Count & sum cells by color in Google Sheets

Google Sheets lacks built-in functions for summarizing data based on cell color. To overcome this, custom functions are provided that consider both font and background colors for basic calculations, enabling color-based summing and counting. These functions are available within the Power Tools add-on for Google Sheets, or via the standalone "Function by Color" add-on. Both offer a 30-day trial and subscription options.

Counting Colored Cells:

Let's illustrate counting cells with identical formatting. Imagine a grade sheet where you need to count the number of green cells (passed tests) in a column:

For diverse data types (numbers, text, dates), use the COUNTA function from the "Function by Color" tool. The tool's interface requires six settings:

1. Range: Specify the color-coded data range (e.g., B2:D18).
2. Pattern Cell: Select a cell with the desired font and/or background color (e.g., B2).
3. Function: Choose COUNTA for compatibility with various data types.
4. Result Placement: Designate cells for the results (e.g., B19:D19).
5. Calculation Method: Select "Calculate in each column" (or "entire range" for a total count).
6. Result Formatting: Optionally, fill result cells with the counted color.

After clicking "Insert function," the tool adds formulas, displaying the count for each column:

The formula's structure includes:

• =LAMBDA(vbc, IF(ISERROR(vbc), vbc...: Handles potential errors.
• COUNTA(vbc): The standard Google Sheets COUNTA function.
• valuesByColor: The custom function processing colors.
• light green 3: The pattern cell's background color.
• "": An empty string (no font color consideration).
• D2:D18: The range to analyze.

Summing Colored Cells:

Consider tracking classroom equipment orders, color-coded by order status (yellow: ordered, blue: en route, green: delivered):

To sum, for example, the number of "computers" en route (blue cells), use these settings:

1. Range: Select the entire data range (B2:F8).
2. Pattern Cell: Choose a blue cell (C2).
3. Function: Select SUM.
4. Result Placement: Specify cells for results (G2:G8).
5. Calculation Method: Choose "each row" for per-item totals.

Clicking "Insert function" adds the formulas, displaying sums per row.

Summing by All Colors:

The "All colors" tab allows simultaneous calculation across all colors. Using the equipment example, you can obtain totals for all delivered, en route, and ordered items. Set the range, choose SUM for all fill colors, select "entire range" calculation, and specify a result cell (e.g., A10). The results will be displayed in two columns (color and total).

Updating Results:

Since Google Sheets doesn't natively support color-based calculations, manual updates are needed. You can trigger recalculation by modifying and then reverting a cell within the calculated range, or use the "Refresh results" option in Power Tools or the add-on's menu.

Editing Formulas:

To modify settings, click a formula cell and select the "edit" option. The add-on will reopen with the formula's settings, allowing adjustments before reinsertion.

Troubleshooting:

Errors might occur if the Google Sheet lacks a locale setting. Ensure the locale is configured under File > Settings.

Video Tutorial:

[Video Link Placeholder: Replace with actual video embed code if available] (https://www.php.cn/link/e07dc6c359423eb2c69ad41231f34e5e)

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