can help me, if i want to fill the data and number without type one by one. Which formula do i need to use, for example if i am typing strawberry, the price automatic come out, from the price list which is kept in other in the other list.
Thank you
Hi Fredy,
All you need is VLOOKUP and IF.
Assumptions:
Fredlist – is your Sheet where your masterlist is
CurrentSheet – where your formula is
Fredlist
—-A——- —-B——
1 Strawberry….3…….
2 Apple………4…….
CurrentList
—-A——- —-B——
1 InputCell…Vlookup Formula
2 InputCell…Vlookup Formula
Here’s what you’re going to do,
Copy and paste the formula below.
Please note that your lookup Value is in A1 in this example. You can adjust it depending where your
input cell (where you type your value) is.Also the table array is only from A1 to B2, You can also
expand it depending on how big your price list is from the other sheet. 2 is the column to return.
Since your price is in column B then it’s in the second column starting from A. FALSE simply means
Exact Match.
Vlookup may return an error.
So If you want to avoid the error,
you can have this formula instead.
Read More: IF FUNCTIONS
VLOOKUP
Cheers.
CarloE
All I want to know is how to divide my list of expenses for my hobby into categories for my accountant. (Such as office supplies, tools, etc.
Hi Gene,
I kind of don’t get your excel problem here.
So why don’t you send your file to us through
HELP DESK so we can have a good look at it.
Cheers.
CarloE
this is very helpful – thanks
You’re welcome, Howard
Very good explanation,thankx for your kind.
IF(I515003000<5001;I5*12.5%;I5*10%))) is this troe
I FIND IT
IF((I5>5000);(I5*0.1);IF((I5>3000);(I5*0.125);IF((I5>1500);(I5*0.15);(I5*0.2))))
Hi Ali,
Good that you found it.
Anymore questions?
Cheers.
CarloE
I have a question, I need a formula in MS Excel 2010 to perform the following example: If(A2=1, then (d2<8,5,if(d2<=10,4,if(d2<=12,3,if(d213,1,if(a2=2,then(d2<6,5,if(d2<=8,4,if(d2<=10,3,if(d212,1,if(a2=3,then….. I need to do this for 13 dfferent enteries in whatever A2 contains, is that possible? Please help!
Hi Linear,
I have been figuring out this one, but honestly I really couldn’t get what you want here.
Please send a file via HELP DESK with sample data and results of your logic here.
Cheers,
CarloE
Very useful tips, and easy to understand.
Hi Catherine,
On Behalf of Mynda,
Thank You!
Cheers.
CarloE
I have a question, I need a formula in MS Excel 2010 to perform the following example: =if(D5=23,then(H5>11,(I5+I5*11%),if(H5>9,(I5+I5*5%),if(D5=37,then(H5>11,(I5+I5*10%),if(H5>9,(I5+I5*5%)))). I need to do this for 13 dfferent enteries in whatever contains, is that possible? Please help!
Hi Pradip,
You need to describe this properly.
Why don’t you send your file via HELP DESK.
Cheers.
CarloE
good day!
i would like to seek for your help on your spreadsheet i am working on. i would like to get the value to appear on a single cell for the following logics to consider:
if A1 is blank then check B1, if B1 is blank then check C1, if C1 has a value the cell value will be the value on C1 example1: A1=BLANK, B1=BLANK, C1=PCS the value on the cell that will appear is PCS from C1 example2: A1=BLANK, B1=PCS, C1=BLANK the value on the cell that will appear is PCS from B1 example3 A1=PCS, B1=BLANK, C1=BLANK the value on the cell that will appear is PCS from A1
if either or all of A1, B1 or C1 has a value, the cell value will consider any of the values on A1, B1, C1 considering A1, B1 and C1 are of equal value
example A1 = PCS, B1 = PCS & C1 = PCS thus th value that appears on the cell id PCS
if either one of the A1, B1 & C1 has no value considering still that the value for A1=B1 or B1=C1 or C1=A1 the cell value will take either of the value found on A1, B1 and C1 example A1=PCS, B1=BLANK, C1=PCS the value that will appear on the cell will still be PCS.
hoping you could help me on this, am using microsoft excel 2003. thanks in advance
Hi Elbert,
Please do send your concerns via HELP DESK.
Cheers.
CarloE
I would appreciate if you could guide me that I am using correct formula for below condition
I am trying to create a formula for if condition to check if an event occurs to a particular day between 17:00 hours to next day 03:00 hours then show Case 2
case 2
Reporting time is between 17:00 hours to next day 03.:00 hours
=IF(AND(DAY(A2),HOUR(B2)>=17,(DAY(A2)+1),HOUR(B2)<3),"CASE4")
Hi Farhan,
Pardon me, But your requirement is not clear to me.
Please send a file through HELP DESK and create some scenarios or example
So I can understand this one.
Cheers,
CarloE
I want to look up a value say 0.75, which is between cells, A1 has 0.5 and cell A2 has 1.0 and return a value from cell B1, as this is the lower value.
Hi Trevor,
I really don’t think there’s a specific look-up for this type of setup ; hence,
I need you to send your file via help desk.
I need to see a concrete example of your data.
Cheers,
CarloE
Can u help me is there any formula which autimatically change the dates from moth first to end according to the month if i will put the month in A1 ?
Hi Harihara,
To avoid complications, please send a mock file that will
illustrate what you want via help desk.
Cheers,
CarloE
hi i have little confused about IF Statement calculation
Hi Nelly,
what part of IF are you confused about?
send it here: HELP DESK.
Cheers,
CarloE
Hello,
I am trying to figure out what is wrong with my if and then statements in this equation.
= IF ((F6 >=.80), F6 x (-1)), IF ((I6=0,781350),(((0.8-F6)/(I6))*(SUM(C10:D10))/(1-((0.8-F6)/(I6)))))
Everything after (-1)), works but the new IF command I put in is not working. I am trying to say IF cell F6 is greater than or equal to .80, then multiple F6 by -1.
If you have a chance can you please help with this? Thanks so much.
Hi Danyel,
It should be like this:
BTW, I also removed some brackets that weren’t required.
Kind regards,
Mynda.
Hi M,
It’s most likely the formatting of the double quotes. I’d delete them and type them in again. When I enter them in the comments the format of them is changed and not compatible with Excel.
Please let me know if that doesn’t fix it.
Kind regards,
Mynda.
thats good……
I have thought about how to ask my question correctly, I believe this more appropriate.
I am using this formula in excel 2010, “=IF(ISBLANK(P7),”",IF(P70,H7-P7)/0.25),IF(I7>P7-I7)/0.25)))”
which is not being accepted and displays a message “too many arguments for this function” with only the last section 0.25 highlighted.
Values only are required to be entered in either H7 or I7 but not both. P7 is the end result of entry from either H7 or I7 with Q7 providing a breakdown of P7 result, the reason for /0.25.
If I enter the formulas individually into Q7, “=IF(ISBLANK(P7),”",IF(P70,H7-P7)/0.25))” the correct result is displayed when a value is entered into H7 & when reversed “=IF(ISBLANK(P8),”",IF(I7>0,P7-I7)/0.25))” with an entry in I7 a correct answer is given as it should, though not with the combined formula as when I join the two I cannot get it to work.
I have tried ending with; ,”"))) & removing P7>0, & I7>0, also tried SUM in place of IF also without success.
What have I done incorrectly?
Hi Darren,
Basics First:
The IF function, nested IFs
IF(CONDITION, TRUE VALUE, FALSE VALUE)
IF(CONDITION, TRUE VALUE) —FALSE VALUE is assumed FALSE if left out
NESTED:
IF(CONDITION, TRUE VALUE, FALSE VALUE: another IF(CONDITION, TRUE VALUE, FALSE VALUE)
Note : It’s easy… don’t mess your condition with your true values and false values.
Let’s break your formula down: “=IF(ISBLANK(P7),””,IF(P70,H7-P7)/0.25),IF(I7>P7-I7)/0.25)))”
good:=IF(ISBLANK(P7),””, – IF(CONDITION, TRUE VALUE,
bad:=IF(P70…. what’s your condition here?P7>0?
bad:IF(P70,H7-P7)/.025 … you’re mixing your condition with your true value
however you said it works when isolated it’s because IF(P7>0,H7-P7) complies with IF(CONDITION,TRUE VALUE)
bad: ,IF(I7>P7-I7)/0.25))) this part is in excess of the first IF’s arguments. see you have the “” -TRUE VALUE and
the second IF as your FALSE VALUE… you can’t have another IF unless you will put it in the FALSE Value part of \
the second IF.
I have here your formula but honestly I do not know your conditions and what you want to do
when those conditions are true or not.
EXPLANATION OF FORMULA: you have 3 nested IFS
IF condition: P7 = blank then
true value:formula result is blank
false value: another IF
IF P7>0 then
true value:(H7-P7)/.025
false value: another IF
IF I7>(P7-I7)/.025
true value: “TRUE VALUE HERE”
false value: “FALSE VALUE HERE”
Read More on NESTED IFS
Cheers.
CarloE
Thank you CarloE
I solved it;
=IF(ISBLANK(C4),”",IF(A4>0,(A4-C4)/0.25,IF(B4>0,((C4-B4)/0.25),”")))
this works.
Darren,
On behalf of Mynda, You’re Welcome.
We should thank Mynda for this
wonderful site.
Cheers.
Carlo
Darren,
I’m glad you pulled it.
Cheers.
Carl