Use Of The Count Functions in Excel 2007
COUNT is one of the first functions which the average Excel user will encounter. It can be accessed from the drop-down menu next to the AutoSum tool. However, many users remain unaware that this modest function has a fine pedigree and is fairly powerful. In this article, we shall examine some of the hidden power of the COUNT function.
The COUNT function is found in the statistical category. There are five variations; COUNT, COUNTA, COUNTBLANK, COUNTIF and COUNTIFS. We will examine COUNTIF and COUNTIFS in another article. In this article, we will look at COUNT, COUNTA and COUNTBLANK.
The COUNT function returns the number of cells within a given range or series of ranges that contain numbers. COUNTA simply counts the cells which aren’t blank. COUNTBLANK does the reverse: it counts the cells in a range which are black.
For the purposes of illustration, let’s say that we have a spreadsheet containing the scores achieved by students in a variety of subjects. For each student, we can input one of three entries under each subject: firstly, a number representing the score achieved; secondly, the letter “X” indicating a subject the student was scheduled to take but missed; and, thirdly, the cell can be left blank, indicating a subject that they were not scheduled to take.
If we want to count the number of exams each student took, we would use COUNT function. If we want to count the number of exams they were scheduled to take we would use COUNTA. Finally, to count the number of exams they were not scheduled to take, we would use COUNTBLANK.
To create the formula for calculating the number of exams taken, we would click in the appropriate call and click the Insert Function button on the left of the formula bar. Next, we highlight the statistical category and scroll down to “COUNT”. As always Excel reminds us of what this function will do: it “counts the number of cells in a range that contain numbers”.
When we click OK, the Function Wizard appears and we are prompted to specify the parameters required by this function. In almost all circumstances, these parameters will consist of cell references. We can simply drag across the cells that we want to count and Excel will create the reference for us. We can then click OK and Excel Will return the correct value.
Next, we would repeat the same procedure to create a formula containing the COUNTA function and another for containing COUNTBLANK. Finally, we would copy the formula down by highlighting the cells containing the original formulas and dragging the AutoFill handle down.
The author is a trainer and developer with OniteTrainingCourses.Com, an independent computer training company offering Microsoft Excel 2007 training courses in London and throughout the UK.
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