How to Use COUNTIFS Function in Excel (4 Examples)

Today I will be showing how you can use the COUNTIFS function to count the number of cells satisfying one or more criteria from any range of cells in Excel.

COUNTIFS Function of Excel (Quick View)

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Excel COUNTIFS Function: Syntax and Argument

Summary

• Counts the number of cells in one or more given arrays that maintain one or more specific criteria.
• Can be both Array and Non-Array Formulas.
• Available from Excel 2007.

Syntax

The Syntax of the COUNTIFS function is:

Argument

Notes:

• Only one criterion and one range of values where the criterion will be applied (criteria_range)  is compulsory. But you can use as many criteria and as many ranges as you wish.
• The criteria can be a single value or an array of values. If the criteria is an array, the formula will turn into an Array Formula.
• The criteria and the criteria_range must come in pairs. That means if you input criteria_range 3, you must input criteria3.
• The lengths of all the criteria_ranges must be equal. Otherwise, Excel will raise #VALUE! Error.
• While counting, Excel will count only those values that satisfy all the criteria.

Return Value

Returns the total number of values in the array that maintain all the given criteria.

Special Notes

• When the criterion denotes equal to some value or cell reference, just put the value or the cell reference in place of the criteria.

Like this:

OR

• When the criterion denotes greater than or less than some value, enclose the criteria within an apostrophe (“”)

Like this:

• When the criterion denotes greater than or less than some cell reference, enclose only the greater than or the less than symbol within an apostrophe (“”) and then join the cell reference by an ampersand (&) symbol.

Like this:

• You can have partial matches too within the AVERAGEIFS function.

For matching any one character in a specific place, use “?”.

For example, “?end” will match “bend”, “send” but not “spend” or “end”.

And for matching any number of characters including zero, use “*”.

For example, “*end” will match “end”, “bend”, “send”, “spend” all.

So the COUNTIFS formula will look like:

OR

Excel COUNTIFS Function: 4 Examples

1. Counting Cells with Single Criteria

Look at the set of data below. We have the students’ record of a school named Sunshine Kindergarten.

We have the students’ names in column B, their marks in Physics and Chemistry in columns C and D respectively.

Let’s try to count how many students got at least 80 marks in Physics.

The Formula will be:

See, there are a total of 6 students who got at least 80 in Physics.

2. Counting Cells with Multiple Criteria

Now let’s try to count cells with multiple criteria.

Let’s try to count how many students got at least 80 in both Physics and Chemistry.

The formula will be:

See, there are a total of 4 students who got at least 80 in both the subjects.

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3. Counting Grades with COUNTIFS Function (COUNTIFS Array Formula)

Now let’s try a different approach.

Let’s try to count the number of students with each grade in Physics.

For your convenience, I am reminding you of the criteria for each grade.

Before writing the main formula, see we have made this table in Excel too.

Now we select all the cells in the empty column, enter this Array Formula in the first cell and then press Ctrl + Shift + Enter.

See, we have got the number of students with each grade in Physics.

Explanation of the Formula

• If we break down the array formula COUNTIFS(C5:C20,G5:G10,C5:C20,H5:H10), we will find six single formulas.

1. COUNTIFS(C5:C20,G5,C5:C20,H5)
2. COUNTIFS(C5:C20,G6,C5:C20,H6)
3. COUNTIFS(C5:C20,G7,C5:C20,H7)
4. COUNTIFS(C5:C20,G8,C5:C20,H8)
5. COUNTIFS(C5:C20,G9,C5:C20,H9)
6. COUNTIFS(C5:C20,G10,C5:C20,H10)

• COUNTIFS(C5:C20,G5,C5:C20,H5) returns the total number of cells in the range C5 to C20 that maintain the criteria G5 and H5.
• Same for the rest of the five formulas.

4. Counting Ranks with COUNTIFS Function (COUNTIFS Array Formula)

The final task today.

Now we will try to find out the rank of each student according to their marks in a subject.

Let’s try it with the marks in Chemistry.

Select a new column and enter this formula in the first cell of the column. Then press Ctrl + Shift + Enter.

See, we have got the ranks of each student in Chemistry.

Explanation of the Formula

• If we break down the array formula COUNTIFS(D5:D20,">="&D5:D20), we will find 16 different formulas.

• COUNTIFS(D5:D20,">="&D5)
• COUNTIFS(D5:D20,">="&D6)
• COUNTIFS(D5:D20,">="&D7)
• …
• …
• COUNTIFS(D5:D20,">="&D20)

• COUNTIFS(D5:D20,">="&D5) counts how many values in the array D5 to D20 have values greater than or equal to the value in D5. This is actually the rank of D5.
• Same for the rest 15 formulas.

Read More: The Different Ways of Counting in Excel

Common Errors with COUNTIFS Function

Conclusion

Using these methods you can easily count the number of cells from an array maintaining any criteria in Excel. Do you have any questions? Feel free to ask us.

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