So I’ve gotten several questions recently

about using Numbers to find the total of cells that match a certain condition. For instance, here’s an example. You have a little list of expenses and you’ve

got different categories like restaurant, market, home, and entertainment. You’ve got amounts. Say you want to find the total of all of the

amounts for the category restaurant. So you’ve got this one, this one, this one. For market you’ve got this one, this one,

etc. How can you do that? Well, the trick is to use the SUMIF function. So let’s create another table here. I’m going to hit Table and create another

table. Let’s shrink that down. We only need it to be two columns wide. I’m going to stick it right next to this one

here. I’m going to call this By Category. It’s going to be the Category and Total as

the column headings. The first one we want to calculate is the

restaurant total. So how do we do this? Well, we’re going to use SUMIF. So I’m going to go into formula entry mode. I’m going to hit the equals key which is the

way I like to do it. Use SUMIF and I’m also going to search for

SUMIF over here. I already have to look it up. Anytime you use a function and you’re not

really familiar with it just look it up here so you can see the details. I can see here a summary of it that its tests

values, conditions, sum values. I can scroll more and I can see examples and

information and everything. So for SUMIF the test value is going to come

from column B here or the category column. Just click there in B and you can see it inserts

it. I’m going to hit comma. Now what I want it to compare it to is the

word restaurant so I’m going to do quote restaurant quote and a comma. Then I want it to take the values for adding

up for the sum from column C. So I click C over here and it puts in amount because that’s

the column heading there. Then I’ll close the parentheses there. I’ll hit the green accept button and you can

see it adds up all of the amounts that have the category of restaurant. Now a better way to do this, since I have

the word restaurant here in the cell to the left, is instead of using quote restaurant

quote in there I’m going to replace that with the link to this cell. So that saves me from having to have the word

restaurant here and then have it in the formula as well. What’s cool about that is I can create another

row called market and I can copy this cell and paste it here. If I look at that formula now instead of A2

it’s going to take A3. It advances since this is one cell down from

the original place I copied from it’s going to also move the value here one down. So it’s going to be pulling the market instead

of the restaurant category. I can easily then create home and entertainment. I can copy either one of these two formulas

and paste it in each spot. So I get the sums from here. So anytime I add a new category over here

all I’ve got to do is to just add it once here on the left and copy and paste that same

formula over and I get my totals done automatically. I don’t have to retype all that stuff in and

create a new formula each time. So that’s how you use SUMIF. It’s extremely useful. It’s probably one of the most useful and used

functions in Numbers or Excel. It’s important if you use spreadsheets a lot

to know how to do it. It solves a lot of problems for a lot of people.