Useful excel functions and formulas for data analysis

3. Formulas in Microsoft Excel begin with an
equal sign. The equal sign tells Excel that
the succeeding characters constitute a
formula. If you don't enter the equal sign,
Excel will treat your entry as text and the
calculation will fail.

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Functions
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5. WORK SHEET- EXCEL
THIS IS EXCEL
WORK SHEET
CELLS IN WORK
SHEET
5

6. 6
A
VERAGE
• AVERAGE function returns the average.
The syntax for the Microsoft ExcelAVERAGE
function is
where number1, number2, ... number_n are numeric values -
they can be numbers
AVERAGE function is:
AVERAGE( number1, [number2], ... [number_n] )

7. CONCATENATE
• CONCATENATE function allows you to
join 2 or more strings together
7
CONCATENATE function is:
CONCATENATE( text1, text2, ... text_n )
=CONCATENATE(B8,"
",A8)

8. SUM
• SUM function adds all numbers in a
range of cells and returns the result.
SUM function is:
SUM( number1, [number2, ... number_n] )
=SUM(C4:C12
)
8

9. 9
SUMIF
• SUMIF function adds all numbers in a
range of cells, based on a given criteria.
Where,
range is the range of cells that you want to
apply the criteria against.
criteria is used to determine which cells to
add.
sum_range is optional
SUMIF function is:
SUMIF( range, criteria, [sum_range] )

10. 10
IF
• IF function returns one value if a specified
condition evaluates to TRUE, or another value
if it evaluates to FALSE.
value_if_true is optional. It is the value that is
returned if condition evaluates to TRUE.
value_if_false is optional. It is the value that is
return if condition evaluates to FALSE.
IF function is:
IF( condition, [value_if_true], [value_if_false] )

11. 11
RANK
• Returns the rank of a number in a list of numbers.
The rank of a number is its size relative to other
values in a list.
• Number Required. The number whose rank you
want to find.
• Ref Required. An array of, or a reference to, a
list of numbers. Nonnumeric values in ref are
ignored.
• Order Optional. A number specifying how to
rank number.
RANK(number,ref,[order])

12. 12
ABSOLUTE AND RELATIVECELL
REFERENCE
• By default, when you copy a formula that
contains a cell reference, excel will
automatically adjust the cell reference.
• You can stop Excel from automatically
adjusting the cell reference by using one or
more dollar signs ($) in the cell reference.
These are called absolute cell references.
• A cell reference without a dollar sign is a
relative cell reference

13. 13
MAX
• MAX function returns the largest value
from the numbers provided.
• number1, number2, ... number_n are
numeric values - they can be numbers,
named ranges, arrays, or references to
numbers.
MAX function is:
MAX( number1, [number2, ... number_n] )

14. 14
MIN
• MIN function returns the smallest value
from the numbers provided
• number1, number2, ... number_n are
numeric values - they can be numbers,
named ranges, arrays, or references to
numbers
MIN function is:
MIN( number1, number2, ... number_n )

15. DA
TE
• DATE function returns the serial number
of a
dat
e
DATE function is:
DATE( year, month, day )
15

16. TIME
• TIME function returns the decimal
number for a particular time
TIME function is:
TIME( hour, minute, second )
16

17. TODAY
• TODAY function returns the current
system date. This function will refresh
the date whenever the worksheet
recalculates.
TODAY function is:
TODAY()
17

18. NETWORK DAYS
• NETWORKDAYS function returns the
number of "work days" between 2 dates,
excluding weekends and holidays.
NETWORKDAYS function is:
NETWORKDAYS( start_date, end_date, [holidays] )
18

19. COUNT
• COUNT function counts the number of cells that contain numbers
as well as the number of arguments that contain numbers.
COUNT function is:
COUNT( argument1, [argument2,
... argument_n] )
19

20. 20
COUNTIF
• COUNTIF function counts the number of
cells in a range, that meets a given
criteria.
• range is the range of cells that you
want to count based on the criteria.
• criteria is used to determine which
cells to count.
COUNTIF function is:
COUNTIF( range, criteria )

21. Entering Formulas
After the equal sign, a formula includes the addresses of the cells whose values will
be manipulated with appropriate operands placed in between. The operands are the
standard arithmetic operators:
Operator Meaning Example
(+) Addition =A7+A9
(-) Subtraction =A7-A9
(*) Multiplication =A7*A9
(/ ) Division = A7/A9
(ˆ ) Exponents =A7ˆA9

22. You can also enter formulas by using the point mode, where youeither
click on a cell with your left mousebutton or you use the arrow keys.
ˆ To enter ’=B2+B3+B4+B5’ into cell B6 using the point:
– Left click on cell B6 to make it active.
– Type ’=’.
– Use the up arrow key to move to cell B5, or left click on cell B5.
– Type ’+’.
–Use the up arrow or mouse to add cells B4, B3, and B2 in the same
fashion.
– Press Enter when you are finished entering the formula.

23. Functions are pre -defined
formulas that come with Excel.

24. Entering Functions
Functions differ from regular formulas in that, after the
equal sign, you supply the cell addresses but not
the arithmetic operators. Functions perform calculations by
using specific values, called arguments, in a
particular order called syntax. When using a function,
remember the following:
ˆ Use an equal sign to begin the function.
ˆ Specify the function name.
ˆEnclose all of the function’s arguments within
parentheses.
ˆUse a comma to separate the function’s individual
arguments.

25. Reference Operators
• Reference operators refer to a cell or a group of cells. There are two
main types of reference operators:
• 1. Range:
ˆ Refers to all of the cells between and including the reference.
ˆ Consists of two cell addresses separated by a
colon. ˆ EXAMPLE: ’A1:A3’ includes cells A1, A2,
and A3.
ˆ EXAMPLE: ’A1:C3’ includes cells A1, A2, A3, B1, B2, B3, C1, C2, and C3.
• 2. Union:
ˆ Includes two or more references.

26. Autosum
You can use the Autosum icon on the standard toolbar, which
automatically adds the contents of a cluster
of adjacent cells.
ˆ Select the cell that the sum will appear in that is outside the cluster of
cells whose values will be added.
ˆClick the Autosum button (Greek letter sigma, Σ).
ˆ Highlight the group of cells that will besummed.
ˆ Press the Enter key on the keyboard or click the green check mark on the
formula bar.

27. Function Wizard
You can accessall of the available functions in Excel using the Function
Wizard.
ˆSelect the cell where the function will be placed and click the Function
Wizard button on the standard
toolbar.
ˆ Other ways of starting the Function Wizard are:
– Select Function from the Insert drop menu.
– Click on the drop down arrow next to the Autosum icon button.
*You will first see the commonly used functions in Excel, and at the
bottom of the menu, the
More Functions option.
* Clicking on More Functions will give you an alphabetical and categorical
listing of all available
functions in Excel.

28. 1. IF Functions
The IF function test to see whether a given condition
is true or false. Depending upon the result, different
outcomes for the function can be specified.
The IF function has also been combined with other
popular Excel functions to create such functions as
SUMIF, COUNTIF, and AVERAGEIF.
Listoffunctions

29. 2.DateandTime Functions
Datesareveryimportantinspreadsheetprograms
likeExcel.Mostspreadsheetsmakeuseof datesin
someway
.Listedbelowareanumberof date-
relatedtutorials.Eachtutorialincludesastepby
stepexampleof workingwithdatesinExcel.

30. 3.MathandTrig Functions
Themathfunctionscarryout basic
mathoperationssuchasadding,multiplying,and
dividing numbers.
TheTrigfunctionscanbeusedtofind thesine,
cosine,andtangentof anangleaswell as
convertinganglesizesbetweenradiansand
degrees.

31. 4.RandomandRounding
Number Functions
Therandomnumbertutorialscoverthefunctions
thatareusedgeneraterandomnumbersin Excel.
Theroundingnumbertutorialscoverthe functions
inExcelthatareusedwhenroundingnumbersup
or down.

32. 5.LogicalFunctions
Thesefunctionsreturnonlyatrueor false
answer
.Theycanbeusedindividuallyor
combinedwithoneor moreother functions.

33. 6.T
extandInformation
Functions
Excel'sT
e
xtFunctionshelpyoumanagethetextdatain
your spreadsheets.
TheInformationfunctionstellaboutthedatainacellor
rangeof cells.Thisinformationincludeswhetherthedatais
anumber,theformattingappliedtothecell,or evenif the
cellisempty
.

34. 7.CountandDatabase
Functions
Excelhasanumberof Countfunctionsthatwilltotalthe
numberof cellsinaselectedrangethatmeetcertain
criteria.SinceeachCountfunctiondoesaslightlydifferent
job thecriteriarequiredvarieswiththefunctionchosen.
Excel'sdatabasefunctionscanbeusedtofind specific
informationbasedononeor morecriteriathatyou set.

35. 8.StatisticalFunctions
Excel'sStatisticalfunctionscanbeusedtoanalyze
datainavarietyof differentways.Functions
includedintheprogramcanbeusedto find
commonstatisticaloperationssuchasfindingthe
averagevalueor rankingdatabyitslargest and
smallestvaluesaswellasmorecomplexoperations
suchasstandarddeviation.

36. 9.FinancialFunctions
Excel'sFinancialFunctionscanbeusedtohelp you
determinechangesindollarvalueof investments
and loans.

37. A Function instead of a Formula
Functions can be a more efficient way of performing mathematical operations than formulas.
Specifically , in
many cases, a function will simplify formulas that you can type in manually, such asaverage or sum.
ˆ EXAMPLE: If you wanted to add the values of cells D1 through D10, you could type the formula
’=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10’, or a shorter way would be to use the SUM function
and simply type ’=SUM(D1:D10)’.
The following table contains the definitions and examples of several other available functions:

38. Function Example Description
Finds the sum of cells A1 through A100.
Finds the average of the cells B1 through B10.
Returns the highest number from cells C1 through C100.
SUM
AVERAGE
MAX
MIN
SQRT
TODAY
=SUM(A1:A100)
=AVERAGE(B1:B10)
=MAX(C1:C100)
=MIN(D1:D100)
=SQRT(D10)
=TODAY()
Returns the lowest number from cells D1 through D100.
Finds the square root of the value in D10.
Returns the current date (leave the parentheses empty).