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I have a sheet with employee time logs, as follows:

Name    Day1       Day2       Subtotal of 'OFF' days this period
Jess    PRESENT    OFF        1
Bob     PRESENT    PRESENT    0
Name    Day3       Day4       Subtotal of 'OFF' days this period
Jess    PRESENT    PRESENT    0
Bob     OFF        OFF        2

I need to create an automatic total of the number of days off each employee has had. How could I do this? =COUNTIF(1:100,"OFF") would return the total number of off days, but is there a way to get this total only rows where the first cell contains "Jess"?

(In this example, "OFF" is "STRING" in my question, while "Jess" is "IFTEXT")

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Are the columns within each period individual days? I would recommend doing subtotals by row and then getting your total from there- but I'm not sure I understand your setup. –  batpigandme May 21 '13 at 15:52
    
Yes, they are individual days - I've edited for clarity. Suppose I did a subtotal of 'OFF' days at the end of each row, what would I then do? –  tog22 May 21 '13 at 22:22

2 Answers 2

up vote 3 down vote accepted

If you don't want to precalculate the subtotal of off days, you can use an array formula:

=arrayformula(SUM((A:A="Jess")*(B:C="OFF")*1))

A:A="Jess" returns a bunch of TRUE and FALSE, in your sample, it would be {TRUE, FALSE, FALSE, TRUE, FALSE}

B:C="OFF" returns another bunch of TRUE and FALSE, in your sample, it would be {FALSE, TRUE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE} (note semicolons denoting the different rows)

And those two multiplied is evaluated as:

From A:A="Jess"  From B:C="OFF"   Result
TRUE             (FALSE, TRUE ) = FALSE TRUE
FALSE            (FALSE, FALSE) = FALSE FALSE
FALSE            (FALSE, FALSE) = FALSE FALSE
TRUE             (FALSE, FALSE) = FALSE FALSE
FALSE            (TRUE , TRUE ) = FALSE FALSE

Only a TRUE multiplied by another TRUE gives a result of TRUE. The *1 last converts every TRUE to 1. SUM then adds all the 1 together.

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On the left of the table create a column for each employee. Set value to =IF(A{row}="{employee}",1,0), then you can just take the array product of this column and the subtotal column.

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