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.

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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