excel basic formulae
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Add numbers in a cell To do this task, use the + (plus sign) arithmetic operator.
For example, if you type the following formula in a cell:
=5+10
The cell displays the following result:
15
Add all contiguous numbers in arow or column
To do this task, use AutoSum .
1. Click a cell below the column of numbers or to the right of the row of numbers.
2. Click AutoSum on the Standard toolbar, and then press ENTER.
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Add noncontiguous numbers To do this task, use the SUM function.
Example
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How to copy an example
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A B
Salesperson Invoice
Buchanan 15,000
Buchanan 9,000
Suyama 8,000
Suyama 20,000
Buchanan 5,000
Dodsworth 22,500
Formula Description (Result)
=SUM(B2:B3, B5)Adds two invoices from Buchanan, and one from Suyama (44,000)
=SUM(B2,B5,B7) Adds individual invoices from Buchanan, Suyama, and Dodsworth(57,500)
NOTE The SUM function can include up to 30 cell or range references.
Function details
SUM
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Add numbers based on onecondition
You can use the SUMIF function to create a total value for one range based on a value inanother range, as in the following example.
Example
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A B
Salesperson Invoice
Buchanan 15,000
Buchanan 9,000
Suyama 8,000
Suyama 20,000
Buchanan 5,000
Dodsworth 22,500
Formula Description (Result)
=SUMIF(A2:A7,"Buchanan",B2:B7)Sum of invoices for Buchanan (29000)
=SUMIF(B2:B7,">=9000",B2:B7) Sum of large invoices greater than or equal to 9,000(66500)
=SUMIF(B2:B7,"<9000",B2:B7) Sum of small invoices less than 9,000 (13000)
The SUMIF function uses the following arguments
Add numbers based on multipleconditions
To do this task, use the IF and SUM functions.
Example
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A B C D
Region Salesperson Type Sales
South Buchanan Beverages
3571
West Davolio Dairy 3338
East Suyama Beverages
5122
North Suyama Dairy 6239
South Dodsworth Produce 8677
South Davolio Meat 450
South Davolio Meat 7673
East Suyama Produce 664
North Davolio Produce 1500
South Dodsworth Meat 6596
Formula Description (Result)
=SUM(IF((A2:A11="South")*(C2:C11="Meat"),D2:D11))Sum of Meat sales in theSouth region (14719)
=SUM(IF((A2:A11="South")+(A2:A11="East"),D2:D11)) Sum of sales where theregion is South or East(32753)
NOTE The formulas in the example must be entered as array formulas. After copying theexample to a blank worksheet, select the formula cell. Press F2, and then press CTRL+SHIFT+ENTER. If theformula is not entered as an array formula, the error #VALUE! is returned.
Add numbers based on criteriastored in a separate range
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To do this task, use the DSUM function.
Example
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A B C D
Region Salesperson Type Sales
South Buchanan Beverages
3571
West Davolio Dairy 3338
East Suyama Beverages
5122
North Suyama Dairy 6239
South Dodsworth Produce 8677
South Davolio Meat 450
South Davolio Meat 7673
East Suyama Produce 664
North Davolio Produce 1500
South Dodsworth Meat 6596
Region Salesperson Type Sales
South Meat
Produce
Formula Description (Result)
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=DSUM(A1:D11, "Sales", A12:D13)
Sum of Meat sales in the South region (14719)
=DSUM(A1:D11, "Sales", A12:D14)
Sum of Meat and Produce sales in the Southregion (25560)
The DSUM function uses the following arguments.
Calculate the smallest or largest number in a range
If the cells are in a contiguous row or column
1. Select a cell below or to the right of the numbers for which you want to find thesmallest number.
2. Click the arrow next to AutoSum , and then click Min (calculates the smallest), orMax (calculates the largest), and then press ENTER.
If the cells are not in a contiguous row orcolumn
Count cells that contain numbers
Count cells that contain numbers in acontiguous row or column
1. Select a cell below or to the right of the numbers that you want to count.
2. Click the arrow next to the AutoSum on the Standard toolbar, and then clickCount and press ENTER.
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Count cells that contain numbers that are notin a contiguous row or column
To do this task, use the COUNT function.
Example
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Data
Sales
12/8/2007
19
22.44
Formula Description (Result)
=COUNT(A2:A6) Counts number of cells that contain numbers (3) in the list. A date is a number.
=COUNT(A2:A3,A6)Counts number of cells that contain numbers (2), of the top two and bottom cellsin the list. A date is a number.
Count nonblank cells
Example
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Data
Sales
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TRUE
Formula Description (Result)
=COUNTA(A2:A6) Counts the number of nonblank cells in the list above (3)
=COUNTA(A2:A3, A6)
Counts the number of nonblank cells in the top two, and bottom cell in the list(1)
Count how often a value occurs
Count how often a single value occurs byusing a function
Use the COUNTIF function to perform this task.
Example
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A B
Salesperson Invoice
Buchanan 15,000
Buchanan 9,000
Suyama 8,000
Suyama 20,000
Buchanan 5,000
Dodsworth 22,500
Formula Description (Result)
=COUNTIF(A2:A7,"Buchanan")Number of entries for Buchanan (3)
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=COUNTIF(A2:A7,A4) Number of entries for Suyama (2)
=COUNTIF(B2:B7,"< 20000") Number of invoice values less than 20,000 (4)
=COUNTIF(B2:B7,">="&B5) Number of invoice values greater than or equal to 20,000(2)
Count numbers greater than or less than a number
To count numbers greater than or less than a number, use the COUNTIF function. To countnumbers that fall between a range of numbers, you can use the SUMPRODUCT function.
Example
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To switch between viewing the results and viewing the formulas that return the results,press CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group,click the Show Formulas button.
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A B
Salesperson Invoice
Buchanan 15,000
Buchanan 9,000
Suyama 8,000
Suyama 20,000
Buchanan 5,000
Dodsworth 22,500
Formula Description (Result)
=COUNTIF(B2:B7,">9000") Numbers above 9000 (3)
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=COUNTIF(B2:B7,"<=9000") Numbers less than or equal to 9000 (3)
=SUMPRODUCT((B2:B7>=9000)*(B2:B7<=22500))The SUMPRODUCT function counts the number
of cells in the range B2:B7 that contain numbersgreater than or equal to 9000 and less than or equal to 22500 (4).
Convert measurements
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Let's say you want to know how many kilometers that you ran on a quarter-mile track or atolerance level using metric values. To convert measurements, use the CONVERT function.
The CONVERT function converts a wide range of measurements, including measures of
weight, distance, time, pressure, force, energy, power, magnetism, temperature, and liquidmeasure.
If the CONVERT function is not available, install and load the Analysis ToolPak add-in.
Example
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Data
6
Formula Description (Result)
=CONVERT(A2,"C","F") Convert 6 degrees Celsius to Fahrenheit(42.8)
=CONVERT(A2,"tsp","tbs")Convert 6 teaspoons to tablespoons (2)
=CONVERT(A2,"gal","l") Convert 6 gallons to liters (22.71741274)
=CONVERT(A2,"mi","km") Convert 6 miles to kilometers (9.656064)
=CONVERT(A2,"km","mi") Convert 6 kilometers to miles (3.728227153)
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=CONVERT(A2,"in","ft") Convert 6 inches to feet (0.5)
=CONVERT(A2,"cm","in") Convert 6 centimeters to inches
(2.362204724)
Convert between time units
To do this task, use the CONVERT function.
If the CONVERT function is not available, install and load the Analysis ToolPak add-in.
How?
Example
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Data
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Formula Description (Result)
=CONVERT(A2,"day","hr") Convert 6 days to hours (144)
=CONVERT(A2,"hr","mn") Convert 6 hours to minutes(360)
=CONVERT(A2,"yr", "day")Convert 6 years to days(2191.5)
NOTE For conversions using a year, a year is treated as 365.25 days.
Compare one cell to another cell To do this task, use the EXACT function.
Example
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Data
BD122
BD123
BD123
Formula Description (Result)
=EXACT(A2,A3)Compare contents of A2 and A3(FALSE)
=EXACT(A3,A4)Compare contents of A3 and A4 (TRUE)
NOTE EXACT is case-sensitive but ignores formatting differences.
Compare one value to a list of
values To do this task, use the EXACT and OR functions.
Example
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List Cell
Apple Grape
Orange
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4 Banana
Formula Description (Result)
=OR(EXACT(B2, A2:A4))Compares "Grape" to each value in the list
(FALSE)
NOTE The formula in the example must be entered as an array formula. After copying theexample to a blank worksheet, select each formula cell individually. Press F2, and then pressCTRL+SHIFT+ENTER. If the formula is not entered as an array formula, the error #VALUE! isreturned.
Combine two or more columns by using a function
Example
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NOTE To see the result without breaking the lines of the name or address, expand thewidth of column A to at least 17.00 units or 124 pixels.
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A B C D E F
First name Last name Street
address
City Stat
e
Zip
code
Robert Walters 4567Main St.
Buffalo
NY 98052
Function Description
=CONCATENATE("The ", B2, "Family", CHAR(10), C2, CHAR(10),
D2, ", ", E2, " ", F2)
Combines the last name with thewords "The" and "Family" and then
combines the address with it.CHAR(10) is used to insert a newline.Result:The Walters Family4567 Main St.Buffalo, NY 98052
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Calculate the average of numbers not in acontiguous row or column
To do this task, use the AVERAGE function.
Example
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Data
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Formula Description (Result)
=AVERAGE(A2:A7) Averages all of numbers in list above (9.5)
=AVERAGE(A2:A4,A7) Averages the top three and the last number in the list (7.5)
=AVERAGE(IF(A2:A7<>0, A2:A7,""))
Averages the numbers in the list except those that contain zero,such as cell A6 (11.4)
NOTE The last formula in the example must be entered as an array formula. After copyingthe example to a blank worksheet, select the cell A11. Press F2, and then pressCTRL+SHIFT+ENTER. If the formula is not entered as an array formula, the error #VALUE! isreturned.
Calculate a weighted average
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To do this task, use the SUMPRODUCT and SUM functions.
Example
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This example calculates the average price paid for a unit across three purchases, whereeach purchase is for a different number of units at a different price per unit.
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Price per unit Number of units
20 500
25 750
35 200
Formula Description (Result)
=SUMPRODUCT(A2:A4,B2:B4)/SUM(B2:B4)Divides the total cost of all three orders by the totalnumber of units ordered (24.66)
Calculate the average of numbers, ignoringzero (0) values
To do this task, use the AVERAGE and IF functions.
Example
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Formula Description (Result)
=AVERAGE(IF(A2:A7<>0, A2:A7,""))
Averages the numbers in the list except those that contain zero,such as cell A6 (11.4)
Create conditional formulas
Testing whether conditions are true or false and making logical comparisons betweenexpressions are common to many tasks. You can use the AND, OR, NOT, and IF function tocreate conditional formulas.
The IF function uses the following arguments.
Formula with the IF function
logical_test: The condition that you want to check.
value_if_true: The value to return if the condition is true.
value_if_false: The value to return if the condition is false.
Create a conditional formula that results in a logical value(TRUE or FALSE)
To do this task, use the AND, OR, and NOT functions, and operators.
Example
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Data
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Sprockets
Widgets
Formula Description (Result)
=AND(A2>A3, A2<A4) Is 15 greater than 9 and less than 8? (FALSE)
=OR(A2>A3, A2<A4) Is 15 greater than 9 or less than 8? (TRUE)
=NOT(A2+A3=24) Is 15 plus 9 not equal to 24? (FALSE)
=NOT(A5="Sprockets") Is A5 not equal to "Sprockets"? (FALSE)
=OR(A5<>"Sprockets",A6 =
"Widgets")
Is A5 not equal to "Sprockets" or A6 equal to "Widgets"?
(TRUE)