As I have mentioned in many of my blogs that a SUMPRODUCT is a very versatile function and can be used for multiple purposes. In this article, we will see how we can use this function to count values with multiple OR criteria.
Generic SUMPRODUCT Formula to Count With Multiple Or Criteria
Criteria1: This is any criteria that returns an array of TRUE and FALSE.
Criteria2: This is the next criteria that you want to check. Similarly, you can have as many criteria as you want.
The above generic formula is modified often to suit the requirements to count with multiple OR criteria. But the base formula is this. First we will see how this works through an example and after that we will discuss other scenarios where you will need to modify this formula a little.
So here we have a data set of salespeople. The data contains many columns. What we need to do is to count the number of users who have code "INKA" or year is "2016". Make sure that if someone has both (code as "inka" and year 2016) it should be counted as 1.
So, here we have two criteria. We use the above mentioned SUMPRODUCT formula:
Here, code and year are named ranges.
This returns 7.
In the data we have 5 records of INKA code and 4 records of year 2016. But 2 records have both "INKA" and 2016 as code and year respectively. These records are counted as 1. And this is how we get 7.
How does it work?
So let's have a look at how the formula is solved step by step, then I will discuss how it works.
In the first step, the value of I3 ("INKA") is compared with each cell in the code range. This returns an array of TRUE and FALSE. TRUE for each match. To save space I have not shown all TRUE-FALSE. Similarly, the value of K3 (2016) is matched with each cell in the year range.
In the next step, we add these two arrays that result in a new array of numeric values. As you may know, TRUE is treated as 1 and FALSE as 0 in Excel. So when TRUE and TRUE are added we get 2 and the rest you can understand.
In the next step, we check which value is greater than 0 in the array. This again converts the array into a true false array. For each 0 value we get, False and rest are converted as true. Now the number of TRUE values in the array is our answer. But how do we count them? Here's how.
Double negative (--) signs are used to convert boolean values into 1s and 0s. So each TRUE value in the array is converted into 1 and FALSE into 0.
In the final step the SUMPRODUCT sums up this array and we get our answer as 7.
So if you need to add more or criteria to count, you can just add criteria using + sign to the function.
For example, if you want to add another criteria to the above formula so that it adds the number of employees who have sold more than 5 products. The SUMPRODUCT formula will simply look like this:
Simple! isn't it?
But let's say you want to have two criteria from Code range. Let's say you want to count "INKB". So how do you do this? One method is using the above technique but that would be repetitive. Let's say I want to add 10 more criteria from the same range. In such cases this technique is not that smart for counting with SUMPRODUCT.
Let's say we have data arranged like this.
The criteria codes are in one row I2:J2. The arrangement of data is important here. The SUMPRODUCT formula for 3 OR criteria count settings will be:
This is the SUMPRODUCT formula to count with multiple criteria when multiple criteria from one range are written in a row.
This returns the correct answer which is 10.
If you type any year in J3, the formula will add that count too.
This is used when the criteria are in one row. Will it work when the criteria are in one column for the same range? No. It won't.
In this example we have multiple codes to count but these type codes are written in one column. When we use the above SUMPRODUCT formula, we get ans #N/A error. We will not get into how this error came about as this will make this article too long. Let's see how we can make this work.
To make this formula work, you need to wrap the code criteria in TRANSPOSE function. This will get the formula working.
This is the formula for counting with multiple or conditions in the same range when criteria is listed in a column.
So yeah mate, I hope I was clear enough and it made sense. I hope it serves your purpose of being here. If this formula didn't solve your problem, let me know your requirements in the comments section below. I will be more than happy to help you in any way. You can mention any doubt related Excel/VBA. Till then keep learning, keep excelling.
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