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Difference between Sum and Sumif function in Microsoft Excel

The SUM, as well as the SUMIF functions in spreadsheet software such as Microsoft Excel or Google Sheets, are the powerful tools that usually facilitate the manipulation as well as the analysis of the data in an effective manner. At their core, both functions are designed to calculate sums, yet they differ in their applications as well.

The SUM function usually serves as a straightforward arithmetic tool, adding up a range of numbers. Let us imagine that we have a column of the figures representing sales for each month respectively. By making use of the SUM function, we can effortlessly determine the total sales by just inputting a formula such as `=SUM (B1:B12) `, in which A1 to A12 are the cells containing monthly sales figures. The result will be the sum of all the values within that specified range, providing a quick as well as efficient way to obtain an overall total effectively.

More often, the SUMIF function introduces an element of conditionality to the summation process. It will also allow users to specify criteria that dictate which respective numbers should be included in the sum. So for this, let us consider a scenario where we have been incorporated with a list of the expenses in one column as well as the corresponding categories in the other column, and by making use of the formula `=SUMIF (D1:D10, "Groceries," E1:E10) `, as this function will only add up the expenses where the category is "Groceries." This targeted approach to summation is particularly useful while dealing with datasets that require selective calculations that are based upon specific conditions as well.

In essence, while the SUM function provides a global sum of a given range, the SUMIF function refines this process by adding a filtering mechanism. The latter is especially handy while dealing with the huge amount of datasets where isolating and summing the specific subsets of the data is quite essential for meaningful analysis. Both functions contribute significantly to the efficiency and also versatility of spreadsheet calculations, offering users the tools they need to tailor their analyses to the nuances of their data in an effective manner.

What is meant by SUM Function in Microsoft Excel?

The respective SUM function in Microsoft Excel is basically termed to be a powerful tool that usually allows users to quickly and easily calculate the total of a range of given numbers. It simplifies the process of just adding multiple values, providing a concise as well as efficient way to obtain the sum of a set of data effectively.

And in order, to make use of the SUM function, we begin by selecting out the cell where we usually want the sum to appear as well. And just after, that we are required to type "=SUM" with the columns, more often if in case we actually want to sum up the values in cells E1 through E10, then in that case the formula would look like as "=SUM (E1:E10)." And after entering the formula we are required to press Enter button, and just after that Microsoft Excel will automatically calculate and display the sum in the chosen cell.

Furthermore, this particular function is highly flexible, thus allowing users to sum not only contiguous cells but also non-contiguous ones.

  • For example: "=SUM (B1:B5, D1:D5)" would sum values from both the ranges, that is, from B1 to B5 and D1 to D5. And in addition to this, users can manually input individual values within the parentheses, like "=SUM (B1, C1, D1)." This versatility makes the SUM function adaptable to various data structures.

Besides all this, the respective SUM function is not quite limited to the numeric values; it can also sum other types of data as well, such as dates or times. This broad applicability enhances its utility for diverse datasets, and in the complex spreadsheets, the respective SUM function can be easily combined with other functions as well as with the logical operators in order to perform intricate calculations. Nested functions like "=SUM(IF(B1:B10>5, A1:A10, 0))" enable users to sum only the values that meet the specific conditions. This level of sophistication empowers Microsoft Excel users to analyze and manipulate data efficiently. Despite of all this, the respective SUM function in Microsoft Excel is termed to be the fundamental tool for the analysis of the data and its computation. Its simplicity of use, adaptability to different data types, and compatibility with other Excel functions make it an essential component of spreadsheet calculations. Whether we are dealing with basic arithmetic or complex data analysis, the SUM function streamlines the process, contributing to the overall efficiency as well as the effectiveness of Microsoft Excel as a spreadsheet application.

Key takeaways regarding Sum Function in Microsoft Excel

  • By making use of the respective SUM formula, users can effectively add individual numeric values, cell references as well as ranges, or all three in a combined form respectively.
  • More often, the SUM function in Microsoft Excel will automatically update when we need to include more rows as well as columns or when we need to delete rows and columns.
  • Moreover, the respective Auto Sum function, i.e........, "∑, "will sum all the selected numeric values that are listed in specific rows as well as the columns.
  • The function makes the output easy to understand in the numerical format. It will eliminate all the difficulties of manually adding all the values and ignoring the empty cells as well as the text values. It will also add all the cell ranges, whether they are contiguous or non-contiguous, respectively.

Syntax Of the SUM () Function in Microsoft Excel

The syntax that can be efficiently used for the SUM () function in Microsoft Excel is as follows:

The image below explains the arguments that are effectively accepted by the SUM function in Microsoft Excel:

Difference between Sum and Sumif function in Microsoft Excel
  • number1 = It primarily refers to the first number that we want to add, and more often, this is termed to be the mandatory argument.
  • number2 = It mainly refers to the second numeric value that we actually want to add, and this could be an optional argument.

How one can make use of the SUM function in Microsoft Excel?

So now we will be looking at a basic of the SUM Excel function and an example to understand better how one can effectively make use of the SUM formula, and the image below usually depicts a series of the numbers that primarily ranges from number 10 to 100 but not in sequence order, after that we must need to apply sum function. And our table consist of the data which are reflected as seen below: Column B primarily depicts the numbers which are as follows: 20, 10, 30, 40, 50, 60, 70, 90, 80, 100.

Difference between Sum and Sumif function in Microsoft Excel

Step 1: Firstly, we are required to choose the cell in which we want result to show up. And in this case, we will be choosing cell C.

Step 2: After that, we must need to enter all the SUM formulas in the respective cell B12, respectively.

Step 3: Now, in this step, we will select all the array that ranges from the starting cell address to the ending cell address of the table, i.e., cell references, "B2:B11".

=SUM(B2:B11)

Difference between Sum and Sumif function in Microsoft Excel

Step 4: Just after entering each value in the preceding step, we are required to press the "Enter" key from our respective keyboards. The results are effectively depicted in cell B12 as 550 in the image below.

Difference between Sum and Sumif function in Microsoft Excel

Examples related to the use of the SUM function in Microsoft Excel

Let us now look at some more advanced SUM Excel function examples for a better understanding of the working of the Sum function in Excel respectively:

Example #1 - Summation of the column

For this example, we have selected that school data of 4 students with their names, subjects, as well as marks. And then, we will calculate the total marks of all students in each subject by just making use of the SUM function.

In the table, the data is reflected as mentioned below:

  • Row 1 is used to store the name of the students.
  • Column A will depict the names of the Subjects.
  • Column B will contain all the marks scored by Manish in the different subjects.
  • Despite of this, the respective column C contains marks of the Hasib as well.
  • More often, the respective column D will now contain all the marks of the Gaurav scored in different subjects respectively.
  • Column E will now contain marks of the Pallavi scored in different subjects.

Step 1: Firstly, we are required to choose the respective column in which we want the result to show up. And for this case, we will have Column F would be quite suitable.

Difference between Sum and Sumif function in Microsoft Excel

Step 2: After that, we will be entering the formula that needs to add values from all the respective columns as well. Since marks of the Math's of all students are present in row 2. And start adding first the marks of the Manish from the cell B2.

Difference between Sum and Sumif function in Microsoft Excel

Step 3: After the completion of the above steps, we will be then adding all the marks of the students Hasib from cell C2.

Difference between Sum and Sumif function in Microsoft Excel

Step 4: Third, we will then add all the marks of Gaurav from cell D2 as well.

Difference between Sum and Sumif function in Microsoft Excel

Step 5: Fourth, we are required to add marks of the Pallavi from cell E2, and for this, the complete formula will be none other than:

=SUM(B2,C2,D2,E2)

Difference between Sum and Sumif function in Microsoft Excel

Step 6: After entering each value in the preceding step, we need to press out the "Enter" key from our keyboard. The results are depicted in cell F2 as shown below.

Difference between Sum and Sumif function in Microsoft Excel

Step 7: And after entering the "Enter button" we will get our result as follows:

Difference between Sum and Sumif function in Microsoft Excel

Example #2 - SUM of the Row in Microsoft Excel

The image below depicts the deposit as well as the withdrawal from John's account for the next five days. Next, we are required to calculate the total amount by making use of the SUM function in Microsoft Excel respectively. And the data in the table are as follows:

  • Row 1 is used to store the name of the students.
  • Column A will depict the Date of the transactions.
  • Column B contains Item, that is none other than the details of the transactions.
  • More often, column C will contain the Amounts.

Step 1: Firstly, we are required to choose the cell where we actually want the result to show up. The cell C7 would be the cell in this case.

Difference between Sum and Sumif function in Microsoft Excel

Step 2: Nextly, we must need to enter the formula which needs to add values from all the rows. Since the amount is present in column C, first we will be adding the amount of John's account from cell C2.

Difference between Sum and Sumif function in Microsoft Excel

Step 3: Secondly, we are required to add the amount of John's account from cell C3 respectively.

Difference between Sum and Sumif function in Microsoft Excel

Step 4: After that, we must need to add the amount of John's account from the respective cell C4.

Difference between Sum and Sumif function in Microsoft Excel

Step 5: And in this step, we must need to add the amount of John's account from cell C5.

Difference between Sum and Sumif function in Microsoft Excel

Step 6: Fifth, we will be adding the amount of John's account from cell C6. The complete formula will be none other than the: =SUM(C2,C3,C4,C5,C6)

Difference between Sum and Sumif function in Microsoft Excel

Step 7: And now in this step, just after entering each value in the preceding step, we are required to press the "Enter" key from our keyboard. And we will be encountered with our output as: 195.

Difference between Sum and Sumif function in Microsoft Excel

Example #3 - Sum Filtered Cells

And in some of the data needs to be filtered in a selected worksheet, and a usual SUM formula does not work on it, this is because of the reason that, it will add up all the values in the given specified range, including the filtered cells. And if in case we want to sum only the filtered (visible) cells, then in that particular case, we are able to organize the data by just turning on the Excel Total Row feature. We will be selecting the SUBTOTAL function in order to add the filtered data as well as ignore the hidden cells.

Despite of this, the other way to sum up the filtered cell is to manually click on the Filter button present on the Data Tab and enter the SUBTOTAL formula.

Difference between Sum and Sumif function in Microsoft Excel

=SUBTOTAL (function_num, ref1, [ref2]...)

  • function_num = The number primarily determines the subtotal function from 1 to 11 or 101 to 111.
  • ref1, ref2,? = And it is the cell references or the ranges that we usually want to subtotal.
  • For example, The image below depicts the name of the product as well as the names and the Quantity. Here, we will attempt to calculate the sum of the filtered cells, that is, none other than the cosmetics, by just making use of the SUBTOTAL function.

In the table, the data is reflected as mentioned below:

  • Column A primarily depicts the names of the Products that are none other than the grocery as well as cosmetics, respectively.
  • Column B contains the Quantity as well.

Step 1: Firstly, we are required to choose the cell in which we actually want the result to show up, and cell B11 would be the cell in this case.

Difference between Sum and Sumif function in Microsoft Excel

Step 2: Now, after that, we will be creating a filter for the products as well as choosing out the cosmetics only.

Difference between Sum and Sumif function in Microsoft Excel

Step 3: Now in this step, we will be entering out the formula for the purpose of adding the value from all the respective rows. Since the Quantity is present in column B, we will then add the first argument of the SUBTOTAL function, i.e., the SUM Excel function denoted by number 9 (include hidden cells manually) or 109 (exclude hidden cells) in the SUBTOTAL suggestions reflected in cell B11. Both numbers omit rows that have been filtered out, respectively.

Difference between Sum and Sumif function in Microsoft Excel

Step 4: Now we will be selecting out the ref1, which ranges from the starting cell address to the ending cell address of the selected table as well, that is, "B3:B10". We will be making use of 109 as the ref1 argument as we want to add cosmetics (visible cells) to the total. The complete formula will be:

=SUBTOTAL (109, B3:B10)

Step 5: Now, after entering each value in the preceding step, we will press the "Enter" key. The results are usually depicted in cell B11 as 480 of the image below respectively.

Difference between Sum and Sumif function in Microsoft Excel

What are the various advantages of using the SUM function in Microsoft Excel?

The SUM function in Microsoft Excel usually stands as a cornerstone, which facilitates a myriad of advantages that significantly enhance the analysis of the data, calculation, and also overall spreadsheet functionality. This discussion will delve into the multifaceted benefits of the SUM function, shedding light on its versatility, efficiency, as well as indispensability in both basic and also advanced spreadsheet operations.

  1. Simplifying Arithmetic Operations:
    At its core, the particular SUM function primarily simplifies often the repetitive as well as the error-prone task of just adding multiple numbers within a given specified range. This foundational capability will not only save our time but also substantially reduce the risk of miscalculations, thus providing users with a reliable mechanism for the purpose of obtaining accurate totals effortlessly.
  2. Versatile nature of the Data Types:
    One of the distinguishing advantages of making use of the SUM function in Microsoft Excel sheets is none other than its versatility in handling the various data types effectively. Whether dealing with the individual numbers, cell references, or the entire columns and also with the rows, SUM accommodates them all. This flexibility empowers users to scale their calculations, from basic arithmetic on small datasets to effectively aggregating extensive numerical information.
  3. Dynamic Data Handling:
    A standout feature of the SUM function is its adaptability to dynamic datasets. By just incorporating the cell references or the named ranges, the function seamlessly adjusts to include new data as it is added respectively. This dynamic nature ensures that calculations remain up-to-date, thus offering an elegant solution for the spreadsheets that evolve.
  4. Compatibility with Other Functions:
    The true power of the SUM function primarily manifests when it collaborates with other Excel functions as well as with other formulas as well. The synergy with functions such as IF statements enables conditional summing based on some of the specific criteria. This capability elevates spreadsheet analyses to a new level, thus allowing users to create intricate models and make data-driven decisions efficiently.
  5. Data Visualization support:
    Beyond mere calculations, the SUM function primarily plays an important role in the visualization of the data and the ability to swiftly aggregate data makes it an indispensable tool for the purpose of creating accurate as well as the meaningful charts and also the graphs. Despite of this, the visual representations serve as the powerful aids in conveying trends, patterns, and insights, thereby facilitating informed decision-making respectively.
  6. 3D Referencing for Complex Datasets:
    For users dealing with large datasets distributed across multiple worksheets, the SUM function offers a solution through 3D referencing. This advanced feature allows for the summing of values across various sheets, simplifying the process of consolidating and analyzing data from disparate sources.
  7. Collaboration and Consistency:
    In collaborative spreadsheet environments, maintaining consistency in calculations is paramount. The SUM function ensures just that by providing a standardized approach to total calculations. This not only reduces the likelihood of errors but also fosters a collaborative atmosphere where multiple users can work seamlessly on shared spreadsheets.
  8. Array Formula Integration for Advanced Analyses:
    The SUM function's integration with Excel's array formulas expands its capabilities further. Array formulas empower users to perform calculations on multiple items simultaneously. This not only enhances computational efficiency but also opens avenues for handling complex datasets and extracting valuable insights.
  9. A Versatile Powerhouse in Spreadsheet Operations:
    The respective SUM function in Microsoft Excel emerges as a versatile powerhouse, offering a plethora of advantages that cater to the diverse needs of spreadsheet users. From simplifying basic arithmetic to supporting dynamic data, collaborating with other functions, and enabling advanced analyses, the SUM function remains an indispensable tool for anyone navigating the realm of numerical data in Excel. Its user-friendly interface, adaptability to various data types, and seamless integration with other features position it as a fundamental element in the toolkit of spreadsheet enthusiasts, regardless of their level of expertise.

What is Sumif Function in Microsoft Excel?

The respective SUMIF function in Microsoft Excel is basically considered a versatile tool for the purpose of summing out the values that are based upon the specified conditions as well. More often, it allows users to aggregate data selectively, streamlining calculations as well as providing valuable insights. The function operates on a simple premise: adding up all the values that meet a particular criterion within a given range respectively.

Moreover, the key aspect of the SUMIF is its ability to handle conditional summation efficiently. Users primarily provide the function with a range of cells to evaluate and a corresponding criterion that usually determines which cells to include in the sum. The actual addition occurs for those cells meeting the specified condition.

Here's a concise example of the Sumif function:

=SUMIF (A1:A10, ">50", B1:B10)

In this formula:

- A10 is the range of cells evaluated.

-">50" is the criterion, specifying that only cells with values greater than 50 should be considered.

- B1:B10 primarily represents the sum_range; Microsoft Excel adds the values in this range corresponding to cells meeting the condition in A1 to A10.

This formula effectively calculates the sum of the values in cells B1 to B10, where the corresponding cells in A1 to A10 exceed 50. SUMIF proves invaluable for various scenarios, from financial analysis to inventory management, by enabling users to focus on and aggregate specific subsets of data based on defined criteria in an effective manner.

Syntax of SUMIF Formula in Microsoft Excel:

The syntax that can be used for the Sumif formula in Microsoft Excel is as follows:

Difference between Sum and Sumif function in Microsoft Excel

More often, the formula usually accepts the following arguments:

  • Range: It usually refers to the range of the cells on which the criteria are applied respectively.
  • Criteria: Moreover, it refers to the conditions which are efficiently applied to the range of the cells. It basically determines the cells to be added from the given "sum_range."
  • Sum_range: It usually indicates the range of the cells to be added together.
  • "Range" and "criteria" are the required parameters, whereas "sum_range" is an optional parameter effectively.

Important Note: If "sum_range" is not specified, the SUMIF function primarily refers to the parameter "range" as the range of cells to be added.

How can we make use of the SUMIF Excel Function?

So now let us understand the SUMIF excel function with the help of the following examples as well. Each example covers a different case, implemented by just making use of the SUMIF function effectively.

Example #1: Total Amount Spent on Branded Televisions (TVs)

The following table primarily depicts a list of the branded equipment and their prices. For some of the equipment, the brands need to be specified as well. And for this, we must need to calculate the total amount spent on purchasing the branded TVs by just using the SUMIF function as well.

In the succeeding table, the cells that primarily satisfy the given criteria are C4, C7, and C10, which show the prices of the branded TVs. Hence, the sum of the values of cells C4, C7, and C10 is 1,73,000, shown in cell C14. This is the total amount spent on purchasing branded TVs respectively. More often, the particular SUMIF formula is particularly applied to the range that is ranging from cell C2:C11: "=SUMIF (B2:B11, "TV," C2:C11)" in which the respective cell B2:B11 refers to the range of the cells on which the specific criterion is to be applied as well. More often, "TV" primarily refers to the conditions which are efficiently applied to the range which are ranging from cell B2:B11 as well. More often C2:C11 refers to the range of the values to be added.

Difference between Sum and Sumif function in Microsoft Excel

Example #2: Sum of the Amount Spent on Non-Branded Items

In working on the data of example 1, we want to calculate the total amount that has been spent on purchasing non-branded items by making use of the SUMIF function.

More often, in the following table, the respective cells C11 as well as C12 usually satisfy the given criteria where no brand name is entered in the selected cells. So, the sum of the values of the particular cells C11 and C12 is none other than 53,000, as it was depicted in cell C14 as well. This indicates the total amount spent on the purchasing non-branded items effectively.

The following SUMIF formula is basically applied to the range that are ranging from the cell C2:C12: "=SUMIF (A2:A12, "", C2:C12)", in which:

  • A2:A12 refers to the range of the cells on which the specific criterion is to be applied respectively, it refers to the condition which checks for the blank cells in the range B2:B12 effectively. C2:C12 is the range of values to be summed up.
Difference between Sum and Sumif function in Microsoft Excel

Example #3: Sum of the Amount Spent on Branded Items

Working on the data of example 1, we want to calculate the total amount spent on branded items by just making use of the SUMIF function.

In the following table, the cells B11 and B12 primarily satisfy the given criteria with no brand names. More often, the sum of the values from the cell C1 to C10 is none other than 53,000, as it was easily displayed in the cell C14 effectively. This is the total amount which has been spent on purchasing of the branded items as well.

And the following SUMIF formula is primarily applied to the range C2:C12:

"=SUMIF (A2:A12, "<>", C2:C12)" in which:

  • A2:A12 range cell usually refers to the range on which the criteria are to be applied in an effective manner.
  • "<>" is the condition that checks for non-blank cells in the range B2:B12.

C2:C12 is the range of values to be added.

Difference between Sum and Sumif function in Microsoft Excel

Example #4: Sum of the Two Different Items

Working on the data of example 1, we usually calculate the sum of the two different items by just making use of the SUMIF formula.

And it was well known that, the following table usually depicts out the total amount that has been calculated by just adding out the sum of the prices of the two respective items that are none other than TV and fridge in cell C14, and by just making use of the SUMIF formula. The SUM of the prices of the fridges is 79,000 and for TVs is 1,98,000. And the total SUM of the prices of the two items is 2,77,000 respectively.

Moreover, the SUMIF formula is primarily applied to the range C2:C12 and is stated as follows:

"=SUM (SUMIF (B2:B12, {"TV", "Fridge"}, C2:C12))", in which:

  • B2: B12 cell refers to the range on which the criteria are to be applied as well.
  • "TV" and "fridge" refer to the two individual conditions that need to be checked in range B2: B12. The curly braces {} of the criterion represent the collection of constants respectively.
  • And more often the respective cell C2: C12 usually refers to the range of values to be added as well.

In the formula, the SUMIF function is enclosed within the SUM function. The SUMIF formula executes two different conditions, "TV" and "fridge." Finally, the SUM function sums the results of the SUMIF functions to return the output.

Difference between Sum and Sumif function in Microsoft Excel

List out the various advantages of making use of the SUMIF Function in Microsoft Excel?

The various advantages of using SUMIF function in Microsoft Excel are as follows:

  1. Conditional Summing: The respective `SUMIF` function allows us to effectively sum values that are based upon a specified condition.
  2. Simplicity: It mainly provides a straightforward way to perform out the conditional summation without the need for the complex formulas and its calculation as well.
  3. Ease of Use: The function is quite user-friendly in nature, and thus requiring only a few arguments.
  4. Increased Efficiency: It helps in the streamlining of the data analysis by just automating the process of summing values that usually meets out the specific criteria, saving time and also reducing errors.
  5. Flexibility: `SUMIF` can be easily combined with the other functions, like as as `SUMIFS` for the different multiple criteria, or it can be used in conjunction with the other Excel functions to create more advanced calculations respectively.
  6. Dynamic Data Analysis: It facilitates out the dynamic analysis as the criteria can be easily adjusted or changed, and thus allowing for the flexible data exploration.
  7. Clear Output: The function results in a clear, single-value output, and thus making it easy to interpret and can be used in the further calculations or reporting.

Overall, `SUMIF` is a valuable tool for efficiently summarizing and analyzing data in Excel based on specific conditions.

List out the key differences between Sum and Sumif Function in Microsoft Excel?

The main differences between the Sum and Sumif functions in Microsoft Excel are as follows:

Function Parameters:

  • SUM: Takes a range of the cells or the individual values as its primary parameter.
  • SUMIF: It mainly requires three parameters which are none other than - the range to evaluate, the criteria to apply, and an optional range containing numbers to sum respectively.

Conditional Logic:

  • SUM: Lacks built-in conditional logic; it simply adds up all numbers within the specified range.
  • SUMIF: It primarily incorporates out the conditional logic by juts allowing us to sum only the numbers that meet a specific condition.

Multiple Criteria:

  • SUM: It does not directly support multiple criteria within the function itself.
  • SUMIF: Supports the use of the multiple criteria through additional `SUMIF` or `SUMIFS` functions, allowing for more complex as well as the conditional calculations.

Wildcards and Operators:

  • SUM: Does not directly support the use of the wildcards or the comparison operators within the function.
  • SUMIF: Permits the use of the wildcards and comparison operators in the criteria, providing more flexibility in defining conditions.

Error Handling:

  • SUM: If any cell within the specified range contains an error (e.g., #VALUE!), `SUM` will result in an error.
  • SUMIF: Ignores cells with errors in both the range to evaluate and the sum range, calculating only valid entries.

Blank Cells:

  • SUM: Includes blank cells in the specified range in its calculation.
  • SUMIF: Considers blank cells in the evaluated range according to the specified condition.

Additional Functionality:

  • SUM: Limited to basic addition functionality.
  • SUMIF: Part of a family of functions that includes `SUMIFS` and `SUMPRODUCT, ` offering more advanced conditional summing and array-based operations.

Applicability to Datasets:

  • SUM: Suitable for simple datasets where total addition is required without conditional considerations.
  • SUMIF: Particularly useful in datasets with specific criteria, such as financial data with different categories or sales figures meeting certain conditions.

Understanding these distinctions helps users choose the appropriate function based upon their specific data analysis and calculation requirements. While `SUM` is a fundamental tool for basic addition, `SUMIF` extends the functionality by allowing users to perform targeted calculations based on specified conditions.







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