Excel Functions 1 Using Excel Functions Format The typical Excel function consists of 6 parts: =Function_Name(P 1 ,P 2 ,…P n ) 1. Always begins with = 2. The name of the function (not case sensitive) 3. An opening parenthesis 4. 1 or more parameters, P 1 ,P 2 ,…P n, which can be cell references, numbers, text, other functions 5. Multiple parameters are separated by commas. 6. A closing parenthesis Function Library All of Excel’s functions can be found on the Formulas Ribbon. The Library can be accessed by clicking on Insert Function. Inline Help As a function is being typed into a cell, Excel provides inline help. Here we have started to enter the IF function: As soon as ( has been entered, the following help appears: The name of the function is highlighted and underscored. Clicking on IF will open a help screen about the IF function. As each comma is typed, the next portion of the help is highlighted in bold to indicate what should be entered next.
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Excel Functions 1
Using Excel Functions
Format The typical Excel function consists of 6 parts:
=Function_Name(P1,P2,…Pn) 1. Always begins with = 2. The name of the function (not case sensitive) 3. An opening parenthesis 4. 1 or more parameters, P1,P2,…Pn, which can be cell references, numbers, text, other functions 5. Multiple parameters are separated by commas. 6. A closing parenthesis Function Library All of Excel’s functions can be found on the Formulas Ribbon. The Library can be accessed by clicking on Insert Function. Inline Help As a function is being typed into a cell, Excel provides inline help. Here we have started to enter the IF function: As soon as ( has been entered, the following help appears: The name of the function is highlighted and underscored. Clicking on IF will open a help screen about the IF function. As each comma is typed, the next portion of the help is highlighted in bold to indicate what should be entered next.
Excel Functions 2
Displaying all the Functions in a Spreadsheet Hold down the Ctrl key and press ~
To hide the functions again and display the results: hold down the Ctrl key and press ~ Evaluating a Function Select the cell containing the function. Then: Formulas Ribbon -> Formula Auditing Group -> Evaluate Formula Click on Evaluate to see step-by-step how the function is performing. Relative and Absolute References When a relative reference is used in a function, that reference will be automatically updated as the function is copied down a column or across a row. When an absolute reference is used in a function, that reference will not be updated as the function is copied down a column or across a row. An absolute reference always points to the same specific cell, row or column no matter how it is used or where it is copied. To create an absolute reference, use $ signs. When copied: $A4 - the row reference will be updated but not the column A$4 - the column reference will be updated but not the row $A$4 - neither the column nor the row reference will be updated
Excel Functions 3
Exercise 1: Text to Columns Spreadsheet: Text Insert 2 columns to the right of Column A. Then select cells A1:A31 Data Ribbon -> Data Tools Group -> Text to Columns Step 1: the wizard determines whether or not our list is delimited. Click Next to continue. Step 2: specify exactly what the delimiters are. In our example, there are 2 delimiters: comma and space. Click Next to continue. Step 3: set the data format for each column, if necessary. Click Finish to complete the process.
Excel Functions 4
Exercise 2: Text Functions
Function Syntax Purpose LEFT =LEFT(text,num_chars) Returns the first num_chars of text.
RIGHT =RIGHT((text,num_chars) Returns the last num_chars of text.
& -- Adds text strings together to produce a new text string.
LOWER =LOWER(text) Converts text to lowercase.
CONCATENATE =CONCATENATE(text1,text2…) Joins up to 30 text strings into one new text string.
LEN =LEN(text) Returns the number of characters in text.
FIND =FIND(find_text,within_text, start_num)
Returns a number which is the position of find_text within within_text.
Spreadsheet: Text 1.) In cell E2: =LEFT(D2,6) and copy down the column. 2.) Revise the formula in cell E2: =LOWER(LEFT(D2,6)) and copy down the column. 3.) In cell I2: =H2&" "&G2 and copy down the column. Spreadsheet: Email 1.) In cell B2: =LEN(A2) 2.) In cell C2: =FIND("@",A2,1) 3.) In cell D2: =LEFT(A2,FIND("@",A2,1)-1) 4.) In cell E2: =RIGHT(A2,LEN(A2)-FIND("@",A2,1))
Now copy all formulas down the column.
Excel Functions 5
Excel Functions 6
Exercise 3: Generating Random Numbers Spreadsheet: Lottery
Function Syntax Purpose
RAND =RAND() Generates a number in the range 0.0000000000000000 – 0.9999999999999999
ROUNDDOWN =ROUNDDOWN(number, num_digits) Rounds a decimal number down to the number of digits specified by num_digits.
ROUNDUP =ROUNDUP(number, num_digits Rounds a decimal number up to the number of digits specified by num_digits.
RANDBETWEEN =RANDBETWEEN(bottom, top) Generates a random integer in the range where bottom is the lowest number and top the highest.
1.) In cell B2: =RAND() 2.) In cell C2: =RAND()*1000 3.) In cell D2: =ROUNDDOWN(RAND()*1000,2) 4.) In cell E2 =ROUNDUP(RAND()*1000,0) 5.) In cell F2: =RANDBETWEEN(1,500) 6.) Copy the functions in B2:F2 down to row 21.
IF =IF(logical_test, value_if_true, value_if_false)
If the logical_test is true, then enter value_if_true in the cell.; otherwise, enter
value_if_false in the cell.
OR =OR(logical1, logical 2…..) If any logical test proves to be true, then OR returns TRUE.
AND =AND(logical1, logical 2….) All logical tests must be true in order for AND to return TRUE.
VALUE =VALUE(text) Converts a text string that represents a number to a number.
1.) In cell B2: =RANDBETWEEN(1, 9) 2.) In cell E2: =IF(B2=7,”One Shot”,”Try Again”) 3.) In cell F2: =IF(B2=7,IF(D2=7,”Two Shot”,””),””). 4.) In cell G2: =IF(OR(B2=C2,C2=D2,D2=B2),”2 PLAY”,””) 5.) In cell H2 =IF(AND(B2=C2,C2=D2),”3 PLAY”,””) 6.) In cell I2: =VALUE(B2&C2&D2.) 7.) Copy the functions in E2:I2 down to row 14.
COUNTIF =COUNTIF(range,criteria) Returns the number of times that criteria occur in the range. Criteria can take various forms: 78, “>8”, “Total”.
COUNTA =COUNTA(range) Returns the number of non-blank cells in the range.
COUNTBLANK =COUNTBLANK((range) Returns the number of blank cells in the range.
1.) In cell P3: =COUNTIF(C$3:C$17,$O3) 2.) Copy the function in P3 into the cells P4:Z10. 3.) In cell P11: =COUNTBLANK(C$3:C$17) Copy across the row to Z11.
4.) Select cells P3:Z11 and click on AutoSum on the Home Ribbon. 5.) In cell C18: =COUNTA(B3:B17)
Excel Functions 9
Exercise 6: Conditional Formatting Spreadsheet: Conditional Formatting 1.) Select A2:B18. 2.) Home Ribbon -> Styles Group -> Conditional Formatting -> New Rule -> Use a formula to determine which cells to format. 3.) In the box type: =$B2=$E$2 4.) Click on Format to select various formatting options. Then click OK.
Excel Functions 10
Exercise 7: Using Functions with Charts Spreadsheet: Chart PLUS
Function Syntax Purpose MAX =MAX(range) Returns the largest value in a set of values
MIN =MIN(range) Returns the largest value in a set of values
NA =NA()
Returns the error value #N/A. #N/A is the error value that means "no value is available." Use NA to mark empty cells. By entering #N/A in cells where you are missing information, you can avoid the problem of unintentionally including empty cells in your calculations.
1.) Select cells A2:A26. Click in the Name Box and type Grades, then hit Enter. We can now use the word
Grades to refer to the values in column A instead of typing in the range. 2.) In cell B2: =IF($A2=MAX(Grades),$A2,NA()) Copy down the column. 3.) In cell C2: =IF($A2=MIN(Grades),$A2,NA()) Copy down the column. 4.) Select cells A1:C26. Open the Insert ribbon and apply a Line Chart. 5.) Use the Chart Tools to move the chart to a new location and apply formatting options.
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Hold down And then press Function Also work in other
