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 set a formula for my KRI, if my depoist is 3m kri should score 15 ( 100 %), if 2M kri should score (2/3) 66% of 15 i.e 10. The bench mark is 3 which is 100% and KRI score is 15 (100 %) and if the deposit fall below KRI should move with the same percent, how Am i suppose to do this , please help.

  2. Hi

    I want that if me or someone else fill in, for example in cell A2 the number 160161 it should be in cell A3 the time 05:30

    Also if i or someone else fill in a number that not exist from my numbers then a text for example "wrong number"

    Can i get help with a formula for that?

    IF=160131 in cell A2 then 05:30 in cell A3.
    And IF not none of the number then text wrong number

    Thanks in advance

    • Hi Tommy,

      If you want to see value "05:30" when A2 contains number 160161, you can enter the following formula into A3:
      =IF(A2=160161,"05:30","wrong number")

      If you want to make sure the cell is formatted as time, please use the following formula instead:
      =IF(A2=160161,TIMEVALUE("05:30"),"wrong number")

      I hope this helps

  3. When I use SUM to add up a column of numbers returned by an IF formula, it does not work. Why is that?

  4. I want to use SUM to add up the column of numbers resulting from an IF formula, but it returns 0. What should I do please?

  5. hi
    i'm trying to use IF in condition more than 13
    below is formula i put in excel, it wouldn't work

    =IF(AP3=1,"mkra",IF(AP3=2,"kumÖ³",IF(AP3=3,"mina",IF(AP3=4,"emsa",IF(AP3=5,"]sPa",IF(AP3=6,"mifuna",IF(AP3=7,"kkáda",IF(AP3=8,"sIha",""))))))))&IF(AP3=9,"",IF(AP3=10,"",IF(AP3=11,"","")))

    Could you please help me?

    Best regard,
    Sreymom

  6. I'm trying to determine the monthly salary of our instructors. They get 30$/hr if they teach less than 120 hours/month, but receive 35$ for each additional hour after the 120 hr threshold.

    This is the formula I put in, but it wouldn't work:

    =IF(C2>120, (120*D2)+(C2-120)*35;C2*D2)

    Could you please help me out?

    thanks,
    melih

    • Hello Melih,

      Your formula is correct except for a typo and one little detail. Depending on the locale you have in Excel, please make sure you use either commas or semicolons as separators, i.e. either
      =IF(C2>120,(120*D2)+(C2-120)*35,C2*D2)
      or
      =IF(C2>120;(120*D2)+(C2-120)*35;C2*D2)

      Assuming you always have the regular rate per hour in cell D2, you need to make it an absolute reference so that it doesn't change to D3, D4, etc. in other rows:
      =IF(C2>120,(120*$D$2)+(C2-120)*35,C2*$D$2)

  7. GD,

    I am working on stock control excel table. I need the IF formula to give me the updated price for the updated stock quantity if I receive an item with new price. How can I do this please?

    BR.

  8. Can you please help me to make a formula for the dates of delays

    sample

    (A)Date Submitted (B)Date Return (C)No. of days taken
    14-Dec-15 17-Dec-15 3
    14-Dec-15 I need a value of this one for everyday counting till the return date to show it is overdue and continue to all spreedsheet.

    hope you can help me

    Regards,

    Jm

  9. how do I solve this problem In cell I5, enter an “AND” IF function that enters “F5*.10” if the value in the Program range is English AND the value in the Level range is 1. If neither of these criteria are met, nothing is entered. The purpose of this IF function is to offer a 10% discount to students who are taking Level 1 English. You should see FALSE in cell I5 and $200 in cell I7. nI need the answer ASAP. thank you,

    • Hello Anne,

      Assuming you have Programs in column G and Levels in column H, you can use the following formula:
      =IF(AND(G5="English",H5=1),F5*0.1,"")

      It will check that the cell in column G contains "English", and the cell in column H is "1". If both conditions are met, it will multiply value in F5 by 0.1. If either of the conditions is not met, it will not enter anything.

      If your task is different, please describe it in more detail and provide an example of your data, we'll do our best to assist you.

  10. I have column having values + values, - values and blank (0). I want to show the result on the next column "OK" for + values, "NOT OK" for -ve values and "PERFECT" for blank (0) values. how can do it. For +ve and -ve values i can able to do it with if function. how can i add the blank cells.

  11. if the month is of 30 days=
    for example,- attendance is 24 then 200, 25/26 then 220, 27/28 then 240,29/30 then 260.
    same as if the month is of 31 days,
    attendance is 25 then 200, 26/27 then 220, 28/29 then 240,30/31 then 260.
    please suggest.

  12. Dear Madam,

    i have a excel for branch reconcilation, same value repeated in my excel sheet but another sheet only shows two or three amount but it is same . how can i compare the sheet.

  13. OMG, Jenny I have a similar situation!!!

    I need to change Excel rows from one colour to another when a text name is changed is a specific column where each cell has one of 4 titles.

    So yes, is anyone able to help please...?

    With thanks in advance too :o)

      • I'm sorry, but didn't find you reply very helpful, so found another web-site that was, and the simple answer is to:
        Highlight line you want to change that has the key word written in it (in my case it is the word Forecast)

        go into Conditional Format option

        choose New Rule

        in "Edit the Rule Description:" type the coordinates of the cell which has the key word (on my spreadsheet this was =$G87="Forecast")

        Click on the Format icon and set whatever format you'd like to have occur & ckick ok)

        Then when its showing as a Rule, amend the "Applies to" coordinates from what is in there (which will be the single line you originally highlighted) to all of the spreadsheet you want this rule to apply to (so for me this was =$G$50:$W$500 )

        Click on the "Apply" icon (lower right corner)

        And hey presto it works!

        All good wishes - Louise :o)

  14. Hello,

    I need a help to do a conditions using date in excel 2007:

    Query:

    I need to set a follow up with the date in excel. There are two status. Open and close.

    Conditions:

    1)If status "open" & date of today more than 3 days then "Remainder" and color changes (entire row should be highlighted).

    2) If status "Open" & date of today more than 5 days then "Exceeded" and another color changes (entire row should be highlighted).

    3) If status "closed" then "Completed".

    Can any one help me with this issue?

    Thank you in advance.

  15. Hi,

    My query is IF (A1>15000,"150",IF(A1>20001,"200")
    answer is not displaying by applying this formula
    what i required is IF A1 cell is greater than 15,000 answer should come 15. If A1 cell is greater than 20,000 answer should come 200

  16. HI,

    in IF condition formula required,
    ex: A1>15000,'150'A1>20000,'200'
    if A1>15k answer should be 150 if A1>20k=200

    can any one help on this

  17. HI,

    in IF condition formula required,
    ex: A1>15000,'150'A1>20000,'200'
    if A1>15k answer should be 150 if A1>20k=200

  18. HI ,
    I have excel sheets.
    Excel 1,Excel 2.

    Excel 1 having 10 fields
    Ecel 2 having 3 fields of Excel 1.

    Excel 1 fields
    no requester date status

    Excel 2 Fields
    requester date status

    Here,what my query is
    i want display in Excel 2 only status pending items with the related fields.

    Can you help me on this .
    Thanks in advance.

    • Hi veeru,

      The simplest way is to filter sheet Excel 1 by the status column and copy the filtered values to sheet Excel 2.
      To filter the column please go to the Data ribbon tab, click Filter and then select the pending value in the status column.

      • I WANT TO DO EXCEL SHEET CELL COLOR CHANGE LIKE IF I PUT "P" THEN THAT CELL WILL CHANGE IN GREEN . IF I WRITE A THEN IN RED. IF PUT HALF DAY THEN YELLOW

  19. Hello

    I am trying to look for a formula that will look in on cell, and if true retrieve data from another cell. the function that I am trying to use is
    =IF(B30="X","(E36)","")

    I am trying to retrieve the data in cell E36. I think i need to use the IF function Because if B30 has an x then I want it to retrieve the date in E36 and if not I need it to be blank

    thank you for help

  20. I have this formula
    =IF(ISNUMBER(SEARCH("ΜΑΚΑΡΟΝΙΑ";ΠΡΟΓΡΑΜΜΑ!E14)); "1";"")
    It works fine but I want to search text in two cells
    Thanks

    • Hi GIANNIS,

      Please try to use the OR function in the first parameter:
      =IF(OR(ISNUMBER(SEARCH("ΜΑΚΑΡΟΝΙΑ";ΠΡΟΓΡΑΜΜΑ!E14)), ISNUMBER(SEARCH("ΜΑΚΑΡΟΝΙΑ";ΠΡΟΓΡΑΜΜΑ!D14))); "1";"")

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