Computer Learning Lesson - Counting in Excel

Click this link to watch the recorded Computer Learning Webinar of this topic.

Often when working in an Excel spreadsheet people want to be able to count items in a list.

There are several Count-type functions in Excel to do this task. This set of notes explains how to use the

• Count
• CountA
• CountIf functions

Before going through the steps of using any of these Count functions I want top review the steps for starting a function.

Start a Function

1. Click in the cell where you want the answer of the function to appear.
2. Type an equal sign =
3. The function button appears to the far left of the formula bar (see below).
   
4. Click the drop down arrow next to the function button to view the most recently used functions on your computer.
   
5. If the function you want to use is in the list click it.
6. If the function does not appear in the list click More functions...and the Insert Functions dialog box will open.
7. In the Insert Functions window find the function you want to work with and click it and then click the OK button.
   
8. The Function Arguments window for the selected function will open.
   
9. Follow the instructions (see below) for the chosen function.

Count

The Count function is used for counting cells that contain numerical values. Let's say for example that you have a table of numbers similar to the following and you want to count how many numbers are in the table.

Here are the steps.

1. Start the Count function (see steps for Starting a Function above).
2. Place your mouse on the first cell that you want to count (your mouse will be a selection shape - looks like a white cross).
3. Hold your mouse button down and drag through the other cells that you want to count.
4. Release your mouse button and the cells that you selected will appear in the Function Argument window. In this example cells A3 to G19 have been selected - and will be counted.
   
5. If there are more cells to be counted that are in a different part of the spreadsheet - in the Function Argument window click in the Value 2 box and repeat the steps above for selecting cells.
6. When completed selecting all the cells that you want to count - click the OK button.

CountA
The CountA function is used for counting cells that contain both text and numerical values. For example you have a list of suppliers similar to the following and you want to count how many suppliers are in the list.

Here are the steps.

1. Start the CountA function (see steps for Starting a Function above).
2. Place your mouse on the first cell that you want to count (your mouse will be a selection shape - looks like a white cross).
3. Hold your mouse button down and drag through the other cells that you want to count.
4. Release your mouse button and the cells that you selected will appear in the Function Argument window. In this example cells A5 to A15 have been selected - and will be counted.
   
5. If there are more cells to be counted that are in a different part of the spreadsheet - in the Function Argument window click in the Value 2 box and repeat the steps above for selecting cells.
6. When completed selecting all the cells that you want to count - click the OK button.

CountIf
The Countif function is used for counting only those cells that meet the criteria that you establish. Let's say for example that you have a list of salespeople similar to the following and you want to count how many salespeople had an increase in sales in the current month. In other words how many numbers column C are greater than (>) 0.

1. Here are the steps.
2. Start the CountIf function (see steps for Starting a Function above).
3. Place your mouse on the first cell that you want to count (your mouse will be a selection shape - looks like a white cross).
4. Hold your mouse button down and drag through the other cells that you want to count.
5. Release your mouse button and the cells that you selected will appear in the Range box of the Function Argument window. In this example cells D3 to D22 have been selected - and will be counted (if the established criteria is met).
6. In the Function Arguments window click in the Criteria box and enter your criteria. In this example the criteria is >0.
   
7. When completed click the OK button.
   

Link # 1 Sign up for FREE weekly recorded computer tips webinar

Link # 2 View our current schedule of live on-line Computer Learning Webinars

Link # 3 View pricing options for attending live on-line Computer Learning Webinars