IF function in Google Sheets - Step-by-Step Guide

Introduction

The IF function helps you make decisions in your spreadsheet. It checks if something is true or false and then shows one result or another. This is useful when you want to sort or label data based on conditions.

When you want to mark students as Pass or Fail based on their scores.

When you need to give discounts only if the purchase amount is above a certain value.

When you want to show 'Yes' or 'No' if a task is completed or not.

When you want to highlight expenses that are over budget.

When you want to check if a date is before or after today.

Steps

Step 1: Click

- the cell where you want the result

The cell is selected and ready for input

Step 2: Type

- the formula bar

You start entering the IF formula

💡 Start with =IF(

Step 3: Enter

- the condition inside the parentheses

The condition to check is set, for example A2>50

Step 4: Type

- after the condition, separated by commas

The value to show if the condition is true is added, for example "Pass"

Step 5: Type

- after the true value, separated by a comma

The value to show if the condition is false is added, for example "Fail"

Step 6: Close

- the parentheses and press Enter

The formula calculates and shows the result based on the condition

Before vs After

Before

Column A has scores: 45, 78, 62, 30

After

Column B shows Pass or Fail: Fail, Pass, Pass, Fail based on scores above 50

Settings Reference

Logical_test

📍 Inside the IF formula parentheses

To check if the condition is true or false

Default: No default, must be specified

Value_if_true

📍 Inside the IF formula parentheses after the condition

To show this result when the condition is true

Default: No default, must be specified

Value_if_false

📍 Inside the IF formula parentheses after the true value

To show this result when the condition is false

Default: FALSE

Common Mistakes

Forgetting to put text results in quotes

Google Sheets treats unquoted text as cell references or errors

Always put text values inside double quotes, like "Pass" or "Fail"

Using wrong commas or semicolons as separators

Formula will show an error if separators are incorrect

Use commas to separate arguments in the IF function in Google Sheets

Not closing the parentheses

Formula will not calculate and show an error

Always close the IF function with a closing parenthesis )

Summary

The IF function checks a condition and returns one value if true and another if false.

You must write the condition, the true result, and the false result inside the formula.

Remember to use quotes for text results and commas to separate parts of the formula.