MS EXCEL

FORMULAS AND FUNCTIONS

 Basic Terms in Excel

⊳ There are two basic ways to perform calculations in Excel: Formulas and
Functions.
1. Formulas - is an expression that operates on values in a range of cells or
a cell. For example, =A1+A2+A3, which finds the sum of the range of values
from cell A1 to cell A3.
2. Functions - are predefined formulas in Excel. They eliminate laborious
manual entry of formulas while giving them human-friendly names. For
example: =SUM(A1:A3). The function sums all the values from A1 to A3.

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 Excel Formulas For Your Workflow

1. SUM - The SUM function is the first must-know formula in Excel. It usually
aggregates values from a selection of columns or rows from your selected
range. =SUM(number1, [number2], …
Example:
=SUM(B2:G2) – A simple selection that sums the values of a row.
=SUM(A2:A8) – A simple selection that sums the values of a column.
=SUM(A2:A7, A9, A12:A15) – A sophisticated collection that sums values
from range A2 to A7, skips A8, adds A9, jumps A10 and A11, then finally adds
from A12 to A15. 3
SUM

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 Basic Excel Formulas For Your
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2. AVERAGE - The AVERAGE function should remind you of simple averages
of data such as the average number of shareholders in a given shareholding
pool. =AVERAGE(number1, [number2], …)

Example:
=AVERAGE(B2:B11) – Shows a simple average, also similar to
(SUM(B2:B11)/10)

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AVERAGE

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 Basic Excel Formulas For Your
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3. COUNT
The COUNT function counts all cells in a given range that contain only numeric values.
=COUNT(value1, [value2], …)

Example:
COUNT(A:A) – Counts all values that are numerical in A column. However, you must
adjust the range inside the formula to count rows.
COUNT(A1:C1) – Now it can count rows.

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COUNT

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 Basic Excel Formulas For Your
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4. COUNTA - Like the COUNT function, COUNTA counts all cells in a given
rage. However, it counts all cells regardless of type. That is, unlike COUNT that
only counts numerics, it also counts dates, times, strings, logical values, errors,
empty string, or text. =COUNT(value1, [value2], …)
Example:
COUNTA(C2:C13) – Counts rows 2 to 13 in column C regardless of type.
However, like COUNT, you can’t use the same formula to count rows. You
must make an adjustment to the selection inside the brackets – for
example, COUNTA(C2:H2) will count columns C to H
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COUNTA

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 Basic Excel Formulas For Your
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5. IF
The IF function is often used when you want to sort your data according to a
given logic. The best part of the IF formula is that you can embed formulas
and function in it.
=IF(logical_test, [value_if_true], [value_if_false])
Example:
=IF(C2<D3, ‘TRUE,’ ‘FALSE’) – Checks if the value at C3 is less than the value
at D3. If the logic is true, let the cell value be TRUE, else, FALSE
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IF

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6. TRIM - The TRIM function makes sure your functions do not return
errors due to unruly spaces. It ensures that all empty spaces are eliminated.
Unlike other functions that can operate on a range of cells, TRIM only
operates on a single cell. Therefore, it comes with the downside of adding
duplicated data in your spreadsheet.
=TRIM(text)
Example:
TRIM(A2) – Removes empty spaces in the value in cell A2.
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TRIM

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 Basic Excel Formulas For Your
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7. MAX & MIN - The MAX and MIN functions help in finding the maximum
number and the minimum number in a range of values.
=MIN(number1, [number2], …)
Example:
=MIN(B2:C11) – Finds the minimum number between column B from B2 and
column C from C2 to row 11 in both columns B and C.
=MAX(number1, [number2], …)
Example:
=MAX(B2:C11) – Similarly, it finds the maximum number between column B from
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B2 and column C from C2 to row 11 in both columns B and C.
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 Basic Excel Formulas For Your
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8.LEN - The LEN formula counts the number of characters in a
cell including spaces.
Formula: =LEN(B3)

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 Basic Excel Formulas For Your
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9.RIGHT, LEFT and MID function
These RIGHT, LEFT and MID functions return the specified number of
characters from a text string.

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 Basic Excel Formulas For Your
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10.CONCATENATE - is a simple yet very effective and useful function
for many day-to-day operations in an office. This Function is also denoted
by Ampersand (&) Sign and it is used for joining the values in different cells.

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Common functions

S/N FUNCTION CATEGORY DESCRIPTION USAGE

Adds all the values in a

01 SUM Math & Trig =SUM(E4:E8)
range of cells

Finds the minimum value

02 MIN Statistical =MIN(E4:E8)
in a range of cells

Finds the maximum value

03 MAX Statistical =MAX(E4:E8)
in a range of cells

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Common functions

S/N FUNCTION CATEGORY DESCRIPTION USAGE

Calculates the average =AVERAGE(E4:

04 AVERAGE Statistical
value in a range of cells E8)

Counts the number of =COUNT(E4:E8

05 COUNT Statistical
cells in a range of cells )

Returns the number of

06 LEN Text =LEN(B7)
characters in a string text

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Common functions

S/N FUNCTION CATEGORY DESCRIPTION USAGE

Calculates the average value in a

range of cells that meet the =AVERAGEIF(F
08 AVERAGEIF Statistical specified criteria. 4:F8,”Yes”,E4:E
=AVERAGEIF(range,criteria,[aver 8)
age_range])

Returns the number of days

09 DAYS Date & Time =DAYS(D4,C4)
between two dates

Returns the current system

10 NOW Date & Time =NOW()
date and time 22
 Numeric Functions

S/N FUNCTION CATEGORY DESCRIPTION USAGE

Returns True if the supplied

1 ISNUMBER Information value is numeric and False if it =ISNUMBER(A3)
is not numeric
Generates a random number
2 RAND Math & Trig =RAND()
between 0 and 1
Rounds off a decimal value to
=ROUND(3.14455
3 ROUND Math & Trig the specified number of
,2)
decimal points
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Numeric Functions

S/N FUNCTION CATEGORY DESCRIPTION USAGE

Returns the number in the

=MEDIAN(3,4,5,2,
4 MEDIAN Statistical middle of the set of given
5)
numbers
Returns the value of Math
5 PI Math & Trig =PI()
Function PI(π)
Returns the result of a
6 POWER Math & Trig number raised to a power. =POWER(2,4)
POWER( number, power )
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Numeric Functions

S/N FUNCTION CATEGORY DESCRIPTION USAGE

Returns the Remainder when

7 MOD Math & Trig =MOD(10,3)
you divide two numbers

Converts a number to roman

8 ROMAN Math & Trig =ROMAN(1984)
numerals

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 String functions

S/N FUNCTION CATEGORY DESCRIPTION USAGE

Returns a number of
specified characters Left 4 Characters
LEFT =LEFT(“GURU99”,4)
1 from the start (left- of “GURU99”
hand side) of a string
Returns a number of specified
=RIGHT(“GURU
2 RIGHT Text characters from the end (right-hand
99”,2)
side) of a string
Retrieves a number of characters
from the middle of a string from a =MID(“GURU99”,
3 MID Text
specified start position and length. 2,3)
=MID (text, start_num, num_chars)
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 String functions

S/N FUNCTION CATEGORY DESCRIPTION USAGE

Returns True if the supplied parameter is

4 ISTEXT Information =ISTEXT(value)
Text

Returns the starting position of a text string

within another text string. This function is =FIND(“oo”,”Roofin
5 FIND Text
case-sensitive. g”,1)
=FIND(find_text, within_text, [start_num])
Replaces part of a string with another
specified string. =REPLACE(“Roofi
6 REPLACE Text
=REPLACE (old_text, start_num, ng”,2,2,”xx”)
num_chars, new_text)
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 Date Time Functions

S/N FUNCTION CATEGORY DESCRIPTION USAGE

Returns the number that represents the date

1 DATE Date & Time =DATE(2015,2,4)
in excel code

2 DAYS Date & Time Find the number of days between two dates =DAYS(D6,C6)

=MONTH(“4/2/201
3 MONTH Date & Time Returns the month from a date value
5”)

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 Date Time Functions

S/N FUNCTION CATEGORY DESCRIPTION USAGE

4 MINUTE Date & Time Returns the minutes from a time value =MINUTE(“12:31”)

=YEAR(“04/02/201
5 YEAR Date & Time Returns the year from a date value
5”)

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Thanks!
Any questions?

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