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. a
    r1 12,00
    r2 34,00
    r3 78,00

    if the latter is my workbook is it correct to type:
    =IF(30>A1>10;1;IF(70>A1>30;2;IF(A1>70;3))),
    in order to receive the number 1 for the specific condition described or the numbers 2 or for the other conditions described accordingly?
    I think the formula is right but excel unfortunatelly gives results of 1 only (cannot calculate 2 or 3).
    to specify, this is the worksheet after the formulas copied to the b column:

    a b
    r1 12,00 1 ok formula is:=IF(30>A1>10;1;IF(70>A1>30;2;IF(A1>70;3)))
    r2 34,00 1 ??? formula is:=IF(30>A2>10;1;IF(70>A2>30;2;IF(A2>70;3)))
    r3 78,00 1 ??? formula is:=IF(30>A3>10;1;IF(70>A3>30;2;IF(A3>70;3)))

  2. I am looking for a formula that allows me to see if I have one 1, one 2, one 3, one P, one SS, one LF, one, RF, one CF, and three X each column. If I have two of one of the numbers or zero of one of the numbers then I want it to be false. If I have it meets my criteria then I want it to be true. I hope that makes sense.

  3. Thank you very much.
    I have had to use this formula to create an extra column to do what I could not with a formula. Is it possible to get a total to count the two columns on one row and just add in to total rather than having to use the above formula in a column of its own. E.G the total will need to represent any time that there is date in both Column A and column B but does not need to show any data when there is data in only one of the columns. I would also like this represented by a number rather than a word.

    Is that possible ?

    • Sean,

      If my understanding is correct, you want to count the total of rows that have any value both in column A and B. If so, you can use the following COUNTIFS function:
      =COUNTIFS(A:A, "<>"&"", B:B, "<>"&"")

      If you are looking for something different, please clarify.

  4. Hi Svetlana and team,

    I would like to use a COUNTIF function or any other function to do this. If A5 and F5 contain values then K5 = Yes or 1 eg.
    Is this possible within excel ?

    Thanks

    Sean

    • Hi Sean,

      Sure, here's the formula for K5:

      =IF(AND(A5<>"", F5<>""), "Yes", "")

  5. Hi there,
    i would ask for help for the following:-

    cell c36= if L15 until L32 is SR, than total up k15 until k32 that contain SR in L15 until L32.

    cell c37= if L15 until L32 is ZR, than total up k15 until k32 that contain ZR in L15 until L32.

    what i want is, if there is SR in the L row, than total up.
    if there is ZR in the L row, than total up too , but i want 2 different value. Please help

  6. IF(E3:E281=71,5375,IF(E3:E281=12,6105,IF(E3:E281=13,6555,)))
    how can i write IF(E3:E281=7(i),5375,IF(E3:E281=1(ii),6105,IF(E3:E281=1(iii),6555,)))

  7. "In cell G2, create a formula using the IF function and structured references to create a calculated column that determines the value of Weeks Vacation based on the following criteria:
    a. If the years employed are less than 3, the Weeks Vacation should be 2
    b. If the years employed are 3 or more, the Weeks Vacation should be 3
    If the formula in cell G2 does not fill the table column, fill the remaining cells with the formula you just created."

    How would i do this formula?
    help please?!?!?

  8. Hi,

    I want my formula for Ks to return value as blank or "". My formula orginally is:
    =INDEX($D$5:$D$8,SUMPRODUCT(--($E$5=B5:B8),ROW($A$1:$A$4)))

    The formula above works fine as it returns a value when i put value of any number in the column E5. However, I want my formula to return blank when a non-value, ie: a text or value with percentage such as '10%.

    I tried this:
    =IF(AND((INDEX($O$21:$O$24,SUMPRODUCT(--(G36=$M$21:$M$24),ROW($A$1:$A$4))))),"---")

    but it returns "----" regardless when the criteria is met.

    Below is example of excel, copy paste in a blank sheet.

    FOR SOIL
    Coefficient for shaft resistance, Ks
    SPT N example
    IN TEXT Range 1 Range 2 Ks SPT (IN VALUE) OR RQD (%-TEXT)
    N<10 0 10 3.5 3
    11<N<50 11 50 3 10%
    51<N<100 51 100 2.5
    101<N<150 101 150 2

    Result to get:
    FOR SPT 3 GET Ks 3.5 (ok- formula 1 works fine)
    FOR RQD 10% GET Ks #VALUE! (not ok- formula 2 -because when we
    insert a non-number it should return blank cell.

    Thanks in advance,
    Aya2016

  9. Column A1=Mango,A2=Tomato,A3=Chicken I want in column B1 mango=fruit,B2 Tomato=vegitable and B3 Chicken=meat.How to make function.Pls help

    • Hello Manu!
      You can use the following formula:
      =IF(OR(A2="Mango",A2="Apple"),"fruit",IF(OR(A2="Tomato",A2="Potatoes"), "vegitable",IF(OR(A2="Chicken",A2="Beef"),"meat","")))

  10. I have a list of data in a column, it might be data or empty cell. I wanted to gather that data in a single line separated with commas and & sign before the last data. Basically i am getting this data from user choice.
    Thanks for helping.

    • I have tried using Concatenate but i am getting something like; (1 inverter, 2 battery,,,,, 2 bulb,,, and so on). I don't want these useless commas and want a "&" sign.

  11. HI

    How can i form this formula...

    I want to compute the BMI of children with regards to their (Age, Gender, Weight, Height)? thanks

    • what function should i use?

      B1=Gender C1=Age D1=Weight E1=Height F1=BMI G1=COMMENT (underweight,normal, overweight)

      IF(B2=F/FEMALE, F2>14, "underweight", F224"Overweight"), IF(B2=M/MALE, F2>15, "underweight", F2<=25, "normal", F2<25, "overweight")

      please how will i correct this?

      thank you

  12. A1 is 7300
    B2 is 7850

    in C2 row = if a1 is less than b2= 0 and if not than a1-b2

    request suggest the formula on my email

  13. Hello,

    You can use the following nested IF formula that lists all conditions:
    =IF(F1>0,F1&G1,IF(E1>0,E1&G1,IF(D1>0,D1&G1,IF(C1>0,C1&G1,IF(B1>0,B1&G1,IF(A1>0,A1&G1,""))))))

    • Thank you so much for your help Andrei Bertosh! It worked!!!

    • Anderi,

      It worked but it's showing the results in one columns. Can you tell me how to show the results in two separate columns?

      Thank you!

  14. Anyone willing to accept this challenge and help me?

    I have data in 7 columns, 5000 plus rows. First 6 columns have numbers they refer to the value in column 7th which is text. Example

    10 0 0 0 0 0 H
    10 101 0 0 0 0 S
    10 101 10105 0 0 0 T
    10 101 10105 10 0 0 W
    10 101 10105 20 0 0 F

    I want to see the result in the new sheet like this.
    10 H
    101 S
    10105 T
    10 W
    20 F
    Column 5th and 6th value is "0" so the result should be "no value"

    Thank you for your help in advance.

  15. Can someone please help with,If A1>=10; Efficient, If A1=5; Average, If A1=3; Poor, If A1<3 ;"" (blank).

    Thank you.

    • Hello,

      You can use the following nested IF formula that lists all conditions:
      =IF(A1>=10,"Efficient",IF(A1=5,"Average",IF(A1=3, "Poor","")))

      I hope this helps.

      • Thanks! For me work grate.

  16. Hello, Can anyone help me with the following. I have data in 7 columns, 5000 plus rows. First 6 columns have numbers they refer to the value in column 7th which is text. Example

    10 0 0 0 0 0 H
    10 101 0 0 0 0 S
    10 101 10105 0 0 0 T
    10 101 10105 10 0 0 W
    10 101 10105 20 0 0 F

    I want to see the result in the new sheet like this.
    10 H
    101 S
    10105 T
    10 W
    20 F
    Column 5th and 6th value is "0" so the result should be "no value"

    Thank you for your help in advance.

  17. Hello, I would greatly appreciate some help. I would like to create a command which will do the following: when I insert a specific text on a cell this will equal to a specific number. For example , when I insert "TT" this will equal to 0.2. Or when I write HD this will equal to 0.1. This will then be summed up on another cell. I would like to see only the letters but not the numbers. Is that possible?
    Thanks in advance for any help offered.

    • Hello Christos,

      If you can have just either of the values, you can use the following formula:
      =IF(A2="TT",0.2,0.1)

      Here A2 is the cell where you enter the necessary text.

  18. Hi. I need a formula where if C9 is YES then it gives a score of 5, If C9 is NO then its gives a score of ZERO. Help please, its sending me round the bend

  19. =IF(B2>0,C2=0,"sliding","rotary") i want help if it b2 greater than zero, and c2 equal zero, i need it sliding, but if not i need it rotary and this formula has something wrong

    • Hello Ahmed,

      In order to meet both conditions, you need to add AND to your formula:
      =IF(AND(B2>0,C2=0),"sliding","rotary")

      I hope this helps.

  20. Hello,

    I have 1 list of 4000 emails and other list of 700 emails. How can I sort or check or highlight or check if that 700 is available or not in 4000 emails ?

    Many thanks.

    Best,
    Ravi

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