How to count and sum cells by color in Excel 2016, 2013 and 2010

Suppose you have a table listing your company's orders where the cells in the Delivery column are colored based on their value - "Due in X Days" cells are orange, "Delivered" items are green and "Past Due" orders are red.

What we want now is automatically count cells by color, i.e. calculate the number of red, green and orange cells in the worksheet. As I explained above, there is no straightforward solution to this task.  So, move on with the 5 quick steps below and you will know the number and sum of your color cells in a few minutes.

1.     1. Open your Excel workbook and press Alt+F11 to open Visual Basic Editor (VBE).

2.     2. Right-click on your workbook name under "Project-VBAProject" in the right hand part of the screen, and then choose Insert > Module from the context menu.

3.     3. Add the following code to your worksheet:

Function GetCellColor(xlRange As Range)     Dim indRow, indColumn As Long     Dim arResults()     Application.Volatile     If xlRange Is Nothing Then         Set xlRange = Application.ThisCell     End If     If xlRange.Count > 1 Then       ReDim arResults(1 To xlRange.Rows.Count, 1 To xlRange.Columns.Count)        For indRow = 1 To xlRange.Rows.Count          For indColumn = 1 To xlRange.Columns.Count            arResults(indRow, indColumn) = xlRange(indRow, indColumn).Interior.Color          Next        Next      GetCellColor = arResults     Else      GetCellColor = xlRange.Interior.Color     End If End Function Function GetCellFontColor(xlRange As Range)     Dim indRow, indColumn As Long     Dim arResults()     Application.Volatile     If xlRange Is Nothing Then         Set xlRange = Application.ThisCell     End If     If xlRange.Count > 1 Then       ReDim arResults(1 To xlRange.Rows.Count, 1 To xlRange.Columns.Count)        For indRow = 1 To xlRange.Rows.Count          For indColumn = 1 To xlRange.Columns.Count            arResults(indRow, indColumn) = xlRange(indRow, indColumn).Font.Color          Next        Next      GetCellFontColor = arResults     Else      GetCellFontColor = xlRange.Font.Color     End If End Function Function CountCellsByColor(rData As Range, cellRefColor As Range) As Long     Dim indRefColor As Long     Dim cellCurrent As Range     Dim cntRes As Long     Application.Volatile     cntRes = 0     indRefColor = cellRefColor.Cells(1, 1).Interior.Color     For Each cellCurrent In rData         If indRefColor = cellCurrent.Interior.Color Then             cntRes = cntRes + 1         End If     Next cellCurrent     CountCellsByColor = cntRes End Function Function SumCellsByColor(rData As Range, cellRefColor As Range)     Dim indRefColor As Long     Dim cellCurrent As Range     Dim sumRes     Application.Volatile     sumRes = 0     indRefColor = cellRefColor.Cells(1, 1).Interior.Color     For Each cellCurrent In rData         If indRefColor = cellCurrent.Interior.Color Then             sumRes = WorksheetFunction.Sum(cellCurrent, sumRes)         End If     Next cellCurrent     SumCellsByColor = sumRes End Function Function CountCellsByFontColor(rData As Range, cellRefColor As Range) As Long     Dim indRefColor As Long     Dim cellCurrent As Range     Dim cntRes As Long     Application.Volatile     cntRes = 0     indRefColor = cellRefColor.Cells(1, 1).Font.Color     For Each cellCurrent In rData         If indRefColor = cellCurrent.Font.Color Then             cntRes = cntRes + 1         End If     Next cellCurrent     CountCellsByFontColor = cntRes End Function Function SumCellsByFontColor(rData As Range, cellRefColor As Range)     Dim indRefColor As Long     Dim cellCurrent As Range     Dim sumRes     Application.Volatile     sumRes = 0     indRefColor = cellRefColor.Cells(1, 1).Font.Color     For Each cellCurrent In rData         If indRefColor = cellCurrent.Font.Color Then             sumRes = WorksheetFunction.Sum(cellCurrent, sumRes)         End If     Next cellCurrent     SumCellsByFontColor = sumRes End Function

4.     4. Save your workbook as "Excel Macro-Enabled Workbook (.xlsm)".

If you are not very comfortable with VBA, you can find the detailed step-by-step instructions and a handful of useful tips in this tutorial: How to insert and run VBA code in Excel.

5.     5. Now that all "behind the scenes" work is done for you by the just added user-defined function, choose the cell where you want to output the results and enter the CountCellsByColor function into it:

CountCellsByColor(range, color code)

In this example, we use the formula =CountCellsByColor(F2:F14,A17) where F2:F14 is the range containing color-coded cells you want to count and A17 is the cell with a certain background color, a red one in our case.

In a similar way, you write the formula for the other colors you want to count, yellow and green in our table.

If you have numerical data in colored cells (e.g. the Qty. column in our table), you can add up the values based on a certain color by using an analogous SumCellsByColor function:

SumCellsByColor(range, color code)

As demonstrated in the screenshot above, we used the formula =SumCellsByColor(D2:D14,A17) where D2:D14 is the range and A17 is the cell with a color pattern.

In a similar way you can count cells and sum cells' values by font color using the CountCellsByFontColor and SumCellsByFontColor functions, respectively.

Note: If after applying the above mentioned VBA code you would need to color a few more cells manually, the sum and count of the colored cells won't get recalculated automatically to reflect the changes. Please don't be angry with us, this is not a bug of the code : )
In fact, it is the normal behavior of all Excel macros, VBA scripts and User-Defined Functions. The point is that all such functions are called with a change of a worksheet's data only and Excel does not perceive changing the font color or cell color as a data change. So, after coloring cells manually, simply place the cursor to any cell and press F2 and Enter, the sum and count will get updated. The same applies to the other macros you will find further in this article.

Sum by color and count by color across the entire workbook

The VB script below namely counts and sums the cells of a certain color in all worksheets of the workbook. So, here comes the code:

Function WbkCountCellsByColor(cellRefColor As Range)     Dim vWbkRes     Dim wshCurrent As Worksheet     Application.ScreenUpdating = False     Application.Calculation = xlCalculationManual     vWbkRes = 0     For Each wshCurrent In Worksheets        wshCurrent.Activate        vWbkRes = vWbkRes + CountCellsByColor(wshCurrent.UsedRange, cellRefColor)     Next     Application.ScreenUpdating = True     Application.Calculation = xlCalculationAutomatic     WbkCountCellsByColor = vWbkRes End Function Function WbkSumCellsByColor(cellRefColor As Range)     Dim vWbkRes     Dim wshCurrent As Worksheet     Application.ScreenUpdating = False     Application.Calculation = xlCalculationManual     vWbkRes = 0     For Each wshCurrent In Worksheets        wshCurrent.Activate        vWbkRes = vWbkRes + SumCellsByColor(wshCurrent.UsedRange, cellRefColor)     Next     Application.ScreenUpdating = True     Application.Calculation = xlCalculationAutomatic     WbkSumCellsByColor = vWbkRes End Function

You use this macro in the same manner as the previous code and output the count and sum of the colored cells with the help of the following formulas, =WbkCountCellsByColor() and =WbkSumCellsByColor(), respectively. Simply enter either formula in any empty cell on any sheet without defining a range, specify the address of any cell of the needed color in brackets, e.g. =WbkSumCellsByColor(A1), and the formula will display the sum of all the cells shaded with the same color in your workbook.

Custom functions to get a cell's background color, font color and color code

Here you will find a summary of all the functions we've used in this example as well as a couple of new ones that retrieve color codes.

Note: Please remember that all of these formulas will work only if you have added the user-defined function to your Excel workbook as demonstrated earlier in the article.

Functions to count by color:

o   CountCellsByColor(range, color code)- counts cells with the specified background color.

In the above example, we used the following formula to count cells by color =CountCellsByColor(F2:F14,A17) where F2:F14 is the selected range and A17 is the cell with the needed background color. You can use all other formulas listed below in a similar way.

o   CountCellsByFontColor(range, color code) - counts cells with the specified font color.

Formulas to sum by color:

o   SumCellsByColor(range, color code) - calculates the sum of cells with a certain background color.

o   SumCellsByFontColor(range, color code) - calculates the sum of cells with a certain font color.

Formulas to get the color code:

o   GetCellFontColor(cell) - returns the color code of the font color of a specified cell.

o   GetCellColor(cell) - returns the color code of the background color of a specified cell.

Well, counting cells based on color and getting the sum of colored cells was pretty easy, wasn't it? Of course if you have that little VBA gem that makes the magic happen : ) But what if you do not color cells manually and rather use conditional formatting, as we discussed in these two articles How to change the background color of cells and How to change a row's color based on cell value?

How to count by color and sum cells colored using conditional formatting

If you have applied conditional formatting to color cells based on their values and now you want to count cells by color or sum the values in colored cells, I have bad news - there is no universal user-defined function that would sum by color or count color cells and output the resulting numbers directly in the specified cells. At least, I am not aware of any such function, alas : (

Of course, you can find tons of VBA code on the Internet that attempts to do this, but all those codes (at least the examples I've come across, do not process conditional formatting such as "Format all cells based on their values", "Format only top or bottom ranked values", "Format only values that are above or below average", "Format only unique or duplicate values". Besides that nearly all those VBA codes have a number of  limitations because of which they may not work correctly with certain workbooks or data types. All in all, you can try your luck and google for an ideal solution and if you happen to find one, please do come back and post your finding here!

The VBA code below overcomes the above mentioned limitations and works in Microsoft Excel 2010, Excel 2013 and Excel 2016 spreadsheets with all types of condition formatting . As a result, it displays the number of colored cells and the sum of values in those cells, no matter which type of conditional formats are used in a sheet.

Sub SumCountByConditionalFormat()     Dim indRefColor As Long     Dim cellCurrent As Range     Dim cntRes As Long     Dim sumRes     Dim cntCells As Long     Dim indCurCell As Long     cntRes = 0     sumRes = 0     cntCells = Selection.CountLarge     indRefColor = ActiveCell.DisplayFormat.Interior.Color     For indCurCell = 1 To (cntCells - 1)         If indRefColor = Selection(indCurCell).DisplayFormat.Interior.Color Then             cntRes = cntRes + 1             sumRes = WorksheetFunction.Sum(Selection(indCurCell), sumRes)         End If     Next    MsgBox "Count=" & cntRes & vbCrLf & "Sum= " & sumRes & vbCrLf & vbCrLf & _         "Color=" & Left("000000", 6 - Len(Hex(indRefColor))) & _         Hex(indRefColor) & vbCrLf, , "Count & Sum by Conditional Format color" End Sub

How to use the code to count colored cells and sum their values

7.     Add the above code to your worksheet as explained in the first example.

8.     Select a range or ranges where you want to count colored cells or/and sum by color if you have numerical data.

9.     Press and hold Ctrl, select one cell with the needed color, and then release the Ctrl key.

10. Press Alt+F8 to open the list of macros in your workbook.

11. Select the SumCountByConditionalFormat macro and click Run.

As a result, you will see the following message:

For this example, we selected the Qty. column and got the following numbers:

§  Count is the number of the cells with a particular color, a reddish color in our case that marks "Past Due" cells.

§  Sum is the sum of values of all red cells in the Qty. column, i.e. the total number of "Past Due" items.

§  Color is the Hexadecimal color code of a selected cell, D2 in our case.

Sample workbook for download

If you have any difficulties with adding the scripts to your Excel workbooks, such as compilation errors, formulas not working and so on, please download this sample workbookwith the CountCellsByColor and SumCellsByColor functions ready for use and try them on your data.