If values entered excel

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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The IF function is useful for making quick decisions or performing comparisons in Microsoft Excel. It’s an easy but versatile logical comparison function for handling many scenarios, ranging from financial models to assigning allowances. In this tutorial, I’ll show how to use the IF function in Excel and a simple adaptation. (Includes practice worksheet)

What is the IF Function?

The IF function is one of the simplest and most useful logical functions. It can fill cell items for you based on evaluating a condition such as a cell’s content and logical operators. What’s appealing about the function is that it can be used with other functions to handle more complex scenarios. You might think of it as a formula building block and you can find it in the Logical category.

The wizard-like dialog allows you to fill 3 Function Arguments or data elements, but you could use the formula bar once you master it. This is the easiest way to learn an Excel formula because you can see if it returns your expected result. For example, at the bottom left of the dialog, a line reads “Formula result =.”

The IF Function Arguments

Despite not having Microsoft Excel, my parents routinely employed this type of IF logic when calculating my allowance. Their version read:

IF you empty the garbage AND mow the lawn AND wash the dishes AND walk the dog, you get your full allowance.

And since I grew up in New England, this logic would change with the seasons to account for leaves and snow.

Setting Up the IF Function

Although Excel can’t issue an allowance, it can calculate the amount using a logic test based on whether a cell met a formula condition.

For example, I could create a spreadsheet with the chores needed to get an allowance. If the chores were completed (TRUE situation), a value would be applied toward the allowance. If the chore wasn’t completed (FALSE situation), nothing would be added.

These examples are noted by labels [1] and [2] in the screen snap below.

Using the example above, you might express the logic in the following way:

IF cell B2 equals “Y”, then use the Rate value from cell C2 ($3.00) in D2.

IF cell B2 does not equal “Y”, then place 0 in cell D2.

As you can see in this example, the IF logical condition is either TRUE or FALSE. And it pays to take out the garbage.

Comparison Operators

To help evaluate conditions, Excel uses a list of common operators. You probably know these as we probably used them in math class. These operators will be evaluated to a logical “true” or “false”. In the table below, B2 and C2 in the Example column are cell references.

How To Enter IF Function Arguments

1. Click the spreadsheet cell where you wish to use the Excel formula.
2. From the Formulas tab, click Insert function…
3. In the Insert Function dialog text box, type “if“.

Note: On Office 365, there is now a Logical button on the Formulas tab. You can select IF from the drop-down menu.

1. Make sure your cursor is in the Logical_test text box.
2. Click the spreadsheet cell you wish to evaluate. Excel will fill in the cell reference such as “B2”.
3. Add the equals sign = and your desired value in quotes. For example =”Y”.
4. In the Value_if_true field, type the value you would like entered in your cell if B2 equals “Y”. In our example, I’ll click cell C3.
5. In the Value_if_false: field, enter the value the cell should have if B2 does not have a “Y”. I’ll enter 0. I could leave it blank, but the cell would show “FALSE”.
6. Review the dialog to see if the Formula result= value (label [1] below) is what you expect. If not, check to see if any errors show to the right of the fields (label [2] below).

1. Click OK.
2. Copy the formula to the other cells in your column.

✪ Tip: Even though the Value_if_false field is optional, it’s best to provide a value. Otherwise, Excel will use FALSE in the cell value.

Excel IF With Numeric Values

The above spreadsheet might have been Version 1 for my parents. A new incentive program would appear based on some parent/child negotiations and competitive neighborhood rates. I probably would’ve requested pay for partial chores. No doubt, my parents would counter with a penalty clause if something was less than half done.

Excel is flexible when it comes to IF statements and can evaluate more than a simple “Y” or “N.” For example, if we convert our previous Done? column to a % Done column with a number, we can accommodate these new requirements such as:

=IF(B2>0.5,B2*C2,-C2)

The new formula returns the allowance based on the % Done in Column B. If the chore completion number is greater than .5, a prorated amount is applied to the allowance. 

If the chore completion rate was .5 or below, a negative amount was applied to the allowance. Loosely translated, an “incomplete” performance costs money. You could also apply colors using conditional formatting.

Troubleshooting Tips

There are a couple of reasons why the IF function doesn’t work as expected.

1. You don’t have quotes around a text string. For example, you used B2=Y instead of B2=”Y”. The quotes aren’t needed if you use the values TRUE or FALSE as Excel recognizes them.
2. You have a data type mismatch. For example, your comparison operator was comparing a number in one cell such as “twelve”, but the comparison cell had 12. However, Excel is forgiving if you’re evaluating number formats such as 1.5 versus $1.50.

As you’ve seen, this is a versatile and useful function. Once you get the hang of how to use IF function in Excel, you’ll start using it in more scenarios. The two examples presented here were foundational. But you can use IF functions to handle other transactions such as applying sales tax, stock values, shipping charges, fixing Excel DIV 0 errors, or even nesting IF functions with Boolean logic.

And if you have kids, let them build the Excel spreadsheet and give them a bonus for using the IF function.

Hand-picked Excel Tutorials

• How to Use Excel VLOOKUP
• Beginner’s Guide to XLOOKUP
• How to Create an Excel Pivot Table
• The Benefits of Creating Excel Tables
• Video: How to Use Conditional Formatting

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.