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Suppose you want to find out how many times particular text or a number value occurs in a range of cells. For example:
 If a range contains the number values 5, 6, 7, and 6, the number 6 occurs two times.
 If a column contains "Buchanan", "Dodsworth", "Dodsworth", and "Dodsworth", "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
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 Formulas tab, in the Formula Auditing group, click the Show Formulas button.

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 This function counts the number of cells within a range that meet a single criterion that you specify.
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Count based on multiple criteria by using the COUNTIFS function
Introduced in Excel 2007, the COUNTIFS function is similar to the COUNTIF function with one important exception: COUNTIFS lets you apply criteria to cells across multiple ranges and counts the number of times all criteria are met. You can use up to 127 range/criteria pairs with the COUNTIFS function. The syntax for the function looks like this:
COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2],…)
To learn more about using this function to count with multiple ranges and criteria, see COUNTIFS function.
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Count based on criteria by using the COUNT and IF functions together
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 together; that is, you first use the IF function to test a condition and then, only if the result of the IF function is True, you use the COUNT function to count cells.
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 Formulas tab, in the Formula Auditing group, click the Show Formulas button.

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 sales of 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 This function counts the number of cells that contain numbers, and counts numbers within the list of arguments.
IF This function returns one value if a condition you specify evaluates to TRUE, and another value if that condition evaluates to FALSE.
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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 Formulas tab, in the Formula Auditing group, click the Show Formulas button.

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.
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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. A PivotTable is an interactive way to quickly summarize large amounts of data. You can use a PivotTable to expand and collapse levels of data to focus your results, and drill down to details from the summary data for areas that are of interest to you. In addition, you can move rows to columns or columns to rows ("pivoting") to see different summaries of the source data.
Source data, in this case, from a worksheet
The source values for Qtr3 Golf summary in the PivotTable report
The entire PivotTable report
The summary of the source values in C2 and C8 from the source data
Use the following procedure to create a PivotTable report.
 Select the column that contains the data. Make sure that the column has a column heading.
 On the Insert tab, in the Tables group, click PivotTable.
 The Create PivotTable dialog box is displayed.
 Click Select a table or range.
 Place the PivotTable report in a new worksheet starting at cell A1 by clicking New Worksheet.
 Click OK.
An empty PivotTable report is added to the location that you specified with the PivotTable field list displayed.
 In the field section at the top of the PivotTable field list, click and hold the field name, and then drag the field to the Row Labels box in the layout section at the bottom of the PivotTable field list.
 In the field section at the top of the PivotTable field list, click and hold the same field name, and then drag the field again to the Values box in the layout section at the bottom of the PivotTable Field List.
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, select a cell in that column, and then on the Options tab in the Active Field group, click Field Settings, click the Summarize by tab, click Count, and then click OK.
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