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. Hello,
    i want to make one condition like
    party payment days are going between 70 days so that's mention in excle
    inv. date amount 30-60 days ,60-90 days, above 90 days
    1 1/4/15 50000 0 50000 0
    pls give me that type of formula ,
    i use one formula =if(now()-datevalue(b1)<30,+c1,0) but it's now working
    pls give me other formula

  2. I am having a problem with the if function with this question9. cell C10 is equal to 0.
    a. If this condition is true, the current cell should be made empty (that is, equal to "").
    b. If this condition is false, the current cell should display the result of multiplying cell C10 (hours) by cell D7 (hourly wages). Use a relative reference to cell C10 and an absolute references to cell D7 so that the formula can be copied to other cells

  3. HI!
    I'm trying to use a certain cell name from a list in my IF formula, but it will not allow me to use the character within the name without trying to use the characters function. is there a way to override this? Thank you!

    ex. =IF(D5=3Y) it's wanting to use that Y as a YEAR function and not allowing me to use it simply as a Y.

    • Hi Stephen,

      If 3Y is a usual text string, then enclose it in double quotes like this:

      =IF(D5="3Y", value_if_true, value_if_false)

  4. hi, how to do this, ex:
    22.7 auto increment to 23 or 22.3 to 22 ?
    if 22.5 till 22.9 to be 23 or 22.1 to 22.4 to 22 ?

    • Hi,

      Use this formula, your data in a column

      =ROUND(A1,0)

  5. Hello, Excel will not accept the following formula:
    =IF(F3= "yes", [G3*1.1], [G3])

    All I want it to do is return Cell G3 x 1.1 if cell F3 = Yes, else just cell G3. What is wrong with my format?

    • Hi Paul,

      Just remove square brackets:

      =IF(F3= "yes", G3*1.1, G3)

  6. Hello

    I am trying to work out a formula for a table of rental charges for rooms in a house.

    Column E is 'date from' and Column F is 'date to' and column H is number of days. Rent runs from the 19th of each month.

    I used the following formula to work out rent cost for the number of days they were there which is basically saying

    'if the 'to date' is 19/05/15 then return the monthly rental value as shown in cell C14, but if it is not 19/05/15 then use the number of days multiplied by the daily rental value to give me an amount'

    =+IF(F4=DATEVALUE("19/05/2015"),C$14,0)+IF(F4DATEVALUE("19/05/2015"),(H4*E$14),0)

    I realised though that this only works if the month starts on 19/04/15. I have one tenant that moved in on 08/05/15 and i therefore need to adjust the formula to say that if column F= 19/05/15 and column E=19/04/15 then return the monthly rent but if F doesnt equal 19/05/15 and e doesnt equal 19/04/15 then use the number of days multiplied by the daily rent.

    Is this possible as when i adjust the formula with an AND it comes back as invalid.

    Any help would be very much appreciated!

    Thanks in advance

    • Hi Amanda,

      Just add the following AND statement in the logical test of both IF functions:

      =IF(AND(F4=DATEVALUE("19/05/2015"), E4=DATEVALUE("19/04/2015")), C$14, 0) +
      IF(AND(F4=DATEVALUE("19/05/2015"), E4=DATEVALUE("19/04/2015")), H4*E$14, 0)

      • Many thanks Svetlana!

  7. Hi I am new to Excel and i am trying to format a mailing list that has been sent to me. basically the query is
    if f2 is blank then copy the contents from E2 into F2. blanking out E2 when done. i hope that is clear any help would be appreciated.

    Thanks

  8. assit me with nested if statement of a traffic robot set up with out come or result of GO,Stop and prepare to stop.

  9. hi, i am currently trying to generate a dashboard for my company and am having trouble inserting data into particular categories. there is a general data input sheet and then the dashboard. on the dashboard there are 3 separate categories with about a dozen free rows beneath for data to be inserted. i wish to insert data from the general data input section based on value of dates given etc. eg if the date is now then insert under category 1 if more than 2 years away, category 2 etc. could you please suggest any ways that i can do this the easy way etc, I'm trying to avoid inserting the data manually under each separate category as there will be a lot to enter. thanks in advance (:

  10. I figured it out in case anyone ever has the same question :-)

    =If(ISERROR(MATCH(B1,A1:A1,0)),"False","True")

    Thanks!

  11. There are also hundreds of different names in my data so Column B will not always be the same length. :)

  12. Column B
    Doejj
    Doejj
    Doejj
    Doejj
    Doejj
    Doejj
    Doejj
    Doejj
    Doejj

  13. If Column A contains Column B then Yes if not then No

    Can the formula take into account the case sensitivity as well?

    Column A Column B

    \\CCBF0FP21\DCLabels Doejj
    \\CCBF0FP21\DCLabels$ Doejj
    \\CCBF0FP21\DCReports$ Doejj
    \\CCBF0FP21\Direct$ Doejj
    \\CCBF0FP21\Review$ Doejj
    \\CCBF0FP21\DEV$ Doejj
    \\CCBF0FP21\Shipto Doejj
    \\CCBF0FP21\shipto$ Doejj
    \\CCBF0UD2A\UD1$\DOEJJ Doejj

    • Please Help :)

    • Sorry - the sample data on here is not displaying as 2 columns. To clarify:
      Column A
      \\CCBF0FP21\DCLabels
      \\CCBF0FP21\DCLabels$
      \\CCBF0FP21\DCReports$
      \\CCBF0FP21\Direct$
      \\CCBF0FP21\Review$
      \\CCBF0FP21\DEV$
      \\CCBF0FP21\Shipto
      \\CCBF0FP21\shipto$
      \\CCBF0UD2A\UD1$\DOEJJ

  14. Hi Tiffani,

    Supposing your dates are in column A, you can put the following formula in the "per diem" box:

    =IF(A1<>"", 20, "")

    The formula will return 20 if cell A1 in not empty. To format the returned number as currency, select the cell with the formula, press Ctrl+1 to open the Format Cell dialog, select "Currency" on the Number tab and choose the currency format you want.

  15. Please help me!

    For my job, I work a lot in excel. I have a spreadsheet to calculate per diem for drivers to receive on their paychecks. I have seven blank "date" cells. I'm wanting an if/then function so that if I write a date in one of the blank date boxes, it will automatically put $20.00 in the corresponding "per diem" box. Likewise, if the date box remains blank, the per diem box remains blank.

    Please help.

  16. Hi,

    I made a table for a high, medium,low with corresponding digits.
    Like for example,if the probability of failure is 1(rare) and the impact rating is low, then the result should be low.
    Now, my problem is how do i connect the table to my another sheet.

    please help

    • try vlookup

  17. i have to do this in excel ,guyz help
    if b=250 value is 15
    if b=260 value is 12

  18. I have my fantasy baseball spreadsheets. There are in two different files. File 1 has all of my palyers noted in column A and their positions in column B.

    I am looking to transfer the Info from Lets say "biils Row C" column A and B in my master file to "bills Row C" A and B in the updated spread sheet. I have the following formula that works on one line. but how do I get it to search the entire master sheet and pull that data over. The first C3 file is my updated sheet

    =IF(C3='[RE-ENTRY AS OF 5-5-15.xlsx]Hitting'!C3:C500,'[RE-ENTRY AS OF 5-5-15.xlsx]Hitting'!B3)

  19. I am trying to change a formula from =IF(H2="2-bdrm/2-bth",$K$3,IF(H2="2-bdrm/1-bth",$K$4,IF(H2="1-bdrm/1-bth",$K$5,))) which determined the average rental price to a formula that determines the what the highest rental price is for each size apartment. Anyone that can help I would greatly appreciate

  20. Please advise how to use below formula in excel

    =if(L2>60,"Active"),if(L2<60,"Critical"),if(L2<0,"Overdue")

    • Hi Vinath,

      You'd rather put it like this:

      =IF(L2>60,"Active", IF(L2<0,"Overdue", IF(L2<60,"Critical", "")))

      Just pay attention, please, that the formula returns an empty string if none of the conditions is met, e.g. if L2=60.

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