Which of the following functions may be used to combine 2 or more values in Excel?

In MS Excel, ______ text function is useful for combining values from different cells into a single cell.

1. ADD
2. SUM
3. CONCATENATE 
4. MERGE

Answer [Detailed Solution Below]

Option 3 : CONCATENATE 

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The correct answer is CONCATENATE .

CONCATENATE:

• This function joins two or more text strings into one text string.

its syntax is :

• CONCATENATE [text1, text2,...].
• The text items can be text strings, numbers, or single-cell references.

Some important mathematical functions used in MS Excel are:

• SUM
• AVERAGE
• AVERAGEIF
• COUNTA
• COUNTIF
• MOD
• ROUND 

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Home > Formulas > Sum Examples

Excel Sum Function Examples

Examples show how to sum in Microsoft Excel, with a simple SUM function, or formulas that sum based on one or more criteria.

First, for a quick overview, watch the video: 7 Ways to Sum in Excel. Next, scroll down for more Sum function videos, written steps, and free Excel workbooks. Also, there is a Topic List at the bottom of the page, if you're looking for a specific How to Sum topic.

Author: Debra Dalgleish

Sum a range of cells -- SUM Function

The quickest and easiest way to sum a range of cells is to use the Excel AutoSum button. It automatically enters an Excel SUM function in the selected cell. The SUM function totals one or more numbers in a range of cells.

The first example, below, shows how to use the AutoSum feature

1. Select the blank cell in the row below the cells that you want to sum, cell A5 in this example.

2. Click the AutoSum command on the Ribbon's Home tab,
   or use the keyboard shortcut: Alt + =

3. A SUM formula will appear in the active cell, with a reference to the cells above. In the screen shot below, there is a SUM formula in cell A5: =SUM[A1:A4]
   NOTE: If all cells are not automatically included, you can extend the frame, to select them.

4. Press the Enter key to complete the entry.

The SUM Function Setup

Instead of using the AutoSum command to insert the SUM function, you can type the function manually.

The SUM function setup [syntax] is: SUM[number1, [number2],...].

• It has one required argument: number1
• It also has optional arguments [enclosed in square brackets]: [number2],..

These arguments can be cell references, or can be typed into the formula.

In the example above [=SUM[A1:A4]], there is one argument -- a reference to cells A1:A4.

Fix numbers that don't add up

Some Excel values look like numbers, but don't add up, because Excel thinks they are text. Sometimes, you can fix the problem with Paste Special. Watch this short video tutorial, to see the steps

For the written steps, and other ways to fix the problem, go to the Numbers Don't Add Up page.

Grand Total a range of cells

In one quick step, you can calculate the row, column, and grand totals for a range of cell. Watch this short Excel Grand Totals video, to see how to do it. There are written instructions below the video.

Quick Grand Total for a range of cells

1. Select the range of cells, and the blank row below the range, and the blank cells in the column to the right [cells A1:D5 in the example below]
2. Click the AutoSum button on the Ribbon's Home tab. A SUM formula will be automatically entered for each Total.

Running Total

To see a running total in each row of an Excel list, you can use the SUM function, with the starting row locked as an absolute reference. There are slightly different steps below,

• for a running total in a worksheet list
• for a running total in a named Excel table

Running Total in Worksheet List

For a worksheet list [not a named Excel table], this video shows how to set up the running total formula, and lock the starting row. The written steps are below. For the video transcript, go to the Running Total Video page.

Running Total - Worksheet List

For a worksheet list [not a named Excel table], follow these steps to create a running total. In the screen shot below, amounts are entered in column C, and a running total is calculated in column D.

• Enter this formula in cell D2
  • =SUM[C$2:C2]
• Copy the formula down to cell D6

How the Formula Works

The formula uses an absolute reference to row 2 as the starting point -- C$2 -- and a relative reference to the ending point -- C2

This ensures that the starting point will not change when you copy the formula down to the rows below. Here is the formula in cell D6 -- the starting point has stayed the same and the ending point is in the current row -- C6

• =SUM[C$2:C6]

Running Total in Excel Table

For a named Excel table, we can't use the worksheet list formula in the previous section. First, I'll show you the problem with that formula, and then you'll see the formula that works in a named table.

Problem with Running Total

After you enter the formula in cell D2 of the named Excel table, it automatically fills down, and the running total looks correct.

But, as soon as you start a new row at the bottom of the table, the formula in the last row changes.

Before the row was added, cell D6 had this formula:

• = SUM[C$2:C6]

As soon as the next entry was started in row 7, the formula in D6 automatically changed. Now it has an incorrect ending reference to C7, instead of C6:

• =SUM[C$2:C7]

As each new row is added, the formulas in the bottom rows keep changing, to show the latest row number.

Running Total Formula for Named Table

To avoid that problem, we'll use a slightly different formula for a running total in a named Excel table.

In the screen shot below, amounts are entered in column C, and a running total is calculated in column D.

• Enter this formula in cell D2
  • =SUM[C$1:[@Amt]]
• The formula automatically fills down to cell D6
• All cells in column D show the same formula

How the Formula Works

The formula uses an absolute reference to a heading cell as the starting point -- C$1

• To prevent problems if a new data row is added at the top, the starting cell is in the table heading row
• Because the heading cell contains text, its value is treated as zero, and won't affect the running total

For the ending point, there is a structured table reference -- [@Amt]

• This is a reference to the Amt cell in the current row
• With that table cell reference, there's no problem when new rows are added to the Excel table

This screen shot shows that when a new row is started, cell C6 continues to show its original formula, and the running total amounts are correct in each row

Sum a range of cells -- OFFSET

If you insert a row directly above the SUM function in the previous example, the new row may not be included in the SUM. It may continue to sum cells A1:A4, and ignore A5. To ensure that new rows are included in the total, you can use the OFFSET function with the SUM function.

1. Select cell A5.
2. Enter the following formula:
      =SUM[A1:OFFSET[A5,-1,0]]
3. Press the Enter key to complete the entry.
4. Insert a row above row 5
5. Type a number in cell A5, and it will be included in the total in cell A6

Sum cells that match criteria -- SUMIF

Here are 3 ways to sum cells that match criteria, using the Excel SUMIF function:

    - Match criterion exactly  

    - Match criterion in a string  

    - Match criterion using operator  

Tip: For examples on how to sum based on multiple criteria, go to the Sum cells with complex multiple criteria section, below.

SUMIF Function Setup

The SUMIF function setup [syntax] is: SUMIF[range, criteria, [sum_range]]

• SUMIF has two required arguments:
  • range - cells to check for the criteria
  • criteria - value to use as criteria
• SUMIF also has one optional argument [in square brackets]:
  • [sum_range] - cells to sum -- if omitted, values in range are summed

These arguments can be cell references, or can be typed into the formula.

Match criterion exactly

You can calculate a total for rows that meet a specific criterion. In this example only the rows with Pen orders will be included in the total.

1. Select the cell in which you want to see the total
2. Type an equal sign [=] to start the formula
3. Type:   SUMIF[
4. Select the cells that contain the values to check for the criterion. In this example, cells A2:A10 will be checked
5. Type a comma, to separate the arguments
6. Type the criterion. In this example, you're checking for text, so type the word in double quotes:   "Pen"
   Note: upper and lower case are treated equally
   
7. Type a comma, to separate the arguments
8. Select the cells that contain the values to sum. In this example, cells B2:B10 will be summed
9. The completed formula is:
     =SUMIF[A2:A10,"Pen",B2:B10]
   
10. Press the Enter key to complete the entry

Note: Instead of typing the criterion in a formula, you can refer to a cell. For example, the formula in step 9 above could be changed to:
    =SUMIF[A2:A10, B12, B2:B10]
if cell B12 contained the text — pen.

Match criterion in a string

You can add cells that contain a criterion as part of the cell's contents. In this example all Pen, Gel Pen, and Pencil orders will be summed, because they contain the string "pen".

1. Select the cell in which you want to see the total [cell A12 in this example]
2. Type an equal sign [=] to start the formula
3. Type:   SUMIF[
4. Select the cells that contain the values to check for the criterion. In this example, cells A2:A10 will be checked
5. Type a comma, to separate the arguments
6. Type the criterion. In this example, you're checking for text, so type the word in double quotes, with one or more asterisk [*] wildcard characters:   "*Pen*"
   Note: upper and lower case are treated equally
   
7. Type a comma, to separate the arguments
8. Select the cells that contain the values to sum. In this example, cells B2:B10 will be summed
9. Type a closing bracket. The completed formula is: =SUMIF[A2:A10,"*Pen*",B2:B10]
   
10. Press the Enter key to complete the entry
11. The result will be 53, the total of rows that contain the string, "Pen"

Note: Instead of typing the criterion in a formula, you can refer to a cell. For example, the formula in step 9 above could be changed to:
    =SUMIF[A2:A10,"*" & B12 & "*",B2:B10]
if cell B12 contained the text — pen. 

Criterion and operator

You can use an operator with a criterion. In the examples below, see how to combine them in the SUMIF formula.

Example 1

Example 2

Example 1 - Sum Rows Greater Than Set Amount

In this example only the rows where the number of sales reps is greater than or equal to ten will be included in the total.

1. Select the cell in which you want to see the total
2. Type an equal sign [=] to start the formula
3. Type:   SUMIF[
4. Select the cells that contain the values to check for the criterion. In this example, cells B2:B10 will be checked
5. Type a comma, to separate the arguments
6. Type the criterion. In this example, you're checking for rows where the number of visits is greater than or equal to 10. The >= operator is used before the number, and the entire criterion is enclosed in double quotes.
7. Type a comma, to separate the arguments
8. Select the cells that contain the values to sum
9. Type a closing bracket. The completed formula is:
     =SUMIF[B2:B10,">=10",C2:C10]
   
10. Press the Enter key to complete the entry
11. The result will be 183, the total of rows with ten or more sales reps.

Note: Instead of typing the criterion in a formula, you can refer to a cell. For example, the formula in step 9 above could be changed to:
   =SUMIF[B2:B10,">=" & B12,C2:C10]
if cell B12 contained the number — 10. 

Example 2 - Rolling 12 Month Total

In this example only the rows for the previous 11 months, and the current month, will be included in the total. This creates a Rolling Total.

The dates are in column A, and the list must be sorted by date. The monthly amounts are in column B.

1. Select the first cell in which you want to see the rolling total -- cell C2 in this example
2. Enter the following formula, and press Enter:
   =SUMIF[A$2:A2,">=" & DATE[YEAR[A2],MONTH[A2]-11,DAY[A2]],B$2:B2].
3. Copy the formula down to the last row with data.
4. Each row shows the Rolling Total for the latest 12 months [if available]

How It Works

The formula checks the dates in column A, starting in row 2 [A$2], and down to the current row [A2]

=SUMIF[A$2:A2

The DATE function calculates the date that is 11 months prior to date in current row

DATE[YEAR[A2],MONTH[A2]-11,DAY[A2]]

The >= operator checks for dates that are greater than or equal to that date,

">=" & DATE[YEAR[A2],MONTH[A2]-11,DAY[A2]]

For rows that meet the criterion, the formula sums the amounts in column B, starting in row 2 [B$2] down to the current row [B2]

B$2:B2

Sum cells that match multiple criteria -- SUMIFS

In Excel 2007 and later versions, you can use the SUMIFS function to calculate a total for rows that meet two or more criteria. Watch this short video to see the steps. There are written instructions below the video.

For the full video transcript, go to the Sum Amounts With 2 Criteria Video page.

SUMIFS Function Setup

The SUMIFS function setup [syntax] is: SUMIFS[range, criteria, [sum_range]]

• SUMIFS has three required arguments:
  • sum_range - cells to check for the criteria
  • criteria_range1 - cells to check for the first criterion
  • criteria1 - value to use as first criterion
• Additional pairs of criteria_range and criteria can be added, to sum based on multiple criteria

These arguments can be cell references, or can be typed into the formula.

Match multiple criteria

In this example, the SUMIFS function will sum the amounts in column D, based on 2 criteria:

• the status in column B is "Shipped"
• number of units in column C is greater than or equal to 10

Those criteria are entered in cells F6 [Shipped] and G6 [10]

Follow these steps to create the SUMIFS formula:

1. Select the cell in which you want to see the total
2. Type an equal sign [=] to start the formula
3. Type:   SUMIFS[
4. Select the cells that contain the values to sum. In this example, cells D3:D10 will be summed
5. Type a comma, then select the cells that contain the values to check for the first criterion. In this example, cells B3:B10 will be checked
6. Type a comma, and then type the first criterion, "Shipped"
7. Type a comma, then select the cells that contain the values to check for the second criterion. In this example, cells B2:B6 will be checked
8. Type a comma, and then type the second criterion:  " >=" & 10
9. Finish with a closing bracket: ]
10. The completed formula is:
    =SUMIFS[D3:D10,B3:B10,"Shipped",C3:C10,">=" & 10]
11. Press the Enter key to complete the entry  

Formulas With Table References

If you create formulas with table references, and then try to copy those formulas to adjacent columns, you might run into problems. This video shows the problem, and two ways to prevent it. There are written steps below the video.

Problems with Table References

In this sales summary, there is a SUMIFS formula in cell C5, which is showing the correct total for Bars sales in the East region.

=SUMIFS[Sales_Data[Quantity], Sales_Data[Region],$B5, Sales_Data[Category],C$4]

However, if you point to the fill handle in cell C5, and drag to the right, the formula shows an incorrect total in cell D5.

If you check the formula in cell D5, all of the table references have shifted one column to the right, because the formula was dragged one column to the right.

=SUMIFS[Sales_Data[TotalCost], Sales_Data[Category],$B5, Sales_Data[Product],D$4]

• Instead of Quantity, the formula is summing the Total Cost column
• Instead of looking for East in the Region column, it's looking in Category
• Instead of looking for Cookies in the Category column, it's looking in Product

None of those criteria are found, so the result is zero.

To prevent this problem of shifting table references, don't drag the fill handle to copy across.

Instead, use one of the following methods:

• Fill Right
• Copy and Paste

Fill Right

• Select the cell with the formula, and the cells to the right, where you want to copy the formula
• Press Ctrl+R to fill the formula to the right

Copy and Paste

• Select the cell with the formula, and press Ctrl+C to copy it
• Select all the cells where you want to copy the formula
• Press Ctrl+V to paste the formula

SUMIFS With Multiple AND/OR Criteria

In the list below, you could use a SUMIFS formula to total the rows where:

• City is New York

AND

• Category is Bars

The formula in cell G9 would be:

• =SUMIFS[D4:D15,B4:B15,G4,C4:C15,G6]

Formula with Multiple Criteria for AND / OR

Instead of just one category though, we would like to calculate the total for two or more categories. In this example, we'll calculate the total where:

• city is New York AND Category is Cookies

OR

• city is New York AND Category is Bars

The two categories are entered in cells G6:G7 on the worksheet.

Array-Entered Formula

To calculate the total, we'll wrap the SUMIFS formula with a SUM function, and enter the formula as an array.

1. Select the cell in which you want to see the total -- G9 in this example
2. To start the formula, type:   =SUM[SUMIFS[
3. Select the cells that contain the values to sum. In this example, cells D4:D15 will be summed
4. Type a comma, then select the cells that contain the values to check for the first criterion. In this example, cells B4:B15 will be checked -- they contain the city names
5. Type a comma, and then click on the cell with the first criterion -- G4
6. Type a comma, then select the cells that contain the values to check for the second criterion. In this example, cells C4:C15 will be checked -- they have the category
7. Type a comma, and then select the cells with the list for the second criterion -- G6:G7
8. Finish with 2 closing brackets: ]]
9. The completed formula in cell G9 is:
   =SUM[SUMIFS[D4:D15,B4:B15,G4,C4:C15,G6:G7]]
   
10. Press the Ctrl + Shift + Enter keys to array-enter the formula -- the result will not be correct if you simply press the Enter key. 
11. Curly brackets will be automatically added at the beginning and end of the formula, to show that it is array-entered. Do not type this brackets yourself. 

Sum Cells Match Multiple Criteria -- SUMPRODUCT

Match multiple criteria

In Excel 2003 and earlier, you can use the SUMPRODUCT function to calculate a total for rows that meet two or more criteria. If you're using Excel 2007 or later, you should use the SUMIFS function, as described in the previous section.

In this example only the rows where the status is "Active" and the number of visits is greater than or equal to ten will be included in the total.

1. Select the cell in which you want to see the total
2. Type an equal sign [=] to start the formula
3. Type:   SUMPRODUCT[--[
4. Select the cells that contain the values to check for the first criterion. In this example, cells A2:A6 will be checked
5. Type the first criterion:   ="Active"
6. Type ],--[
7. Select the cells that contain the values to check for the second criterion. In this example, cells B2:B6 will be checked
8. Type the second criterion:   >=10
9. Type ],--[
10. Select the cells that contain the values to sum. In this example, cells C2:C6 will be summed
11. Finish with closing brackets: ]]
12. The completed formula is:
    =SUMPRODUCT[--[A2:A6="Active"], --[B2:B6>=10],--[C2:C6]]
    
13. Press the Enter key to complete the entry  

Sum Top 5 Numbers in List

Use the SUM function and LARGE functions together, to add the largest numbers in the list.

Version 1 -- Few Top Numbers

If a few numbers are to be summed, e.g. top 3, you can type the numbers into the formula. For example:

=SUM[LARGE[A1:A7,{1,2,3}]]  

The result is 70+60+50 = 180

Note: The second 50 is not included in the result, even though it is tied for 3rd place.

Version 2 -- Many Top Numbers

If many top numbers are to be summed you can include the INDIRECT function in the formula with the SUM function. In the INDIRECT function, use row numbers that represent the numbers you want to include. In this example, rows 1:10 are used, so the top 10 numbers in the referenced range will be summed.

1. Type the formula:
     =SUM[LARGE[A1:A50,ROW[INDIRECT["1:10"]]]]
2. This is an array formula, and must be array-entered. To do this, hold the Ctrl and Shift keys, and press Enter

Version 3 -- Variable Top Numbers

If a variable number of top numbers are to be summed you can include the INDIRECT function in the formula with the SUM function, as shown above, and refer to a cell that holds the variable..

1. In cell C1, type the number of top cells, e.g. 10
2. Type the formula:
     =SUM[LARGE[A1:A7,ROW[INDIRECT["1:"&C1]]]]
3. This is an array formula, and must be array-entered. To do this, hold the Ctrl and Shift keys, and press Enter

Sum Amounts in a Date Range

To sum amounts based on a date range, you can use the SUMIFS function in Excel 2007 or later versions. Watch this video to see the steps, and the written instructions are below the video.

Sum Amounts in a Date Range

To total the amounts in a specific date range, use the SUMIFS function [Excel 2007 and later] or the SUMIF function. There are two examples below:

    - Total with SUMIFS

    - Total with SUMIF

In this example, a Start date and an End date are entered on the worksheet. Dates are in column A, and units sold are in column B.

See more Date Range examples on the Sum or Count for a Date Range page.

Use SUMIFS to Calculate Total for a Date Range

For Excel 2007, and later versions, you can use the SUMIFS function to calculate a total based on multiple criteria. We'll use a SUMIFS formula to total all the units where the sales date is:

• on or after the Start date
  • AND
• on or before the End date.

Here is the formula that is entered in cell D5:

=SUMIFS[$B$2:$B$9,$A$2:$A$9,">=" & $D$2, $A$2:$A$9,"=" & $D$2, is the range with the value for criteria 1 [the Start date], and the operator to use with that value [greater than or equal to]