How to count values in MS Excel

In MS Excel, the COUNT() function counts the number of numeric values in the list of inputs and the number of cells containing numbers. It can also be used to get the entries in a number field inside a range or array of numbers.

Syntax

The basic syntax for the COUNT() function is given below:

Here, value1 and value2 represents the cell number or any numeric value. It’s worth noting that we have the flexibility to include additional cells as needed.

Note: Ranges or cell references may be used instead of explicit values.

Examples

Following are the basic examples to demonstrate three ways of using the COUNT()function:

Simple values

If we simply want to see how many values we have added in our COUNT() function, we can use the below formula:

List of cells

If we want to use the COUNT() function by providing the list of cells, we can use the formula below:

Range of cells

If we want to use the COUNT() function by providing the range of cells, we can use the formula below:

Steps

The following is a step-by-step guide to using the COUNT() function:

1. Select the cell: We click the cell where we want the count to appear.

2. Use the COUNT() function: We will type =COUNT( into the selected cell.

3. Select the range: If we want to count the number of cells in the range A1 to A5, there are two ways to achieve the desired result:

   1. We can enter “A1:A5” after the opening parenthesis and then close the parenthesis and press “Enter.” The formula should look something like this: =COUNT(A1:A5).

   2. We can also enter “A1,A2,A3,A4,A5” after the opening parenthesis and then close the parenthesis and press “Enter.” The formula should look something like this: =COUNT(A1,A2,A3,A4,A5).

Let's now apply the steps above on our dataset. Let's suppose we have the following dataset:

Now, our objective is to determine the number of products that result in a sale. We intend to examine whether any of the products remain unsold. There are two ways to find the count. Let’s look at both of them:

Using the COUNT() function with list of cells

Let’s select the cell, where we need to count the numbers of cells that consist of any numeric values. Let’s suppose here the cell number is B12. After we select the cell (B12), we write the following in the cell:

Let’s visualize the steps above in action.

Note: As you can see in the slides above, when multiple cells are added, the system automatically highlights the cell number and alters its color for easier identification.

If an empty cell is included in a count formula and subsequently populated with a value, the total in cell B12, where the count is calculated, will automatically update to reflect the new value.

In the slides above, the total number of products are 8, but when we use the COUNT() function it displays 7 that means there is one product that is remain unsold.

Using the COUNT() function by specifying the range

First we select the cell, where we need to count the numbers of cells that consist of any numeric values. Let's suppose here the cell number is B12. After we select the cell(B12), write the following in the cell:

Let's visualize the above steps in action.