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

4800 comments

  1. Iuse this function
    =IF(C150<DATE(2004,10,1),"250.00","0.00")
    so i need to add every date
    =date(2004,08,01)
    how can i easy to do this.

  2. Hi,

    I am trying a condition using IF formula, but even the blank cell is counted as value and get the output as "RED" for all the blank cells.
    My condition is "GREEN" if the score is 60 or above, "AMBER" if the score is between 50 & 59,"RED" if the score is less then 50.

    I tried the below formula; =IF(AND(BO2>=50,BO2<=59),"AMBER",IF(BO2=60,"GREEN",))))

  3. I am trying to find the formula for the following:
    A. B. C
    1. 0. A. D
    2. 1. C. A

    =IF(A1<1, C1),IF(A1=1, B1)
    I am trying to get the cell value if the cell A1 is equal to 1 display cell B1 if value is 0 display cell C1

  4. Hi there, I am doing a survey regarding customer satisfaction level to my restaurant. So there are three satisfaction level: A, B, C. I want to find out the problem that leads customer to grade C to our services/foods with precise date. But however I still couldnt make it. Could you please kindly help me out?
    The scenario is as below:
    Customer Satisfaction Level : A, B, C
    Date: 13-08-2020
    If "Customer Satisfaction Level:B" , so it should come out with value CSL:B13082020
    I tried with IFS formula and it is as below:
    =IFS(A2="Customer Satisfaction Level:A", "CSL:A",A2="Customer Satisfaction Level:B","CSL:B",A2="Customer Satisfaction Level:C","CSL:C")
    But however, one key problem is how should I key in DATE formula to the value_if_TRUE? Maybe any other formula that can help me on it ?

    Your help is very much appreciated.

  5. Thanks James. That did what I am looking for. Much appreciated
    Stuart

  6. hi there, i'm trying to return a value if a date is between two dates, basically trying to sort my data into quarters, so next to my date column i would like a quarter column and want this column formula driven based on a table of dates. is this possible? thank you.

  7. Hello, I am wanting to create a formula that if the value is greater than 0 then the result displays the value but if is is 0 then it displays 'unknown'. Is this possible? Thanks

    • IF( A1 > 0, A1, "unknown")

  8. Hi,

    I am working on a table for some stats however I am wondering if there is a shorter way using an IF function to return the original value if true.

    For Example currently I use.
    =IF(SUMIFS(Forming_Bends_Data!$F$3:$F$50,Forming_Bends_Data!$A$3:$A$50,Controls!$A58,Forming_Bends_Data!$B$3:$B$50,">="&$C$24,Forming_Bends_Data!$B$3:$B$50,"="&$C$24,Forming_Bends_Data!$B$3:$B$50,"<="&$D$24))

    Im wondering if it is necessary to copy out the original string as these may need to be added to and are getting quite long.

  9. I have to produce a spreadsheet for covid19 weekly testing of staff. I want to place next due date in cell after entering y in tested cell calculating 7 days ahead from date tested. A1 =date tested, B1 =y for tested C1 = due date by 7 days. Could you assist with formula
    Thanks

    • Hi Stuart.

      Try the following in cell C1

      =IF(B1="Y",A1+7,"")

      the "" will show as a blank cell Also dont forget to format cells to dates.

  10. helo,
    if i have multiple figures expected in acell and want to test then, how can i do it?
    example in column a, i type 1, 4, 5 9, 17, 23,and 29 an others. i want to be informed in column B that if in A there is 4, it documents y, if 5, its also y and you find that they are around 2000 figures to be tested by y. how can i set it?
    many thanks

  11. Hello,
    I want a formula that check another cell if it contains certain text and just come up with the today's date if find this text.
    Eg.: ( if cell A contains ''sent to client'' the result is 27/07/2020)

    • Hello!
      If I understand your task correctly, the following formula should work for you:

      =IF(A3="sent to client",DATE(2020,7,27),"")

      or

      =IF(A3="sent to client",today(),"")

      I hope this will help

  12. Hello!
    My knowledge of Excel is basic at best. Is there a way to sort data alphabetically into another worksheet? For example, if I have a list of names on Sheet 1, can I then sort that info into other sheets broken down into parts of the alphabet? EG, Sheet2 = A - H; Sheet3 = I-P; Sheet4 = Q-Z. I'm trying to create a workload list for my staff but their work is divided by alphabet. Thank you.

  13. Hi,
    I am trying to return the value of a cell if another cell is greater than an amount - it's a simple one but I cannot figure it out, can you help

  14. I'm a layman trying to set-up an excel worksheet and hoping someone would be able to tell me how I would write the following formula for a dollar amount;
    If cell 7 + cell 9 is > cell 10, then cell 14 = cell 7; If not, then cell 14 = cell 10 - cell 9.

  15. Hello,
    is it somehow possible to have both text and a formula as value_if_true/false? Simple example what I mean and what is wrong =IF(A1-B1=0;"OK";A1-B1 "PIECES MISSING")??
    Thanks

    • Hello Jan!
      You did not describe your problem very accurately. I'll try to guess.
      Perhaps you wanted to write down such a formula

      =IF(A1-B1=0;"OK";(A1-B1)&" PIECES MISSING")

  16. Question. Im trying to figure out a formula for my scheduling.
    I put the cell as AM/PM/wholeday

    AM value is 5
    Pm value is 5
    Wholeday value is 10
    What formula should i use total their hours from monday to sunday. Thank you

    • Hello Remy!
      I’m sorry but your task is not entirely clear to me. For me to be able to help you better, please describe your task in more detail. Please specify what you were trying to find, what formula you used and what problem or error occurred. Give an example of the source data and the expected result.
      It’ll help me understand it better and find a solution for you. Thank you.

  17. OK, I MADE A HEAD WAY AROUND IT, I APPRETIATE SIR.
    THIS SYNTAX BELOW FINALLY WORKED FOR ME:
    =IFERROR(IF(J26="ON","ENUGU DISCO",IF(J26="FT","ENUGU DISCO",IF(J26="LS","ENUGU DISCO",IF(J26="PG","ENUGU DISCO",IF(J26="TP","TSP",IF(J26="IT","ENUGU DISCO",IF(J26="ET","TSP"))))))))

    ACTUALLY, THE FORMULA IS TO HELP ME DIFFERENTIATE REVENUE LOSES CAUSED BY DIFFERENT FACTORS IN AN ELECTRICITY DISTRIBUTION COMPANY I AM WORKING FOR.
    I REALLY APPRECIATE YOUR GUIDANCE OVER HERE.
    MORE GRACE TO YOU SIR.

  18. please I have a challenge using multiple IFS formula when dealing with strings, it returns parse error or #error. the example below:
    =IFS(J4>="ON","NOT APPLICABLE",[(J4>="FT","ENUGU DISCO")],[(J4>="LS","ENUGU DISCO")],[(J4>="PG","ENUGU DISCO")],[(J4>="TP","TSP")])

    • Unfortunately, without seeing your data it is hard to give you advice.
      Remove all extra brackets.

      =IFS(J4>="ON","NOT APPLICABLE",J4>="FT","ENUGU DISCO", J4>="LS","ENUGU DISCO",J4>="PG", "ENUGU DISCO",J4>="TP","TSP")

      Maybe it will help

  19. hello,
    i want to know the formula to calculate the diffrence in time to calculate lateness for staff.
    time in is 07:30 am
    time out is 17:00 on monday only
    time out is 16:45 tuesday to friday
    how can i calculate the overtime, lateness and for the early out.
    can you please provide me a formula.
    thanks in advance
    Regards,
    Krish

  20. Hi Alexander,
    I am trying to get a Region based on two condtions: Animal and Month.
    You choose animal in I3 and month in K3.
    The list of animals is in D6:D15, the list of months is in E6:E15, the list of regions is in F6:F15.
    Multiple animals and months can appear at the same time, in two different regions.
    However, the code I am trying to enter does not return the region as I want.
    =IF(AND(D6:D15=I3;E6:E15=K3);"ok";"fail")

    It's a rather simple code, but I just can't seem to get it to work.

    Hope you have an idea. Thanks! :)

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