Ways to Use if function in excel

August 3, 2022
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This article explaines how to use if function in excel. But first you must know what is its functionality otherwise you will be unable to obtain proper results.

The if function provides logical comparision in true or false. You can assign any name to the result by the background operation will be same. In this tutorial, you will get to know how to use if function in excel in step-wise procedure.


How to use IF function directly

1. The example here shows planned expenses vs actual expenses and it is required to determine if the actual is over or under budgeted. The IF function is useful here


2. Click on the Remarks cell in Airfare row.


3. Now type “equals” sign and write “if”. Once you do it, you will notice the IF function appears in the dialogue box.


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

5. Click on 1st item in Actual column which is 921. Now type “>” symbol and then click on 1st item on Budgeted column which is 800. This determines the condition to check if the amount is over or under budgeted.

6. Now insert “,” and write in inverted commas as “over budget”. This tells excel to hsow OVER BUDGET in case condition meets the criteria


7. Now insert “,” and type in inverted commas as “under budget” to tell excel to mention this when the criterial fails the condition.


8. Now hit Enter. You will notice the condition on this expense row applies as OVER BUDGET which is logical.


9. Now bring your cursor to the handle of cell at right corner. Click and drag down to I10 row. The IF condition applies to all the expenses.



How to use IF function from menu

1. The same example is used but here you will know how you can access the IF function the other way from the menu.

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 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.


So this is how to use IF function in excel to compare values in logical statements as YES or NO.


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