excel formulas1

8/3/2019 Excel Formulas1

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SUM

What Does It Do ?

Horizontal This function creates a total from a list o

100 200 300 =SUM(B5:D5) It can be used either horizontally or verti

The numbers can be in single cells, rang

Vertical

100 Syntax

200 =SUM(Range1,Range2,Range3... throug

300

=SUM(B8:B10) Formatting

No special formatting is needed.

100 300 =SUM(B14,C15,D14) Note

200 Many people use the =SUM() function in

This example shows how the SUM has b

100 400 The formula is actually doing more work

200 500 It should have been entered as either =

3000 600

=SUM(B18:B20,D18:D20) 100

200

300

100 400 600 =SUM(I21+I22+I23)

200 500 =SUM(I21:I23)

300 600 =I21+I22+I23

=SUM(AVERAGE(B24:B26),MAX(D24:D26))

Single Cells

Multiple Ranges

Functions

Excel Training 14th September 2005 Rohan Fernandes


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f numbers.

ically.

es are from other functions.

h to Range30).

correctly.

en combined with plus + symbols.

than needed.

48+C49+C50 or =SUM(C48:C50).

Wrong!

Correct

Correct



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AUTOSUM

Instead of using the AutoSum button from the toolbar, you can press Alt and = to achieve the same result.

Try it here :

Move to a blank cell in the Total row or column, then pressAlt and =.

or

Select a row, column or all cells and then pressAlt and =.

Jan Feb Mar Total

North 10 50 90

South 20 60 100

East 30 70 200

West 40 80 300

Total



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SUMIF

Item Date Cost What Does It Do ?

Brakes 1-Jan-98 80 This function adds the valu

Tyres 10-May-98 25

Brakes 1-Feb-98 80 Syntax

Service 1-Mar-98 150 =SUMIF(RangeOfThingsTo

Service 5-Jan-98 300

Window 1-Jun-98 50 =SUMIF(B5:B13,"Brakes",

Tyres 1-Apr-98 200

Tyres 1-Mar-98 100

Clutch 1-May-98 250

=SUMIF(D5:D13,">=100"

Total cost of all Brakes bought. =SUMIF(B5:B13,"Brakes",D5:D13)

Total cost of all Tyres bought. =SUMIF(B5:B13,"Tyres",D5:D13)

Total of items costing 100 or above. =SUMIF(D5:D13,">=100") Formatting

No special formatting is ne

Total of item typed in following cell. tyres =SUMIF(B5:B13,E19,D5:D13)



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e of items which match criteria set by the user.

BeExamined,CriteriaToBeMatched,RangeOfValuesToTotal)

D5:D13) Examines the names of products in B5:B13.

Identifies the entries for Brakes.

Totals the respective figures in D5:D13

) Examines the values in D5:D13.

If value is >=100 the value is added to the total.

ded.



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COUNT

Count What Does It Do ?

10 20 30 3 =COUNT(B5:D5) This function counts the nu

10 0 30 3 =COUNT(B6:D6) It will ignore blanks, text a

10 -20 30 3 =COUNT(B7:D7)

10 1-Jan-88 30 3 =COUNT(B8:D8) Syntax

10 21:30 30 3 =COUNT(B9:D9) =COUNT(Range1,Range2,

10 0.25477289 30 3 =COUNT(B10:D10)

10 30 2 =COUNT(B11:D11) Formatting

10 Hello 30 2 =COUNT(B12:D12) No special formatting is ne

10 #DIV/0! 30 2 =COUNT(B13:D13)

Example

Item Jan Feb Mar The following table was us

Bricks 1,000 for various products in eac

Wood 5,000

Glass 2,000 1,000

Metal 1,000

Count

=COUNT(C16:C19)

Entries To Be Counted



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mber of numeric entries in a list.

d errors.

ange3... through to Range30)

ded.

d by a builders merchant to calculate the number of sales

month.



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COUNTA

Count

10 20 30 =COUNTA(C5:E5) What Does

10 0 30 =COUNTA(C6:E6) This function

10 -20 30 =COUNTA(C7:E7) It will ignore

10 1-Jan-88 30 =COUNTA(C8:E8)

10 21:30 30 =COUNTA(C9:E9) Syntax

10 0.85483382 30 =COUNTA(C10:E10) =COUNTA(R

10 30 =COUNTA(C11:E11)

10 Hello 30 =COUNTA(C12:E12) Formatting

10 #DIV/0! 30 =COUNTA(C13:E13) No special fo

Maths English Art History

Exams Taken By

Each Pupil Example

Alan Fail 1 The following

Bob 2 1 3 Each exam p

Carol 1 1 1 A failure was

David Fail Fail

Elaine 1 3 2 Fail The school n

=COUNTA(C21:F21) The school al

Maths English Art History The =COUNT

=COUNTA(C17:C21)

Entries To Be Counted

How many pupils sat each Exam.



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It Do ?

counts the number of numeric or text entries in a list.

blanks.

nge1,Range2,Range3... through to Range30)

matting is needed.

table was used by a school to keep track of the examinations taken by each pupil.

ssed was graded as 1, 2 or 3.

entered as Fail.

eded to known how many pupils sat each exam.

so needed to know how many exams were taken by each pupil.

A() function has been used because of its ability to count text and numeric entries.



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COUNTBLANK

Range To Test Blanks What Does It Do ?

1 =COUNTBLANK(B5:B12) This function counts the nu

Hello

3 Syntax

0 =COUNTBLANK(RangeToT

1-Jan-98 Formatting


5

Admin Accounts Production Personnel Example

Factory 1 Y N The following table was us

Factory 2 Y Y N the company should have

Factory 3 Each of the departments in

Factory 4 N N N The response to the questi

Factory 5 Y Y As the results of the vote

Factory 6 Y Y Y N The =COUNTBLANK() func

Factory 7 N Y have no yet registered a vo

Factory 8 N N Y Y

Factory 9 Y

Factory 10 Y N Y

=COUNTBLANK(C16:F25)Votes not yet registered :



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mber of blank cells in a range.

st)

ded.

d by a company which was balloting its workers on whether

no smoking policy.

the various factories were questioned.

on could be Y or N.

ere collated they were entered in to the table.

ion has been used to calculate the number of departments which

te.



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COUNTIF

Item Date Cost What Does It Do ?

Brakes 1-Jan-98 80 This function counts the n

Tyres 10-May-98 25

Brakes 1-Feb-98 80 Syntax

Service 1-Mar-98 150 =COUNTIF(RangeOfThings

Service 5-Jan-98 300 The criteria can be typed i

Window 1-Jun-98 50 To match a specific numbe

Tyres 1-Apr-98 200 To match a piece of text ty

Tyres 1-Mar-98 100 To match using operators

Clutch 1-May-98 250

Formatting

=COUNTIF(B5:B13,"Brakes") No special formatting is ne

=COUNTIF(B5:B13,"Tyres")

=COUNTIF(D5:D13,">=100")

service =COUNTIF(B5:B13,E19)

How many Brake Shoes Have been bought.

How many Tyres have been bought.

How many items cost 100 or above.

Type the name of the item to count.



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mber of items which match criteria set by the user.

ToBeCounted,CriteriaToBeMatched)

any of the following ways.

r type the number, such as =COUNTIF(A1:A5,100)

pe the text in quotes, such as =COUNTIF(A1:A5,"Hello")

urround the expression with quotes, such as =COUNTIF(A1:A5,">100")

ded.



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Excel Function Dictionary

1998 - 2000 Peter Noneley

12

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5

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A B C D E F G H I J K L

AVERAGE

Mon Tue Wed Thu Fri Sat Sun Average

Temp 30 31 32 29 26 28 27 =AVERAGE(C5:I5)

Rain 0 0 0 4 6 3 1 =AVERAGE(C6:I6)


Temp 30 32 29 26 28 27 =AVERAGE(C9:I9)

Rain 0 0 4 6 3 1 =AVERAGE(C10:I10)


Temp 30 No 32 29 26 28 27 =AVERAGE(C13:I13)

Rain 0 Reading 0 4 6 3 1 =AVERAGE(C14:I14)


Temp 30 No 32 29 26 28 27 =SUM(C18:I18)/COUN

Rain 0 Reading 0 4 6 3 1 =SUM(C19:I19)/COUN


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MAX

Values Maximum What Does It Do ?

120 800 100 120 250 =MAX(B5:F5) This function picks the hig

Dates Maximum Syntax

1-Jan-98 25-Dec-98 31-Mar-98 27-Dec-98 4-Jul-98 =MAX(B8:F8) =MAX(Range1,Range2,Ra

Formatting


Sales Jan Feb Mar Region Max Example

North 5,000 6,000 4,500 =MAX(C14:E14) In the following example t

South 5,800 7,000 3,000 each region, month and ov

East 3,500 2,000 10,000

West 12,000 4,000 6,000

Month Max

=MAX(E14:E17)

Overall Max

=MAX(C14:E17)



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est value from a list of data.

ge3... through to Range30)

ded.

e =MAX() function has been used to find the highest value for

erall.



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MIN

Values Minimum What Does It Do ?

120 800 100 120 250 =MIN(B5:F5) This function picks the low

Dates Maximum Syntax

1-Jan-98 25-Dec-98 31-Mar-98 27-Dec-98 4-Jul-98 =MIN(B8:F8) =MIN(Range1,Range2,Ran

Formatting


Sales Jan Feb Mar Region Min Example

North 5,000 6,000 4,500 =MIN(C14:E14) In the following example t

South 5,800 7,000 3,000 each region, month and ov

East 3,500 2,000 10,000

West 12,000 4,000 6,000

Month MIN

=MIN(E14:E17)

Overall MIN

=MIN(C14:E17)



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st value from a list of data.

ge3... through to Range30)

ded.

e =MIN() function has been used to find the lowest value for

erall.



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OR

Order No. Cost Payment TypeHandling

ChargeWhat Does It Do?

AB001 1000 Cash =IF(OR(D5="Visa",D5="Delta"),5,0) This function tests two or

AB002 1000 Visa =IF(OR(D6="Visa",D6="Delta"),5,0) It can be used to test that

AB003 2000 Cheque =IF(OR(D7="Visa",D7="Delta"),5,0) Normally the OR() function

AB004 5000 Delta =IF(OR(D8="Visa",D8="Delta"),5,0)

Syntax

=OR(Test1,Test2)

Note that there can be up

Formatting

When used by itself it will

Order No. Cost Payment Type HandlingCharge

Example

AB001 1000 Cash =IF(OR(D17="Visa",D17="Delta"),5,0) The following table shows

AB002 1000 Visa A handling charge of 5 is

AB003 2000 Cheque The =OR() function has be

AB004 5000 Delta



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ore conditions to see if any of them are true.

at least one of a series of numbers meets certain conditions.

would be used in conjunction with a function such as =IF().

to 30 possible tests.

how TRUE or FALSE.

list of orders taken by a company.

made on all orders paid by Visa or Delta cards.

en used to determine whether the charge needs to be applied.



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AND

Result What Does It Do?

500 800 =AND(B5>=100,C5>=100) This function tests two or more conditio

500 25 =AND(B6>=100,C6>=100) It can be used to test that a series of nu

25 500 =AND(B7>=100,C7>=100) It can be used to test that a number or

12 =AND(C8>=1,C8=AVERAGE($C$18:$C$27),D27>=AVERAGE($D$18:$

Averages

Items To Test



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s to see if they are all true.

mbers meet certain conditions.

date falls between an upper and lower limit.

ed in conjunction with a function such as =IF().

tests.

FALSE.

amination results.

scored above average in all three exams.

est that each score is above the average.

ho have scored above average in all three exams.

D$27),E27>=AVERAGE($E$18:$E$27))



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IF

Name Sales Target Result What Does

Alan 1000 5000 Not Achieved =IF(C5>=D5,"Achieved","Not Achieved") This function

Bob 6000 5000 Achieved =IF(C6>=D6,"Achieved","Not Achieved") If the conditi

Carol 2000 4000 Not Achieved =IF(C7>=D7,"Achieved","Not Achieved") If the conditi

Depending u

Syntax

=IF(Conditio

The Conditio

The ActionIfT

Formatting

No special fo

Example 1

Name Sales Target Result The following

Alan 1000 5000 =IF(C20>=D20,"Achieved","Not Achieved") Each has thei

Bob 6000 5000 =IF(C21>=D21,"Achieved","Not Achieved") The =IF() fu

Carol 2000 4000 =IF(C22>=D22,"Achieved","Not Achieved") If the Sales a

If the Sales d

Note that the

Example 2

Name Sales Target Commission The following

Alan 1000 5000 =IF(C28>=D28,C28*10%,C28*5%) This time the

Bob 6000 5000 =IF(C29>=D29,C29*10%,C29*5%) If the Sales a

Carol 2000 4000 100 =IF(C30>=D30,C30*10%,C30*5%) If the Sales d

Example 3

Special Order This example

Offer Value Discount Total A builders me

Wood Yes 2,000 The discount

Glass No 2,000 is 1000 or a

Cement Yes 500 The =AND()

Turf Yes 3,000 the value of t

=IF(AND(C38="Yes",D38>=1000),D38*10%,0)

Product



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t Do?

tests a condition.

n is met it is considered to be TRUE.

n is not met it is considered as FALSE.

on the result, one of two actions will be carried out.

n,ActionIfTrue,ActionIfFalse)

is usually a test of two cells, such as A1=A2.

rue and ActionIfFalse can be numbers, text or calculations.

matting is required.

table shows the Sales figures and Targets for sales reps.

r own target which they must reach.

ction is used to compare the Sales with the Target.

re greater than or equal to the Target the result of Achieved is shown.

o not reach the target the result of Not Achieved is shown.

text used in the =IF() function needs to be placed in double quotes "Achieved".

table is similar to that in Example 1.

Commission to be paid to the sales rep is calculated.

re greater than or equal to the Target, the Commission is 10% of Sales.

o not reach Target, the Commission is only 5% of Sales.

uses the =AND() within the =IF() function.

rchant gives 10% discount on certain product lines.

is only given on products which are on Special Offer, when the Order Value

bove.

unction is used with the =IF() to check that the product is on offer and that

he order is above 1000.



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VLOOKUP

The column numbers are not needed. What Does It Do ?

they are part of the illustration. This function scans down t

col 1 col 2 col 3 col 4 col 5 col 6 When the item is found, it

Jan 10 20 30 40 50

Feb 80 90 100 110 120 Syntax

Mar 97 69 45 51 77 =VLOOKUP(ItemToFind,Ra

The ItemToFind is a single

The RangeToLookIn is the

Feb The ColumnToPickFrom is

4 The Sorted/Unsorted is wh

Formatting

=VLOOKUP(F12,B7:G9,F13,FALSE) No special formatting is ne

Jan Feb Mar Example 1

Bob 10 80 97 This table is used to find a

Eric 20 90 69

Alan 30 100 45

Carol 40 110 51

David 50 120 77

Alan

3

=VLOOKUP(F25,$C$19:$F$23,F26,FALSE)

The result is :

Type a month to look for :

Which row needs to be picked out :


Which column needs to be picked out :

The result is :



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Student Average Grade Points Grade Example 2

A 50 45 F Use the Points and Grade

B 61.75 50 F

C 67.25 55 D

D 59.75 60 C

E 64.75 65 B

F 73.25 70 A

=VLOOKUP(C37,$F$32:$G$38,2,TRUE) 75 A+



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e row headings at the side of a table to find a specified item.

hen scans across to pick a cell entry.

ngeToLookIn,ColumnToPickFrom,SortedOrUnsorted)

item specified by the user.

range of data with the row headings at the left hand side.

ow far across the table the function should look to pick from.

ether the column headings are sorted. TRUE for yes, FALSE for no.

ded.

value based on a specified individual and column.



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able to Lookup the respective grades for each student



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HLOOKUP

Jan Feb Mar row 1 The row numbers are not needed. What Does

10 80 97 row 2 they are part of the illustration. This function

20 90 69 row 3 When the ite

30 100 45 row 4

40 110 51 row 5 Syntax

50 120 77 row 6 =HLOOKUP(I

The ItemToFi

Feb The RangeTo

4 The RowToPi

The Sorted/U

=HLOOKUP(F11,D4:F9,F12,FALSE)

Formatting

No special fo

Jan Feb Mar Example 1

Bob 10 80 97 This table is

Eric 20 90 69

Alan 30 100 45

Carol 40 110 51

David 50 120 77

Mar

4

The result is :




The result is :




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=HLOOKUP(F25,$D$18:$F$23,F26,FALSE)



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It Do ?

scans across the column headings at the top of a table to find a specified item.

is found, it then scans down the column to pick a cell entry.

temToFind,RangeToLookIn,RowToPickFrom,SortedOrUnsorted)

nd is a single item specified by the user.

LookIn is the range of data with the column headings at the top.

ckFrom is how far down the column the function should look to pick from.

nsorted is whether the column headings are sorted. TRUE for yes, FALSE for no.

matting is needed.

sed to find a value based on a specified month and row.



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LEFT

Text

Number Of

Characters

Required

Left String What Does It Do ?

Alan Jones 1 =LEFT(B5,C5) This function displays a specified numbe

Alan Jones 2 =LEFT(B6,C6) piece of text.

Alan Jones 3 =LEFT(B7,C7)

Cardiff 6 =LEFT(B8,C8) Syntax

ABC123 4 =LEFT(B9,C9) =LEFT(OriginalText,NumberOfCharacter

Formatting


Full Name First Name Example

Alan Jones =LEFT(B15,FIND(" ",B15)-1) The following table was used to extract tBob Smith =LEFT(B16,FIND(" ",B16)-1) The =FIND() function was used to locat

Carol Williams =LEFT(B17,FIND(" ",B17)-1) The length of the first name is therefore

The =LEFT() function can now extract t



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of characters from the left hand side of a

Required)

he first name of a person from their full name.position of the space between the first and second name.

the position of the space minus one character.

e first name based on the position of the space.



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RIGHT

Original

Text

Number Of

Characters

Required

Right

String

Alan Jones 1 =RIGHT(B5,C5) What Does It Do ?

Alan Jones 2 =RIGHT(B6,C6) This function displays a specified numbe

Alan Jones 3 =RIGHT(B7,C7) piece of text.

Cardiff 6 =RIGHT(B8,C8)

ABC123 4 =RIGHT(B9,C9) Syntax

=RIGHT(OriginalText,NumberOfCharacte

Formatting


Full Name Second Name ExampleAlan Jones =RIGHT(B16,LEN(B16)-FIND(" ",B16)) The following table was used to extract t

Bob Smith =RIGHT(B17,LEN(B17)-FIND(" ",B17)) The =FIND() function locates the positio

Carol Williams =RIGHT(B18,LEN(B18)-FIND(" ",B18)) The length of the second name is calcula

the overall length of the full name.

The =RIGHT() function can then extract



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of characters from the right hand side of a

rsRequired)

he second name of a person from their full name.

n of the space between the first and second name.

ted by subtracting the position of the space from

the second name.



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UPPER

Original Text Upper Case What Does It Do ?

alan jones =UPPER(B5) This function converts all characters in a

bob smith =UPPER(B6)

carOl wiLLiamS =UPPER(B7) Syntax

cardiff =UPPER(B8) =UPPER(TextToConvert)

abc123 =UPPER(B9)

Formatting




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piece of text to upper case.



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LOWER

Upper Case Text Lower Case What Does It Do ?

ALAN JONES =LOWER(B5) This function converts all characters in a piece of text

BOB SMITH =LOWER(B6)

CAROL WILLIAMS =LOWER(B7) Syntax

CARDIFF =LOWER(B8) =LOWER(TextToConvert)

ABC123 =LOWER(B9)

Formatting




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o lower case.



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PROPER

Original Text Proper What Does It Do ?

alan jones =PROPER(B5) This function converts the first letter of each word to

bob smith =PROPER(B6) are converted to lower case.

caRol wILLIAMS =PROPER(B7)

cardiff =PROPER(B8) Syntax

ABC123 =PROPER(B9) =PROPER(TextToConvert)

Formatting




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ppercase, and all subsequent letters

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