Common Functions.

ppt
Functions
are predefined formulas that perform
calculations by using specific values, called
arguments, in a particular order, or
structure.

Formula Structure
Function name
Equal sign

=Sum(A1:B3,5)
arguments
Formula Structure

Arguments canFunction
be: name
Equal sign
Numbers
=Sum(A1:B3,5)
Text
logical values, such as TRUE or FALSE
arguments

cell references
other functions
Example:
  A B C
Supposed we are to get
1 column1 column2 Sum
the sum of all the
2 1 2   values of Column1 and
3 3 4   Column2
4 5 6  

Basic Excel formula

C2 =A2+A3+A4+B2+B3+B4
Function formula
C2 =Sum(A1:B4)
Sum Adds a list of numbers.
Average Calculates the average value of a list of
numbers.

Count Calculates the number of values in a list

Max Finds the largest value in a list of

numbers.

Min Finds the smallest value in a list of

number.
• By Using the function button.

• By typing the function yourself.

▫ Similar with formula, select the cell where you want the
result to appear.
▫ Then type the equal sign (=), enclose the cell references
in parentheses ( ) and separate the cell references with
commas (,) or a colon (:).
Common Errors Encountered when Using MS Excel
• ##### - The column is too narrow to display the result of
the calculation.
Errors in Formulas
• Circular Reference – means the entered cell values is the
same location where the formula is entered

E2

Error!
Errors in Formulas
• #DIV/0 – The formula divides a number by zero (0).
Excel considers a blank cell to have a value of zero.

• #Name? – The formula contains a function name or

cell reference Excel does not recognize. Like incorrect
typing of a cell reference.

• #Ref! – Means that the formula refers to a cell that is

not valid. Like a row containing a cell used in the
formula was deleted.
• #Value! – Means the formula refers to a cell that Excel
cannot use in a calculation. Like when the data in a cell
used in the formula contains text.
• #N/A – Value not available.

• #Num! – Invalid number values

Ms. Jennifer Ventus 9/28/2008
Adds all the numbers in a range of cells.
Syntax:
SUM(num1,num2,…)

Where:
num1,num2,… are 1 to 30 arguments for which
you want the total value or sum.

Ms. Jennifer Ventus 9/28/2008

 Note:
•If an argument is an array or reference, only numbers in that
array or reference are counted. Empty cells logical values,
text, or error values in the array or reference are ignored.

Example:

Ms. Jennifer Ventus 9/28/2008

Returns the average of the arguments.

Syntax:
AVERAGE(num1,num2,…)

Where:
num1,num2,… are 1 to 30 arguments for which you
want the average

Ms. Jennifer Ventus 9/28/2008

Note:
•The arguments must be either numbers, names, reference
that contain numbers.
•If an array or reference argument contains text, logical
values, or empty cells, those values are ignored; however,
cells with the value zero are included.

Ms. Jennifer Ventus 9/28/2008

Returns the largest value in a set of values.

Syntax:
MAX(number1,number2,...)

Where:
Example
number1, number2, ...   are 1 to 30 numbers for
which you want to find
the maximum value.

Ms. Jennifer Ventus 9/28/2008

Returns the smallest number in a set of values.

Syntax
MIN(number1,number2,...)
Example
Where:
Number1, number2, ...   are 1 to 30 numbers for which you
want to find the minimum value.

Ms. Jennifer Ventus 9/28/2008

Searches for a value in the leftmost column of the table, and
then returns a value in the same row from a column
specified in the table.

Syntax:
VLOOKUP(X,Y,Z)

Where:
X is the value to be found in the first column of the
array. X can be a value, a reference, or a text string.
Y is the table of information in which data is looked up.
Use a reference to a range or a range name.
Z is the column number in Y from which the matching
value must be returned.
Ms. Jennifer Ventus 9/28/2008
Example

Ms. Jennifer Ventus 9/28/2008

returns one value if a condition specified evaluates to TRUE
and another value if it evaluates to FALSE.

Syntax:
IF(X,Y,Z)

Where:
X is the value or expression that can be evaluated to
TRUE or FALSE.

Y is the value that is returned if X is TRUE.

Z is the value that is returned if X is FALSE.

Ms. Jennifer Ventus 9/28/2008

 returns one value if a condition specified evaluates to TRUE
and another value if it evaluates to FALSE.

Syntax:
IF(X,Y,Z)
X Y and Z
Where:
X is the value or expression that can be evaluated to
X Y Z If average<=74 then
TRUE or FALSE.
write(“FAILED”)
=if(D2<=74,”FAILED”,”Passed”) else
Y is the value that is returned if X is TRUE.
write(“PASSED”)
Z is the value that is returned if X is FALSE.
Ms. Jennifer Ventus 9/28/2008
Counts the number of cells within a range that meet the
given criteria.
Syntax
COUNTIF(range,criteria)
Where:
Example
Range   is one or more cells to count, including
numbers or names, arrays, or references that
contain numbers. Blank and text values are
ignored.
Criteria  is the criteria in the form of a number,
expression, cell reference, or text that defines
which cells will be counted. For example,
criteria can be expressed as 32, "32", ">32",
"apples", or B4.
Ms. Jennifer Ventus 9/28/2008
 Ms. Jennifer Ventus 9/28/2008

Common Functions.ppt

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