Microsoft Excel Functions and Charts – Study Notes
1. SUM Function
• Purpose: Adds a range of numbers.
• Syntax: =SUM(number1, [number2], ...)
• Example: =SUM(A1:A5) adds all values from cells A1 to A5.
2. AVERAGE Function
• Purpose: Calculates the mean (average) of selected numbers.
• Syntax: =AVERAGE(number1, [number2], ...)
• Example: =AVERAGE(B1:B4) calculates the average of values in cells B1 to B4.
3. ROUND Function
• Purpose: Rounds a number to a specified number of digits.
• Syntax: =ROUND(number, num_digits)
• Example: =ROUND(3.14159, 2) returns 3.14.
4. MIN Function
• Purpose: Returns the smallest number in a range.
• Syntax: =MIN(number1, [number2], ...)
• Example: =MIN(C1:C10) returns the smallest value in the range C1 to C10.
5. MAX Function
• Purpose: Returns the largest number in a range.
• Syntax: =MAX(number1, [number2], ...)
• Example: =MAX(D1:D10) returns the largest value in the range D1 to D10.
6. IF Function
• Purpose: Checks a condition and returns one value if TRUE, another if FALSE.
• Syntax: =IF(logical_test, value_if_true, value_if_false)
• Example: =IF(E1>50, "Pass", "Fail") returns "Pass" if E1 is greater than 50, otherwise
"Fail".
7. IFS Function (Excel 2016+)
• Purpose: Tests multiple conditions and returns a value for the first TRUE condition.
• Syntax: =IFS(condition1, value1, condition2, value2, ...)
• Example:
=IFS(A1<50, "Fail", A1<70, "Pass", A1<90, "Merit", A1<=100, "Distinction")
8. COUNT Function
• Purpose: Counts the number of numeric values in a range.
• Syntax: =COUNT(value1, [value2], ...)
• Example: =COUNT(A1:A10) counts how many numeric entries are in cells A1 to A10.
9. COUNTA Function
• Purpose: Counts all non-empty cells (numbers, text, or formulas).
• Syntax: =COUNTA(value1, [value2], ...)
• Example: =COUNTA(B1:B10) counts how many cells in B1 to B10 are not empty.
10. COUNTIF Function
• Purpose: Counts the number of cells that meet a specific condition.
• Syntax: =COUNTIF(range, criteria)
• Example: =COUNTIF(C1:C10, ">70") counts how many cells in C1 to C10 are greater than
70.
11. COUNTIFS Function
• Purpose: Counts the number of cells that meet multiple criteria.
• Syntax: =COUNTIFS(range1, criteria1, [range2, criteria2], ...)
• Example:
=COUNTIFS(A1:A10, ">50", B1:B10, "<80") counts rows where A > 50 and B < 80.
12. Excel Charts
Purpose of Charts
Charts are used to represent data visually to make it easier to understand and analyze.
Types of Charts
1. Column Chart – Displays data in vertical bars.
2. Bar Chart – Displays data in horizontal bars.
3. Line Chart – Shows trends over time (e.g., sales over months).
4. Pie Chart – Shows parts of a whole as slices.
5. Scatter Plot – Shows the relationship between two numeric variables.
How to Create a Chart
1. Select your data (including headings).
2. Go to the Insert tab.
3. Click on the chart type you want (Column, Line, Pie, etc.).
4. Customize chart elements (titles, legends, labels).
Chart Elements
• Chart Title – Describes what the chart is about.
• Axis Titles – Labels for the X-axis and Y-axis.
• Legend – Identifies what each color or symbol represents.
• Data Labels – Show the actual values on the chart.
Quick Tips for Excel Exams
• Use =SUM() for adding.
• Use =IF() to test a condition.
• Use =COUNTIF() and =COUNTIFS() for conditional counting.
• Always check the range and criteria in functions.
• Remember to format your chart properly: title, axis labels, and legend.
