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Let's say you want to find out how many times particular text or a number value occurs. For example:
 If a range contains the number values 5, 6, 7, and 6, then the number 6 occurs two times.
 If a column contains "Buchanan", "Dodsworth", "Dodsworth", and "Dodsworth", then "Dodsworth" occurs three times.
There are several ways to count how often a value occurs.
What do you want to do?
Count how often a single value occurs by using a function
Count how often multiple number values occur by using functions
Count how often multiple text or number values occur by using functions
Count how often multiple values occur by using a PivotTable report
Count how often a single value occurs by using a function
Use the COUNTIF function to perform this task.
Example
The example may be easier to understand if you copy it to a blank worksheet.
How to copy an example
 Create a blank workbook or worksheet.
 Select the example in the Help topic.
Note Do not select the row or column headers.
Selecting an example from Help
 Press CTRL+C.
 In the worksheet, select cell A1, and press CTRL+V.
 To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Tools menu, point to Formula Auditing, and then click Formula Auditing Mode.

A 
B 
Salesperson 
Invoice 
Buchanan 
15,000 
Buchanan 
9,000 
Suyama 
8,000 
Suyama 
20,000 
Buchanan 
5,000 
Dodsworth 
22,500 
Formula 
Description (Result) 
=COUNTIF(A2:A7,"Buchanan") 
Number of entries for Buchanan (3) 
=COUNTIF(A2:A7,A4) 
Number of entries for Suyama (2) 
=COUNTIF(B2:B7,"< 20000") 
Number of invoice values less than 20,000 (4) 
=COUNTIF(B2:B7,">="&B5) 
Number of invoice values greater than or equal to 20,000 (2) 

Function details
COUNTIF
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Count how often multiple number values occur by using functions
Let's say you need to determine how many salespeople sold a particular item in a certain region, or you want to know how many sales over a certain value were made by a particular salesperson. You can use the IF and COUNT functions.
Example
The example may be easier to understand if you copy it to a blank worksheet.
How to copy an example
 Create a blank workbook or worksheet.
 Select the example in the Help topic.
Note Do not select the row or column headers.
Selecting an example from Help
 Press CTRL+C.
 In the worksheet, select cell A1, and press CTRL+V.
 To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Tools menu, point to Formula Auditing, and then click Formula Auditing Mode.

A 
B 
C 
D 
Region 
Salesperson 
Type 
Sales 
South 
Buchanan 
Beverages 
3571 
West 
Davolio 
Dairy 
3338 
East 
Suyama 
Beverages 
5122 
North 
Suyama 
Dairy 
6239 
South 
Dodsworth 
Produce 
8677 
South 
Davolio 
Meat 
450 
South 
Davolio 
Meat 
7673 
East 
Suyama 
Produce 
664 
North 
Davolio 
Produce 
1500 
South 
Dodsworth 
Meat 
6596 
Formula 
Description (result) 


=COUNT(IF((A2:A11="South")*(C2:C11="Meat"),D2:D11)) 
Number of salespeople who sold meat in the South region (3) 


=COUNT(IF((B2:B11="Suyama")*(D2:D11=>1000),D2:D11)) 
Number of sales greater than 1000 by Suyama (2) 



Notes
Function details
COUNT
IF
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Count how often multiple text or number values occur by using functions
Use the IF and SUM functions to do this task:
 Assign a value of 1 to each true condition by using the IF function.
 Add the total, by using the SUM function.
Example
The example may be easier to understand if you copy it to a blank worksheet.
How to copy an example
 Create a blank workbook or worksheet.
 Select the example in the Help topic.
Note Do not select the row or column headers.
Selecting an example from Help
 Press CTRL+C.
 In the worksheet, select cell A1, and press CTRL+V.
 To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Tools menu, point to Formula Auditing, and then click Formula Auditing Mode.

A 
B 
Salesperson 
Invoice 
Buchanan 
15,000 
Buchanan 
9,000 
Suyama 
8,000 
Suyama 
20,000 
Buchanan 
5,000 
Dodsworth 
22,500 
Formula 
Description (Result) 
=SUM(IF((A2:A7="Buchanan")+(A2:A7="Dodsworth"),1,0)) 
Number of invoices for Buchanan or Dodsworth (4) 
=SUM(IF((B2:B7<9000)+(B2:B7>19000),1,0)) 
Number of invoices with values less than 9000 or greater than 19000 (4) 
=SUM(IF(A2:A7="Buchanan",IF(B2:B7<9000,1,0))) 
Number of invoices for Buchanan with a value less than 9,000. (1) 

Note The formulas in this example must be entered as array formulas (array formula: A formula that performs multiple calculations on one or more sets of values, and then returns either a single result or multiple results. Array formulas are enclosed between braces { } and are entered by pressing CTRL+SHIFT+ENTER.). Select each cell that contains a formula, press F2, and then press CTRL+SHIFT+ENTER.
Function details
IF
SUM
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Count how often multiple values occur by using a PivotTable report
You can use a PivotTable report to display totals and to count the occurrences of unique values.
 Select the column containing the data.
 On the Data menu, click PivotTable and PivotChart Report.
 Click Finish.
 Drag the column label from PivotTable Field List to Drop Row Fields Here.
 Drag the same column label from PivotTable Field List to Drop Data Items Here.
Note If your data contains numbers, the PivotTable report totals the entries instead of counting them. To change from the Sum summary function to the Count summary function, on the PivotTable toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.), click Field Settings , and then in the Summarize by box, click Count.
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