Your order list has 800 rows and your manager wants to know how many are still pending. You filter, select and read the counter in the lower corner, but tomorrow the list will have changed and you will do it all again.
How to use COUNTIF Formula step by step
1. Choose what to count
Cells meeting one or two conditions, cells with any content, numbers only, or blank cells.
2. Set the range and the criterion
Pick the operator (equals, greater than, contains...) and type the value. A reference to another cell works too.
3. Copy the formula
Paste it in the result cell. If the criterion changes, edit the field and copy again.
The Step Count: Traditional Friction vs. KorexTools
Filtering and reading the status bar counter (4 steps)
- Apply a filter to the status column.
- Select the visible rows.
- Read the number in the window corner.
- Repeat whenever the data changes.
With the KorexTools “COUNTIF Formula” builder (3 steps)
- Pick what to count.
- Give the range and the condition.
- Paste a formula that updates itself.
COUNTA, COUNT and COUNTIF count different things, and mixing them up skews the report
COUNT only considers cells with numbers, COUNTA counts anything not empty, text and errors included, and COUNTIF adds a condition. A range with a text header returns one figure with COUNTA and another with COUNT, and whoever does not know it spends hours hunting for a difference of one.
The tool builds the criterion for you. Type a number and it goes in as a number; type a word and it is wrapped in quotation marks; choose "contains" and the wildcards are added. Decimals in the condition stay outside the quoted text, so when you pick the semicolon style they turn into a comma and the criterion keeps working.
Which function answers which question
- •"How many rows do I have?": COUNTA on a column that is always filled in.
- •"How many sales are from the North region?": COUNTIF with the equals operator.
- •"How many exceed 100 and are from the North region?": COUNTIFS with two range and criterion pairs.
Four counting functions
| Function | What it counts | Example |
|---|---|---|
| COUNT | Cells with numbers | =COUNT(A2:A100) |
| COUNTA | Non-empty cells | =COUNTA(A2:A100) |
| COUNTIF | Cells meeting a criterion | =COUNTIF(A2:A100,">100") |
Common Mistakes and How to Avoid Them
- ⚠️Comparing against a number typed as text and always seeing zero.
- ⚠️Counting a range with merged cells and getting fewer than expected.
Frequently Asked Questions
What is the difference between COUNTA and COUNT?
COUNTA counts any cell with something in it; COUNT only those holding numbers. A text header adds one in COUNTA and nothing in COUNT.
How do I count cells that contain a word rather than equal it?
Choose the "contains" operator. The tool puts asterisks on both sides so it matches any cell that includes the word.
Why is COUNTIF not case-sensitive?
It is built that way. "north" and "NORTH" count the same. To tell them apart you need SUMPRODUCT with EXACT.
How do I use COUNTIFS with several conditions?
Choose the option for cells that meet two conditions and give the two ranges and their criteria. For a third condition, paste another range and criterion pair at the end of the generated formula, separated with the same separator.
How do I count cells that contain a text, even with more words around it?
Choose “contains” in the condition and type the text. The tool wraps it in asterisks, so it counts “Part paid” and “Paid” alike.
What I would do if I were in your shoes
«Counting is not the hard part; keeping the range covering the data is. Use whole columns or an Excel table so it grows by itself.» — DataKorex Engineering Team.