How to use conditionals in excel

The logical IF statement in Excel is used for the recording of certain conditions. It compares the number and / or text, function, etc. of the formula when the values correspond to the set parameters, and then there is one record, when do not respond — another.

Logic functions — it is a very simple and effective tool that is often used in practice. Let us consider it in details by examples.



The syntax of the function «IF» with one condition

The operation syntax in Excel is the structure of the functions necessary for its operation data.

=IF(boolean;value_if_TRUE;value_if_FALSE)

Let us consider the function syntax:

• Boolean – what the operator checks (text or numeric data cell).
• Value_if_TRUE – what will appear in the cell when the text or numbers correspond to a predetermined condition (true).
• Value_if_FALSE – what appears in the box when the text or the number does not meet the predetermined condition (false).

Example:

Logical IF functions.

The operator checks the A1 cell and compares it to 20. This is a «Boolean». When the contents of the column is more than 20, there is a true legend «greater 20». In the other case it’s «less or equal 20».

Attention! The words in the formula need to be quoted. For Excel to understand that you want to display text values.

Here is one more example. To gain admission to the exam, a group of students must successfully pass a test. The results are listed in a table with columns: a list of students, a credit, an exam.

The statement IF should check not the digital data type but the text. Therefore, we prescribed in the formula В2= «done» We take the quotes for the program to recognize the text correctly.



The function IF in Excel with multiple conditions

Usually one condition for the logic function is not enough. If you need to consider several options for decision-making, spread operators’ IF into each other. Thus, we get several functions IF in Excel.

The syntax is as follows:

Here the operator checks the two parameters. If the first condition is true, the formula returns the first argument is the truth. False — the operator checks the second condition.

Examples of a few conditions of the function IF in Excel:

It’s a table for the analysis of the progress. The student received 5 points:

• А – excellent;
• В – above average or superior work;
• C – satisfactory;
• D – a passing grade;
• E – completely unsatisfactory.

IF statement checks two conditions: the equality of value in the cells.

In this example, we have added a third condition, which implies the presence of another report card and «twos». The principle of the operator is the same.

Enhanced functionality with the help of the operators «AND» and «OR»

When you need to check out a few of the true conditions you use the function И. The point is: IF A = 1 AND A = 2 THEN meaning в ELSE meaning с.

OR function checks the condition 1 or condition 2. As soon as at least one condition is true, the result is true. The point is: IF A = 1 OR A = 2 THEN value B ELSE value C.

Functions AND & OR can check up to 30 conditions.

An example of using the operator AND:

It’s the example of using the logical operator OR.

How to compare data in two tables

Users often need to compare the two spreadsheets in an Excel to match. Examples of the «life»: compare the prices of goods in different bringing, to compare balances (accounting reports) in a few months, the progress of pupils (students) of different classes, in different quarters, etc.

To compare the two tables in Excel, you can use the COUNTIFS statement. Consider the order of application functions.

For example, consider the two tables with the specifications of various food processors. We planned allocation of color differences. This problem in Excel solves the conditional formatting.

Baseline data (tables, which will work with):

Select the first table. Conditional Formatting — create a rule — use a formula to determine the formatted cells:

In the formula bar write: = COUNTIFS (comparable range; first cell of first table)=0. Comparing range is in the second table.

To drive the formula into the range, just select it first cell and the last. «= 0» means the search for the exact command (not approximate) values.

Choose the format and establish what changes in the cell formula in compliance. It’s better to do a color fill.

Select the second table. Conditional Formatting — create a rule — use the formula. Use the same operator (COUNTIFS). For the second table formula:

Download all examples in Excel

Now it is easy to compare the characteristics of the data in the table.

This article explains how to use the IF-THEN function in Excel for Microsoft 365, Excel 2019, 2016, 2013, 2010; Excel for Mac, and Excel Online, as well as a few examples.

Inputting IF-THEN in Excel

The IF-THEN function in Excel is a powerful way to add decision making to your spreadsheets. It tests a condition to see if it’s true or false and then carries out a specific set of instructions based on the results.

For example, by inputting an IF-THEN in Excel, you can test if a specific cell is greater than 900. If it is, you can make the formula return the text «PERFECT.» If it isn’t, you can make the formula return «TOO SMALL.»

There are many conditions you can enter into the IF-THEN formula.

The IF-THEN function’s syntax includes the name of the function and the function arguments inside of the parenthesis.

This is the proper syntax of the IF-THEN function:

=IF(logic test,value if true,value if false)

The IF part of the function is the logic test. This is where you use comparison operators to compare two values.

The THEN part of the function comes after the first comma and includes two arguments separated by a comma.

• The first argument tells the function what to do if the comparison is true.
• The second argument tells the function what to do if the comparison is false.

A Simple IF-THEN Function Example

Before moving on to more complex calculations, let’s look at a straightforward example of an IF-THEN statement. 

Our spreadsheet is set up with cell B2 as $100. We can input the following formula into C2 to indicate whether the value is larger than $1000. 

=IF(B2>1000,"PERFECT","TOO SMALL")

This function has the following arguments:

• B2>1000 tests whether the value in cell B2 is larger than 1000.
• «PERFECT» returns the word PERFECT in cell C2 if B2 is larger than 1000.
• «TOO SMALL» returns the phrase TOO SMALL in cell C2 if B2 is not larger than 1000.

The comparison part of the function can compare only two values. Either of those two values can be:

• Fixed number
• A string of characters (text value)
• Date or time
• Functions that return any of the values above
• A reference to any other cell in the spreadsheet containing any of the above values

The TRUE or FALSE part of the function can also return any of the above. This means that you can make the IF-THEN function very advanced by embedding additional calculations or functions inside of it (see below).

Inputting Calculations Into the IF-THEN Function

You can embed different calculations for the IF-THEN function to perform, depending on the comparison results.

In this example, one calculation is used to calculate the tax owed, depending on the total income in B2.

The logic test compares total income in B2 to see if it’s greater than $50,000.00.

=IF(B2>50000,B2*0.15,B2*0.10)

In this example, B2 is not larger than 50,000, so the «value_if_false» condition will calculate and return that result.

In this case, that’s B2*0.10, which is 4000.

The result is placed into cell C2, where the IF-THEN function is inserted, will be 4000.

You can also embed calculations into the comparison side of the function.

For example, if you want to estimate that taxable income will only be 80% of total income, you could change the above IF-THEN function to the following.

=IF(B2*0.8>50000,B2*0.15,B2*0.10)

This will perform the calculation on B2 before comparing it to 50,000.

Nesting Functions Inside of an IF-THEN Function

You can also embed (or «nest») a function inside of an IF-THEN function.

This lets you perform advanced calculations and then compare the actual results to the expected results.

In this example, let’s say you have a spreadsheet with five students’ grades in column B. You could average those grades using the AVERAGE function. Depending on the class average results, you could have cell C2 return either «Excellent!» or «Needs Work.»

This is how you would input that IF-THEN function:

=IF(AVERAGE(B2:B6)>85,"Excellent!","Needs Work")

This function returns the text «Excellent!» in cell C2 if the class average is over 85. Otherwise, it returns «Needs Work.»

As you can see, inputting the IF-THEN function in Excel with embedded calculations or functions allows you to create dynamic and highly functional spreadsheets.

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To perform complicated and powerful data analysis, you need to test various conditions at a single point in time. The data analysis might require logical tests also within these multiple conditions.

For this, you need to perform Excel if statement with multiple conditions or ranges that include various If functions in a single formula.

Those who use Excel daily are well versed with Excel If statement as it is one of the most-used formula. Here you can check various Excel If or statement, Nested If, AND function, Excel IF statements, and how to use them. We have also provided a VIDEO TUTORIAL for different If Statements.

There are various If statements available in Excel. You have to know which of the Excel If you will work at what condition. Here you can check multiple conditions where you can use Excel If statement.

1) Excel If Statement

If you want to test a condition to get two outcomes then you can use this Excel If statement.

=If(Marks>=40, “Pass”)

2) Nested If Statement

Let’s take an example that met the below-mentioned condition

• If the score is between 0 to 60, then Grade F
• If the score is between 61 to 70, then Grade D
• If the score is between 71 to 80, then Grade C
• If the score is between 81 to 90, then Grade B
• If the score is between 91 to 100, then Grade A

Then to test the condition the syntax of the formula becomes,

=If(B5<60, “F”,If(B5<71, “D”, If(B5<81,”C”,If(B5<91,”B”,”A”)

3) Excel If with Logical Test

There are 2 different types of conditions AND and OR. You can use the IF statement in excel between two values in both these conditions to perform the logical test.

AND Function: If you are performing the logical test based on AND function, then excel will give you TRUE as an outcome in every condition else it will return false.

OR Function: If you are using OR condition for the logical test, then excel will give you an outcome as TRUE if any of the situations match else it returns false.

For this, multiple testing is to be done using AND and OR function, you should gain expertise in using either or both of these with IF statement. Here we have used if the function with 3 conditions.

How to apply IF & AND function in Excel

• To perform this multiple if and statements in excel, we will take the data set for the student’s marks that contain fields such as English and Math’s Marks.
• The score of the English subject is stored in the D column whereas the Maths score is stored in column E.
• Let say a student passes the class if his or her score in English is greater than or equal to 20 and he or she scores more than 60 in Maths.
• To create a report in matters of seconds, if formula combined with AND can suffice.
• Type =IF( Excel will display the logical hint just below the cell F2. The parameters of this function are logical_test, value_if_true, value_if_false.
• The first parameter contains the condition to be matched. You can use multiple If and AND conditions combined in this logical test.
• In the second parameter, type the value that you want Excel to display if the condition is true. Similarly, in the third parameter type the value that will be displayed if your condition is false.

• Apply If & And formula, you will get =IF(AND(D2>=20,E2>=60),”Pass”,”Fail”).

• Add Pass/Fail column in the current table.

• After you have applied this formula, you will find the result in the column.
• Copy the formula from cell F2 and paste in all other cells from F3 to F13.

How to use If with Or function in Excel

To use If and Or statement excel, you need to apply a similar formula as you have applied for If & And with the only difference is that if any of the condition is true then it will show you True.

To apply the formula, you have to follow the above process. The formula is =IF((OR(D2>=20, E2>=60)), “Pass”, “Fail”). If the score is equal or greater than 20 for column D or the second score is equal or greater than 60 then the person is the pass.

How to Use If with And & Or function

If you want to test data based on several multiple conditions then you have to apply both And & Or functions at a single point in time. For example,

Situation 1: If column D>=20 and column E>=60

Situation 2: If column D>=15 and column E>=60

If any of the situations met, then the candidate is passed, else failed. The formula is

=IF(OR(AND(D2>=20, E2>=60), AND(D2>=20, E2>=60)), “Pass”, “Fail”).

4) Excel If Statement with other functions

Above we have learned how to use excel if statement multiple conditions range with And/Or functions. Now we will be going to learn Excel If Statement with other excel functions.

• Excel If with Sum, Average, Min, and Max functions

Let’s take an example where we want to calculate the performance of any student with Poor, Satisfactory, and Good.

If the data set has a predefined structure that will not allow any of the modifications. Then you can add values with this If formula:

=If((A2+B2)>=50, “Good”, If((A2+B2)=>30, “Satisfactory”, “Poor”))

Using the Sum function,

=If(Sum(A2:B2)>=120, “Good”, If(Sum(A2:B2)>=100, “Satisfactory”, “Poor”))

Using the Average function,

=If(Average(A2:B2)>=40, “Good”, If(Average(A2:B2)>=25, “Satisfactory”, “Poor”))

Using Max/Min,

If you want to find out the highest scores, using the Max function. You can also find the lowest scores using the Min function.

=If(C2=Max($C$2:$C$10), “Best result”, “ “)

You can also find the lowest scores using the Min function.

=If(C2=Min($C$2:$C$10), “Worst result”, “ “)

If we combine both these formulas together, then we get

=If(C2=Max($C$2:$C$10), “Best result”, If(C2=Min($C$2:$C$10), “Worst result”, “ “))

You can also call it as nested if functions with other excel functions. To get a result, you can use these if functions with various different functions that are used in excel.

So there are four different ways and types of excel if statements, that you can use according to the situation or condition. Start using it today.

So this is all about Excel If statement multiple conditions ranges, you can also check how to add bullets in excel in our next post.

I hope you found this tutorial useful

You may also like the following Excel tutorials:

• Multiple If Statements in Excel
• Excel Logical test
• How to Compare Two Columns in Excel (using VLOOKUP & IF)
• Using IF Function with Dates in Excel (Easy Examples)