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Functions A

Important for Microsoft Excel

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20 views

Functions A

Important for Microsoft Excel

Uploaded by

rahmetomukemil35
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Functions

Introduction
Functions are used in Excel to perform calculations – automatically, without it being
necessary for the user to know they are done.
Excel functions have a set structure – beginning with an equals sign, followed by the
function name and the argument(s) [multiple arguments are separated by commas], which
is set within parentheses.
Excel provides over 300 different functions. In addition to some financial functions, there
are several that are designed for commerce and industry. Still others are aimed at the
average Excel user.
In this lecture, we will begin to look at some of the more commonly-used functions and
how they work, plus examine how to define and create your own custom-built functions.

Entering a Function

Much like entering data values or cell references, functions are entered into cells in Excel - as
part of formulas. Formulas are entered into Excel by first entering an equals sign, followed by
the calculation(s). Functions can be entered alone or inserted within data values or cell
references. Functions can be entered by using the [Insert Function] button located to the left
of the formula bar, or typed directly into a cell. The most commonly used function in Excel is
=SUM() – which can also be entered by using the [AutoSum] button from the Editing area
on the Home tab. There is a pull down menu attached to this button that allows you to choose
other commonly used functions or opens the Insert Function dialog box.

1. Open the file exceldata.xls file found in Canvas.


2. Click on the Accounts tab.
3. Pressing [Ctrl-End] will take you to the last value in the data (cell D61).
4. Click in cell D62.
5. From the Editing area in the Home tab, click on the [AutoSum] button, then press
[Ctrl-Enter].

Choosing More Functions from the [AutoSum] pull down list opens the Insert Function
dialog box, and clicking [OK] after choosing a function opens the Function Arguments dialog
box, which is also known as the Formula Palette.

For more on functions overall, watch the lecture video.


The Formula Palette

The Formula Palette can be a helpful tool, especially for functions you are not as familiar with,
because it provides guidance on the use of each function as well as its arguments. The
arguments appear at the top of the window and as you fill in the boxes below, further
information appears – for example, SUM says that it “adds all the numbers in a range of cells”
and also gives information on the argument, indicating that Number1 is the sum of between 1
and 255 numbers and logical values and text is ignored. Clicking on the ‘help on this function’
hyperlink at the bottom left gives you more information about the function.

The Formula Result appears in the bottom area of the palette dialog box. If this doesn't give
you the result you are looking for, then you know you are trying to use the function incorrectly.
An error message may also be shown against one of the arguments.

6. Still in cell D62, use the pull down on the AutoSum button to go to More Functions. This
opens the Formula Palette. Because you’ve already entered a SUM function, this is the
default information that shows in your Formula Palette.
7. Type d1:d61 to change the Number1 argument - the column heading Amount should
now be included, but the Formula result shouldn’t change.
8. Click [OK].
9. Press [F2]. You should now be in edit mode.
10. Change the formula to read ‘=SUM(D1:D6,D40,D50:D61)’.
Note** Notice how each separate cell range or cell is color coded. This facilitates checking that
you have selected the correct cells and/or ranges.
11. Press [Ctrl-Enter] to have Excel perform the calculation and remain in the same cell.
12. Click on the [Insert Function] button (shown circled in red below). This displays the
Formula Palette – the list of arguments has changed.

13. Press [Enter] or [OK].

Note** Commas are used to separate non-adjacent single cells and cell ranges in functions.
Frequently-Used Functions
In this lecture, we will discuss many of the most useful and commonly-used functions. It isn't
possible to explore everything; just be aware of what's available. The Insert Function window
lets you Search for a function, and also divides functions into various categories, such as
statistical, information, financial, math & trig, database, lookup & reference, date & time, text,
logical and engineering - you can also create your own User Defined functions.

Counting Functions

There are five main functions which let you count the number of cells matching specific criteria:

 COUNT – returns the value for how many cells contain numbers
 COUNTA – returns the value for how many cells are not empty
 COUNTBLANK – returns the value for how many cells are empty
 COUNTIF – returns the value for how many cells match a certain criterion
 COUNTIFS – returns the value for how many cells match multiple criteria

14. Click on cell D63.


15. Click on the pull down attached to [AutoSum] and choose Count Numbers.
16. Press [Ctrl-Enter] to have Excel complete the calculation and remain in cell D63.
17. Next, use the cell handle to copy the formula backwards into cell C63.
18. Click in cell C63 to select only that one cell, press [F2] and edit the name of the
function to COUNTA.
19. Press [Enter].

Tip: If you have a range selected and edit a formula, [Enter] applies the formula only to the
current cell, while pressing [Ctrl-Enter] copies the new formula to the whole range.

20. Copy the formula to cell B63.


21. In cell B63, change the name of the function to COUNTBLANK and press [Enter].
22. Click in cell B62 and press the [spacebar] and press [Enter]. A space counts as data
to Excel, so sometimes a cell may appear empty but Excel sees it with data – what
happens to the formula in cell B63?

We’ll look at COUNTIF and COUNTIFS within our look at logical functions.

Click on the File tab, save the file to your computer, then answer the functions A assessment
based on your file and/or comprehension of the lecture.

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