Summing Up Ways To Add and Count Excel Data - Excel

9/12/2016
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Applies To: Excel 2016, Excel 2013, Excel 2010, Excel 2007
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Summing adding values is an integral part of data analysis, whether you are
subtotaling sales in the Northwest region or doing a running total of weekly
receipts. Excel provides multiple techniques that you can use to sum data.
To help you make the best choice, this article provides a comprehensive summary
of methods, supporting information to help you quickly decide on which technique
to use, and links to indepth articles.
Summing should not be confused with counting. For more information about
counting cells, columns, or rows of data, see Count cells, rows, or columns of data.
In this article
Simple addition and subtraction
Demo: View sums by using the Excel status bar
Add the values in a cell by using a simple formula
Subtract the values in a cell by using a simple formula
Add the values in a column or row by using a button
Add the values in a range by using a function
Subtract the values in a range by using a function
Summing data by grouping and pivoting
https://support.office.com/enus/article/SummingupwaystoaddandcountExceldatad3f918a10151403e881fa92f3176f8ea
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Add the values in a column by using an outline

Add the values in a list or Excel table column by using a function
Sum your data and look at it from different perspectives
Summing data based on one or more conditions
Add the values in a range based on a single condition by using a single function or
a combination of functions
Add the values in a column based on single or multiple conditions by using a
function
Add the values in a range based on multiple conditions by using a wizard
Add the values in a range based on multiple conditions by using a single function
or a combination of functions
Summing squared and array values
Special cases running total, unique values
Create a running total by using a function
Add the unique values in a range by using a compound formula
Including values from other worksheets or workbooks in a formula
Summing and subtracting date and time values
Displaying calculations on the status bar
Simple addition and subtraction

You can add and subtract numbers by using a simple formula, clicking a button, or
by using a worksheet function.
Excel can also display the sum of the number of selected cells on the Excel status
bar.
Demo: View sums by using the Excel status bar

Watch the following video to learn how to view counts on the status bar.
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Top of Page
Add the values in a cell by using a simple formula

If you just need a quick result, you can use Excel as a mini calculator. Do this by
using the plus sign + arithmetic operator. For example, if you type the formula
=5+10 in a cell, Excel displays 15 as the result.
For more information about how to use arithmetic operators in a formula, see the
article Use Excel as your calculator.
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Subtract the values in a cell by using a simple formula

Do this by using the minus sign arithmetic operator. For example, the formula
=129 displays a result of 3.
For more information about how to use arithmetic operators in a formula, see the
article Use Excel as your calculator.
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Add the values in a column or row by using a button

You can use AutoSum to quickly sum a range of numbers in a column or row. Click
an empty cell below a column of numbers or to the right of a row of numbers, and
then click AutoSum. Excel selects what it determines to be the most likely range of
data. Click AutoSum again to accept the range that Excel selects, or select your own
range and then click AutoSum.
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For more information about how to use AutoSum, see the article Use Excel as your
calculator.
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Add the values in a range by using a function

The SUM function is useful when you want to add or subtract values from different
ranges or combine number values with ranges of numbers. Use the SUM function
to add all the arguments that you specify within the opening and closing
parentheses. Each argument can be a range, a cell reference, or a positive or
negative numeric value.
To enter a simple formula, type =SUM in a cell, followed by an opening parenthesis.
Next, type one or more numbers, cell references, or cell ranges, separated by
commas. Then, type a closing parenthesis and press ENTER to display the result.
You can also use your mouse to select cells that contain data that you want to sum.
Attendance
4823
12335
For example, using the data in the preceding table, all of the following formulas use
the SUM function to return the same value 17158:
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=SUM4823,12335
A
=SUMA2,A3
=SUMA2:A3
=SUMA2,12335
The following figure shows the formula that uses the SUM function to add the
value of cell A2 and 12335. Below the formula, a ScreenTip provides guidance for
using the SUM function.
NOTES:
There is no SUBTRACT function in Excel. To subtract values by using a function,

use the negative values with the SUM function. For example, the formula
=SUM30,A3,15,B6 adds 30 and the value in cell A3, subtracts 15, and also
subtracts the value in cell B6.
You can include up to 255 numeric values or cell or range references, in any
combination, as arguments in the SUM function.
For more information, see the article SUM function.
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Subtract the values in a range by using a function

Use the SUM function to subtract numbers by entering the numbers that you want
to subtract as negative numbers in the formula.
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Attendance
29072
12335
For example, using the data in the preceding table, all of the following formulas use
the SUM function to return the same value 16737:
=SUM29072,12335
=SUMA2,A3
=SUMA2,12335
=SUMA2,1*A3
Top of Page
Summing data by grouping and pivoting

You can use an outline or a PivotTable report to group and summarize your data.
Add the values in a column by using an outline

If your data is in a list and you can logically group it by column values, you can
group and summarize data by creating an outline. Creating an outline can
summarize data by inserting subtotals and grand totals. Suppose you have the
following sales figures, arranged by region and month.
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Region
Month
Sales
East
Jan
$18,000
East
Feb
$23,000
East
Mar
$19,000
West
Jan
$17,000
West
Feb
$27,000
West
Mar
$21,000
The following illustration shows an outline with subtotals, grouped by region, and a
grand total.
Use the Subtotal command Data tab, Outline group to create an outline,
subtotals, and a grand total.
The original data included three rows of data for the East region and three rows of
data for the West region rows 2 through 7. Note that the subtotal operation
inserted the East Total in row 5 between the last row of East data and the first row
of West data.
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If you click cell A4 and then click the Subtotal command, Excel creates an outline
and inserts rows for East Total, West Total, and Grand Total, and populates the cells
in the Sales column with those totals.
For more information, see the following articles:
Outline a list of data in a worksheet
Insert subtotals in a list of data in a worksheet
Top of Page
Add the values in a list or Excel table column by using a function

As a more flexible alternative to the Subtotal command, you can use the SUBTOTAL
function to calculate subtotals and grand totals on lists or Excel tables that contain
hidden rows or columns. In the SUBTOTAL function, you specify an argument that
either includes or does not include hidden values.
NOTE:The SUBTOTAL function can control whether or not hidden rows are included in the
results and always ignores rows that have been filtered.
For example, suppose that you want to calculate subtotals and a grand total for
data in cells C2 through C7, but you want to ignore the hidden data in row 3 and
row 6. The function you use looks like the following:
= SUBTOTAL 109,C2:C7
The first argument 109 specifies that you want to add the values in the range and
ignore hidden values. To include the hidden values, you instead use 9 as the first
argument.
For indepth information, see the articles SUBTOTAL function and Total the data in
an Excel table.
Top of Page
Sum your data and look at it from different perspectives

When a worksheet contains hundreds or even thousands of rows of similar data, it
can be difficult to draw meaning from those numbers. You can build a PivotTable
report in Excel from that data that shows subtotals, grand totals, and that can
summarize data based on categories that you specify.
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You can quickly create a PivotTable by selecting a cell in a range of data or Excel
table and then, on the Insert tab, in the Tables group, clicking PivotTable.
To show the power of a PivotTable, note that in the following example, the sales
data contains many rows there are actually 40 rows of data, but the graphic shows
only a portion. In addition, the data isn't summarized, and it has no subtotals or
grand total.
A PivotTable report based on the same data shows subtotals, grand totals, and
provides a concise summary at a glance.
Creating and working with PivotTables may require some initial preparation of your
data and a familiarity with some concepts.
For detailed information to help you get started, see the following articles:
Calculate values in a PivotTable report
Subtotal and total fields in a PivotTable report
Top of Page
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Summing data based on one or more conditions

Using worksheet functions, you can apply conditions also known as criteria so that
you add only the data that meet conditions that you specify.
Add the values in a range based on a single condition by using a

single function or a combination of functions
Use either the SUMIF function or nest the SUM function inside the IF function.
You can add numbers based on a single criterion by using the SUMIF function or by
using a combination of the SUM and the IF functions.
For example, the formula =SUMIFA2:A6,">20" adds only the numbers in the
range A2 through A6 that are greater than 20.
NOTE:The following information is a little bit technical, but definitely worth learning.
If the SUMIF function didn't exist, you could still produce the same answer by
combining the IF and the SUM functions. Combining functions in this manner is
also known as "nesting," because one function is used in another function.
To create a formula that mimics the SUMIF function, you enter a formula that treats
the range A2 through A6 as an array, which means that the range is considered as a
single entity containing five cells.
Your formula looks like this: {=SUMIFA2:A6>20,A2:A6}. The "curly" braces that
surround the formula indicate that this is an array formula. An array formula
requires some special treatment: Instead of typing the braces yourself, you must
instead press CTRL+SHIFT+ENTER Excel then surrounds the formula
=SUMIFA2:A6>20,A2:A6 with the braces. If you type the braces yourself, you
won't create an array formula.
Try this!
Copy the data from the following table into a worksheet at cell A1. After you paste
the data, you'll notice that cell A10 contains a #VALUE! error. This means that you
need to convert cell A10 to an array formula. Do this by pressing F2 and then
pressing CTRL+SHIFT+ENTER. Excel displays the result 65 in cells A8 and A10.
How to copy the example worksheet data
Create a blank workbook or worksheet.

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Select the example in the Help topic.

A
NOTE:Do not select the row or column headers.
Selecting an example from Help
Press CTRL+C.
In the worksheet, select cell A1, and press CTRL+V.
To switch between viewing the results and viewing the formulas that return the
results, press CTRL+` grave accent.
Weight
18
29
36
11
16
Using the SUMIF function
=SUMIFA2:A6,">20"
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10
Using the SUM and IF functions
=SUMIFA2:A6>20,A2:A6
For more information, see the article SUMIF function and the section "Add numbers
based on one condition" in the article Add numbers.
Also, the Knowledge Base article XL: When to Use SUMIF instead of CountBlank
provides additional guidance on when to use the SUMIF function.
Top of Page
Add the values in a column based on single or multiple conditions

by using a function
Use the DSUM function to add the numbers in a field column of records in a list
or database that match conditions also known as criteria that you specify.
You can also use the DSUM function when you have a column list and you find it
easier to define your conditions in a separate range of cells instead of using a
nested function.
For more information, see the article DSUM function.
Also see the section "Add numbers based on conditions stored in a separate range"
in the article Add numbers for more information.
Top of Page
Add the values in a range based on multiple conditions by using a

wizard for Excel 2007 only
You can use the Conditional Sum Wizard Formulas > Solutions >Conditional Sum
to add values that are based on multiple conditions.
IMPORTANT:The Conditional Sum Wizard is available only in Excel 2007 and previous versions.
For more information, see What happened to the Conditional Sum Wizard addin?.
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If this command is not available the Solutions group may also not be visible,
install and load the Analysis ToolPak addin.
How to load the Analysis ToolPak
Click the Microsoft Office Button
ins category.
, click Excel Options, and then click the Add
1. In the Manage list, select Excel Addins, and then click Go.
2. In the Addins available list, select the Analysis ToolPak box, and then click
OK.
3. If the wizard appears in the Inactive Application Addins list, select the
wizard and then click Go to make it active.

4. If necessary, follow the instructions in the Setup program.
To use the Conditional Sum Wizard, select your range of data and click the
Conditional Sum command Solutions group on the Formulas tab. Follow steps 1
through 4 to complete the wizard. The following illustration shows step 2 of the
wizard, in which there is one condition: The values to be summed must be greater
than 100.
See the section "Add numbers based on multiple conditions with the Conditional
Sum Wizard" in the article Add numbers for more information.
Top of Page
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single function or a combination of functions
Use the SUMIFS function. Provide the range that you want to sum, a range that
contains conditions, and the conditions that are applied to the conditions range. As
an alternative, you can nest the SUM and IF functions.
For more information, see the article SUMIFS function.
See the section "Add numbers based on multiple conditions" in the article Add
numbers for more information about how to use the SUM and IF functions
together.
Also, see the following Knowledge Base articles for additional information:
XL: How to Use a Logical AND or OR in a SUM+IF Statement in Excel

XL: When to Use SUMIF instead of CountBlank
Top of Page
Summing squared and array values

You can use worksheet functions to add values in two or more columns that
correspond to each other. This type of operation can be as simple as determining a
weighted average see the following example that computes a grade point
average, or it can be a complex statistical or engineering calculation.
Sum the product of corresponding values in one or more arrays

Use the SUMPRODUCT function. For example, you can calculate a student's grade
point average by using the SUMPRODUCT function and dividing that result by the
number of credits, as shown in the following figure.
The formula =SUMPRODUCTA2:A6,B2:B6/SUMB2:B6 multiplies the grade

achieved for each class by its number of credits, sums those products 61.3, divides
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that sum by the total credits 18, and determines the grade point average 3.41.
This type of calculation is also known as a weighted average.
You can also use the SUMPRODUCT function in more advanced mathematical
operations by multiplying several arrays.
The SUMPRODUCT function is easy to use with arrays that have the same
dimensions, but you can also use the SUM function in an array formula if you need
more flexibility.
For more detailed information, see the article SUMPRODUCT function.
The following four functions are typically used only in advanced statistical or
complex mathematical applications, so only a brief description is provided. For
more information, click the function name to go directly to its reference topic.
SUMSQ function Returns the sum of the squares of a list of numbers or values
in a range. For example, SUMSQ2,3 returns 13.
SUMX2PY2 function Adds the sum of the squares of corresponding values in
two arrays.
SUMX2MY2 function Returns the sum of the difference of squares of
corresponding values in two arrays.
SUMXMY2 function Returns the sum of squares of differences of
corresponding values in two arrays.
Top of Page
Special cases running total, unique values

You can use worksheet functions to create totals that are automatically updated as
you add more data to a range or table, or to add only the unique values that are
found in a range or table.
Create a running total by using a function

Use the SUM function. For example, create column headings in a worksheet named
Deposits, Withdrawals, and Balance.
1. In the first cell under the Balance column, enter your beginning balance.
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2. In the cell directly below your balance in this case, C3, enter a formula that
B Deposits column in the

C same row and subtracts the
addsAthe value from the
value from the Withdrawals column =SUMC2,A3,B3.
3. Drag this formula down to any new rows that you add. In the following
example, it is dragged to row 4.

The example may be easier to understand if you copy it to a blank worksheet.
How to copy an example

Press CTRL+C.
To switch between viewing the results and viewing the formulas that
return the results, press CTRL+` grave accent, or on the Formulas tab, in
the Formula Auditing group, click the Show Formulas button.
Deposits
Withdrawals
Balance
500
1000
625
=SUMC2,A3,B3
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To refer A Enter this

to:
1000
740
Examples
C
=SUMC3,A4,B4
You can use a running balance as you would use a check register to watch values of
items in cells increase or decrease as you enter new items and values over time.
For more information, see the article Calculate a running balance.
Top of Page
Add the unique values in a range by using a compound formula

In a column, enter a list of values that contains duplicates, and then use a
combination of the SUM, IF, and FREQUENCY functions to add only the unique
values that are found in that range.
For detailed information about performing this type of operation, see the "Add
unique values" section in the article Add numbers.
Top of Page
Including values from other worksheets or

workbooks in a formula
You can add or subtract cells or ranges of data from other worksheets or
workbooks in a formula by including a reference to them. To refer to a cell or range
in another worksheet or workbook, use instructions in the following table.
To refer
Enter this
Examples
to:
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To refer
Enter this
Examples
A cell or
The name of the worksheet
Sheet2!B2:B4
range in
another
followed by an exclamation point,

followed by the cell reference or
Sheet3!SalesFigures
to:
worksheet range name.

in the
same
workbook
A cell or
The file name of the workbook in
range in
brackets [] and the name of the
another
workbook
worksheet followed by an
exclamation point, followed by
that is
the cell reference or range name.
[MyWorkbook.xlsx]Sheet1!A7
currently
open
A cell or
The full path and file name of the
['C:\My Documents\
range in
another
workbook in brackets [] and the

name of the worksheet followed
[MyWorkbook.xlsx]Sheet1'!A2:A5
workbook
by an exclamation point, followed
that is not
open
by the cell reference or range

name. If the full path contains any
space characters, surround the
start of the path and the end of
the worksheet name with single
quotation marks see the
example.
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Summing and subtracting date and time values

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You can use date and time functions and even simple addition or subtraction to
A elapsed time,
B estimate Ccompletion dates for projects, and more. The
calculate
following table shows some formulas that calculate elapsed times and days. Note
that if you subtract a date or time that results in a negative value, Excel displays
### characters in the cell that contains the formula.
The example may be easier to understand if you copy it to a blank worksheet.
How to copy an example


Press CTRL+C.
To switch between viewing the results and viewing the formulas that return the
results, press CTRL+` grave accent, or on the Formulas tab, in the Formula
Auditing group, click the Show Formulas button.
Start time
End time
Elapsed
Description result
time
3
formula
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11:55:24
2:48:13
=B2A2
AM
PM
Displays elapsed time in hours,

minutes, and seconds. In this case,
Excel displays the result 2:52:49 AM
in an "AM" format because the
difference is less than 12 hours. If the
difference were 12 hours or more,
Excel would display a "PM" format.
Start date
End date
Elapsed
Description result
days
formula
5/28/2008 6/03/2008 =B5A5
Displays elapsed days as a number 6.
Working with date and time values can produce unexpected results, so proceed
carefully.
Top of Page
Displaying calculations on the Excel status bar

For a quick look at totals of cells that are selected in your worksheet, take a look at
the Excel status bar the status bar is at the bottom of the document window. On
the status bar, Excel displays the sum of two or more selected cells that contain
numeric data. The sum value on the status bar updates as quickly as you can select
or deselect cells.
Excel status bar
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Calculated sum value on the Excel status bar

When one or more cells are selected, information about the data in those cells is
displayed on the Excel status bar. For example, if four cells on your worksheet are
selected, and they contain the values 2, 3, a text string such as "cloud", and 4, all
of the following values can be displayed on the status bar at the same time:
Average, Count, Numerical Count, Min, Max, and Sum. Rightclick the status bar to
show or hide any or all of these values. These values are shown in the illustration
that follows.
Note In versions of Excel earlier than Excel 2007, these same values can be
displayed on the status bar, but only one value at a time.
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Summing up ways to add and

Add the values in a column by using an outline

Simple addition and subtraction

Demo: View sums by using the Excel status bar

Add the values in a cell by using a simple formula

Subtract the values in a cell by using a simple formula

Add the values in a column or row by using a button

Add the values in a range by using a function

There is no SUBTRACT function in Excel. To subtract values by using a function,

Subtract the values in a range by using a function

Summing data by grouping and pivoting

Add the values in a column by using an outline

Add the values in a list or Excel table column by using a function

results and always ignores rows that have been filtered.

Sum your data and look at it from different perspectives

Summing data based on one or more conditions

Add the values in a range based on a single condition by using a

Create a blank workbook or worksheet.

Select the example in the Help topic.

NOTE:Do not select the row or column headers.

Selecting an example from Help

Using the SUMIF function

Using the SUM and IF functions

Add the values in a column based on single or multiple conditions

Add the values in a range based on multiple conditions by using a

, click Excel Options, and then click the Add

wizard and then click Go to make it active.

Add the values in a range based on multiple conditions by using a

Add the values in a range based on multiple conditions by using a

XL: How to Use a Logical AND or OR in a SUM+IF Statement in Excel

Summing squared and array values

Sum the product of corresponding values in one or more arrays

The formula =SUMPRODUCTA2:A6,B2:B6/SUMB2:B6 multiplies the grade

Special cases running total, unique values

Create a running total by using a function

B Deposits column in the

example, it is dragged to row 4.

Selecting an example from Help

To refer A Enter this

Add the unique values in a range by using a compound formula

Including values from other worksheets or

The name of the worksheet

followed by an exclamation point,

worksheet range name.

The file name of the workbook in

brackets [] and the name of the

the cell reference or range name.

The full path and file name of the

workbook in brackets [] and the

by an exclamation point, followed

by the cell reference or range

Summing and subtracting date and time values

Create a blank workbook or worksheet.

Selecting an example from Help

Displays elapsed time in hours,

5/28/2008 6/03/2008 =B5A5

Displays elapsed days as a number 6.

Displaying calculations on the Excel status bar

Excel status bar

Calculated sum value on the Excel status bar

Was this information helpful?

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