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How to assign a value or category based on a number range in Excel?

Author Siluvia Last modified

In many real-world scenarios—such as sales reporting, student grading, or performance evaluations—it’s common to group numeric values into categories. For example, monthly sales between 0 and 100 might be rated as “Poor,” 101 to 500 as “Fair,” 501 to 1000 as “Good,” and anything above 1000 as “Excellent.” Excel provides several powerful ways to assign these categories based on number ranges.


Assign a value or category based on a number range with formulas

The following formulas can help to assign a value or category based on a number range in Excel. Please do as follows.

Formula 1: Using IF function

The most straightforward way is using nested IF statements.

Select a blank cell, enter the following formula and press the Enter key. Select the result cell, drag its AutoFill Handle down to the cells where you want to apply the formula.

=IF(B2<=100, "Poor", IF(B2<=500, "Fair", IF(B2<=1000, "Good", "Excellent")))

assign value based on a number range with if function

💡 Tip: This method works best for short conditions and small datasets.

Formula 2: Using VLOOKUP function

VLOOKUP function can help to handle this problem as well.

1. Firstly, you need to create an auxiliary table as shown in the table below. The table should contain two columns, one for the sales points and the other for the corresponding category you will assign to the number range.

create an auxiliary table

2. Select a blank cell, enter the formula below and press the Enter key to get the result. Select the result cell, drag its AutoFill Handle down to the cells where you want to apply the formula.

=VLOOKUP(B2,$E$2:$F$5,2)

assign value based on a number range with vlookup function

⚠️ Note: The range (E2:E5) must be sorted in ascending order.

Formula 3: Using IFS function (Excel 2019+ or Microsoft 365)

For cleaner logic without deep nesting, use IFS:

Select a blank cell, enter the following formula and press the Enter key. Select the result cell, drag its AutoFill Handle down to the cells where you want to apply the formula.

=IFS(B2<=100,"Poor",B2<=500,"Fair",B2<=1000,"Good",B2>1000,"Excellent")

assign value based on a number range with ifS function

💡 Tip:
  • Clean, readable syntax
  • No limit on conditions (unlike nested IFs)
  • Evaluates conditions in order until first TRUE is found

Assign a value or category based on a number range with Generate Formula feature

Traditionally, assigning categories based on number ranges required writing complex nested IF or IFS formulas. With Kutools for Excel’s AI-powered Generate Formula feature, you can now automate this task effortlessly—no formula knowledge needed. It transforms a time-consuming, error-prone process into a quick, natural-language interaction, saving time and helping you focus on results, not syntax.

Kutools for Excel offers over 300 advanced features to streamline complex tasks, boosting creativity and efficiency. Itegarate with AI capabilities, Kutools automates tasks with precision, making data management effortless. Detailed information of Kutools for Excel...         Free trial...

After installing Kutools for Excel, please do with the following steps:

1. Click on the cell where you want the result to appear.

2. Then, click Kutools AI > Generate Formula, see screenshot:

click Generate Formula of kutools AI

3. In the Generate Formula window:

  • Describe the requirement what you want into the top box;
  • Select the cell where you want to apply the formula based on;
  • Click Send request button, Kutools AI will instantly generate the correct Excel formula for you;
  • Then, click Insert Into to insert the formula to the desired cell you specified.
    Describe the requirement in the Generate Formula window

4. Then, close the window, and drag the formula down to fill it to other cells.

get the results by kutools AI


Why Use Kutools AI Instead of Manual Formulas?

FeatureFormulas MethodKutools AI
Requires Formula Knowledge ✅ Yes ❌ No
Handles Nested Logic Easily ❌ Error-prone ✅ AI auto-logic
Time Required 🕒 Longer ⚡ Seconds
User-Friendly 🧠 Complex for some 🖱️ Click-and-go simplicity
Supports Natural Language ❌ No ✅ Yes

📝 Conclusion

Whether you're categorizing sales performance, student grades, or performance metrics, Excel offers multiple ways to assign values based on number ranges. The IF function works well for simple logic, while IFS provides cleaner syntax in newer versions. VLOOKUP is ideal for range-based lookups using reference tables. For a faster, smarter approach, Kutools AI lets you generate these formulas automatically with plain English—perfect for users of all levels who want to save time and reduce errors. Choose the method that best fits your workflow and complexity. If you're interested in exploring more Excel tips and tricks, our website offers thousands of tutorials to help you master Excel.


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