Excel contains a wide range of functions which are conveniently arranged into categories. The COUNT functions are found in the statistical category. There are five of them; COUNT, COUNTA, COUNTBLANK, COUNTIF and COUNTIFS. We will examine the COUNTIF and COUNTIFS functions in another article. In this article, we will be looking 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.
Suppose we have a spreadsheet containing the scores achieved by students in a variety of subjects. Let’s say that, for each student, we can input one of three entries under each subject: firstly, a figure representing the score achieved; secondly, the letter “X” indicating a subject they were scheduled to take but missed; and, thirdly, the cell can be left blank, indicating a subject that they were never scheduled to take.
If we want to count the number of exams each student actually took, we would use the COUNT function. If we want to count the number of exams each was scheduled to take, we would use COUNTA. Finally, if we would like to know the number of exams they were not scheduled to take, we would use COUNTBLANK.
To build the formula for calculating the number of exams taken, we can click in the appropriate call and then click the Insert Function button on the left of the formula bar. Next, we would highlight the statistical category and scroll down to “COUNT”. As always Excel reminds us of what this function does: 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.
Author is a developer and trainer with TrainingCompany.Com, a UK IT training company offering Microsoft Excel 2007Classes in London and throughout the UK.
February 3, 2010 by Evan Harris