List of Top Basic Excel Formulas & Functions with Examples

Top 10 Basic Excel Formulas and Functions – Quick Guide

1. SUM

2. COUNT

3. COUNTA

4. COUNTBLANK

5. AVERAGE

6. MIN Excel

7. MAX Excel

8. LEN Excel

9. TRIM Excel

10. IF Excel

Microsoft Excel is an invaluable tool for managing and analyzing vast datasets, offering a
user-friendly interface and a plethora of built-in features. This article introduces the top 25
essential Excel formulas that empower users to efficiently handle complex data tasks.
Before delving into these formulas, it’s crucial to distinguish between formulas and
functions. Formulas, initiated with the equal sign (=), are the foundation for performing
intricate calculations, while functions are predefined operations with names indicating their
specific utility. This exploration of Excel’s formula landscape promises to enhance the
proficiency of both beginners and seasoned users, unlocking the full potential of this
versatile spreadsheet software.

What is an Excel Formula

You can use Excel formulas to find patterns in the values in your spreadsheet’s cells,
conduct calculations on those values, and then return the results to the cell of your choice.
Some basic Excel formulas include those for sum, subtraction, percentage, division,
average, even dates and times, and a lot more.

For example: =A1+A2+A3+A4+A5, which finds the sum of the range of values from
cell A1 to cell A5.

What is an Excel Function

Where a formula in Excel is a mathematical expression that computes the value of a cell,
functions in Excel are already existing preset formulas in Excel. Based on the values
supplied as arguments or parameters, functions perform certain calculations in a specific
order.

For example: =SUM (A1:A10). This function adds up all the values in cells A1 through
A10.

How to Create Formulas in Excel

In the most recent versions of Excel, you may discover and enter Excel formulas into
particular cells of your spreadsheet by navigating to the top menu bar and clicking on
Formuas and selecting the type of formula.

Quick Tip to Become a Pro in Excel: The more you use Excel formulas, the easier it will
be to remember and perform them manually. Excel has over 400 functions, and the number
is increasing from version to version. The formulas can be inserted into Excel using the
following method:
1. Simple Insertion by Typing the Formula
The simplest way to insert fundamental Excel formulas is by typing a formula into a cell or
the formula bar. Typically, the process begins with typing an equal sign (=) followed by the
name of an Excel function, by doing this Excel will start showing you suggestions in the
drop down menu to select and enter the formula.

2. Using the Insert Function option from Formulas Tab

If you want complete control over your function insertion, use the Excel Insert Function
dialogue box. To do so, go to the Formulas tab and select the first menu, Insert Function.
All the functions will be available in the dialogue box.
3. Selecting the Formula from Formula Tab
This option is for those who want to quickly dive into their favorite functions. Navigate to
the Formulas tab and select your preferred group to access this menu. Click to reveal a sub-
menu containing a list of functions. You can then choose your preference. If your preferred
group isn’t on the tab, click the More Functions option — it’s most likely hidden there.
4. Using Quick Insert to use Recently Used Tabs
If retyping your most recent formula becomes tedious, use the Recently Used menu. It’s on
the Formulas tab, the third menu option after AutoSum.
Top 30 Basic Excel Formulas and Functions with Examples
1. SUM
The SUM formula in Excel is one of the most fundamental formulas you can use in a
spreadsheet, allowing you to calculate the sum (or total) of two or more values. To use the
SUM formula, enter the values you want to add together in the following format:
=SUM(value 1, value 2,…..).

Example: In the below example to calculate the sum of price of all the fruits, in B9 cell
type =SUM(B3:B8). This will calculate the sum of B3, B4, B5, B6, B7, B8 Press “Enter,”
and the cell will produce the sum: 430.
2. SUBTRACTION
To use the subtraction formula in Excel, enter the cells you want to subtract in the format
=SUM (A1, -B1). This will subtract a cell from the SUM formula by appending a negative
sign before the cell is subtracted.

Example: If A3 was 300 and B3 was 225, =SUM(A1, -B1) would perform 300 + -225,
returning a value of 75 in D3 cell.
3. MULTIPLICATION
In Excel, enter the cells to be multiplied in the format =A3*B3 to perform the multiplication
formula. An asterisk is used in this formula to multiply cell A3 by cell B3.

Example: If A3 was 300 and B3 was 225, =A1*B1 would return a value of 67500.
Highlight an empty cell in an Excel spreadsheet to multiply two or more values. Then, in
the format =A1*B1…, enter the values or cells you want to multiply together. The asterisk
effectively multiplies each value in the formula.

To return your desired product, press Enter. Take a look at the screenshot above to see how
this looks.

4. DIVISION
Division in Excel is one of the most basic functions available. To do so, highlight an empty
cell, enter an equals sign, “=,” and then the two (or more) values you want to divide,
separated by a forward slash, “/.” The output should look like this: =A3/B3, as shown in the
screenshot above. To use the division formula in Excel, enter the dividing cells in the
format =A3/B3. This formula divides cell A3 by cell B3 with a forward slash, “/.”

Example: If A3 was 300 and B3 was 225, =A3/B3 would return a decimal value of
1.333333333.
5. AVERAGE
The AVERAGE function finds an average or arithmetic mean of numbers. To find the
average of the numbers, type = AVERAGE(A3, B3, C3….) and press ‘Enter’ it will
produce the average of the numbers in the cell.

Example: If A3 was 300, B3 was 225, C3 was 180, D3 was 350, E3 is 400 then
=AVERAGE(A3,B3,C3,D3,E3) will produce 291.
6. IF
In Excel, the IF formula is denoted as =IF(logical test, value if true, value if false). This lets
you enter a text value into a cell “if” something else in your spreadsheet is true or false.

Example: You may need to know which values in column A are greater than three. Using
the =IF formula, you can quickly have Excel auto-populate a “yes” for each cell with a
value greater than 3 and a “no” for each cell with a value less than 3.
7. PERCENTAGE
To use the percentage formula in Excel, enter the cells you want to calculate the percentage
for in the format =A1/B1. To convert the decimal value to a percentage, select the cell, click
the Home tab, and then select “Percentage” from the numbers dropdown.

Excel doesn’t have a set “formula” for percentages, but it makes it simple to transform any
cell’s value into a %, saving you the time and effort of having to compute and reenter the
data.

On Excel’s Home tab, you can find the default setting for converting a cell’s value to a
percentage. Select this tab, highlight the cell(s) you want to convert to a percentage, and
then select Conditional Formatting from the dropdown menu (this menu button might say
“General” at first). Then, from the list of options that appears, choose “Percentage.” This
will convert the value of each highlighted cell into a percentage. You can find this
functionality lower down.
8. MODULUS
The MOD() function aims to return the remaining after dividing a given number by a
divisor. For a better understanding, let’s look at the examples below.

Example: We have divided 20 by 3. The remainder is calculated using the function

“=MOD(A2,3)”. The outcome is kept in B2. Alternatively, we can just type “=MOD(20,3)”
and get the same result.

Type function “=MOD(A2,3)

9. CONCATENATE
CONCATENATE is a useful formula that combines values from multiple cells into the
same cell.

Example: =CONCATENATE(A3,B3) will combine Red and Apple to produce RedApple.

10. DATE
DATE is the Excel DATE formula =DATE(year, month, day). The values entered in the
parenthesis, including values from other cells, will be converted to a date using this
formula.

Example: If A2 was 2019, B2 was 8, and C1 was 15, =DATE(A1,B1,C1) would return 15-
08-2019.
11. TRIM
The TRIM formula in Excel is denoted =TRIM(text). Any spaces placed before or after the
text in the cell will be eliminated by this formula.

Example: If A2 includes the name “Virat Kohli” with unwanted spaces before the first
name, =TRIM(A2) would return “Virat Kohli” with no spaces in a new cell.
12. LEN
LEN is the function to count the number of characters in a specific cell when you want to
know the number of characters in that cell. =LEN(text) is the formula for this. Please note
that Excel’s LEN function counts every character, including spaces.

Example: =LEN(A2), returns the total length of the character in cell A2, including spaces.
 13. CEILING
In ceiling a number is rounded up to the nearest multiple of importance using the
CEILING() function.

Example: The nearest highest multiple of 1 for 2.5 is 3.

Note: The #VALUE! error value is returned by CEILING if either input is not a number.
Ceiling function in Excel

14. FLOOR
The floor function reduces a number to the nearest multiple of importance, in contrast to the
ceiling function.

Example: The nearest lowest multiple of 1 for 2.5 is 2.

Floor function in Excel

15. REPLACE
The REPLACE() function does exactly what its name implies, it replaces a portion of a text
string with another text string.

The syntax is =REPLACE(old_text, start_num, num_chars, new_text).

• Old_text: Text in which you want to replace some characters.

• Start_num in this case refers to the index position from which you wish to begin
replacing the characters. The amount of characters you want to replace is then indicated
by num_chars.

• New_text: The text that will replace characters in old_text.

Example: =REPLACE(A3,3,2,”23″) Replaces the last two digits (22) of 2022 with 23
making it 2023.
REPLACE() function in Excel

Example: =REPLACE(A2,1,5,”@”) Replaces five characters in Gurusthalam with a single

@ character, starting with the first character (G).
REPLACE() function in Excel

16. SUBSTITUTE
In a text string, the SUBSTITUTE() function substitutes new text for old text.

Syntax: SUBSTITUTE(text, old_text, new_text, [instance_num])

Text: The text or the reference to a cell containing text for which you want to substitute
characters.

Old_text: The text you want to replace.

New_text: The text you want to replace old_text with.

[instance_num] refers to the index position of the present texts more than once.

Example: =SUBSTITUTE(A2, “Student”, “Employee”) Substitutes Employee for Student

(Employee Details) making it Employee Details
Substitute() function in Excel

17. NOW()
The NOW() function in Excel give the present date (today’s date), It retrieves the current
system clock time.
NOW() Function in Excel

18. TODAY()
The TODAY() function in Excel provides the current system date.
TODAY() function in Excel

19. DAY()
The function DAY() is used to return the day of the month. The value will fall between 1
and 31. The first day of the month is 1 and the last day is 31.
Day() function in Excel

20. MONTH()
The month is returned by the MONTH() function as a number between 1 and 12, with 1
denoting January and 12 denoting December.
Month() function in Excel

21. YEAR()
The YEAR() function, as the name suggests, returns the year from a date value.
Year() function in Excel

22. TIME()
The Excel serial number with a time format is created by the TIME() function using the
hours, minutes, and seconds provided as numbers.
Time() function in Excel

23. DATEDIF
The DATEDIF() function provides the difference between two dates in terms of years,
months, or days.

Example: Using DATEDIF function to calculate the current age of a person based on two
given dates, the date of birth and today’s date.
Datedif() function in Excel

24. VLOOKUP
The VLOOKUP formula searches for the value in the leftmost column of the table array and
returns the value from the same row from the specified columns.

Formula: =VLOOKUP(lookup_value, table_array,col_index, range_lookup)

Lookup_value: The value for which you are looking.

Table_array: the range of the table, worksheet, or selected cell with multiple columns.

col_index: The position of the column to extract the value.

range_lookup: “TRUE” indicates the approximate match(default), and “FALSE” indicates

the exact match.

Example: =VLOOKUP(A10,A1:C7,2,FALSE)
25. HLOOKUP
HLOOKUP(Horizontal lookup) is similar to the VLOOKUP formula. This function looks
for a value in the top row of a table or array of benefits. It gives the value in the same
column from a row you specify.

Formula: =HLOOKUP(lookup_value, table, row_index, range_lookup)

Lookup_value: This indicated the value for lookup.

Table_array: the range of the table, worksheet, or selected cell with multiple columns.

row_index: The position of the row to extract the value.

range_lookup: “TRUE” indicates the approximate match(default), and “FALSE” indicates

the exact match.

Example: HLOOKUP(B5,A1:D3,3,0)
26. POWER
The POWER() function returns the result of a number raised to a certain power.

Formula: POWER(number, power)

Example: POWER(A2,3)

27. INDEX-MATCH
The INDEX-MATCH function can be used to return a value in a column to the left. This is
the most popular function in Excel for performing more advanced lookups. INDEX-
MATCH in Excel has several advantages over the VLOOKUP Function. The main
advantage of using INDEX-MATCH is it only has to consider the lookup column and the
return column.

Formula: INDEX(reference, [row], [column])

Example: =INDEX(B2:B6,MATCH(D2,A2:A6,0))
28. IF()
The IF Function is used when data needs to be sorted according to a given logic. The main
advantage of using the if function is that you can embed formulas and functions in it.

Formula : =IF(logical_test, [value_if_true], [Value_if_false])

Example : =IF(B2>50,”PASS”,”FAIL”)

29. SUMIF()
SUMIF Function adds all the values in a range of cells that meet a specified condition.

Formula: = SUMIF(range,criteria,[sum_range]).

Example: = SUMIF(C6:C11,”>=20″)
30. AVERAGEIF()
It Calculates the average value in a range of cells that meet the specified criteria. Formula:
=AVERAGEIF(range,criteria,[average_range]).

Example: =AVERAGEIF(C6:C11,”>=20″)
31. COUTNIF()
The COUNTIF Function is used to count the total number of cells in the given range that
satisfy the condition.

Formula: COUNTIF(range, criteria)

Example: =COUNTIF(C2:C6,”PASS”)
Conclusion
In conclusion, mastering basic Excel formulas and functions is essential for anyone
working with data in this versatile spreadsheet software. Remember that every formula
should commence with an equal sign to avoid errors, and if you need to input text
values, enclose them within double quotation marks. Additionally, ensure that the cell
format is set to ‘General’ before entering a function, as a ‘Text’ format may disrupt
formula execution. Lastly, be mindful that even blank cells with only spaces are not
considered truly empty, as spaces are counted as characters. By adhering to these
fundamental principles, you can harness the full potential of Excel’s formula and
function capabilities, making your data management tasks more efficient and error-
free.