Using Functions in Excel
Using Functions in Excel
Functions are SUM,AVERAGE,MIN,MAX,COUNT,COUNTIF
How to get to functions: 3 ways to get to insert function Dialog.
1. Click fx at Formula Bar
2. Click Arrow next to auto sum Icon Σ. Then click More Functions.
3. Menu bar – Insert - Function
Quick use of sum by clicking Auto Sum Σ.
Other Functions can also been accessed from by clicking arrow next to Σ
Before you apply any function you must
1. Select the cell you want the result of applying this function to be stored in.
2. Once you get the function you want to use, you need to specify the cells this
function will act on
The cells function will act on are called the Range
– Two ways to specify Range
1. By selecting cells using mouse.
2. By writing down the range as cell address : Cell Address –Ex
A1:C5
The function will show in Formula Bar.
Pressing  enter formula – apply it- or just press Key enter on your Key board.
Pressing  Cancel all action.
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Excel _ Functions
Accessing the Insert Function Dialog
By pressing fx on Formula Bar the following Dialog will be shown.
Functions grouped
into categories
Click to select any
Function
Description of
the function
You can enter the name of the
function here and presses go to get
the function you want
Working with a function
Sum, Average, Min, and Max are straight forward.
Count: is a function that counts cells containing numbers in a range.
Type Function name here
and press Go
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Excel _ Functions
Function selected
press OK
After pressing OK
result will show
here
Range selected by mouse –
press OK in function
Arguments Dialog
Result of Formula
Final result after copying formula for other Columns
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Excel _ Functions
CountA: count number of cells that contains any string (number, names, date,…etc)
This is usually used to count cells that contain names or products names …etc.
For example: if you need to count number of all students in the example (Exam Report)
CountIf : is a count of cells that meets a specific Criteria (Condition).
Conditions can be <,>,<> ( does not equal), =, >=,<=
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Excel _ Functions
SumIf: Sum a range of cells (cells) if specific criteria is met
SUMIF(Range,Criteria,Sum_range)
Where
Range = the range of cells that you are evaluating for specific criteria
Criteria = the criteria you are looking for, and
Sum_Range = the range of cells that are to be summed if the criteria is met.
Example
Sum the commission if property value is greater than 160000.
Every cell in range A2:A5 is checked for criteria ( >160000) if ok sum the cell opposite
to it in Sum-Range (B2:B5)
Example:
Total marks are the sum of math subjects with a pass
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Excel _ Functions
Round: Rounds a number to a specified number of digits.
ROUND(number,num_digits)
Number is the number you want to round.
Num_digits specifies the number of digits to which you want to round number.
Note
If num_digits is greater than 0 (zero), then number is rounded to the specified number of
decimal places.
If num_digits is 0, then number is rounded to the nearest integer.
If num_digits is less than 0, then number is rounded to the left of the decimal point.
Roundup: Rounds a number up, away from 0 (zero).
Roundup(number, number of digits)
Number is the base number. It can be any real number.
Number of digits is the number of digits to whom you want to round the number.
If num of digits 0 the number is rounded up to nearest integer.
If num of digits – (-1, -2,…) then number will be rounded up to left of decimal
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2
Formula
Roundup(3.2,0)
3
Roundup(3.1459,3)
4
Roundup(31415.92654,-2)
Result
4
3.142
Description (Result)
Rounds 3.2 up to zero decimal places (4)
Rounds 3.14159 up to three decimal
places (3.142)
Rounds 31415.92654 up to 2 decimal places
to the left of the (31500)
31500
Rounddown(number, number of digits)
Number is the base number. It can be any real number.
Number of digits is the number of digits to whom you want to round the number.
If num of digits 0 the number is rounded down to nearest integer.
If num of digits – (-1, -2,…) then number will be rounded down to left of decimal
1
2
Formula
Rounddown(3.2,0)
3
Rounddown(3.1459,3)
4
Rounddown(31415.92654,-2)
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Result
3
3.141
31400
7
Description (Result)
Rounds 3.2 down to zero decimal places (3)
Rounds 3.14159 down to three decimal
places (3.141)
Rounds 31415.92654 down to 2 decimal
places to the left of the(31400)
Excel _ Functions
Exercise-1
Create the following excel sheet.
Then perform the following:Use absolute reference when necessary.
1. calculate Salary as Hours*Hourly Rate
2. Allowance = $5 for each child, Tax is calculated at 0.15 of salary after deducting
Allowances
3. Net Salary is Salary – Tax
4. Calculate Total in Row 11 - Highest, lowest Total salary in G13 and G14
5. No of Workers with Net Salary > 500
6. Center the titles in Row 1 and Row 2 across columns A to G
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Excel _ Functions
Exercise-2
1. Create the following work sheet in sheet1 and save it as IBM.xls. in sheet 2 of the
spread sheet (book) enter the text Profit Rate in A1, and the value 31% in B1
Note use (Absolute address or reference)
2. Profit is calculated using the following formula
Total Profit= (Sales- (Sales man salary/month*Number of Sales
men))*Profit_Rate
Note Profit stored in cell B1 sheet2 and it is 31%
3. Profit to Sales is calculated by dividing Total Profit by Sales
4. Round to 3 place the numbers you get in profit to sales column.
5. In cells B13 to F13 and cell H13 find maximum values.
6. In cells B16,B17,B18, and B19 find Average Sales Man Salary, Maximum Sales,
How many branches with No. of Sales man <25, and How many Main branches
7. Find the total of all Branches with sales > 500000 – use sumif.
8. Format Columns Sales, Sales Man Salary and total profit as Currency with $ and
two decimal.
9. Center the title IBM across Columns A to F
10. Add thick blue borders around title.
11. The range A3:H11 add a gray double line border around it.
12. Row 3 cell alignment horizontally and vertically centered.
13. Copy Main Branches, Sub Branches, total profit, and profit to sale columns to
Sheet 3 – rename as Profit
14. Insert date that changes or update automatically in cell B2 sheet1
15. copy the column Total profit from sheet 1 to sheet2 at cell D1.
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Excel _ Functions
16. Set Sheet1 for printing as






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Orientation- Landscape
Scaling- Fit to one page
Margins- Center on Page Horizontally and Vertically
Header with – Left section file name, center date, and right section Time.
Set your print area
Hide column Sub Branches then save work sheet as hide1.xls
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Excel _ Functions