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 variable creatinine which contains a numerical value. I want to show the variable if the value is less than 4, else if it is more than 4, then display 4.

    =IF(Creatinine > 4, 4, Creatinine)
    This formula is displaying 0 & 1 if the condition is false or true respectively.
    What am I doing wrong?

    • Hello!
      Unfortunately, without seeing your data it is difficult to give you any advice. What is "Creatinine"? If you use regular cell references -

      =IF(A1 > 4, 4, A1)

  2. Hello,

    After doing the IF syntax and getting the 1's or 0's as a result, how do we get to know that how many number of 1's and 0's are there if there are lot of values to be checked.

    Thanks in advance!

    Regards

  3. Hi,

    Sorry, I am a bit confused with the nested Isnumber on IF (Example 3) in text values.

    I understand ISNUMBER function in Excel evaluate if a cell contains a numerical value or not, and returns True or false.

    IF(ISNUMBER(SEARCH("deliv",C2)), "No", "Yes")

    Now, In this case, from inside, I would expect the SEARCH to return all "deliv*", and feed into ISNUMBER and get checked if such value is numeric then input (True or False) into IF function.

    You have explained well what SEARCH/FIND functions perform in evaluating text values. I do understand that in this particular case the ISNUMBER is a sort of "helper" (bridge).

    Could you please explain the outcome of this expression ISNUMBER(SEARCH("deliv",C2)) and how it is evaluated at the end..

    Thank you for your valuable time.

    • Hi Afonso,

      I think you have explained almost everything yourself :) I will just clarify about the SEARCH function. It returns the position of the first occurrence of a given character or substring within a text string. In example 3, cell C2 contains "Delivered", so SEARCH("deliv",C2) returns 1. If C2 contained "item delivered", then SEARCH would return 6. If C2 contained "deliverable delivered", then SEARCH would return 1 again (the position of the first found match). For cells that do not contain "*deliv*", SEARCH returns a #VALUE error.

      Like you said, ISNUMBER evaluates the SEARCH output. If it's numeric (i.e. "deliv" is found in C2, no matter in which position), ISNUMBER returns TRUE, and IF applies value_if_true ("No" in our case). If SEARCH results in an error, ISNUMBER returns FALSE, and IF applies value_if_false ("Yes" in our case).

      I hope I answered your question. If something is still unclear, please feel free to ask.

  4. S.No Vehicle-Reg-No Rept-Date Rept: Time Entry Date In Time In Date Out Time Out
    1 GLT5739 02-Nov-20 19:20 03-Nov-20 21:50 04-Nov-20 23:40

    I want to make below report from my above excel sheet.
    1.In side the plant More than 12 hours Vehicles.
    2.Out side the plant More than 12 hours Vehicles.

  5. If the 1st 2 digit of the number in a cell is 11, i need to be rename as Import in another cell and if it is 10 , it has to be rename as Local , that is my requirement..please help....

  6. can you help me for this formula
    A Coolum contains 1) Acc repairs 2)running repairs B coolum contains value in c coolum contains Value if
    i want formula in d coolum if a running repairs value of b coolum if a coolum contains acc repairs then B-C

  7. Hi,

    Hope you are well, wonder if you can help me;

    I am trying to calculate; if CELL 1 has a date > than the date in CELL 2 then calculate days over (currently using =IF(F7>L7,F7-L7,0) but i want to add, if CELL 1 is blank then still calculate days over using todays date - CELL2.

    The current formula only works out the days over if a date has been inputted in CELL 1, but i need to use AND/OR condition but i cant get it work. (Date in cell 2 is another formula counting 1 year on from another date used)

    Hope this makes sense...

    • Hello!
      The formula below will do the trick for you:

      =IF(ISBLANK(F7),TODAY()-L7,IF(F7>L7,F7-L7,0))

      I hope my advice will help you solve your task.

  8. I am working on a COVID spreadsheet. I have two columns. One for a Symptom On Set Date and one for an exposure date. I need a 3rd column for the Return Date. This date is +11 or +15 based on if it was onset of symptoms or exposure. I want to create an IF Then statement that is something like...
    =IF On set Date is true then add 11 to the cell of on set date or if exposure date is true then add 15 to give me a return date.

    I tried =IF(J2_True,"J2+11",K2_true,"k2+15")

    J2 is my On set date and K2 is my exposure date. It obviously is incorrect. Can you help me? Thank you.

  9. hi, i need help to search in column about value and return raw number.

  10. Hi
    Hope someone can help!
    I am trying to run a formula that will place text in a column based on a upcoming date in another column. For example: If Go live is within 3 business days, (this is column j, with a date of Nov 1) then place "at risk" in column k. Another example. If Go live is within 7 business days, place "upcoming" in column k. The problem is the dates are fluid and I don't want to have to change the datevalue every time the date changes.
    Hope this makes sense.
    Thanks
    Natalie

  11. Thanks for the post.

    I'd like some help on my personal project that involves calculating savings on my savings account. What I like would be to auto calculate on specific dates when my pay comes in and the excel calculates it automatically with any input form me. Thanks.

  12. Is there a formula to find the cell value between two numbers?

  13. Hi, I'm looking for an IF formula that will return HAPPY if the score is greater than or equals 15 and SAD if it is less than 15.

    Thank you.

    • Hello!
      I hope you have studied the recommendations in the tutorial above. It contains answers to your question.

      IF(A1>=15,"HAPPY","SAD")

  14. Hi
    I have multiple documents which need to be diffracted using formula

    I want a formula for the Below type.,

    If i have the below documents types., help me with the formula in "__"

    CE It should show "PAYMENTS"
    CM It should show "PAYMENTS"
    RV It should show "INVOICE"
    RR It should show "INCENTIVE"

    Please help me..Appreciate your time and efforts.

    • Hello!
      Sorry, it's not quite clear what you are trying to achieve. 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.

  15. Hello There,

    Im having trouble coming up with the Formula to calculate that If

    A1 has a Invoice Issue Date in and B1 Is to have the Payment received date in but is currently blank.

    how can I have it show me in C1 how many days it has been since the invoice was sent. Up until the point when I have the payment date and then I would like it to stop the count and show me how many days it was between start and finish.

    so to basically have an open counter in days until a final date is put in.

    fingers crossed one of you can help as this has been frying my brain all morning I'm sure its not as complicated as I'm making it out but it has gone beyond me. Many Thanks in advance

    • Hello!
      If I got you right, the formula below will help you with your task:

      =IF(B1<>"",B1-A1,TODAY()-A1)

      I hope it’ll be helpful.

      • Thank-you very much first time. And all works perfect. Many Thanks

  16. Hey all. I would like my formula to do the following:

    If a value in 'Table135 Column 2' equals a value in 'Besteltabel Column 1' and there is a value in 'Table135 Column 1' and there as a value in 'Table135 Column 7' and there is no value in 'Table135 Column 8' Then I want it to say yes... if not, I want it to say no.

    The current formula I have doesnt work, but should be along the lines of what Im looking for. Can someone help me out??

    Current formula:
    =IF(Table135[Artikelnummer]=(Besteltabel[[#All];[Artikelnummer]])&(Table135[Datum bestelling]=TRUE)&(Table135[Datum levering]=FALSE)&(Table135[Aantal besteld]=TRUE);"JA";"NEE")

    Thanks in advance.

    • Oh forgot to mention the following:

      Table 135 - Column 2 = Artikelnummer
      Table 135 - Column 1 = Datum bestelling
      Besteltabel Column 1 = Artikelnummer
      Table 135 - Column 7 = Aantal besteld
      Table 135 - Column 8 = Datum levering

      • Hello!
        It is very difficult to understand a formula that contains unique references to your workbook worksheets. Hence, I cannot check its work, sorry.
        Unfortunately, without seeing your data it is impossible to give you advice.
        I'm sorry, it is not very clear what result you want to get. Could you please describe your task in more detail and send us a small sample workbook with the source data and expected result to support@ablebits.com? Please shorten your tables to 10-20 rows/columns and include the link to your blog comment.
        We'll look into your task and try to help.

  17. Hi, please help. what's the formula - I have three columns, if these three has a value, it will appear as completed, if either column 1 and 2 with column 3 has a value, it will appear completed, if only column 3 but there's no value for column 1 and 2, it will appear almost completed.

    another, how can i count the cells with formula but only has value?

    Hope you can help me.

    • Hello!
      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. Give an example of the source data and the expected result.
      It’ll help me understand it better and find a solution for you.

      • column1 column 2 column 3
        938,080 1 6001371
        0 1 6001481
        938,080 0 -

        like this one sir, if there's a value in column 1 or 2 then also with column 3, its will appear as completed. But if there's a value in column 1 and 2 and there's none in column 3, it will appear as not completed or vice versa, if column 3 has value and column 1 and 2 has none, it also appear as not completed.

        • another thing, how can i count the column if there's only 1 on it. it will not count if there's formula but it's zero.

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

          =IF(SUM(IF(A1:C1<>"",COLUMN(A1:C1)))>3,"Completed","Not completed")

          I hope my advice will help you solve your task.

  18. 2. Bob receives a bonus of $50 from the d20 manufacturer each time his sales exceed $500 in a quarter. Write a conditional statement (IF) in cell B11 that will display 50 if the d20 sales are greater than $500 and 0 otherwise. Once you have the formula correct, copy it into C11-E11.

  19. Is there a way to write a formula that says that if a cell has a certain name in it, that I want a series of cells populated (for example - if A2 = SCHOOL then fill B2; AA2)?

  20. Hello,
    I have the following formula =IF(COUNTA(C8:C12)=5,IF(AND(MIN(C8:C12)>0.999,MAX(C8:C12)<4),"Pass","Fail"),"INCOMPLETE")
    It looks at the data gives "incomplete" if any data is missing, if all Pass, I get a "Pass" result, and if one Fails I get a "Fails" result. However, I would like for the Result to change from "incomplete" to "fails "as soon as one data point Fails. I don't want to wait to take all 5 data points to change from Incomplete to Fails, and if no data points are failing I would like for it to stay as incomplete.
    I hope I explained myself correctly.
    Thanks!

    • Hello!
      Sorry, I do not fully understand the task. For me to be able to help you better, please describe your task in more detail. Give an example of the source data and the expected result.
      It’ll help me understand it better and find a solution for you.

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 :)