How to use the DCOUNT function
What is the DCOUNT function?
The DCOUNT function counts cells containing only numbers and that meet a condition or criteria.
Table of Contents
1. Introduction
When is the count of a collection useful?
The count of observations is really useful if you want to find out:
- How many invoices exists in a particular month.
- How many students are above a specific grade level.
- How many observations in a study meet the 95% confidence interval.
- How many products are smaller than 80 inches?
- How many reports are between two specific years?
The count of observations, or the number of data points, is also an essential component in various mathematical formulas and statistical calculations. Here are a few examples:
- Arithmetic Mean (Average): Formula: Mean = (Sum of all values) / (Number of values)
The count of observations is needed to divide the sum of all values by the total number of values to calculate the arithmetic mean or average. - Variance and Standard Deviation:
Variance Formula: σ² = Σ(x - μ)² / (N - 1)
Standard Deviation Formula: σ = √(Σ(x - μ)² / (N - 1))
N represents the count or number of observations. The count is used in the denominator to calculate an unbiased estimate of the population variance and standard deviation for a sample. - Correlation Coefficient: Formula: r = Σ[(x - x̄)(y - ȳ)] / √[Σ(x - x̄)² * Σ(y - ȳ)²]
The count of observations is needed to calculate the means (x̄ and ȳ) and the summations involved in the correlation coefficient formula. - Linear Regression: Formula: y = a + bx
Where a = ȳ - b * x̄, and b = Σ[(x - x̄)(y - ȳ)] / Σ(x - x̄)²
The count of observations is required to calculate the means (x̄ and ȳ) and the summations involved in determining the slope (b) and y-intercept (a) of the linear regression line. - Probability Calculations: In probability theory, the count of outcomes or events is often needed to calculate probabilities, such as the probability of drawing a specific card from a deck or rolling a particular number on a die.
Does the DCOUNT function count blank cells, boolean, and text values?
No, blank cells, boolean values and text values are not counted.
Does the DCOUNT function ignore error values?
Yes, it ignores error values.
What is DCOUNT an abbreviation of?
DCOUNT is an abbreviation of Database Count.
What is a database in this context?
Excel defines a database as a list of related data in which rows of related information are records, and columns of data are fields. The first row of the list contains labels for each column.
Why use the DCOUNT function?
The DCOUNT function counts cells containing only numbers that match a condition or criteria in a list/database whereas the COUNT function counts cells containing only numbers without a condition/criteria.
Where can you place the criteria range?
You can place your criteria range wherever you want on your worksheet, however, it is not recommended below the list/database. The function needs a blank row below the list to work properly.
What criteria characters are allowed?
Allowed criteria range characters are less than and greater than signs <>, use them to specify a criteria range. Also, asterisks * can be used to match partial strings.
2. Syntax and Arguments
DCOUNT(database, field, criteria)
| database | Required. The cell reference to a list or database. |
| field | Required. The field argument lets you choose which column to use. You can use the column name enclosed with double quotation marks or the corresponding column number. |
| criteria | Required. A cell reference to the criteria range. The criteria range needs to have column labels and a at least one condition below the column label. |
3. Example 1
This example shows how to count numbers in cell range D7:D12 if they are larger than 250 and smaller than 700. The criteria is specified in cell B3 and C3, note that both has column header "Number" in order to filter correctly.
The data in cell range B6:D12:
| Item | Size | Number |
| A102 | M | 370 |
| A103 | L | 690 |
| A099 | S | 310 |
| A412 | S | 190 |
| A341 | L | 550 |
| A340 | M | 730 |
The condition is in cell range B2:C3:
| Number | Number |
| >250 | <700 |
The arguments are:
database = B6:D12
field = 3
criteria = B2:C3
The first argument is the database which in this case is in cell range B6:D12, the second argument is a column number corresponding to columns in cell range B6:D12 from left to right. The third argument is the a cell reference to the condition or critera.
Formula in cell D15:
The formula counts cells in column 3 (D) that contains a number and is less than 700 and larger than 250 which are cells D7, D8, D9, and D11. They all contain numbers and the DCOUNT function returns 4. Cells D10 and D12 are not counted because they are larger than or equal to 750 or smaller than or equal to 250.
4. Example 2
This example demonstrates how to use the asterisk character to filter rows if the corresponding cell on the same row in B6:B11 contains 3. The asterisk matches any character(s) from 1 to many.
The data in cell range B6:D12:
| Item | Size | Number |
| A102 | M | 370 |
| A103 | L | 690 |
| A099 | S | 310 |
| A412 | S | 190 |
| A341 | L | 550 |
| A340 | M | 730 |
The condition is in cell range B2:C3:
| Item |
| *3* |
The arguments are:
database = B6:D12
field = 3
criteria = B2:C3
Cells B7,B10, and B11 contain number 3, the corresponding cells in D6:D11 all contain numbers. The DCOUNT function returns 3.
Formula in cell D14:
The first argument is a cell reference pointing to the database or the list, in this case, cell range B5:D11. The second argument is a number representing a given column in B5:D11 from left to right. For example, 3 is the third column in cell range B5:D11 which is D5:D11.
The third argument is the location of the criteria and this example has only one condition.
5. Example 3
This example demonstrates three different criteria:
- If values in column "Item" begin with A and then 1 or more characters.
- If values in column "Size" are not equal to "S". The smaller than and larger than characters combined results in "not equal to".
- If values in column "Number" are larger than 600.
All these criteria are specified on the same row which means that all criteria must match or in other words "AND" logic is performed.
The data in cell range B6:D12:
| Item | Size | Number |
| A102 | M | 370 |
| A103 | L | 690 |
| A099 | S | 310 |
| B412 | S | 190 |
| A341 | L | 550 |
| A340 | M | #DIV/0! |
The conditions are in cell range B2:C3:
| Item | Size | Number |
| A* | <>S | >600 |
The arguments are:
database = B6:D12
field = 3
criteria = B2:C3
Formula in cell D14:
The first column "Item" has four matching values in cells B6,B7,B8,B10, and B11. The second column named "Size" has four matching values in cells C6,C7,C10, and C11.
The last column "Number" has one value larger than 600 in cell D7. This means that only D7 is valid based on criteria, D7 is also a number meaning that the DCOUNT function returns 1.
6. Function not working
The DCOUNT function returns a #VALUE! error if the field argument is out of range.
6.1 Troubleshooting the error value
When you encounter an error value in a cell a warning symbol appears, displayed in the image above. Press with mouse on it to see a pop-up menu that lets you get more information about the error.
- The first line describes the error if you press with left mouse button on it.
- The second line opens a pane that explains the error in greater detail.
- The third line takes you to the "Evaluate Formula" tool, a dialog box appears allowing you to examine the formula in greater detail.
- This line lets you ignore the error value meaning the warning icon disappears, however, the error is still in the cell.
- The fifth line lets you edit the formula in the Formula bar.
- The sixth line opens the Excel settings so you can adjust the Error Checking Options.
Here are a few of the most common Excel errors you may encounter.
#NULL error - This error occurs most often if you by mistake use a space character in a formula where it shouldn't be. Excel interprets a space character as an intersection operator. If the ranges don't intersect an #NULL error is returned. The #NULL! error occurs when a formula attempts to calculate the intersection of two ranges that do not actually intersect. This can happen when the wrong range operator is used in the formula, or when the intersection operator (represented by a space character) is used between two ranges that do not overlap. To fix this error double check that the ranges referenced in the formula that use the intersection operator actually have cells in common.
#SPILL error - The #SPILL! error occurs only in version Excel 365 and is caused by a dynamic array being to large, meaning there are cells below and/or to the right that are not empty. This prevents the dynamic array formula expanding into new empty cells.
#DIV/0 error - This error happens if you try to divide a number by 0 (zero) or a value that equates to zero which is not possible mathematically.
#VALUE error - The #VALUE error occurs when a formula has a value that is of the wrong data type. Such as text where a number is expected or when dates are evaluated as text.
#REF error - The #REF error happens when a cell reference is invalid. This can happen if a cell is deleted that is referenced by a formula.
#NAME error - The #NAME error happens if you misspelled a function or a named range.
#NUM error - The #NUM error shows up when you try to use invalid numeric values in formulas, like square root of a negative number.
#N/A error - The #N/A error happens when a value is not available for a formula or found in a given cell range, for example in the VLOOKUP or MATCH functions.
#GETTING_DATA error - The #GETTING_DATA error shows while external sources are loading, this can indicate a delay in fetching the data or that the external source is unavailable right now.
6.2 The formula returns an unexpected value
To understand why a formula returns an unexpected value we need to examine the calculations steps in detail. Luckily, Excel has a tool that is really handy in these situations. Here is how to troubleshoot a formula:
- Select the cell containing the formula you want to examine in detail.
- Go to tab “Formulas” on the ribbon.
- Press with left mouse button on "Evaluate Formula" button. A dialog box appears.
The formula appears in a white field inside the dialog box. Underlined expressions are calculations being processed in the next step. The italicized expression is the most recent result. The buttons at the bottom of the dialog box allows you to evaluate the formula in smaller calculations which you control. - Press with left mouse button on the "Evaluate" button located at the bottom of the dialog box to process the underlined expression.
- Repeat pressing the "Evaluate" button until you have seen all calculations step by step. This allows you to examine the formula in greater detail and hopefully find the culprit.
- Press "Close" button to dismiss the dialog box.
There is also another way to debug formulas using the function key F9. F9 is especially useful if you have a feeling that a specific part of the formula is the issue, this makes it faster than the "Evaluate Formula" tool since you don't need to go through all calculations to find the issue..
- Enter Edit mode: Double-press with left mouse button on the cell or press F2 to enter Edit mode for the formula.
- Select part of the formula: Highlight the specific part of the formula you want to evaluate. You can select and evaluate any part of the formula that could work as a standalone formula.
- Press F9: This will calculate and display the result of just that selected portion.
- Evaluate step-by-step: You can select and evaluate different parts of the formula to see intermediate results.
- Check for errors: This allows you to pinpoint which part of a complex formula may be causing an error.
The image above shows cell reference B6:D12 converted to hard-coded value using the F9 key, the number of columns are 3. The DCOUNT function requires a valid field value which is not the case in this example. We have found what is wrong with the formula.
Tips!
- View actual values: Selecting a cell reference and pressing F9 will show the actual values in those cells.
- Exit safely: Press Esc to exit Edit mode without changing the formula. Don't press Enter, as that would replace the formula part with the calculated value.
- Full recalculation: Pressing F9 outside of Edit mode will recalculate all formulas in the workbook.
Remember to be careful not to accidentally overwrite parts of your formula when using F9. Always exit with Esc rather than Enter to preserve the original formula. However, if you make a mistake overwriting the formula it is not the end of the world. You can “undo” the action by pressing keyboard shortcut keys CTRL + z or pressing the “Undo” button
6.3 Other errors
Floating-point arithmetic may give inaccurate results in Excel - Article
Floating-point errors are usually very small, often beyond the 15th decimal place, and in most cases don't affect calculations significantly.
Functions in 'Database' category
The DCOUNT function function is one of 11 functions in the 'Database' category.
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