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 value for the row. I want to know if a value (column G) = the min or the max for a range of values, else it is between (mid). the range is also listed in the same row (columns H and I).

    I have the following formula:

    =IF(G2=H2,"Min",(IF(G2=I2,"Max","Mid")))

    All I get is FALSE. and for all possibilities,
    when G2=H2
    when G2=I2
    when G2H2 nor I2

    I am not sure why this isn't working.

    I made sure the columns G, H and I are numbers, but that doesn't impact things. I am not getting a syntax error.

    Thanks

  2. Hi!

    I'm trying to get a formula (either an IF function or Conditional Formatting function) to help me assign the proper Customer Name &/or Customer # to an invoice in the proper row, but it's difficult because there are numerous invoices for some customers and a few for others. Here is what the raw data looks like:

    Customer # Customer Name Invoice #
    123 ABC 123 - ABC <=PLEASE NOTE, not a real inv.#
    312456
    312376
    312789
    312654
    312333
    789 XYQW 789 - XYQW
    312421
    453 ZZZZZZ 453 - ZZZZZZ
    321367
    354754
    378987
    365214
    333999
    365409
    376232
    234265

    Thanks for your help!
    Jim

    • give an example what is the data and what it should become and i can make you a formula because i dont really get what is happening in your data

  3. Hi I want to make formula for
    if value>=5% and if value>=-5% then yes

  4. Hi
    i want to know how to get a value if

    if e2="rl5" then Return system date - 5 days
    or if e2="rl4" then return system date - 3 days

    thank you!

    • Hi Timothy,

      You can use the following formula for your Return system date column:

      =IF(E2="rl5", "5 days", IF(E2="rl4", "3 days", ""))

  5. I need help to put formula like this

    If Column L from another sheet has 35 then then the value 4002 should be taken, if it has 56 then 4004, if it has 38 then 4102, if it has 39 then 4104

    Please help

    • Hi sunny,

      U write formula in Sheet1, please put value (eg:35,56,38,39...)in Sheet2..
      Please try below..

      =IF(Sheet2!L1=35,4002,IF(Sheet2!L1=56,4004,IF(Sheet2!L1=38,4102,IF(Sheet2!L1=39,4104,"Not in Our Range"))))

  6. Thanks......

  7. If there is a value in one of the cells in c5 and i5 then equate it with b4,B10,B16,B22.

    NEED HELP PLEASE

  8. I have 2 columns one has a number of calls (G) and number of seconds in the second (H). I want to have the next column to show which calls were over 18 secs and also to include the total number of calls from (G) in that cell. So if one cell in G shows 2 how would I make the IF command work. I am using right now =IF(H2>18,1*1,1*0) and that just allows me to count how many cells are over 18 secs but not the actual call amount from column G.

    Thanks,
    Pete

  9. Hello,

    I have a problem and I can't find a solution anywhere.

    I have a sheet with dates of invoices that have been approved for different hospitals and things we need to pay them for. It's a very long sheet with main variants being 'Hospital number', 'Procedure' and 'Date of invoice approval'.
    I would like to create a seperate tab with a table generating a formula which could cross check 'Hospital number', 'Procedure' and 'Date of invoice approval' from the other tab - but instead of generating a result in form of 'good' or 'bad' i would like the formula to enter the actual date of invoice approval -into the table. Not sure if this is possible?

    Please help!!!???

  10. Hi,

    I am wondering if there is a way to make a cell a specific color depending on a value it has. The values come from a formula (VLOOKUP). If excel doesn't find any values then it leaves the cell blank, otherwise it writes the value which can be anything from letters to numbers (so I can't be that specific and therefore not be able to use conditional formating...). I want to color all cells which get a value and leave the blank cells white. Would you know how to tackle this issue?

    Thanks!

  11. Hi,
    I am looking for a formula to add 21 days to a date if a certain phrase is in another column. For example - A2 is 01/08/2016, if B2 says 'PA1' I would like C2 to add 21 days to the date in A1. I have so far got =IF(ISNUMBER(SEARCH("PA1",B2)),"A2+21","") which works as far as getting C2 filled with an answer but I can't make the sum "A2+21" work as a formula - can anyone help?

    Thanks

    • Sorry - Just read back - should read, A2 is 01/08/2016, if B2 says 'PA1' I would like C2 to add 21 days to the date in A2

  12. Hi,
    This is a formula for 2 energy use efficiencies one for gaining weight, one for weight loss. Obviously I have the syntax wrong, but I can't work out what the error is. I would be really grateful if you could help me.

    =IF(L7>0,[(L7*0.92*18)/(0.0043*((0.172*$L$3)-1.707))], [(L7*0.92*18)/0.8])

  13. Hi .
    Can you pls. Help yo formulate a formula inside a single cell. The condition is this for dates.
    1. I both cell is empty result is empty.
    2. If thedifference of two dates is > 0 answer is 0, if not result is 1
    3. If one cell is empty result is 0
    4. If both dates are equal result is 1

    Pls. Help tnx

  14. Hello,

    I have two different dates in two different cells (A1 = 4/12/1993 and B1 = 04/05/1993) and i want to verify if the two dates fall in the same quarters. If two dates are within the same quarter, the data "passed" if outside of 89 days, it fails...

    thanks for your help....

  15. need help.
    on A column we have names like sam, nick, ... on G column we have $ amount, how calculate from xxx row till yyy row all $ for sam ?
    thank you for help

  16. I believe I need to combine an IF function and a SUMIF function...but not 100% sure (all I know is it is not working). I was able to do a SUMIF formula to have it add up invoice dollar amounts if the vendor equaled a certain name. That is great for a total amount owed; however, what I am having issues with is when giving it a criteria, like if the invoice date is =< 12/31/15, then add up only those invoices that are before that date and that are from a certain vendor. I am trying to enter this formula into a summary table...so this would help a lot!

  17. Hi Svetlana,

    Hope you can help me on this tough one and thank you in advance for any help you can give.

    So I have created an Excel spreadsheet which I'm tracking snow removal times that happen during the winter so I can charge my customers. Row 1, I have the times that have been summed up. Row 2 where I a value that been calculated from Row 1 to get number of times 15 mins fits in it (For example, a cell in Row 1 would show 1:20 minutes and I divide that by 15 minutes which should give me a value of 8. Now here's the problem, I been trying to use the "IF" function in Row 2 to perform a function say if the time in Row 1 is less than 15 minutes than the value should be 0 or if it's 15 or more than I divide that by 15.

    Any suggestion what I could do? Thank you in advance for any help you can give!

    Gary

    • Hi Gary,

      I believe this formula does what you need:
      =IF(A$1*1440>=15, A$1*1440/15, 0)

  18. Very Excel illiterate...please help if you can! I have been using this formula (which I did not create) to calculate data for vacation, sick time, personal days, etc. on our time sheets:
    =SUM(IF(ISNUMBER(SEARCH("v",J9:AN9)),IF(ISNUMBER(J9:AN9),J9:AN9,(LEFT(J9:AN9,IF(ISNUMBER(FIND(".",J9:AN9)),3,1)))*1),0))+SUM(IF(ISNUMBER(SEARCH("v",AC8:AN8)),IF(ISNUMBER(AC8:AN8),AC8:AN8,LEFT(AC8:AN8,IF(ISNUMBER(FIND(".",AC8:AN8)),3,1)))*1),0)-AB6
    Example:
    Cell J9 - 1.50v
    Cell K9 - 1.50v
    Formulated cell returns the correct value of 3.
    The problem is when numbers with 2 decimal places (other than '0') are used:
    1.25v plus 1.25v returns a value of 2.4
    I'm thinking it has something to do with using the letter 'v', in this case...maybe I'm wrong!
    I've tried to format the cell different ways but I've had no success.
    Sure hope you can help! Thanks!

  19. Dear,
    Can you please in using IF command for the below
    <32.7 Lower
    32.8 to 39.4 Moderate
    40 to 46.1 High
    46.6 Very High

  20. I want to use IF function, for a cell contains email address then the resulting cell will return with a numeric value as 1 and if there is written as "NA" then return a numeric 0 (zero), so that at last I can count by using sum function to add and get how many emails are there in my sheet. Please give me the solution.

    • Hi Kamesh,

      You can use a formula similar to this:
      =IF(A1="NA", 0, IF(ISTEXT(A1), 1, ""))

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