How to Use VLOOKUP with COUNTIF (3 Easy Ways)

Example 1 – Count the Occurrences Using VLOOKUP and COUNTIF Functions

Let’s consider a dataset of student attendance over a week (based on student IDs) where we’ll calculate the total attendance of a student.

vlookup with countif

Steps:

Select the C16 cell and type any name in the cell.

Choose the C17 cell and insert the following:

=COUNTIF(F5:K14,VLOOKUP(C16,B5:C14,2,0))

Hit Enter.

Formula Breakdown:

VLOOKUP(C16,B5:C14,2,0): The VLOOKUP function will match the value in the C16, lookup value, in the lookup range B5:C14. It returns the number associated with the name in the C16 cell in the second column of the range (student ID)
COUNTIF(F5:K14,VLOOKUP(C16,B5:C14,2,0)): The COUNTIF function counts the number returned by the VLOOKUP(C16,B5:C14,2,0) expression (student ID) in the F5:K14 range and returns the number of appearances of that value.

Example 2 – Calculate Percentages Using VLOOKUP and COUNTIF functions

We have a dataset of student marks for each course. We’ll find the average percentages of all the grades for a student if there are at least 4 grades. If a student has fewer than 4 recorded scores, we’ll simply return #NA!

Steps:

Choose the C16 cell and enter any name in the cell.

Select the C17 cell and enter the following formula:

=IF(COUNTIF(INDEX($C$5:$H$14,MATCH(C16,$B$5:$B$14,0),0),">0")<4,NA(),VLOOKUP(C16,$B$5:$I$14,8,0))

Press Enter.

Formula Breakdown:

VLOOKUP(C16,$B$5:$I$14,8,0): returns the [value_if_false] argument of the IF function. It is basically the average percentage of the obtained marks by the student.
- Output: 41%
NA(): will return an error if the logical test argument of the IF function becomes TRUE. Here, Daniel attended more than 4 courses which is not the desired condition, so this part will return an error.
- Output: #N/A
MATCH(C16,$B$5:$B$14,0): it will return the relative position of Daniel in the cell range B5:B14.
- Output: 6
INDEX($C$5:$H$14,MATCH(C16,$B$5:$B$14,0),0) —-> simplifies to
INDEX($C$5:$H$14,6),0): returns the set of percentages for Daniel.
- Output: {0.25,0.6,0.25,0.25,0.6,0.5}
COUNTIF(INDEX($C$5:$H$14,MATCH(C16,$B$5:$B$14,0),0),”>0″) —-> turns into
COUNTIF({0.25,0.6,0.25,0.25,0.6,0.5},”>0″): counts the percentages if the value is greater than 0.
- Output: 6
The whole formula simplifies to IF(6<4, #N/A, 41%), which returns the average percentage of Daniel as 6<4 is not true.
- Output: 41%.