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 want to make a mark sheet with result of different students, i want result fail if value=<34, then what will be the arguement, how can i write the cell range in formula. i have done it, but it is wrong! plz help

  2. hi svetlana
    i am working as a planning officer in textile. i have to make/maintain multiple sheet. can you help me?

    imran

  3. Hi..I am currently working on sales report and using IF formula. However I encountered IF error message - "IF only takes 3 arguments but this is argument number 4". Appreciate your help on this....thank you

    • Hi Alynda,

      Yes, the syntax of the IF function allows for 3 arguments only. You can find the detailed explanation of each argument at the beginning of this article. If you provide more details about your formula, we will try to get it right.

  4. Using the data in C16:C18, generate in Cell E16 the formulation that will check Cell C16 for a Y, an N or any other character and if this cell contains a Y the formulation will round the figure in Cell C18 (19.2589) to the number of decimals indicated in Cell C17 (3), if Cell C16 contains an N the formulation will not round the figure in Cell C18 and simply return the number that is in Cell C18 and if Cell C16 contains any other character, the formulation will return the error message “Invalid Character”.

    Would this be an IF function?

  5. if value entered B 1 40 to 45 the value C 2 36 and if enter 46 to 50 , the value C 2 37

    • Here is the formula for C2:

      =IF(AND(B1>=40, B1<=45), 36, IF(AND(B1>=46, B1<=50), 37, ""))

  6. A B
    10 0
    Please help, B=A"Paid", B=0"Outstanding" and 0<B<A"Pending" Thank you!

    • Hi Kea,

      Here you go:

      =IF(B1=A1,"paid", IF(B1=0,"Outstanding", IF(AND(B1>0, B1<A1),"Pending", "")))

      • Hi Svetlana, I working well thank you again for your help and sorry for late checking

  7. Hello,

    I have the following formula so far:

    =IF(A1>=40,"40",""), If the value is less than 40 I need the result to be the exact value in the cell.

    For example if A1= 39.5 I need the result to be 39.5 not blank as I currently have it in the formula. What can I replace "" with to get this result?

    Thank you!

    • Hi Olga,

      Just replace "" with the cell reference, like this:

      =IF(A1>=40, 40, A1)

  8. Dear Svetlana Cheusheva

    Is this formula correct

    =IF(H2="#N/A", "No", "Yes")

    where #N/A is a result of vlookup which is applied in H2

    • Please help i am stuck here

      • Hi Khan,

        You have to use the ISNA function to check another cell for N/A error, like this:
        =IF(ISNA(H2), "No", "Yes")

        • Really v thankful to you it worked

        • Thanks Svetlana, I was using ISNA but wrong, this helped.

  9. Hi can you help me formulate one formula for these situations:

    1. If the actual completion date (F9) is less than or equal to the target completion date (E9) then it's ON TIME
    2. If the actual completion date (F9) is greater than the target completion date (E9) then it's OVERDUE
    3. If the target completion date (E9) is greater than the date today (B5) and the actual completion date (F9) is unfilled it's NOT YET DUE
    4. If the target completion date (E9) is less than or equal the date today (B5)and the actual completion date is unfilled it's UNDONE

    My formula I have right now is:
    "IF(F9E9,"OVERDUE",IF(E9>B5,F9="","NOT YET DUE",IF(E9<B5,F9="","UNDONE"))))
    But it says I'VE ENTERED SO MANY ARGUMENTS

    Thanks!

    • Hi Tetay,

      You have to use the AND function when entering more than 1 condition, like this:

      =IF(F9<=E9, "ON TIME", IF(F9>E9, "OVERDUE", IF(AND(E9>B5,F9=""),"NOT YET DUE", IF(AND(E9<=B5,F9=""), "UNDONE", ""))))

      • Thanks but it does not work for the NOT YET DUE and UNDONE. I think there is something missing?

        • Because it still displays ON TIME even if the actual completion date (F9) is unfilled.

          • Oops... I forgot to check if F9 is not empty in "ON TIME" and "OVERDUE" logical tests.

            Please try this one:

            =IF(AND(F9<=E9, F9<>""), "ON TIME", IF(AND(F9>E9, F9<>""), "OVERDUE", IF(AND(E9>B5,F9=""),"NOT YET DUE", IF(AND(E9<=B5,F9=""), "UNDONE", ""))))

            • OMG Svetlana! Thank you so much, it's working. YOU'RE AWESOME

  10. Please help me providing with encoding stating Week 1 Week 2 Week 3 Week 4 so on for the Year, to come automatically depending on Date in other cell.

  11. how to create a subscript in an "if()" function? for example if(1<2,"FS","") the "S" should be in subscript. thank you!

  12. I want to replace F2 with value in G2 if value in F2 is 0.

    • Rukia,

      It is not possible to have a value and a formula in the same cell.

  13. Hi There,
    I use this formula but nothing is coming out:
    =IF(B6>2),"3.86"
    what i need is if b6 is > 2 i need excel to put 3.86 and 3.99 if b6 is <= 2
    Thanks

      • Mant Thanks Sve.

  14. I need help figuring out 2 calculations

    1.If cell is blank, then leave cell blank, but if cell has a value then add another cell.

    2.Total cells and then divide by cells that only have value. Example if there are 10 cells, but only 5 have value, you would divide by 5.

    • Hi Toni ,

      You can use formulas like these:

      1. =IF(A1="", "", B1)

      A1 is the cell you check for being blank/non-blank, and B1 is the cell you add if A1 is blank.

      2. =SUM(A1:A100)/COUNTIF(A1:A100, "<>"&"")

  15. Hi,

    I am currently working with a schedule, and I am trying to make an IF function that if I have a table that will show me who is working each shift, it will look at the schedule and pull the person that is scheduled at a certain time.

    An Example:
    If I have person A scheduled at 11:15 AM and I want there name to be pulled into the table which shows all the employees that work at 11:15 AM how would I do so. Currently the function I am trying to use (=IF(B13="11:15 AM", A13) is not working. B13 is representing the starting time of the shift, while A13 is representing the Employee name. I would greatly appreciate any help you can give on this matter, thank you!

    • Hi Phillip,

      When comparing dates or times in Excel, you have to use the DATEVALUE and TIMEVALUE functions, respectively, in order to convert a date or time unit in the text format to a serial number that Excel recognizes as a date / time. For example:

      =IF(B13=TIMEVALUE("11:15 AM"), A13, "")

  16. What is the formula when my conditions are;

    If 0<= A < 10 the result is 3
    If 10< A < 15 the result is 2
    If 15 < A 20 the result is 0

    Assuming that the variable A is the value on a certain cell.

    Thanks

    • Forgot to mention;

      if 15< A < 20 the result is 1

      • Hi Faith,

        Here you go:

        =IF(AND(A1>=0, A1<10), 3, IF(AND(A1>=10, A1<15), 2, IF(AND(A1>=15, A1<20), 1, "")))

  17. Thank you for the article. I don't know if there is a function to do what I want, but here is basically what I am looking for.

    I have a list of items that I have set to display on a different sheet. I would like a large number of those items (those that start with a 4) to be combined into one cell with a different name in the same list (The 400 Series). Is there a function that will keep my list intact, but combine all the names that start with 4 into my new cell? I don't need a count of them by the way, just the list to transpose itself over as it is now with those specific cells pushed down into one.

    Thank you for the help.

    • As a follow up and to complicate my question, I am hoping to establish a function to do this dynamically every day when I import new information. If I were doing it only once, I think I could just remove the "4" items and put in a new block, but this would become a timely process if I were doing it every day, because I have the list being dynamically generated, which would bring back all my "4" blocks with the new import each day.

      • Can I assume my question is too complicated?

  18. Hi Svetlana,

    I need to create the following if statement.

    IF the member type in B6 = "TC" then take the date from B3 and + 10 Days, If the member type in B6 = "T2C" then take the date from B3 and + 15 Days.

    • Hi Adam,

      Here you go:
      =IF(B6="TC", B3+6, IF(B6="T2C", B3+15, ""))

      Please remember to change the format of the cell with the formula to the Date format so that is displays the date correctly.

  19. Hi Svetlana

    I would like to create in "IF" statement or an "ISBLANK" statement that says that if C2 is blank, populate from D2. If C2 has text, do nothing.

    =IF(C2 is Blank, Populate from D2) or =IF(ISBLANK(C2)=TRUE,D2,0)

    Thank you!

    • Hello Donni,

      You can use either of the below formulas:

      =IF(C2="", D2, "")

      If cell C2 is "visually blank" (including an empty string returned by some other formula, if any), the formula returns a values from D2, otherwise returns an empty string.

      =IF(ISBLANK(C2), D2, "")

      The second formula returns a value from D2 if cell C2 is absolutely blank (no value, no empty string).

      Please see the Excel IF examples for blank, non-blank cells section in this tutorial for full details.

  20. Hi,

    I have a formula that is returning "Recent" in cells that do not contain dates.

    =IF(C6>DATEVALUE("4/21/2014"),"Recent","")

    Cell C6 = "1 File(s)"

    What can I do to exclude cells that do not have dates?

    • Never mind this, got it figured out.

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