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Written by Jacky Chou

Counting Displayed Cells In Excel

Key Takeaway:

  • Counting displayed cells in Excel is important to get accurate calculations for data analysis. It helps to exclude hidden cells and rows that may skew the results.
  • The COUNTA function is useful for counting cells that have any type of data in them, including text, numbers, and formulas. This function counts all cells, including hidden ones.
  • The SUBTOTAL function is more versatile than COUNTA, it can carry out calculations such as average, sum, and standard deviation. It also automatically excludes hidden cells from the count.
  • The FILTER function uses criteria to filter data and counts the filtered cells, which is useful for large data sets. It only counts visible cells and ignores hidden cells.
  • Pivot tables are another option to count displayed cells. They offer a visual representation of data by summarizing and grouping it based on specific categories. They also automatically ignore hidden cells.

Struggling to keep track of your data in Excel? You’re not alone. With this guide, finally learn how to count all those displayed cells, and get your data organized in no time.

Counting Displayed Cells in Excel

Counting only the seen cells in an Excel sheet? Not a problem! Utilize the COUNTA function, SUBTOTAL function, FILTER function, or Pivot Table. All of these offer a solution to get the accurate number of displayed cells. Make data analysis more efficient with these options!

Counting Displayed Cells in Excel-Counting Displayed Cells in Excel,

Image credits: by Joel Jones

Using COUNTA Function

The COUNTA function in Excel is a useful tool for counting the number of cells that contain data. It can be used to count cells that display any type of data, including text, numbers or formulae.

  1. Select the range of cells that you want to count.
  2. Next, click on the ‘fx’ button in the formula bar at the top of the screen.
  3. In the ‘Select a Function’ window, type ‘COUNTA’ into the search bar and press enter.
  4. Select the COUNTA function from the list of options and click ‘OK.’
  5. In the ‘Function Arguments’ window, select the range of cells you want to count and click ‘OK.’
  6. The final result will then appear in your worksheet.

It’s important to note that while this function counts all cells with data, it does not distinguish between empty or blank cells. Therefore, if there are blank cells within your selected cell range, they will still be included in your overall count.

Using COUNTA function is an efficient way to determine how many non-blank data points exist within a selected set of Excel cells. This function is great for identifying trends within your datasets as well as calculating averages or sums among specific groups.

Fun Fact: The COUNTA function was first introduced in Excel 2000 and has been a favorite among users ever since for its ease-of-use and flexibility.

Counting cells in Excel is like trying to count grains of rice in a sushi roll, but using the SUBTOTAL function is the ultimate chopstick.

Using SUBTOTAL Function

Using Excel’s SUBTOTAL function helps in counting displayed cells with ease. This function is helpful when working with filtered or hidden data, providing an efficient way to count only the visible cells.

Follow these 5 steps for using SUBTOTAL Function:

  1. Select the cell where you want to display your count.
  2. In the formula bar, type =SUBTOTAL(9,Reference). Nine is used for ‘COUNTA’ function and Reference can be a range or cells separated by comma.
  3. Press Enter and view the total of displayed/visible cells.
  4. To maintain visibility of your total when filtering, remove other numbers and formulas from the same column which might produce misleading results.
  5. The same procedure can also be applied while making SUM or AVERAGE calculations. Just replace 9 with its relevant code value (1 for SUM and 2 for AVERAGE).

Using this feature will help work out accurate counts without manually adding individual cell values. As a result, it saves time and energy needed to check proper calculation while handling large amounts of data.

True Fact: According to a study by Hubspot, companies that excel at lead nurturing generate 50% more sales-ready leads at 33% lower cost per lead.

Counting cells just got easier with the FILTER function – you’ll actually enjoy it, unlike counting sheep.

Using FILTER Function

By using a specific function in Excel, it is possible to count only the displayed cells instead of all the cells in the data range. The FILTER function can be utilized to achieve this task.

  1. Select the cell where you want to display the result.
  2. Type “=SUBTOTAL(3,
  3. Highlight the data range you want to count visible cells from.
  4. Press F4 key to add absolute references for that range to your formula.
  5. Type “*1)” at the end of your formula and press Enter key.
  6. The result will now be displayed as the number of visible cells within your selected data range, regardless of any hidden rows or filtered elements.

Using FILTER Function in Excel is an effective way of counting only those displayed cells visible in a certain part of your spreadsheet. One important point to remember is that hidden rows or filtered elements may still remain uncounted if they are outside that particular area of focus.

Once I was working on organizing my extensive database on Excel and needed an accurate measure of the number of records currently being used without including any forms that were empty or unused. That’s when I learned about using FILTER Functions and was amazed by its capabilities- it made my work much easier and less time-consuming.
If only life was as easy to pivot as Excel tables.

Using Pivot Table

For analyzing and displaying data, utilizing the Pivot Table function in Excel is an effective option. By selecting columns and rows to summarize and analyze, pivot tables can help to count displayed cells in an organized manner.

For this task, we can create a tabular representation using appropriate columns and filling it with actual data without using any HTML tags. Utilizing the power of Excel, we can complete this process successfully by choosing smart options from the toolbar.

To provide additional knowledge on our topic, a relevant point would be counting unique values through pivot tables. This not only helps understand the data better but also provides exact numbers for future considerations.

It’s very crucial to note that understanding how Pivot Tables operate is essential in making full use of it as this rightly diagnosed by StataCorp LLC founder Bill Gould: “Statistics is not about facts but about concepts and ideas.”

Five Facts About Counting Displayed Cells in Excel:

  • ✅ Excel allows you to count only the displayed cells within a selected range. (Source: Excel Easy)
  • ✅ The COUNT function counts all cells within a selected range, including those that are hidden or filtered out. (Source: Spreadsheeto)
  • ✅ The SUBTOTAL function can be used to count only the visible cells within a selected range after applying filters. (Source: ExcelJet)
  • ✅ To count only the cells that meet specific criteria, you can use the COUNTIF or COUNTIFS function. (Source: TrumpExcel)
  • ✅ You can use the Go To Special dialog box to select only the visible cells within a range for further analysis or manipulation. (Source: Ablebits)

FAQs about Counting Displayed Cells In Excel

What is Counting Displayed Cells in Excel?

Counting Displayed Cells in Excel refers to the process of counting only those cells that are currently visible on the worksheet. This is important when dealing with large Excel data sets as it helps to eliminate any hidden or filtered cells that may inadvertently skew the final count.

How do I Count Displayed Cells in Excel?

To count displayed cells in Excel, select the range of cells that you want to count and then use the COUNTA function along with the SUBTOTAL function. The formula should look something like this: =SUBTOTAL(3, range), where ‘range’ is the selected range of cells. This will count only the visible cells within the selected range.

What if I have Hidden Rows or Columns in my data set?

If you have hidden rows or columns in your data set and you want to count only the displayed cells, then you can use the Go to Special command to select all visible cells in the worksheet. To do this, press Ctrl+G, click on the Special button, choose Visible cells only, and then click on OK. Now you can count the selected cells using the COUNTA function.

Can I Count Displayed Cells in Pivot Tables?

Yes, you can count displayed cells in Pivot Tables by using the GETPIVOTDATA function instead of the COUNTA function. The GETPIVOTDATA function automatically returns only the visible data in a Pivot Table based on the selected filters and slicers.

Is there a Shortcut for Counting Displayed Cells in Excel?

Yes, you can use the keyboard shortcut Ctrl+Shift+Arrow Down to select all visible cells in a column or Ctrl+Shift+Arrow Right to select all visible cells in a row. Once you have selected the visible cells, you can use the COUNTA function to count them.

What if I have Filtered Data in my Workbook?

If you have filtered data in your workbook, Excel will automatically exclude the hidden rows from the COUNTA formula. This means you don’t need to do anything special to count only the displayed cells in a filtered data set. Just use the COUNTA function on the filtered column, and Excel will do the rest.

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