MIS

1. 3
BASIC
APPLICATION
SOFTWARE

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Announcement: QUIZ#02
In Lecture Session # 9 (5th Week- 1st Lecture)
Contents:
Lecture slides (Lec#5 – Lec#8)
Text book (Computing Essentials 2004)
Chapter 2 (spreadsheet details)
Note:
Students are advised to bring PENCILS essentially

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Lecture Objectives
Explaining Spreadsheet Functions
Use of Function Wizard
Use of Cell/ Range Naming in
Spreadsheet Functions
Function Examples in Microsoft Excel
Financial Functions
Logical Functions
Math/ Statistical Function
Lookup & Reference Functions
Data/ Time Functions

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Spreadsheet Functions

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Spreadsheet Functions
A function is a calculation shortcut to some (possibly, complex)
formula.
Every function is based upon some predefined formula, working
behind the scene.
Functions allow the users to avoid the mathematical details of
complex calculations.
For Example:
Function =SUM(A1,A2,A3) is based upon the sum formula =A1+A2+A3.

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Spreadsheet Functions Components
Function Syntax
Function name (spelling),
Right order of different function parts (argument sequence.)
Proper use of comma, parentheses and other punctuations.
Function Arguments (parameters)
The values/ cell references, the function needs to work upon
for result calculation.
Number of arguments could be fixed or unlimited depending
upon the nature of the function used.
Function Result
Every function results only in one value.

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Spreadsheet Functions Components
General Function Syntax
Function Name( argument1, argument2, ………)
Function Examples
Function with variable number of arguments
SUM(A1, A2, A3) - adding 3 values
SUM(A1, A2, A3,A4,A5) – adding 5 values
Function with fixed number of arguments
SQRT(A1) – finding the square root for A1
ROUND(A1,2) – return the decimal value in A1
with 2 digits after decimal point.

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Use of Functions in Spreadsheet
Programs
Microsoft Excel
Similar in use as a formula (must start with =).
Can be extended to a formula by using operators &
other operands.
=SUM(A1,A2,A3)/3.0 -calculating average of 3 values.
=AVERAGE(A1:A3) – calculating average of A1, A2 & A3.
Lotus 1-2-3
Must start with @.
@SUBTOTAL(C3..C5) -calculating total of C3, C4 & C5.

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Use of Cell Ranges in Function
Arguments
Cell ranges is a shortcut for specifying multiple
contiguous cells by one concise expression.
General Syntax:
[Beginning Cell] [Separator] [Ending Cell]
Where
Beginning Cell reference can not have a higher value of
row or column when compared with the Ending Cell.
Separator character may be different in different
spreadsheet packages.
Microsoft Excel Separator = :
Lotus 1-2-3 Separator = ..

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….Use of Cell Ranges
Examples (Valid & Invalid Cell
Range Expressions in Microsoft Excel)
C1:C5 Valid, all cells in the column C
between row 1 & 5 (5 cells).
C5: C1 Invalid, first cell (C5) is greater than
the last one (C1) in rows.
A1: C5 Valid, include all cells in
the square region A1 till C5.

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….Use of Cell Ranges
Examples (Microsoft Excel)
Sheet1:Sheet3!A1
Valid, includes cell A1 from Sheet1, Sheet2
& Sheet3.
Sheet1!A1 : Sheet3!A1
Invalid syntax.
Sheet1:Sheet3!A1:A3
Valid, includes cells A1:A3 from all 3
sheets (9 cells)
Using 3D Sheet Reference in Microsoft Excel
[Beginning Sheet] : [Ending Sheet] ! [Cell Range]

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Using Function in Microsoft Excel
Microsoft Excel provides an
easy to use interface for using
functions.
Paste Function Window
Categorizes the big function
list into smaller sub-lists.
Alphabetically ordered.
Provides help while
selecting arguments.

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Naming Cells & Cell Ranges
While writing formulas, meaningful cell names are more
desirable than their coded references.
=unit_price * no_of_units - easier to understand
=A3 * B5 – difficult to interpret.
How to define names? (Microsoft Excel)
Position the cursor on the cell OR select the cell range.
Go to name box.
Write the meaningful name to be used.
Names could be given to
Single cells
Contiguous cells
Non- contiguous cells

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..Naming Cells & Cell Ranges
Examples of Cell
Naming in Microsoft
Excel
Single Cell
Contiguous Range

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Function Examples in
Microsoft Excel
Microsoft Excel provides a long list of functions in different application areas like
finance, statistics, trigonometry etc.
Math & Trigonometry – Functions implementing useful mathematical & Trigonometry
formulas.
RAND( ) ● Returns a random value between 0 and 1.
ROUND( X, Y) ● Returns the value X with Y digits after decimal point.
SIN( X ) ● Returns the Sin for X.
Examples:
=RAND( ) 0.102938421 0.345809321
=ROUND( 12.4352, 3) 12.435
=SIN( PI( )/3 ) 0.8660254037
Automatic Recalculation

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Function Examples in
Microsoft Excel
Statistical - Functions used to give summary information about a
collection of values.
COUNT( X:Y ) ● Returns the count of numerical values in the X:Y.
AVERAGE( X:Y) ● Returns the mean value in the list X:Y.
STDEV( X:Y) ● Returns the standard deviation of the list X:Y
Examples:
=COUNT( A1:A5) 4
=AVERAGE(A1:A5) 5.5
=STDEV(A1:A5)
Skip the non-
numeric values in
the list.

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Function Examples in
Microsoft Excel
Financial – Functions for financial calculations.
PMT(rate, nper, pv, fv, type)
Calculates the payment for a loan based on constant
payments and a constant interest rate.
FV(rate, nper, pmt, pv, type)
Returns the future value of an investment based on
periodic, constant payment and a constant interest rate.

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Function Examples in
Microsoft Excel
Logical Functions -
IF( logical_test, value_if_true, value_if_false)
Checks whether a condition is met, and returns one value if TRUE, and
another value if FALSE.
AND( logical1, logical2, ….)
Checks whether all arguments are TRUE, and returns TRUE if all
arguments are TRUE.
OR( logical1, logical2, ….)
Checks whether any of the arguments are TRUE, and returns TRUE or
FALSE. Returns FALSE only if all arguments are FALSE.

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Function Examples in
Microsoft Excel
Logical Function Examples:
IF Function
AND Function
=IF(Age>60, “Retired”, “Back to work”)
=IF( AND(Math>75, English>75) “Distinction”, “Average”)
Distinction
Average
Average
Average
Retired
Back to work

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Function Examples in
Microsoft Excel
Logical Function Examples:
Nested IF Functions ● for more than two alternatives.
=IF(Age>60, “Retired”, IF (Age>50, “Close”, ”Still Young”) )
Retired
Close
AGE 52
Still Young

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Use of IF with other functions
COUNTIF
Count only those cells which fulfill some criterion
SUMIF
Sum only those cells which fulfill some criterion

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Function Examples in
Microsoft Excel
Lookup & Reference Functions:
Functions in this category implements the process of selecting a value from a
list of values on the basis of some condition
A large number of conditions may need to be checked (may require a very
complex nested IF )
Example:
A list of grade letters are available to be assigned in a course
The selection of a grade letter will be based upon a test on the final score value.
The score may need to be tested for a number of different score values
corresponding to different grade letters.
The functions useful in the scenario will be
– LOOKUP, VLOOKUP, HLOOKUP

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Function Examples in
Microsoft Excel
Text Functions - Used to manipulate text values.
CONCATENATE( text1, text2,…) ● Returns a
combination of all text values.
LEFT(text1, n) ● Returns first n characters starting from
left most character.
Examples:
=CONCATANATE( A2, A3) MIS105
=LEFT( A4, 3) KFU
Names
MIS
105
KFUPM

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Function Examples in
Microsoft Excel
Date & Time Functions - Used to manipulate date
and time values.
TODAY( ) ● Returns a serial number which represents
today’s date.
YEAR( serial_number ) ● Returns the year
corresponding to the serial number (date value)
Examples:
=TODAY() 3/4/2002
=YEAR ( TODAY() ) 2002

25. © 2005 The McGraw-Hill Companies, Inc. All Rights Reserved.
1-25
Announcement: QUIZ#02
In Lecture Session # 9 (5th Week- 1st Lecture)
Contents:
Lecture slides (Lec#5 – Lec#8)
Text book (Computing Essentials 2004)
Chapter 2 (spreadsheet details)
Note:
Students are advised to bring PENCILS essentially

26. © 2005 The McGraw-Hill Companies, Inc. All Rights Reserved.
1-26