How to count and sum cells based on background color in Excel?
Supposing you have a range of cells with different background colors, such as red, green, blue and so on, but now you need to count how many cells in that range have a certain background color and sum the colored cells with the same certain color. In Excel, there is no direct formula to calculate Sum and Count of color cells, here I will introduce you some ways to solve this problem.
Supposing we have a fruit sales table as below screenshot shown, and we will count or sum the colored cells in the Amount column. In this situation, we can filtered the Amount column by color, and then count or sum filtered colored cells by the SUBTOTAL function easily in Excel.
1. Select blank cells to enter the SUBTOTAL function.
- To count all cells with the same background color, please enter the formula =SUBTOTAL(102, E2:E20);
- To sum all cells with the same background color, please enter the formula =SUBTOTAL(109, E2:E20);
Note: In both formulas, E2:E20 is the Amount column containing the colored cells, and you can change them as you need.
2. Select the header of the table, and click Data > Filter. See screenshot:
3. Click the Filter icon in the header cell of the Amount column, and click Filter by Color and the specified color you will count by successively. See screenshot:
After filtering, both SUBTOTAL formulas counting and summing all filtered color cells in the Amount column automatically. See screenshot:
Note: This method requires the colored cells you will count or sum are in the same column.
In this method, we will create a named range with the GET.CELL function, get the color code of cells, and then count or sum by the color code easily in Excel. Please do as follows:
1. Click Formulas > Define Name. See screenshot:
2. In the New Name dialog, please do as below screenshot shown:
(1) Type a name in the Name box;
(2) Enter the formula =GET.CELL(38,Sheet4!$E2) in the Refers to box (note: in the formula, 38 means return the cell code, and Sheet4!$E2 is the first cell in the Amount column except the column header which you need to change based on your table data.)
(3) Click the OK button.
3. Now add a new Color column right to the original table. Next type the formula =NumColor , and the drag the AutoFill handle to apply the formula to other cells in the Color column. See screenshot:
Note: In the formula, NumColor is the named range we specified in the first 2 steps. You need to change it to the specified name you set.
Now the color code of each cell in the Amount column returns in the Color Column. See screenshot:
4. Copy and list the fill color in a blank range in the active worksheet, and type formulas next to it as below screenshot shown:
A. To count cells by color, please enter the formula =COUNTIF($F$2:$F$20,NumColor);
B. To sum cells by color, please enter the formula =SUMIF($F$2:$F$20,NumColor,$E$2:$E$20).
Note: In both formulas, $F$2:$F$20 is the Color column, NumColor is the specified named range, $E$2:$E$20 is the Amount Column, and you can change them as you need.
Now you will see the cells in the Amount column are counted and sum by their fill colors.
Supposing the colored cells scatter in a range as below screenshot shown, both above methods cannot count or sum the colored cells. Here, this method will introduce a VBA to solve the problem.
1. Hold down the ALT + F11 keys, and it opens the Microsoft Visual Basic for Applications window.
2. Click Insert > Module, and paste the following code in the Module Window.
VBA: Count and sum cells based on background color:
Function ColorFunction(rColor As Range, rRange As Range, Optional SUM As Boolean) Dim rCell As Range Dim lCol As Long Dim vResult lCol = rColor.Interior.ColorIndex If SUM = True Then For Each rCell In rRange If rCell.Interior.ColorIndex = lCol Then vResult = WorksheetFunction.SUM(rCell, vResult) End If Next rCell Else For Each rCell In rRange If rCell.Interior.ColorIndex = lCol Then vResult = 1 + vResult End If Next rCell End If ColorFunction = vResult End Function
3. Then save the code, and apply the following formula:
A. Count the colored cells: =colorfunction(A,B:C,FALSE)
B. Sum the colored cells: =colorfunction(A,B:C,TRUE)
Note: In above formulas, A is the cell with the particular background color you want to calculate the count and sum, and B:C is the cell range where you want to calculate the count and sum.
4. Take the following screenshot for example, enter the formula=colorfunction(A1,A1:D11,FALSE) to count the yellow cells. And use the formula =colorfunction(A1,A1:D11,TRUE) to sum the yellow cells. See screenshot:
5. If you want to count and sum other colored cells, please repeat the step 4. Then you will get the following results:
Kutools for Excel also supports some useful functions to help Excel users to make special calculations, says count by cell background color, sum by font color, etc.
1. Select the blank cell you place the counting results, and click Kutools > Kutools Functions > Statistical & Math > COUNTBYCELLCOLOR. See screenshot:
2. In the Function Arguments dialog, please specify the range you will count colored cells within in the Reference box, choose the cell that is filled by the specified background color in the Color_index_nr box, and click the OK button. See screenshot:
(1) You can also type the specified Kutools Function =COUNTBYCELLCOLOR($A$1:$E$20,G2) in the blank cell or formula bar directly to get the counting results;
(2) Click Kutools > Kutools Functions > Statistical & Math > SUMBYCELLCOLOR or type =SUMBYCELLCOLOR($A$1:$E$20,G2) in the blank cell directly to sum cells based on the specified background color.
Apply the COUNTBYCELLCOLOR and SUMBYCELLCOLOR functions for each background color separately, and you will get the results as below screenshot shown:
Kutools Functions contain a number of built-in functions to help Excel users calculate easily, including Count / Sum / Average Visible cells, Count / Sum by cell color, Count / Sum by font color, Count characters, Count by font bold, etc. Have a Free Trial!
With the above User Defined Function, you need to enter the formula one by one, if there are lots of different colors, this method will be tedious and time-consuming. But if you have Kutools for Excel’s Count by Color utility, you can quickly generate a report of the colored cells. You not only can count and sum the colored cells, but also can get the average, max and min values of the colored range.
1. Select the range that you want to use, and click Kutools Plus > Count by Color, see screenshot:
2. And in the Count by Color dialog box, please do as below screenshot shown:
(1) Select Standard formatting from the Color method drop down list;
(2) Select Background from the Count type drop down list.
(3) Click the Generate report button.
Note: To count and sum colored cells by specific conditional formatting color, please select Conditional formatting from the Color method drop down list in above dialog, or select Standard and Conditional formatting from the drop down list to count all cells filled by the specified color.
Now you will get a new workbook with the statistics. See screenshot: