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

The Excel COUNTIFS function counts cells across multiple ranges based on one or several conditions. The function is available in Excel 365, 2021, 2019, 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 (required) - defines the first range to which the first condition (criteria1) shall be applied.
  • criteria1 (required) - sets the condition in the form of a number, cell reference, text string, expression or another Excel function. The criteria defines which cells shall be counted and can be expressed as 10, "<=32", A6, "sweets".
  • [criteria_range2, criteria2]… (optional) - these are additional ranges and their associated criteria. 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 two 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

You can find a few more ways to count cells with OR logic in this tutorial: Excel COUNTIF and COUNTIFS with OR conditions.

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!

Table of contents

2039 comments

  1. I need a range of cells to tell me a number when criteria from another cell range is met.
    EX: C3:C95 is where I need to know how many if range D3:D95 is "A"

    I have tried countifs in a variety of ways and can only get it to recognize 1 for any number placed in C3:C95

  2. Hi Seth,

    I am sorry that I could not come back to you earlier as I was out of town for a meeting.

    RE your query - you can select any number of codes you want from the "Codes" column drop down filter. Once you have done that select the date from the Dates column drop down filter and your result will be got.
    Remember the sequence of using the dropdown filters - First the Codes and then the Dates.
    Use of Slicers would be more easier for simple conditions.
    Regards
    Ramki

  3. Hello,
    I'm trying to find the formula for; if a given number out if entered number in a designated cell is one of the designated numbers, a give text populates in assigned cell.
    * assigned roster number I.E. 300,400,500,600.. = Team 1
    * assigned roster number I.E. 325,445,515,618.. = Team 2
    * assigned roster number I.E. 312,422,5671,643.. = team 3
    Etc.

    With that: The formula will see the entered number from tab #2 cell A3 roster number.

    Text populates of assigned team in tab #1 cell B2 from that data.

  4. Hello,

    I am trying to create an excel formula based on a tree risk assessment model with three variable factors:

    1) The size of part likely to fail
    2) The frequency of use of the area, and
    3) The probability of failure (PoF).

    Each variable has a range between 1 and 6. For example if the size of part equals 3, the frequency equals 2 and the PoF equals 2 then the overall risk is given as 1/4000.

    I have the table with all of the possible combinations of the 3 variables listed, each correlating to an overall risk ranking. My question is: Is it possible to create a formula based on the table to retrieve the specific risk ranking based on a random combination of the three variables?

    Any light shed on the topic would be greatly appreciated.

    Thanks,
    Andrew

  5. Thanks Svetlana... This post has been of great help to me... :)

  6. My question is I have to work out the number of instances where the figures over a number of cells and rows fall outside of a specified range.
    ie: column D to I from rows 3 to 233 have numerous figures, I have to work out the number of instances these figures fall outside of 4 and 7.

    • Hello Wendy,

      If we understand your task correctly, you need the following formula:
      =COUNTIFS(D3:I233,">=4",D3:I233,"<=7")

      If it doesn't help, please send a sample Excel file to support@ablebits.com and include a link to this blog post with your comment number.
      We'll do our best to assist you.

  7. Hi Seth,

    The simple solution to your query is this:

    Step 1: Convert the data range to a Table [use Ctrl T] function.
    Step 2: When you have done this place your cursor on any part of the table and right mouse click and select Table and Total rows.
    Step 3: In the Code column select 13 and 18 and only those customers with the specified code will be listed.
    Step 4: In the date column select the date you want, for example 12/11/2015. The only the specified date will be displayed.

    The table can be expanded and more conditions via filter can be selected.
    Further, if you have Excel 2013 you can have Slicers as filters and visually you can select the criteria you want.

    Regards,

    ramki

    • Hi Ramki, Thanks for the quick reply!
      Sorry, but I mistyped. The customer can has to have code(s) of 13 or 18 and an additional code(s) between 1 and 27. In the example the customer has a code 4. The dates must also match.

      Basically i am trying to count the number of customers who opened multiple accounts on the same day, but one or more of the accounts has to be a 13 or 18.

      Hopefully this helps clarify.

      Thank you!

  8. Hello, i am trying to count the number of customers in a list when each customer has a code of 13 or 18 and the same open dates. The last 2 in the list would "count"

    Code Date Opened Name id
    13 12/11/2015 Customer 4 63679
    18 12/11/2015 Customer 3 63693
    18 12/11/2015 Customer 2 63670
    13 12/11/2015 Customer 1 63715
    18 12/11/2015 Customer 1 63688
    13 12/12/2015 Customer 63770
    4 12/12/2015 Customer 63770

    I can't for the life of me figure out how!
    Any help would be greatly appreciated :)
    Thanks!

  9. Hi,

    I have a spreadsheet that I am working on and cannot figure out if I can do this or if this is even possible.
    So what I have is 3 columns. I have dates in 2 of them. I need the 3rd column to perform an "If" or "COUNTIF" statement that is.. If the date in column 2 is greater or after the date in column 1, calculate the days late or the difference in column 3. Is that possible? Would love to know. Thank you!!

    • Hi Mariah,

      You can use the following formula in column 3:
      =IF(B22>A22,(B22-A22),"")

      Here column A is column 1 and column B is column 2.

      • Thank you so much.
        I got it to work but how do I get it for the whole column? I was selected on one cell and did the IF statement but how do I set it for the whole column?
        Thanks again!

  10. hi Svetlana, i have created a any year calander, now i wanted to mention the holidays. here in Sri Lanka the holiday not constant for every year it is differ the other years, i think if we created a holiday chart and can match to the calender? pls help me

  11. I use this formula to Overlap dates with more criteria =COUNTIFS($A$3:$A$16,H3,$C$3:$C$16,">="&I3,$B$3:$B$16,"<="&J3)

    But i want to return value how to use index match formula in this formula

  12. Hi,
    I need to count many numbers within the same cell.
    For example, (10,12,13,15,16,17,18,20) is located at J16.
    The numbers represent calander week numbers for an event.
    At the moment I am physically counting many hundreds of these cells, high risk of human error.
    Can excel count the above example would = 8
    I can't use different cells, as software importing this data cannot deal with many cell references, only one cell.
    Thanks, Ed.

    • Hi Ed,

      If we assume that there is always one more number than there are commas, you can use the following formula:
      =LEN(A1)+1-LEN(SUBSTITUTE(A1,",",""))

      Here A1 is the cell with numbers you want to count.

  13. hi

    I am doing a rota/roster based on our initials at work we rotate who works mondays. column a is date and column b is initials - how do i work out how many mondays people do by a formula?

    • Hello Will,

      Please try to use the following array formula:
      =SUM((--(WEEKDAY(A1:A43,2)=1))*(1/COUNTIF($B$1:$B$43,$B1:$B43)))

      A1:A43 is the range with the dates here;
      $B$1:$B$43 is the range with initials.

      Once you enter the formula, you need to press Ctrl+Shift+Enter.

      If you don't get the expected results, please send a sample worksheet with your data to support@ablebits.com. Please include a link to this blog post and your comment number.

  14. Hi how to make formula for this long spreedsheets

    Building Name Received
    building 1 Chain
    building 1 Chain how many chain received by building 1 ???
    building 1 cups how many cups received by building 1 ???
    building 2 Chain
    building 2 Chain
    building 3 Chain
    building 3 cups
    building 3 glass
    building 4 pencil
    building 4 pencil
    building 100 bag

  15. How to make start time and finish time between many times in excel?
    For example, we want to know start time, finish time, and idle time for each hub.
    The raw data :
    Order Number Time Hub
    A-1 1/1/16 6:49 PM BSI
    A-2 1/1/16 6:49 PM BSI
    A-3 1/1/16 6:49 PM BSI
    ...

    Expected result :
    Hub Total Packages Start Time Finish Time Idle Time
    BSI 81 1/1/16 6:49 PM 1/1/16 6:52 PM
    BNO 50 1/1/16 3:32 PM 1/1/16 6:25 PM
    CKU 49 1/1/16 3:35 PM 1/1/16 6:27 PM

    • Hello,

      You can use the following formula to calculate the start time:
      =MIN($B2:$B181)

      Here is the formula you can use for the "Finish time":
      =MAX($B2:$B181)

  16. how would I countif the criteria is a date and I want to count if the year matches?

    • Hi Stacy,

      You can use the YEAR function to extract a year from a date.

      It's difficult to suggest an exact formula without knowing anything about your data.

  17. Hi,

    I am very much happy to see your blog for all clarifying excel formulas..
    there are two sheets around 20,000 thousand lines the projects are repeated each lines had X value in one sheet and another sheet had Y value...

    My questions are...
    How to accumulate value project wise between X and Y and comparing the difference...without using pivot and v lookup formula...

    thanks
    shakthi

  18. I am trying to construct a very complicated count if formula that will track if my Cubscouts have completed certain NOVA achievements. http://www.scouting.org/stem/Awards/CubScout.aspx

    For Example To earn the CubScout NOVA Award: Science Everywhere

    Condition #1 Ai and Aii>1
    OR
    Condition #1 Bi and Bii>1
    OR
    Condition #1 Ci and Cii>1
    AND Condition#2 A:E>0 (pick one A thru E)
    AND Condition #3 A:C=3 (do all A, B and C)
    AND Condition #4 A:B=2 (do A and B)
    AND Condition #5 A=1 (do A)

    Each requirement will be listed in a row and then the individual boys will be tracked in the columns. I can send a spreadsheet with these entered if it is easier to visulaize it that way

  19. Hi,

    I need help to complete my first excel document. details below.

    I need to add criteria in Validation like this (MV1601, MV1602, its needs to continue up to MV1654 ). Can anyone please help me to finish my document soon.

    Many Thanks
    Mahesh

  20. Hi Svetlana,

    I am attempting to create a formula which sums one cell based on two other cells meeting a certain criteria (month and a specific word).

    Cells A3:A2000 are where my dates reside.
    Cells B3:B2000 are where my cost resides.
    Cells E3:E2000 are where the word resides.

    If cells A3:A2000 has a date within January and cells E3:E2000 has the word Groceries, I would like to Sum cells B3:B2000.

    Thanks for any time you have in dedicating to this question.

    • Hello, Daniel,

      You can try the formula below:
      =SUM((B3:B2000) (MONTH(A3:A2000) = 1) (C3:C2000 = "Groceries"))

Post a comment



Thank you for your comment!
When posting a question, please be very clear and concise. This will help us provide a quick and relevant solution to
your query. We cannot guarantee that we will answer every question, but we'll do our best :)