How to Use the IF Function in Spreadsheets

Last Updated: June 7, 2022

Learning the IF function is the first step to understanding using advanced functions in spreadsheets such as Microsoft Excel, spreadsheets.google.com, OpenOffice.org Calc, KSpread, iNumbers or Gnumeric. An IF statement is a useful operation to use in Excel. It tests to determine if a certain condition in a spreadsheet is true or false by comparing a value to that of a cell to a user-set condition, and replaces it with input that the user sets as well. It sounds complicated, but formulating an IF statement is not at all hard.

1

Click the cell in which you want to add your function.

This will usually be a blank cell. You'll type the entire formula into this cell.

2

Type an equal sign.

The equals sign = begins all formulas. Type it into the empty cell.

3

Type the word "IF".

Type IF in capital letters. You should type it directly after the equal sign with no space.

4

Type an open parenthesis.

Type the parenthesis that opens to the right (. Your formula should look like this so far: =IF(.

5

Select the data to evaluate.

The IF function will do something depending on the value of the selected cell. For example, click cell A2 if the data you're evaluating begins in that cell.

6

Type the statement value followed by a comma.

For example, let's say you want to do something if the value of A2 is greater than 100. Your formula would look like this so far: =IF(A2>100,.
- In some languages, Dutch for example, you must use a semicolon ';' instead of a comma between each statement. For example =IF(A2>100;

7

Type the condition if the statement is satisfied.

Do this followed by a comma. For example, =IF(A2>100,"A is over 100",.

8

Type the condition if the statement is unsatisfied.

For example: =IF(A2>100,"A is over 100", "A is less than or equal to 100".

9

Close the parenthesis.

Once you add a left-facing parenthesis, your formula will be complete. It should now look something like this: =IF(A2>100,"A is over 100", "A is less than or equal to 100")

10

Press Enter or Return.

The result of the formula will appear in the selected cell. You can drag the formula down the column to automatically apply it to all cells in the column.

Community Q&A

Question

I'm trying to write a formula for if a cell is below 883 that a zero appears or if it's above 883 the difference appears. What can I do?

Community Answer

In EXCEL 2016, click on the Help or "Tell Me" space in the toolbar and then type in "formula" in the search area. You will get several choices, one of them is "IF Formula." Click on that and you will get a straightforward explanation of how to do what you want to do.
Question

How do I use an IF function if there are three possible values?

Community Answer

When you have more than 2 potential values for entry, use a nested IF statement. In your case, since there are 3 potential values, you will need to create a logical test for criteria for all but 1 of these potential value. The untested becomes the "value if false" entry. Think back to the if statement function: =if(logical test, value if true, value if false). In a nested if statement, the logical test and the value if true is repeated within the if statement function until you are left with only 1 remaining value (value if false) for entry. For example: =if(logical test 1, value if true, if(logical test 2, value if true, if(logic test 3,value if true, value if false))).
Question

How do I use the IF function to consider a word?

Community Answer

It is very similar; for example: =if(a2="Female", "True", "False"). Just make sure you use quotation marks.