How to use the DSUM function

What is the DSUM function?

The DSUM function adds numbers in a database that meets a given condition or criteria.

1. Introduction

How is a sum calculated?

A sum is calculated by adding together two or more numbers. For example, a cell range contains these numbers: 3, 6, and 1. The sum is 3+6+1 which equals to 10.

What is DSUM an abbreviation of?

DSUM is an abbreviation of Database Sum.

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.

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.

Does the DSUM function add blank cells, boolean, and text values?

No, blank cells, boolean values and text values are ignored. They are not a part of the sum.

Does the DSUM function ignore error values?

No, the DSUM function does not ignores error values.

What is the difference between the DSUM function and the SUM function?

The SUM function calculates a total based on numbers that match a condition or criteria in a list/database whereas the SUM function calculates a total containing numbers without a condition/criteria.

How to include the entire database in the calculation?

To include the entire list/database enter a blank line below the criteria range column labels. In other words, don't specify any criteria.

2. Syntax

DSUM(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 at least one condition below the column label.

3. Example 1

This is an Excel function that performs a summing operation on a specific column (field) of a data range based on provided criteria. The formula in cell B15 is:

Arguments:

1. B5:D12 - This is a range reference that contains the data for the calculation. It includes the Item, Size, and Number columns from rows 5 to 12.
2. 3 - This is a constant value that specifies the data field to be summed. In this case, 3 refers to the third column (Number) within the data range.
3. B2:D3 - This is another range reference that contains the criteria for the calculation. In this case, it includes the header row (row 2) and a value "L" below the "Size" column.

The data in the referenced ranges:
- B5:D12 contains a list of items with their sizes and associated numbers.

Item	Size	Number
A102	M	370
A103	L	690
A099	S	310
A412	S	190
B341	L	550
A340	M	730
A202	L	623

- B2:D3 contains:

Item	Size	Number
	L

Since the "L" condition is in row 3 below "Size", the DSUM function adds up all the values in the Number column (third column) within the data range B5:D12 that matches "L" . The result, 1863, is obtained by summing up the numbers in the data range: 690+550+623 = 1863.

4. Example 2

This example shows a formula  in cell B15 that sums numbers from column "Number" if corresponding values in column "Item" is not equal to a value that begins with B and values in column "Size" is equal to "L".

The criteria are specified in cell range B2:D3, the column header names must be specified as well in order to match a given condition to a specific column.

Formula in cell B15:

The formula adds numbers from column "Numbers" if the criteria match on the same rows. For example, row 7 and 12 matches the given criteria, 690 + 623 = 1313.

5. Example 3

The formula in cell B16 calculates a total based on the criteria specified in cell range B2:D4, this particular case shows how to apply OR logic.

The criteria is "L" or "M" shown in cells C3 and C4, since they are on a row each OR logic is applied.

Formula in cell B16:

The formula adds numbers from column "Number" if the corresponding cell on the same row in column "Size" is equal to "L" or "M". Cells C7, C8, C11, C12, and C13 match "L" or "M" and the corresponding cells in column "Number" are D7, D8, D11, D12, and D13.

6. Example 4

The formula in cell B16 calculates a total based on the criteria specified in cell range B2:D4, this particular case shows how to combine AND and OR logic to the criteria.

The criteria is "L" or "M" shown in cells C3 and C4, since they are on a row each OR logic is applied, however, both criteria on the same row must be met before the OR condition is applied. Next to condition "L" is <>*2 which means not equal to values that end with 2 applied to column "Item". Both these criteria L and <>*2 are on the same row meaning AND logic. Both these conditions must be met to include the number from column "number" to the total.

Condition M has a fourth condition next to it which is >500 meaning the number in column "Number" must be larger than 500. If both these conditions are met then the number in column "Number" is added to the total.

Formula in cell B16:

For example, cell B7 contains A102 which is ruled out by condition <>*2, the second row rules out 370 since condition >500 is not met.

Row 8 matches the first criteria pair specified in B3 and C3. 690 in cell D8 is included to the total.

Rows 9 and 10 match none of the criteria pairs, S is not equal to neither M or L.

Row 11 matches the first criteria pair specified in B3 and C3. 550 is included to the sum.

Row 12 matches on of the criteria pairs, 730 is added to the total. Row 13 is not a match.

690 + 550 + 730 equals 1970.

7. Function not working

The DSUM function returns a

• #VALUE! error if the field argument is out of range.
• propagates errors in the source data.

7.1 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.

1. The first line describes the error if you press with left mouse button on it.
2. The second line opens a pane that explains the error in greater detail.
3. The third line takes you to the "Evaluate Formula" tool, a dialog box appears allowing you to examine the formula in greater detail.
4. This line lets you ignore the error value meaning the warning icon disappears, however, the error is still in the cell.
5. The fifth line lets you edit the formula in the Formula bar.
6. 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.

7.2 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:

1. Select the cell containing the formula you want to examine in detail.
2. Go to tab “Formulas” on the ribbon.
3. 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.
4. Press with left mouse button on the "Evaluate" button located at the bottom of the dialog box to process the underlined expression.
5. 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.
6. 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..

1. Enter Edit mode: Double-press with left mouse button on the cell or press F2 to enter Edit mode for the formula.
2. 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.
3. Press F9: This will calculate and display the result of just that selected portion.
4. Evaluate step-by-step: You can select and evaluate different parts of the formula to see intermediate results.
5. 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 B5:D12 converted to hard-coded value using the F9 key. The DSUM function requires non-error values 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

7.3 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 DSUM function function is one of 11 functions in the 'Database' category.

Excel function categories

Excel categories

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