Using the if function in excel

August 3, 2022
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Many excel users either pro or beginner ask question how they should be using the if function in excel. If you are also one of them, then you first need to know what it does.

The if function is used to give result based on logical comparisions in true or false. You can mention any text you want but the theory will remain same. In this tutorial, you will get to know how should you be using the if function in excel in step-wise procedure.


How to use IF function directly?

1. The example shows expense sheet with budgeted/actual amount. It is reqiured to write remarks if its over budgeted/under budgeted.


2. Click on the Remarks cell in Airfare row.


3. Now type “equals” sign and write “if”.


4. Click Tab button on keyboard. The IF fucntion is now active and requires some input.


5. Click 1st item in Actual column which is 921. Now type “>” symbol and click 1st item on Budgeted column, 800.

6. Now insert “,” and write in inverted commas as “over budget”. This interprets if the condition is true excel should mention over budget text.


7. Now insert “,” and type in inverted commas as “under budget”.


8. Now hit Enter. The IF function is applied.


9. Now bring your cursor to the handle of cell at right corner. Notice the cursor changes to PLUS sign. Click and drag downward upto I10 row and release the button. The IF condition applies to all the expenses.

How to use IF function from menu?

1. Again the same example is discussed to let you know how you can enable the IF function from other method.


2. Click on the Remarks cell in Airfare row


3. Head to Formula tab and click it. This opens various options in the ribbon.


4. Now click on Logical button. This opens a drop-down menu.


5. Now click on IF option.


6. Once clicked, you will notice a dialogue box appears with many fields.


7. Now the procedure of entering the data is same as mentioned previously.Click on the button right next to Logical_test.


8. Now click on the H7 cell, insert “>” sign and then click G7 cell. The function should look like this (H7>G7).


9. Hit Enter. This adds value in the field.


10. Now click in the field of Value_if_true and write in inverted commas “Over Budget”. Now click on Value_if_false and write in inverted commas “Under Budget”.


11. Now hit Enter. The answer again comes as Over Budget.


12. Now hover cursor to handle of cell at right corner. The cursor changes to +. Click and then drag downward upto I10 row and release the button. The IF condition has applied to all values.

So this is how anyone should be using the IF function in excel to comapare values in logical statements as YES or NO.


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