Excel Training Video: IF statements

IF statments in Microsoft Excel allow you to set rules within your spreadsheet. This training video shows how to create an IF statement in Excel. A transcript is available for this video.

Using Excel IF statements

The IF statement is a logical function in Excel.

The structure of the If statement is:

• 1. If something happens
• 2. Do this
• 3. Otherwise do this

You do an expression or a test and if it happens you provide the first result, and if doesn't happen you provide the second result.

In this example we have a table, the first column has an array of scores and in column C we want to enter the result. We want to enter the result as pass or fail, with the pass mark at 75. So in order to do that, we firstly activate the first cell where we want the results, C5 in this example, and click the function button. From the Category dropdown select Logical, and from the Logical options we have IF.

When you click on IF, you see the structure of the function. IF(logical_test,value_if_true,value_if_false). Click on OK and our logical test is the question we are asking; Is the mark over 74.

We will click in B5, and the logical test is "is B5 greater than 74"?

The second part is to enter the value if true. If it is >74, we can enter "Pass". If it's not over 74, we can enter "Fail". And click on OK.

Now cell C5 displays the text Pass. By clicking in Pass, the formula bar changes to display the actual formula =IF(B5>74,"Pass","Fail"). Cell B9 is the only cell that satisfies the pass mark of the remaining values. Move the cursor to the Fill Handle by the bottom right hand corner of the selection and drag that formula all the way down column C. This fills the formula into the remaining cells adding the appropriate Pass or Fail mark.

A logical function called the IF statement. The structure of the IF statement allows you to set an argument. If it's true do the first part, if it's false do the second part.