Home > Formulas > Math Trig > Sum Excel Sum Function ExamplesExamples 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. Author: Debra Dalgleish 
Overview: 7 Ways to Sum in ExcelFor a quick overview of 7 different ways to sum numbers with Excel functions, you can watch this 1minute video. The blue links go to the written steps for each example. 1) Grand Total a range of cells 2) Sum a simple range of cells 3) Running Total 4) Sum cells that match one criterion 5) Match with wildcard 6) Sum cells that match multiple criteria 7) Sum a Filtered List With SUBTOTAL 
Sum a range of cells  SUM FunctionThe 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
The SUM Function SetupInstead 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],...).
In the example above (=SUM(A1:A4)), there is one argument  a reference to cells A1:A4. Function Notes

SUM Function or Plus Sign ➕You can also use the plus sign as an addition operator in Excel, to get a sum of numbers. Over the years, I've seen many people do addition with the plus sign in Excel, expecially if they frequently use a calculator. For most Excel formulas, I recommend using the SUM function, instead of plus signs, because it is less likely to return an error. The examples below show how the plus sign formulas can cause problems. ✅ Small List of NumbersThe plus sign works well if there are only a few cells to include in the sum calculation. For example, in the screen shot below,
Both formulas show the same result  a total of 10. ⛔ Text Values Cause ErrorIf there are text values in any of the cells that the formula refers to, a plus sign formula will return a #VALUE! error. If you use the SUM function, it ignores any text values, and returns the total for the numbers. For example, in the screen shot below, someone type a space character in cells A3 and C3. Sometimes people do that when they want to clear a cell, instead of using the Delete key. The SUM total in cell A5 is correct, but the plus sign formula returned an error, in cell C5. ⛔ Deleted Rows or Columns Cause ErrorAnother common activity in a spreadsheet is deleting a row or column that is no longer needed. That can cause #REF! errors in a plus sign formula. For example, in the screen shot below, row 3 was deleted, to get rid of the "blank" cells from the previous example. . The SUM total in cell A5 is still correct, and the cell references have changed:
However, the plus sign formula returned a #REF! error, because the deleted row's cell reference was replaced by #REF! in the formula.

Fix numbers that don't add upSome 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 cellsIn 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

Running TotalTo see a running total in each row of an Excel list, you can use the SUM function, with the starting row of the sum range locked as an absolute reference. There are slightly different steps below,
Running Total in Worksheet ListFor 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 ListFor 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.
How the Formula WorksThe 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
Running Total in Excel TableFor 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 TotalAfter 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:
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:
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 TableTo 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.
How the Formula WorksThe formula uses an absolute reference to a heading cell as the starting point  C$1
For the ending point, there is a structured table reference  [@Amt]
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 cells that match criteria  SUMIFHere are 3 ways to sum cells that match criteria, using the Excel SUMIF function:  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 SetupThe SUMIF function setup (syntax) is: SUMIF(range, criteria, [sum_range])
These arguments can be cell references, or can be typed into the formula. Match criterion exactlyYou 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.
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: Match criterion in a stringYou 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".
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: 
Sum cells that match multiple criteria  SUMIFSIn 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 SetupThe SUMIFS function setup (syntax) is: SUMIFS(range, criteria, [sum_range])
These arguments can be cell references, or can be typed into the formula. Match multiple criteriaIn this example, the SUMIFS function will sum the amounts in column D, based on 2 criteria:
Those criteria are entered in cells F6 (Shipped) and G6 (10) Follow these steps to create the SUMIFS formula:
Use Cell References for CriteriaTo make the formula more flexible, so you can easily change the criteria, refer to worksheet cells, instead of typing the criteria in the formula. For example:

Formulas With Table ReferencesIf 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 ReferencesIn 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)
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

Sum Amounts in a Date RangeTo 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. Video Timeline
Sum Amounts in a Date RangeTo 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: 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 RangeFor 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:
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,"<=" & $E$2)
In this example, the result for the selected date range is a total of 494 units sold. To verify, you can select cells B3:B6, and look at the total shown in Excel's Status Bar. To get the total units for a different date range, change the Start date in cell D2, and/or the End date in cell E2. Use SUMIF to Calculate Total for a Date RangeFor Excel 2003, and earier versions, you can use the SUMIF function to calculate a total based on a single criterion. We'll use one SUMIF formula to total all the units where the sales date is:
Then we'll use another SUMIF formula to subtract any values where there date is
Here is the formula that is entered in cell D5: =SUMIF($A$2:$A$9,">="
&$D$2,$B$2:$B$9)
In this example, the result for the selected date range is a total of 494 units sold. To verify, you can select cells B3:B6, and look at the total shown in Excel's Status Bar. To get the total units for a different date range, change the Start date in cell D2, and/or the End date in cell E2. 
Sum Filtered List With SUBTOTALAfter you filter the rows in a list, you can use the SUBTOTAL function, instead of the SUM function, to sum the numbers in the visible rows of filtered cells.
Note: In Excel 2003 and later versions, you can use the formula: Subtotal Function NumbersThe first argument in the SUBTOTAL function is a function number, that specifies how the numbers should be calculated. There are 11 functions that you can use as the first argument in the SUBTOTAL function. The list is alphabetical, so that might help you remember some of the numbers, without going to Excel's Help every time. The functions are each listed twice. The first group of functions is numbered 111. The functions are each listed twice. The second group of functions is numbered 101111. 
Sum a Filtered List With AGGREGATEThe AGGREGATE function, introduced in Excel 2010, is similar to the SUBTOTAL function, but it has more functions, and can ignore error values, as well as hidden rows in the data. Watch this video to see the steps for setting up an AGGREGATE formula, and the written instructions are below the video. Sum a Filtered List With AGGREGATEAfter you filter the rows in a list, you can use the AGGREGATE function, instead of the SUM function, to sum the numbers in the visible rows. This function was introduced in Excel 2010. Similar to the SUBTOTAL function, AGGREGATE ignores hidden rows, and offers several functions, like SUM or AVERAGE, for the selected data. However, it has 19 functions, compared to SUBTOTAL's 11 functions. Unlike the SUBTOTAL function, AGGREGATE can be set to ignore errors, as well as hidden rows, and nested SUBTOTAL and AGGREGATE functions. To sum the values in a filtered list, and ignore hidden rows and errors:
The completed formula is: =AGGREGATE(9,3,D2:D7)

Sum Specific Items in Filtered ListExample 1Laurent Longre created a formula that lets you work with visible rows after a filter. For information see, Power Formula Technique in this article at John Walkenbach's web site (no longer available). Incorporating that technique, SUMPRODUCT can be used to sum visible items in a filtered table. In the following example, column D has been filtered for amounts greater than 100. The following formula will sum the Total amounts, in rows that contain "Pen" in column A.
Example 2For another example of using SUMPRODUCT and SUBTOTAL together, see my blog post, Subtotal and Sumproduct with Filter. Sam shared his technique for doing additional sums or counts, based on the visible data in a filtered table. Sam's workbook has a list with Product, Region and Amount fields. He created dynamic named ranges for the entries in each field, using INDEX and COUNTA. You can get Sam's workbook in the Downloads section, below. 
Video: 7 Ways to Sum in ExcelFor a longer overview of 7 different ways to sum numbers with Excel functions, you can watch this 9minute video. Video Timeline (blue links go to written steps for each example

Get the Sample Files

Last updated: February 17, 2024 2:32 PM