Microsoft Excel Functions

1. Submitted By:
GautamGupta
Hansraj College
Using Excel
Functions

2. 1 • MATHEMATICAL FUNCTIONS
2 • STATISTICAL FUNCTIONS
3 • LOOKUP & DATE & TIME FUNCTIONS
4 • FINANCIAL FUNCTIONS
5 • TEXT FUNCTIONS
6 • LOGICAL FUNCTIONS
INDEX
2

3. FUNCTION OPERATORS
Arithmetic
Operators
• (+) Addition
• (-) Subtraction
• (*) Multiplication
• (/)Division
• (%)Percentage
Comparison
Operators
• (>)Greater than
• (<)Less than
• (=)Equal to
• (<>)Not equal to
Text
Concatenation
Operators
• (&) Ampersand
• It is used for
joining texts
Range
Operators
• (,)Comma - For
selecting a Range
• (:)Colon - For
joining two ranges
• ( )Space – It is an
intersection
operator.
3

4. MATHEMATICAL
FUNCTIONS
• BASIC FUNCTIONS
• ROUND FUNCTION
• MOD FUNCTION
• INTEGER FUNCTION
• GCD FUNCTION
• SUMIF FUNCTION
• ABS FUNCTION
• FACTOR FUNCTION
• LOG FUNCTION
• LN FUNCTION
4

5. COMMON MATHEMATICAL
FUNCTIONS
5
FUNCTION DESCRIPTION
AVERAGE(values) Returns the average (arithmetic mean) of the arguments. For
if the range A1:A20 contains numbers, the formula
returns the average of those numbers.
COUNT(values) The COUNT function counts the number of cells that contain
and counts numbers within the list of arguments.
MAX(values) Returns the largest value in a set of values.
MIN(values) Returns the smallest number in a set of values.
ROUND(number,
num_digits)
The ROUND function rounds a number to a specified number of
SUM(numbers) The SUM function, one of the math and trig functions, adds values.
can add individual values, cell references or ranges or a mix of all

6. ROUND
FUNCTION
ROUNDS A SUPPLIED NUMBER
UP OR DOWN,TO A SPECIFIED
NUMBER OF DIGITS.
IT RETURNSTHE REMAINDER
AFTER NUMBER IS DIVIDED BY
DIVISOR.THE RESULT HAS SAME
SIGN AS DIVISOR.
MOD
FUNCTION
Formula Description Result
=MOD(3, 2) Remainder of 3/2 1
=MOD(-3, 2) Remainder of -3/2.
The sign is the
same as divisor
1
=MOD(3, -2) Remainder of 3/-2.
The sign is the
same as divisor
-1
=MOD(-3, -2) Remainder of -3/-
2. The sign is the
same as divisor
-1
6

7. INT
FUNCTION
ROUNDS A SUPPLIED NUMBER
DOWNTO A WHOLE INTEGER
It returns the greatest common
divisor of two or more integers.
GCD
FUNCTION
Formula Description Result
=GCD(5, 2) Greatest common divisor
of 5 and 2
1
=GCD(24, 36) Greatest common divisor
of 24 and 36
12
=GCD(7, 1) Greatest common divisor
of 7 and 1
1
=GCD(5, 0) Greatest common divisor
of 5 and 0
5
7

8. SUMIF Function
▪ You use the SUMIF
function to sum the values
in a range that meet
criteria that you specify.
▪ For example, suppose that
in a column that contains
numbers, you want to sum
only the values that are
larger than 5.You can use
the following formula:
=SUMIF(B2:B25,">5")
▪ Syntax : SUMIF(range,
criteria, [sum_range])
8

9. ABS
FUNCTION
It returns the absolute value of a
number, a number without its
sign.
It returns the factorial of a
number.
FACT
FUNCTION
Formula Description Result
=ABS(2) Absolute value of 2 2
=ABS(-2) Absolute value of -2 2
=ABS(A2) Absolute value of -4 4
=FACT(5) Factorial of 5, or
1*2*3*4*5
120
=FACT(1.9) Factorial of the integer
of 1.9
1
=FACT(0) Factorial of 0 1
=FACT(-1) Factorial of a negative
number returns an error
value
#NUM!
=FACT(1) Factorial of 1 1
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10. LOG
FUNCTION
It returns the logarithm of a
number to a specified base.
It returns the natural logarithm of
a number.
LN
FUNCTION
Formula Description Result
=LOG(10) Logarithm of 10. Because the second
argument (base) is omitted, it is assumed
to be 10. The result, 1, is the power to
which the base must be raised to equal
10.
1
=LOG(8, 2) Logarithm of 8 with base 2. The result, 3,
is the power to which the base must be
raised to equal 8.
3
=LOG(86,
2.7182818)
Logarithm of 86 with base e
(approximately 2.718). The result, 4.454, is
the power to which the base must be
raised to equal 86.
4.4543473
Formula Description Result
=LN(86) Natural logarithm of 86 4.4543473
=LN(2.71828
18)
Natural logarithm of the
value of the constant e
1
=LN(EXP(3)) Natural logarithm of e
raised to the power of 3
3
10

11. STATISTICAL
FUNCTIONS
• COUNT FUNCTION
• AVERAGE FUNCTION
• COUNTIF FUNCTION
• AVERAGEIF FUNCTION
• MAX FUNCTION
• MEDIAN FUNCTION
• COUNTA FUNCTION
• MINA FUNCTION
• MAXA FUNCTION
11

12. STATISTICAL FUNCTION
Excel’s Statistical functions can be used to
analyze data in a variety of different ways.
Functions included in program can be used to
find common statistical operations such as
finding the average value or ranking data by
its largest and smallest values as well as more
complex operations such as standard
deviation.
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13. COUNT FUNCTION
▪ This count the number of cells that contain number and also number within the list of
arguments.
▪ This formula only work with numbers though, it only counts the cells where there are
numbers
▪ SYNTAX: COUNT(VALUE1,VALUE 2,…..)
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14. AVERAGE FUNCTION
▪ This function returns the average (arithmetic mean) of the
argument.
▪ SYNTAX: AVERAGE(number1,number2,…)
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15. COUNTIF, AVERAGEIF
FUNCTION
▪ These formulas do their respective functions i.e. if the criteria are met.
▪ In simple terms, it provides a count of cells and average of values within cells
for the criteria if satisfied.
▪ SYNTAX : COUNTIF(range, criteria)
▪ SYNTAX : AVERAGEIF(range, criteria, average range)
15

16. MAX
FUNCTION
Max function returns the largest
value in a set of values.
SYNTAX:
MAX(number1,[number2],….)|:
Median function returns the median, or
the number in the middle of the set of
given numbers.
SYNTAX :
MEDIAN(number1,[number2],….)
MEDIAN
FUNCTION
16

17. COUNTA
FUNCTIONS
COUNTA Counts how many values
are in the list of arguments.
MINA returns the smallest value in a list of
arguments, including numbers, text, and logical
values.
MAXA returns the largest value in a list of
arguments, including numbers, text, and logical
values.
MINA, MAXA
FUNCTIONS
17

18. Lookup & Date
& Time
Functions
• Vlookup Function
• Hlookup Function
• Match Function
• Date Function
• Time Function
• Today Function
• Now Function
• Datedif Function
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19. Vlookup Function
▪ The vlookup function is by far the most relevant and most needed excel
function when dealing with large databases in excel.
▪ The vlookup function helps acquire or find relevant data of a person of
record in a database by using a particular field of that record as a search
parameter and defining the expected results.
▪ The syntax for the vlookup function is as provided by excel in the
following image:
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20. Elements of Vlookup
Let us now examine the elements of the syntax of the vlookup function in
brief:
▪ LookupValue:This element is the search parameter that determines what
record to find from the database. It only searches from the first field on
the table array and if there are multiple corresponding results, it will
return only the first matching record from the table array.
▪ Table Array:This element is used to select the table array which contains
all the records from which to search for the lookup value and the result.
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21. Elements of Vlookup
▪ Column Index Number:This element decides what column the result should be
displayed from.This is an indexed number meaning the column number is
counted from the first column of the selected table.We can alternatively use
the match function which is explained later on.
▪ Range Lookup:This is an optional element which can take one of two values:
▫ True:This search for the number itself or the closest number to the
lookup value that is not greater than the number itself, provided the
numbers in the first column are sorted ascendingly. It can be denoted by
“1” or “True”.
▫ False:This is used with alphanumeric data as it will search for an exact
match to the lookup value. It can be denoted be “0” or “False”.This is
also the default value.21

22. Hlookup
Function
▪ The hlookup function is very
similar to the vlookup function in
its use with the only difference in
the orientation and layout of the
table array.
▪ If the fields are sorted in columns
and the records in rows then
vlookup is to be used
▪ If the fileds are sorted in rows and
the records in columns then
hlookup is to be used
▪ The lookup function is a highly
simplified version of the
vlookup and hlookup
functions.
▪ It is provided for backwards
compatibility.
▪ It is used to lookup a value
from a one-row or one-column
range or from an array.
Lookup
Function
22

23. Match Function
▪ The match function is used to get the relative position of an item
in an array, that matches a specified value in a specified order, as
a result.
▪ It is mostly used in conjunction with a lookup function.
▪ It has the following elements:
▫ LookupValue:This is the value to be looked up, ie the search
parameter
▫ LookupArray:This is the array from which the value is to be
looked up (usually the field headings)
▫ MatchType:This is an optional field which can be specified
with “less than” (1), “greater than” (-1), or “exact match (0),
with the default being “exact match” if left blank.
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24. Date & Time Functions
▪ Date:This function allows you to enter the year, month and day
and it returns the date in the excel format.
▪ Time:This function allows you to enter the hour, minute and
second and it returns the time in the excel format.
▪ Today:The today function returns the current (system) date in
the excel format.
▪ Now:The now function returns the current (system) time in the
excel format.
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25. Datedif Function
▪ The datedif function is an excel function not listed among the various
functions of excel. It is used to return the difference between two
dates.
▪ It’s syntax is =DATEDIF(earlier_date, later_date, unit_of_difference),
where while the dates are fairly self explanatory (in the mm/dd/yy
format), the unit of difference can be as follows:
 “y” which returns the number of
whole years
 “m” which returns the number of
whole months
 “d” which returns the number of
days
 “ym” which returns the number of
whole months excluding whole
years
 “yd” which returns the number of
days excluding whole years
 “md” which returns the number of
days excluding whole months25

26. FINANCIAL
FUNCTIONS
• NPV Function
• PV Function
• PMT Function
• IPMT Function
• SLN Function
• DB Function
26

27. NPV (Net Present Value)
▪ This function is used to
calculate Net PresentValue
of an investment based in
which decision is taken.
▪ Syntax -
NPV(rate,value1,(value2))
▪ Where,
▫ Rate = Discounting rate
▫ Value 1,value2…. =
Payments and Incomes
27

28. FV (Future Value)
▪ It calculates future value of an
investment based on periodic,
constant payments and a constant
interest rate.
▪ Syntax : FV(rate, nper ,pmt
,[pv],[type])
▪ Where,
▫ Rate = interest rate per period
▫ Nper = total no. of payment
periods.
▫ Pmt = payment made each
period.
▫ [pv] = present value of series of
future payments.
▫ [type] = indicates when
payment is due.
▫ 0 = at the end of a period
▫ 1 = at the beg. of a period28

29. IRR (Internal Rate of Return)
▪ It calculates the internal rate of
return for a series of cash flows
represented by the number in
values.
▪ Syntax - Irr(values,[guess])
▪ Where,
▫ Values = reference to cells
that contain no.s for which
irr is calculated.
▫ Guess = it is a no. user
guesses to be close to the
result of irr.
29

30. SLN (Straight Line Method)
▪ It calculates the straight-line
dep. of an asset for one
period.
▪ Syntax – SLN(cost, salvage,
life)
▪ Where,
▫ Cost = Initial cost of the
asset.
▫ Salvage = Salvage value
of the asset at the end of
life.
▫ Life = Useful life of an
asset.
30

31. DB (DIMINISHING VALUE
METHOD)
▪ It calculates dep. byWritten
DownValue method for one
period.
▪ Syntax – DB(cost, salvage, life,
period, [factor]
▪ Where,
▫ Cost = Initial cost of an
asset.
▫ Salvage = Salvage value at
the of life of asset.
▫ Life = Useful life of asset.
▫ Period = Period for which
depreciation is calculated.
31

32. PMT (PAYMENT PER PERIOD)
▪ It calculates the payment for
a loan based on constant
payments and constant
interest rate.
▪ Syntax –Pmt(rate, nper, pv,
[fv],[type])
▪ Where,
▫ Rate = rate of interest
per period
▫ Nper = no, of payments
for the loan.
▫ Pv = Principal.
32

33. IPMT (INTEREST PER PERIOD)
▪ Used to calculate interest earned
on various recurring investments.
▪ Syntax : Ipmt(rate, per, nper, pv,
[fv], [type])
▪ Where,
▫ Rate = interest rate per
period.
▫ Per = it is the period for
which interest is calculated.
▫ Nper = total no. of payment
period.
▫ Pv = amount invested in
lumpsum.
33

34. Text
Functions
• Right Function
• Left Function
• Mid Function
• Upper Function
• Lower Function
• Len Function
• Concatenate Function
• Trim Function
34

35. RIGHT Function
▪ The RIGHT function in Excel returns the specified number of
characters from the end of a text string.
▪ Syntax : RIGHT (text,(num-chars)
35

36. LEFT Function
▪ The left function in excel returns specified number of characters
from the beginning of text string.
▪ Syntax : Left(text,num-chars)
36

37. MID Function
▪ The MID function in excel returns specified number of characters
of middle of text in string.
▪ Syntax : mid(text,start no,no.chars)
37

38. TRIM Function
▪ Useful for removing extra spaces in a cell whether at beginning,
trailing or anywhere between the words.
38

39. Upper
Function
▪ The upper function is a built-in
function in excel that is
categorized as a string/text
function.
▪ The upper function which
converts text all to upper case
(CAPITAL Letters).
▪ The LOWER function is a built
–in function in excel that is
categorized as a string/text
function.
▪ The LOWER function which
converts text to all lower case
(SMALL letters).
Lower
Function
39

40. LEN
Function
The excel LEN function returns
the length of a given text string as
the number of characters. LEN will
also count characters in
numbers,But numbers formatting
is not included.
The excel concatenate function
concatenates (joins) join upto 30
text item together and returns the
result as text.The concatenate
function replaces concatenate in
newer versions of excel.
Concatenate
Function
40

41. Logical
Functions
• IF Function
• Nested/Multiple IF
• IFS Function
• Using AND with IF
• Using OR with IF
• Formula Error Messages
• IFERROR Function
• IFNA Function
41

42. IF Function
▪ Checks whether a condition is met, and returns one value if
TRUE, and another value if FALSE.
▪ Syntax : IF(logical_test, [value_if_true], [value_if_false])
=IF(D1<=500000,5000,0)
42

43. Nested/Multiple IF
▪ Nesting refers to the practice of joining multiple functions
together in one formula.
=IF(D2<=250000,0,
IF(D2<=500000,(D2-
250000)*0.1,
IF(D2<=1000000,(D2-
500000)*0.2+25000,(D2-
1000000)*0.3+125000)))
43

44. IFS Function (Excel 2016)
▪ There is now an IFS function that can replace multiple, nested IF
statements with a single function.
▪ Syntax : IFS(condition1, value1, [condition2], [value2], [condition3],
[value3], …)
=IFS(D2<=250000,0,
D2<=500000,(D2-
250000)*0.1,
D2<=1000000,(D2-
500000)*0.2+25000,
true,(D2-1000000)*0.3
+125000)
44

45. Using AND with IF
▪ Use the AND function, one of the logical functions, to determine if all
conditions in a test areTRUE.
▪ Syntax : IF(AND(Something isTrue, Something else isTrue),Value if
True,Value if False)
=IF(AND(D7="Savings“,
D8="BANK/PO"),
MIN(10000,D6),0)
45

46. Using OR with IF
▪ Use the OR function, one of the logical functions, to determine if any
conditions in a test areTRUE.
▪ Syntax : IF(OR(Something isTrue, Something else isTrue),Value ifTrue,
Value if False)
=IF(OR(D5>=182,
AND(D5>=60,
(D6+D7+D8+D9)>=365)),
"Resident",
"Non Resident")
46

47. Formula Error Messages
Error Value Meaning
#DIV/0 Division by zero
#N/A No value available (Technically, this is not an error.)
#NAME? This error value appears when you incorrectly type the range name, refer
a deleted range name, or forget to put quotation marks around a text
in a formula.
#NULL! This error will occur if you insert a space instead of a comma between
used in functions.
#NUM! Problem with a number in the formula. A number too large or too small to
represented in the worksheet.
#REF! Invalid cell reference
#VALUE! This error is most often the result of specifying a mathematical operation
with a cell that contain text.47

48. IFERROR Function
▪ Returns a value you specify if a formula evaluates to an error;
otherwise, returns the result of the formula. Use the IFERROR
function to trap and handle errors in a formula.
▪ Syntax : IFERROR(value, value_if_error)
=IFERROR(E3/E4,
"NO INTEREST PAID")
48

49. IFNA Function (Excel 2013)
▪ Returns the value you specify if the formula returns the #N/A
error value; otherwise returns the result of the formula.
▪ Syntax : IFNA(value, value_if_na)
=IF(D1<=500000,5000,0)
49

50. Any questions?
THANKS!
50