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5 Master Excel Functions

The document provides an overview of various functions in Excel, including COUNT, SUM, and logical functions like IF, AND, OR, and NOT. It also explains cell references (relative, absolute, mixed), date and time functions, text functions, and lookup functions such as VLOOKUP and HLOOKUP. Each function is accompanied by examples and notes for further exploration.

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theeeclipse17
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© © All Rights Reserved
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Download as DOCX, PDF, TXT or read online on Scribd
2 views

5 Master Excel Functions

The document provides an overview of various functions in Excel, including COUNT, SUM, and logical functions like IF, AND, OR, and NOT. It also explains cell references (relative, absolute, mixed), date and time functions, text functions, and lookup functions such as VLOOKUP and HLOOKUP. Each function is accompanied by examples and notes for further exploration.

Uploaded by

theeeclipse17
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Count and Sum Functions in

Excel
The most used functions in Excel are the functions that count and sum. You
can count and sum based on one criteria or multiple criteria.
COUNT
To count the number of cells that contain numbers, use the COUNT function.

Note: to count blank and nonblank cells in Excel, use COUNTBLANK and
COUNTA.
COUNTIF
To count cells based on one criteria (for example, greater than 9), use the
following COUNTIF function.
Note: visit our page about the COUNTIF function for many more examples.
COUNTIFS
To count rows based on multiple criteria (for example, green and greater
than 9), use the following COUNTIFS function.

SUM
To sum a range of cells, use the SUM function.

Note: visit our page about the SUM function for many more examples.
SUMIF
To sum cells based on one criteria (for example, greater than 9), use the
following SUMIF function (two arguments).
To sum cells based on one criteria (for example, green), use the following
SUMIF function (three arguments, last argument is the range to sum).

Note: visit our page about the SUMIF function for many more examples.
SUMIFS
To sum cells based on multiple criteria (for example, circle and red), use the
following SUMIFS function (first argument is the range to sum).
General note: in a similar way, you can use the AVERAGEIF function to
average cells based on one criteria and the AVERAGEIFS function to average
cells based on multiple criteria.

Logical Functions in Excel


Learn how to use Excel's logical functions, such as IF, AND, OR and NOT.
IF
The IF function checks whether a condition is met, and returns one value if
true and another value if false.

1. For example, take a look at the IF function in cell C2 below.

Explanation: if the score is greater than or equal to 60, the IF function


returns Pass, else it returns Fail. Visit our page about the IF function for
many more examples.
AND
The AND Function returns TRUE if all conditions are true and returns FALSE if
any of the conditions are false.

1. For example, take a look at the AND function in cell D2 below.

Explanation: the AND function returns TRUE if the first score is greater than
or equal to 60 and the second score is greater than or equal to 90, else it
returns FALSE. Visit our page about the AND function to learn more about
this Excel function.
OR
The OR function returns TRUE if any of the conditions are TRUE and returns
FALSE if all conditions are false.

1. For example, take a look at the OR function in cell D2 below.


Explanation: the OR function returns TRUE if at least one score is greater
than or equal to 60, else it returns FALSE. Visit our page about the OR
function for many more examples.
NOT
The NOT function changes TRUE to FALSE, and FALSE to TRUE.

1. For example, take a look at the NOT function in cell D2 below.

Explanation: in this example, the NOT function reverses the result of the OR
function (see previous example).

Cell References in Excel


Cell references in Excel are very important. Understand the difference
between relative, absolute and mixed reference, and you are on your way to
success.
Relative Reference
By default, Excel uses relative references. See the formula in cell D2 below.
Cell D2 references (points to) cell B2 and cell C2. Both references are
relative.
1. Select cell D2, click on the lower right corner of cell D2 and drag it down to
cell D5.

Cell D3 references cell B3 and cell C3. Cell D4 references cell B4 and cell C4.
Cell D5 references cell B5 and cell C5. In other words: each cell references its
two neighbors on the left.

Absolute Reference
See the formula in cell E3 below.

1. To create an absolute reference to cell H3, place a $ symbol in front of the


column letter and row number ($H$3) in the formula of cell E3.
2. Now we can quickly drag this formula to the other cells.

The reference to cell H3 is locked (when we drag the formula down and
across). As a result, the correct lengths and widths in inches are calculated.
Visit our page about absolute reference to learn more about this type of
reference.
Mixed Reference
Sometimes we need a combination of relative and absolute reference (mixed
reference).
1. See the formula in cell F2 below.
2. We want to copy this formula to the other cells quickly. Drag cell F2 across
one cell, and look at the formula in cell G2.

Do you see what happens? The reference to the price should be a locked
reference to column B. Solution: place a $ symbol in front of the column
letter ($B2) in the formula of cell F2. In a similar way, when we drag cell F2
down, the reference to the reduction should be a locked reference to row 6.
Solution: place a $ symbol in front of the row number (B$6) in the formula of
cell F2.

Result:
Note: we don't place a $ symbol in front of the row number of $B2 (this way
we allow the reference to change from $B2 (Jeans) to $B3 (Shirts) when we
drag the formula down). In a similar way, we don't place a $ symbol in front
of the column letter of B$6 (this way we allow the reference to change from
B$6 (Jan) to C$6 (Feb) and D$6 (Mar) when we drag the formula across).

3. Now we can quickly drag this formula to the other cells.

The references to column B and row 6 are locked.

Date & Time Functions in Excel


To enter a date in Excel, use the "/" or "-" characters. To enter a time, use
the ":" (colon). You can also enter a date and a time in one cell.
Note: Dates are in US Format. Months first, Days second. This type of format
depends on your Windows regional settings. Learn more about Date and
Time formats.
YEAR, MONTH, DAY
To get the year of a date, use the YEAR function.

Note: use the MONTH function and the DAY function to get the month and
day of a date.

DATE function
To add a number of days to a date, use the following simple formula.

To add a number of years, months and/or days, use the DATE function.

Note: the DATE function accepts three arguments: year, month and day.
Excel knows that 6 + 2 = 8 = August has 31 days and rolls over to the next
month (23 August + 9 days = 1 September).
Current Date & Time
To get the current date and time, use the NOW function.

Note: use the TODAY function to enter today's date in Excel.


HOUR, MINUTE, SECOND
To return the hour, use the HOUR function.

Note: use the MINUTE function and the SECOND function to return the
minute and second.

TIME function
To add a number of hours, minutes and/or seconds, use the TIME function.

Note: Excel adds 2 hours, 10 + 1 = 11 minutes and 70 - 60 = 10 seconds.

Text Functions in Excel


Excel has many functions to offer when it comes to manipulating text strings.
Join Strings
To join strings, use the & operator.
Note: instead of using the & operator, use the CONCATENATE function in
Excel.
LEFT
To extract the leftmost characters from a string, use the LEFT function.

RIGHT
To extract the rightmost characters from a string, use the RIGHT function.

MID
To extract a substring, starting in the middle of a string, use the MID
function.

Note: started at position 5 (p) with length 3.

LEN
To get the length of a string, use the LEN function.
Note: space (position 8) included!

FIND
To find the position of a substring in a string, use the FIND function.

Note: string "am" found at position 3. Visit our page about the FIND
function for more examples.
SUBSTITUTE
To replace existing text with new text in a string, use the SUBSTITUTE
function.

Lookup & Reference Functions


in Excel
Learn all about Excel's lookup & reference functions, such as VLOOKUP,
HLOOKUP, MATCH, INDEX and CHOOSE.
VLOOKUP
The VLOOKUP (Vertical lookup) function looks for a value in the leftmost
column of a table, and then returns a value in the same row from another
column you specify.

1. Insert the VLOOKUP function shown below.

Explanation: the VLOOKUP function looks for the ID (104) in the leftmost
column of the range $E$4:$G$7 and returns the value in the same row from
the third column (third argument is set to 3). The fourth argument is set to
FALSE to return an exact match or a #N/A error if not found.

2. Drag the VLOOKUP function in cell B2 down to cell B11.


Note: when we drag the VLOOKUP function down, the absolute
reference ($E$4:$G$7) stays the same, while the relative reference (A2)
changes to A3, A4, A5, etc. Visit our page about the VLOOKUP function for
much more information and many examples.
HLOOKUP
In a similar way, you can use the HLOOKUP (Horizontal lookup) function.
Note: if you have Excel 365 or Excel 2021, you can also use XLOOKUP to
perform a horizontal lookup.
MATCH
The MATCH function returns the position of a value in a given range.

Explanation: Yellow found at position 3 in the range E4:E7. The third


argument is optional. Set this argument to 0 to return the position of the
value that is exactly equal to lookup_value (A2) or a #N/A error if not found.
Use INDEX and MATCH in Excel and impress your boss.
INDEX
The INDEX function below returns a specific value in a two-dimensional
range.

Explanation: 92 found at the intersection of row 3 and column 2 in the range


E4:F7.
The INDEX function below returns a specific value in a one-dimensional
range.

Explanation: 97 found at position 3 in the range E4:E7. Use INDEX and


MATCH in Excel and impress your boss.
CHOOSE
The CHOOSE function returns a value from a list of values, based on a
position number.

Explanation: Boat found at position 3.

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