Useful formulas and functions

1. UNIT 3
Functionality Using Ranges and Creating Formulas

2. Sum()
=SUM(number1, number2, …)
=SUM(10, 20, 30)
60
=sum(d1+d3)
=sum(range)
=sum(a1:f1)

3. AVERAGE()
=AVERAGE(number1, number2, …)
=AVERAGE(10, 20, 30)

4. IF
=IF(logical_test, value_if_true, value_if_false)
=IF(A1>50, "Pass", "Fail")

5. COUNT
=COUNT(value1, value2, …)
=COUNT(10, 20, "Text") #ONLY NUMBERS ARE COUNTED

6. MAX
=MAX(number1, number2, …)
=MAX(10, 50, 30) #50

7. MIN
=MIN(number1, number2, …)
=MIN(10, 50, 30)

8. PROPER starting letter of each word in
text will be in uppercase
=PROPER(text)
=PROPER("hello world") #Hello World

9. =VLOOKUP(lookup_value, table_array, col_index_num,
[range_lookup])
=VLOOKUP(101, A2:C10, 2, FALSE)
Looks up 101 in first column of A2:C10 and returns value from
2nd column

10. =HLOOKUP(lookup_value, table_array, row_index_num,
[range_lookup])
=HLOOKUP("Math", A1:F3, 2, FALSE)
Finds “Math” in top row of A1:f3 and returns value from 2nd
row

11. MATCH Function
• Syntax:
=MATCH(lookup_value, lookup_array, [match_type])
Returns the relative position of a value in a range.
Example:
=MATCH(85, B2:B10, 0) Finds the position of 85 in the range
→
B2:B10.
The lookup_array must be a single row OR a single
column.

12. COUNTIF Function
=COUNTIF(range, criteria)
Counts the number of cells in a range that meet a condition.
Example:
=COUNTIF(C2:C20, ">80") Counts how many marks are
→
greater than 80.
=COUNTIF(A2:A15, "John") Counts how many times “John”
→
appears.

13. TEXT Function
=TEXT(value, format_text)
Converts a number/date to text in a specified format.
Example:=TEXT(1234.56, "₹#,##0.00") Displays as ₹1,234.56.
→
, Adds thousand separators (commas).
→
# Placeholder for optional digits (shows nothing if no digit).
→
0 Placeholder for required digits (always shows 0 if nothing is ther
→
So #,##0 means always show at least one digit, with commas as
→
needed.

14. =TEXT(TODAY(), "DD-MMM-YYYY")
Shows today’s date as 11-Sep-2025.

15. TRIM Function
=TRIM(text)
=TRIM(A2) Returns "Hello World".
→

16. Charts
Creating Charts
Select your data Go to
→ Insert Tab Charts Group
→ Choose chart type
→
(Column, Line, Pie, Bar, Area, etc.).
2. Different Types of Charts
• Column/Bar Chart – Compare categories.
• Line Chart – Show trends over time.
• Pie Chart – Show proportions/percentages.
• Area Chart – Show cumulative trends.
• Scatter (XY) Chart – Show relationship between two variables.
• Combo Chart – Mix (e.g., column + line).

17. 2. Formatting Chart Objects
A chart has many objects you can format individually:
•Chart Area – Entire chart background.
•Plot Area – The area where data is drawn.
•Series – The actual data bars/lines/points.
•Axes – Horizontal (X-axis) and Vertical (Y-axis).
•Titles – Chart title, axis titles.
•Legend – Key explaining the series.
•Gridlines – Horizontal/vertical helper lines.

19. 3. Changing the Chart Type
•Select the chart.
•Go to Chart Tools Design tab Change Chart
→ →
Type.
•Choose a new type (e.g., switch Column Line, or Pie
→
Bar).
→

20. 4. Showing and Hiding the Legend
• The Legend explains the chart series.
• Add/Show Legend:
• Select chart → Chart Elements (+ button) Check
→ Legend.
• Or go to Chart Tools Design Add Chart Element Legend
→ → → .
• Hide Legend:
• Uncheck Legend in the Chart Elements menu.
• Or simply select the legend and press Delete.

21. 5. Showing and Hiding the Data Table
• A Data Table displays the chart’s source values directly
under the chart.
• To Add/Show:
• Select chart → Chart Elements (+ button) Check
→ Data Table.
• Or go to Chart Tools Design Add Chart Element Data
→ → →
Table.
• To Hide:
• Uncheck Data Table or delete it.

22. | Month | Product A | Product B | Product C |
| ----- | --------- | --------- | --------- |
| Jan | 5000 | 3000 | 2000 |
| Feb | 7000 | 4000 | 2500 |
| Mar | 6500 | 4500 | 3000 |
| Apr | 8000 | 6000 | 3500 |

23. •Insert a suitable chart to compare the sales of the three products over the months.
•Format the chart so that each product series has a different color.
•Change the chart type from a Column Chart to a Line Chart.
•Show the Legend at the bottom of the chart.
•Add a Data Table below the chart to display the actual values.