How to do Percentage Breakdown of Items in an Excel List


Let's say you own a grocery store. You sell different items. As you know, due to the corona virus pandemic the nature of purchases has changed a lot. So you get the data of sales and now you want a percentage breakdown of each order of each item so that you can analyse what you need more for your customers. 

If you want to do such a percentage breakdown with counts of items in Excel, you can use the generic formula below:

Generic Formula 

=COUNTIF(Items, item)/COUNTA(Items)

Items: The range that contains the item name in the order list.

Item: The item of which you want to get the percentage.

Let’s see an example to make things clear.

Example: Get the Count of Items and Percentage Breakdown of Items from Order Table

Here we are taking only the concerned part of the order table. We have items of order mentioned in range C4:C27. We have named this range as Items.

We have another table that has unique names of items from the list. We need to get the count of these items in the order list and then the percentage of these items.

To get the unique list of items, you can copy paste the items from the table and then remove duplicates. You can use the formula too. If you are using Excel 2016 or older then you can use this formula to remove duplicates. If you are okay with VBA then this formula is the simplest way to remove duplicates in Excel 2106 or older. If you are on Excel 2019 or 365, use the UNIQUE function.

To get the count of each item in the list we use the COUNTIF function.


Now to get the percentage breakdown of the items, we use the generic formula mentioned in the beginning. 

=COUNTIF(Items, F4)/COUNTA(Items)

You can see that we have some decimal points in the Order Percentage column. To convert them into percentages we need to convert the cell formatting to percentages. Simply use the CTRL+SHIFT+% to convert selected cells into percentages.

Now you can see what percentage of orders are placed for each item by a customer or whole.

How does it work?

It is simple. The COUNTIF function gets the count of the items in the list. And the COUNTA function gets the total count of orders. Finally we divide the count of items by the total number of orders which gives us the percentage breakdown of items.

This is how the formula is solved:

=COUNTIF(Items, F4)/COUNTA(Items)

So yeah guys, this is how you can get the summary with percentage breakdown of items in Excel. I hope it was explanatory and served your purpose. If you have any questions or it doesn't solve your problem, let me know in the comments section below.  Till then keep learning and keep Excelling.

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