How to use IF function in Excel: examples for text, numbers, dates, blanks

In this article, you will learn how to build an Excel IF statement for different types of values as well as how to create multiple IF statements.

IF is one of the most popular and useful functions in Excel. Generally, you use an IF statement to test a condition and to return one value if the condition is met, and another value if the condition is not met.

In this tutorial, we are going to learn the syntax and common usages of the Excel IF function, and then take a closer look at formula examples that will hopefully prove helpful to both beginners and experienced users.

IF function in Excel

IF is one of logical functions that evaluates a certain condition and returns one value if the condition is TRUE, and another value if the condition is FALSE.

The syntax of the IF function is as follows:

IF(logical_test, [value_if_true], [value_if_false])

As you see, IF takes a total of 3 arguments, but only the first one is obligatory, the other two are optional.

Logical_test (required) - the condition to test. Can be evaluated as either TRUE or FALSE.

Value_if_true (optional) - the value to return when the logical test evaluates to TRUE, i.e. the condition is met. If omitted, the value_if_false argument must be defined.

Value_if_false (optional) - the value to return when the logical test evaluates to FALSE, i.e. the condition is not met. If omitted, the value_if_true argument must be set.

Basic IF formula in Excel

To create a simple If then statement in Excel, this is what you need to do:

  • For logical_test, write an expression that returns either TRUE or FALSE. For this, you'd normally use one of the logical operators.
  • For value_if_true, specify what to return when the logical test evaluates to TRUE.
  • For value_if_false, specify what to return when the logical test evaluates to FALSE. Though this argument is optional, we recommend always configuring it to avoid unexpected results. For the detailed explanation, please see Excel IF: things to know.

As an example, let's write a very simple IF formula that checks a value in cell A2 and returns "Good" if the value is greater than 80, "Bad" otherwise:

=IF(B2>80, "Good", "Bad")

This formula goes to C2, and then is copied down through C7: Basic IF formula in Excel.

In case you wish to return a value only when the condition is met (or not met), otherwise - nothing, then use an empty string ("") for the "undefined" argument. For example:

=IF(B2>80, "Good", "")

This formula will return "Good" if the value in A2 is greater than 80, a blank cell otherwise: IF formula to return nothing when the condition is not met.

Excel If then formula: things to know

Though the last two parameters of the IF function are optional, your formula may produce unexpected results if you don't know the underlying logic.

If value_if_true is omitted

If the 2nd argument of your Excel IF formula is omitted (i.e. there are two consecutive commas after the logical test), you'll get zero (0) when the condition is met, which makes no sense in most cases. Here is an example of such a formula:

=IF(B2>80, , "Bad")

To return a blank cell instead, supply an empty string ("") for the second parameter, like this:

=IF(B2>80, "", "Bad")

The screenshot below demonstrates the difference: The behavior of the value_if_true argument.

If value_if_false is omitted

Omitting the 3rd parameter of IF will produce the following results when the logical test evaluates to FALSE.

If there is just a closing bracket after value_if_true, the IF function will return the logical value FALSE. Quite unexpected, isn't it? Here is an example of such a formula:

=IF(B2>80, "Good")

Typing a comma after the value_if_true argument will force Excel to return 0, which doesn't make much sense either:

=IF(B2>80, "Good",)

The most reasonable approach is using a zero-length string ("") to get a blank cell when the condition is not met:

=IF(B2>80, "Good", "") The behavior of the value_if_false argument.

Tip. To return a logical value when the specified condition is met or not met, supply TRUE for value_if_true and FALSE for value_if_false. For the results to be Boolean values that other Excel functions can recognize, don't enclose TRUE and FALSE in double quotes as this will turn them into normal text values.

Using IF function in Excel - formula examples

Now that you are familiar with the IF function's syntax, let's look at some formula examples and learn how to use If then statements in real-life scenarios.

Excel IF function with numbers

To build an IF statement for numbers, use logical operators such as:

  • Equal to (=)
  • Not equal to (<>)
  • Greater than (>)
  • Greater than or equal to (>=)
  • Less than (<)
  • Less than or equal to (<=)

Above, you have already seen an example of such a formula that checks if a number is greater than a given number.

And here's a formula that checks if a cell contains a negative number:

=IF(B2<0, "Invalid", "")

For negative numbers (which are less than 0), the formula returns "Invalid"; for zeros and positive numbers - a blank cell. A formula to check if a cell contains a negative number.

Excel IF function with text

Commonly, you write an IF statement for text values using either "equal to" or "not equal to" operator.

For example, the following formula checks the Delivery Status in B2 to determine whether an action is required or not:

=IF(B2="delivered", "No", "Yes")

Translated into plain English, the formula says: return "No" if B2 is equal to "delivered", "Yes" otherwise. Using the IF function with text.

Another way to achieve the same result is to use the "not equal to" operator and swap the value_if_true and value_if_false values:

=IF(C2<>"delivered", "Yes", "No")

Notes:

  • When using text values for IF's parameters, remember to always enclose them in double quotes.
  • Like most other Excel functions, IF is case-insensitive by default. In the above example, it does not differentiate between "delivered", "Delivered", and "DELIVERED".

Case-sensitive IF statement for text values

To treat uppercase and lowercase letters as different characters, use IF in combination with the case-sensitive EXACT function.

For example, to return "No" only when B2 contains "DELIVERED" (the uppercase), you'd use this formula:

=IF(EXACT(B2,"DELIVERED"), "No", "Yes") Case-sensitive IF statement for text values.

If cell contains partial text

In situation when you want to base the condition on partial match rather than exact match, an immediate solution that comes to mind is using wildcards in the logical test. However, this simple and obvious approach won't work. Many functions accept wildcards, but regrettably IF is not one of them.

A working solution is to use IF in combination with ISNUMBER and SEARCH (case-insensitive) or FIND (case-sensitive).

For example, in case "No" action is required both for "Delivered" and "Out for delivery" items, the following formula will work a treat:

=IF(ISNUMBER(SEARCH("deliv", B2)), "No", "Yes") IF cell contains partial text.

For more information, please see:

Excel IF statement with dates

At first sight, it may seem that IF formulas for dates are akin to IF statements for numeric and text values. Regrettably, it is not so. Unlike many other functions, IF does recognize dates in logical tests and interprets them as mere text strings. In other words, you cannot supply a date in the form of "1/1/2020" or ">1/1/2020". To make the IF function recognize a date, you need to wrap it in the DATEVALUE function.

For example, here's how you can check if a given date is greater than another date:

=IF(B2>DATEVALUE("7/18/2022"), "Coming soon", "Completed")

This formula evaluates the dates in column B and returns "Coming soon" if a game is scheduled for 18-Jul-2022 or later, "Completed" for a prior date. Excel IF statement with dates.

Of course, there is nothing that would prevent you from entering the target date in a predefined cell (say E2) and referring to that cell. Just remember to lock the cell address with the $ sign to make it an absolute reference. For instance:

=IF(B2>$E$2, "Coming soon", "Completed")

To compare a date with the current date, use the TODAY() function. For example:

=IF(B2>TODAY(), "Coming soon", "Completed")

Excel IF statement for blanks and non-blanks

If you are looking to somehow mark your data based on a certain cell(s) being empty or not empty, you can either:

  • Use the IF function together with ISBLANK, or
  • Use the logical expressions ="" (equal to blank) or <>"" (not equal to blank).

The table below explains the difference between these two approaches with formula examples.

  Logical test Description Formula Example
Blank cells =""

Evaluates to TRUE if a cell is visually empty, even if it contains a zero-length string.

Otherwise, evaluates to FALSE.

 =IF(A1="", 0, 1)

Returns 0 if A1 is visually blank. Otherwise returns 1.

If A1 contains an empty string (""), the formula returns 0.
ISBLANK()

Evaluates to TRUE is a cell contains absolutely nothing - no formula, no spaces, no empty strings.

Otherwise, evaluates to FALSE.

 =IF(ISBLANK(A1), 0, 1)

Returns 0 if A1 is absolutely empty, 1 otherwise.

If A1 contains an empty string (""), the formula returns 1.
Non-blank cells <>"" Evaluates to TRUE if a cell contains some data. Otherwise, evaluates to FALSE.

Cells with zero-length strings are considered blank.

 =IF(A1<>"", 1, 0)

Returns 1 if A1 is non-blank; 0 otherwise.

If A1 contains an empty string, the formula returns 0.
ISBLANK()=FALSE Evaluates to TRUE if a cell is not empty. Otherwise, evaluates to FALSE.

Cells with zero-length strings are considered non-blank.

 =IF(ISBLANK(A1)=FALSE, 0, 1)

Works the same as the above formula, but returns 1 if A1 contains an empty string.

And now, let's see blank and non-blank IF statements in action. Suppose you have a date in column B only if a game has already been played. To label the completed games, use one of these formulas:

=IF(B2="", "", "Completed")

=IF(ISBLANK(B2), "", "Completed")

=IF($B2<>"", "Completed", "")

=IF(ISBLANK($B2)=FALSE, "Completed", "")

In case the tested cells have no zero-length strings, all the formulas will return exactly the same results: IF statement for blank and non-blank cells.

Check if two cells are the same

To create a formula that checks if two cells match, compare the cells by using the equals sign (=) in the logical test of IF. For example:

=IF(B2=C2, "Same score", "") Check if two cells contain the same values.

To check if the two cells contain same text including the letter case, make your IF formula case-sensitive with the help of the EXACT function.

For instance, to compare the passwords in A2 and B2, and returns "Match" if the two strings are exactly the same, "Do not match" otherwise, the formula is:

=IF(EXACT(A2, B2), "Match", "Don't match") Case-sensitive IF formula to check if two cells match.

IF then formula to run another formula

In all of the previous examples, an Excel IF statement returned values. But it can also perform a certain calculation or execute another formula when a specific condition is met or not met. For this, embed another function or arithmetic expression in the value_if_true and/or value_if_false arguments.

For example, if B2 is greater than 80, we'll have it multiplied by 7%, otherwise by 3%:

=IF(B2>80, B2*7%, B2*3%) IF formula that runs another formula.

Multiple IF statements in Excel

In essence, there are two ways to write multiple IF statements in Excel:

  • Nesting several IF functions one into another
  • Using the AND or OR function in the logical test

Nested IF statement

Nested IF functions let you place multiple IF statements in the same cell, i.e. test multiple conditions within one formula and return different values depending on the results of those tests.

Assume your goal is to assign different bonuses based on the score:

  • Over 90 - 10%
  • 90 to 81 - 7%
  • 80 to 70 - 5%
  • Less than 70 - 3%

To accomplish the task, you write 3 separate IF functions and nest them one into another like this:

=IF(B2>90, 10%, IF(B2>=81, 7%, IF(B2>=70, 5%, 3%))) Nested IF statement.

For more formula examples, please see:

Excel IF statement with multiple conditions

To evaluate several conditions with the AND or OR logic, embed the corresponding function in the logical test:

For example, to return "Pass" if both scores in B2 and C2 are higher than 80, the formula is:

=IF(AND(B2>80, C2>80), "Pass", "Fail")

To get "Pass" if either score is higher than 80, the formula is:

=IF(OR(B2>80, C2>80), "Pass", "Fail") Excel IF statement with multiple conditions.

For full details, please visit:

If error in Excel

Starting from Excel 2007, we have a special function, named IFERROR, to check formulas for errors. In Excel 2013 and higher, there is also the IFNA function to handle #N/A errors.

And still, there may be some circumstances when using the IF function together with ISERROR or ISNA is a better solution. Basically, IF ISERROR is the formula to use when you want to return something if error and something else if no error. The IFERROR function is unable to do that as it always returns the result of the main formula if it isn't an error.

For example, to compare each score in column B against the top 3 scores in E2:E4, and return "Yes" if a match is found, "No" otherwise, you enter this formula in C2, and then copy it down through C7:

=IF(ISERROR(MATCH(B2, $E$2:$E$4, 0)), "No", "Yes" ) If error formula in Excel.

For more information, please see IF ISERROR formula in Excel.

Hopefully, our examples have helped you get a grasp of the Excel IF basics. I thank you for reading and hope to see you on our blog next week!

Practice workbook

Excel IF statement - formula examples (.xlsx file)

Table of contents

4804 comments

  1. I have a spread sheet that I'm needing to move names and other info from one sheet to another. On one sheet I have a list of players. They're not all there on the same days so I'm wanting to be able to place an "x" in the column by their name and have their names moved over to the score sheet in the name cell. The name cells are not directly below each other so I'm trying to get it to enter the names in the next empty cell as the players names are moved to the score sheet.
    Thanks for any help in this

  2. Pls help me. I was trying to figure out if what formula should i use. If B1 contains specific number and C1 also contains specific number then text will show up on D1 and if not N/A . I'm having a hard time thinking about it because im planning to input alot of rules on it. Hope you can help me.

  3. NICE THANKS FOR THIS ARTICLE

  4. So I have a problem. I have a spreadsheet where I am tracking two dates. I have equipment sitting on the floor. I am tracking actual time on the floor from arrival to today's date. =DATEDIF(B2,M2,"d") . I have two columns marked Sales Order Entered and the other as Shipped. Both have an X in the column when completed. My question is can I freeze the Actual Date when the material is shipped to Customer?

    EXAMPLE: Column E is "SO Entered". (E2) with an "X"
    to show completion. Column F is SHIPPED (F2) with an "X" to show item has shipped. I would like column L to show the actual time on the floor at the time of shipping. Currently showing Time on Floor as a continuous difference between the arrival date "B2" and the current date "M2".

  5. =IF(TODAY()>10/31/2018,(AVERAGE(D15:H15)),"")

    How can I ask excel to average cells only if a date has past?

  6. Can we apply multiple logical test in IF function?

  7. Hi
    Thank you for your valuable time and information.

    I would like to develop a formula in which I get the follow-up date automatically. For example, if I write "Voicemail" then Next column automatically capture the date after 7 days.

    So if I select "Left" the column automatically capture the date of next action
    VM 7th day from Today
    Not Answered 2nd Day from today
    Call Back Manually
    Reschedule Manually
    Email 3rd Day

  8. I'm looking for a way to have the result of an IF be an equation, or rather the value to an equation. Anything I put inside the "" is taken literally and therefore I cannot enter an equation.

    For example, if the value in cell K11 is "yes" then the value in L11 should be the sum of I8+J6-J11.

    This is the actual formula I'm working on:
    =IF((AND(K11="yes", I8>=0)), "sum(J6+K6+K7+K8+J14-J11)", IF((AND(K11="yes", I8<0)), SUM(J14+J6+K6+K7+K8+I8), "0"))

    • So I figured out my mistake, but now Excel is telling me I have too many arguments for this function. But I need to address all of these possible scenarios.

      Here's the new formula I have:
      =IF((AND(K11="yes", I8>=0)), SUM(J6+K6+K7+K8+J14-J11), IF((AND(K11="yes", I8<0)), SUM(J14+J6+K6+K7+K8+I8-J11)),if((or(k11="NO",L6<=0)), "$0.00"))

      Is there a way to simplify that Excel with accept, or do I need to find another way, like using two cells and separating my outcomes?

      Thanks!

  9. I have drop down list contains week numbers 1-54 and another two cells contain (week start date) and (week end date), how to show the week start and week end dates once I select the week Number in the first cell.
    (Week start dates listed in column A1:A54 as well as Week end dates list in Column B1:B54)

  10. HOW CAN I HAVE A FORMULA FOR THIS1. If cell (E260) is less than 20, times it by 2,
    if it is greater than or equal to 20 but less than 40, then times it by 3
    if it is greater than or equal to 40 and less than 60, then times it by 4
    And if it is greater than or equal to 60, then times it by 6.

    I CANT SEEM TO ENCODE THE BUT AND AND FUNCTION

    • Hello,
      Please try the formula below:

      =IF(E260<20, E260*2, IF(E260<40, E260*3, IF(E260<60, E260*4, IF(E260>=60, E260*6))))

      You can learn more about Excel Nested IF in Excel in this article on our blog.

      Hope you'll find this information helpful.

  11. Hello Sir,

    I want to use if statement for two different excel sheets, is it possible?
    I want to replicate track list which is sheet no.-2, in sheet -1 only if shows any value. If not then need to disappear from sheet-1.

    Thanks

  12. I need to calculate a formula based on a Y or N in an adjacent cell.

    E2=A2*B2*C2*((IF(D2="Y",$H$3,IF(D2="N",$H$2)))

    D2 is a yes or no dropdown list.
    H2 includes a default factor.
    H3 includes an optional factor.

    E2=A2*B2*C2*$H$2 or E2=A2*B2*C2*$H$3 depending on the selection in D2.

    The value in H2 and H3 will be changing.

  13. If in the cell in column I there is a date, then the cell in column J needs to be one week later.

    ie.

    J10 = 9/18/2018 then K10 needs to = 9/25/2018

    This has to be simpler than I am making it, help appreciated.

    • Chelsea:
      If cells J10 and K10 are formatted as Date, then the formula in K10 should read:
      =J10+7

  14. I need a IF statement that has a function that lets me hide row if it does not have an "AB or an "A". In the example below, I want to hide group "B" when they are by themselves on the schedule. I can't seem to get it so it hides the whole row... any help is greatly appreciated.

    START END GROUP ORG LP # LP NAME

    09:30 11:30 A FAD 600 Haptics
    B PTD 847 Cobalt
    12:30 14:30 AB BSD 400 Algorithms

  15. IN
    IN
    OJ
    OF
    OR
    WE
    OK
    OT
    TR
    how can find that, If cell value IN OF and OR, then shows for ABC else not

  16. Hai Gyus,

    Kindly help me below example...
    During employee working hours calculation...i got a error message in each cell...i.e. #VALUE!( in that login cell value is String and logout cell value is string = result is #VALUE!). If both value are string and result should be comes zero "0" either any other specific value....So could please help for error value...

    Thank you for timely supporting to us!.....

  17. Does anyone know how I would write a formula for this ? Gas Price Effect—The direction of the price of gas is a value from the Inputs section. If the price is expected to decrease, the effect is minus 5 percent (in other words, unit sales will decline by 5 percent in the year). If the price is expected to increase, the effect is plus 5 percent (unit sales will increase by 5 percent in the year). If prices are expected to be stable, there is no effect. Gasoline inputs are in cell B13 , D- decrease, U-increase, S- Stable. Units sold are in cells B31, and B32.

  18. Hi guys,

    I have a big challenge regarding conditional formatting.

    I want to classify about 400guys on their performance across 4 variables such as sales, costs, assets and profitability.

    1 scenario;
    Person that achieve >100% in 2+ variables and >=80% in the remaining should be classified Platinum.

    2 scenario;
    Person that achieve >80% in 2+ variables should be classified Gold.

    3 scenario;
    Person that achieve <80% in 2+ variables with a loss position should be classified Silver.

  19. Hi guys,

    I have a big challenge regarding conditional formatting.

    I want to classify about 400guys on their performance across 4 variables such as sales, costs, assets and profitability.

    1 scenario;
    Person that achieve >100% in 2+ variables and >=80% in the remaining should be classified Platinum.

    2 scenario;
    Person that achieve >80% in 2+ variables should be classified Gold.

    3 scenario;
    Person that achieve <80% in 2+ variables with a loss position should be classified Silver.

    See sample of the data

    Salesman Sales costs assets profitability
    1 78% 87% 78% 87%
    2 23% 50% 56% 50%
    3 37% 99% 88% 99%
    4 100% 89% 100% 89%
    5 123% 91% 123% 114%
    6 98% 89% 98% -23%
    7 78% 78% 78% 78%
    8 87% 77% 87% 77%
    9 94% 88% 94% 88%
    10 56% 89% 56% 89%
    11 77% 99% 77% 99%
    12 97% 90% 97% 0%
    13 59% 92% 59% 92%
    14 111% 84% 111% 84%
    15 105% 85% 105% 85%

  20. Thnx

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 :)