In Excel: use =IF(logical_test, value_if_true, value_if_false) — it tests a condition and returns one value when the test is TRUE and another when it is FALSE.
Syntax
Arguments
| Argument | Description | |
|---|---|---|
logical_test | required | A condition that evaluates to TRUE or FALSE, such as A2>100. |
value_if_true | required | What the formula returns when the condition is TRUE. |
value_if_false | optional | What the formula returns when the condition is FALSE; optional but strongly recommended. |
Related functions
IF(SUMIFS(C2:C100, A2:A100, "West") > 1000, "On target", "Below")Tests a condition: returns the 2nd argument if true, the 3rd if false.SUMIFS(C2:C100, A2:A100, "West") > 1000The left side is greater than the right side.SUMIFS(C2:C100, A2:A100, "West")Adds the cells that match every listed condition.C2:C100A reference to cells in your sheet.A2:A100A reference to cells in your sheet."West"A fixed value typed directly into the formula.1000A fixed value typed directly into the formula."On target"A fixed value typed directly into the formula."Below"A fixed value typed directly into the formula.What this does
IF is the core logical function in Excel: it checks a condition you write, then returns one result if the condition is TRUE and a different result if it is FALSE. You can return text, numbers, or other formulas, nest IFs to handle several cases, and combine IF with AND or OR to test more than one condition at once. It turns a sheet from static data into something that reacts to its values. Keep the inputs visible and clearly labelled and the whole thing stays auditable — anyone who opens the file later, including you, can see at a glance exactly what feeds the result and change one assumption without hunting through the formula. For “how does if function work in excel”, the reliable version is a short checking loop, not just the first command that appears to work. Run it on a deliberately small range first, watch how the affected formula change, and only then apply the same setup to the full sheet. When a formula is involved, keep the inputs labelled beside it, reference cells instead of typing values, and apply number formatting only after the result checks out. That is what makes a workflow that saves repeating the same clicks every week useful in real work: repeatable, auditable, and not dependent on memory or luck.
A worked example
Scores are in column B. In C2, =IF(B2>=60, "Pass", "Fail") returns "Pass" when B2 is 75 and "Fail" when B2 is 48. To grade with several bands, nest IFs: =IF(B2>=90, "A", IF(B2>=80, "B", IF(B2>=70, "C", "F"))). To require two conditions, combine with AND: =IF(AND(B2>=60, D2="yes"), "Eligible", "No"). IF is the foundation of decision logic in Excel; almost every report that flags, grades, or branches on its data is built on it. If there is any chance you will reuse this, drop it into a small template tab right now: a labelled input area on the left and the formula beside it, checked once against the tool above. Next time the same question comes up, the answer is a single paste away instead of a rebuild from memory.
In Google Sheets
If you are in Google Sheets rather than Excel, the good news is that the formula shown here is identical and the workflow barely changes — menus sit across the top instead of in a ribbon, and a few function names differ slightly, but anything you build here moves across with little or no rework. Nothing on this page is behind a login: the tool runs entirely in your browser, the formula is shown in full with one-click copy, and the steps work the same on Windows and Mac. That is the whole promise here — the exact answer, a way to prove it on your own numbers, and just enough context to make it stick. Treat “how does if function work in excel” as a small building block rather than a chore. Once the inputs sit in their own cells and the formula reads from them, the same setup answers a dozen related questions with a tweak, and Excel keeps every dependent figure current as the data changes. The tool above is there so you can rehearse and verify before committing anything to a real workbook; the steps and worked example are there so the logic sticks. Get it right once and it stops costing you time — it starts saving it, every time the question comes back around.
Common mistakes
- Omitting value_if_false, so the formula returns the unhelpful word FALSE instead of a result — use "" for a blank or supply a real value.
- Forgetting quotes around text results, which makes Excel treat the words as undefined names and throw
#NAME?. - Stacking five or more nested IFs that become unreadable — switch to
IFSor a lookup table instead.
Frequently asked questions
How do I nest IF statements?
Put another IF in the value_if_false slot: =IF(B2>=90, "A", IF(B2>=80, "B", "C")). Each IF handles the next band. Beyond a few levels, IFS is cleaner and easier to read.
How do I use IF with two conditions?
Wrap the conditions in AND for "both must be true" or OR for "either", for example =IF(AND(B2>0, C2>0), "OK", "Check"). AND and OR each return a single TRUE or FALSE for IF to act on.
Is there a simpler alternative to many nested IFs?
Yes — IFS lets you list condition/result pairs without nesting: =IFS(B2>=90,"A", B2>=80,"B", B2>=70,"C", TRUE,"F"). It is available in Excel 2019 and Microsoft 365.
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Because the same task has many names. “how does the if function work in excel”, “how does if formula work in excel”, “how the if function works in excel” all point at the one operation explained on this page, which is why they all lead here.