Introduction and meaning

Microsoft Excel is an electronic spreadsheet. You can use it to organize your data into
rows and columns. You can also use it to perform mathematical calculations quickly.
This course teaches Microsoft Excel basics as a prelude to the use of Statistical
Analysis System (SAS) software in carrying out more complex statistical analysis.

Section 1: Entering Text and Numbers

The Microsoft Excel Window

This Section will introduce you to the Excel window. To begin this Section, start
Microsoft Excel as follows:

1. Click on Microsoft Start Button

2. Point the mouse on All Programs
3. Click on Microsoft Office
4. Click on Microsoft Excel
OR
1. Click Windows Key + R (run dialogue box) and
2. Type Excel in the box and click OK.
The Microsoft Excel window appears and your screen looks similar to the one shown
here.
The Microsoft Office Button

In the upper-left corner of the Excel window is the Microsoft Office button. When you
click the button, a menu appears. You can use the menu to create a new file, open an
existing file, save a file, print and perform many other tasks.
The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access
toolbar gives you quick access to commands you frequently use.
The Title Bar

Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel
displays the name of the workbook you are currently using. At the top of the Excel
window, you should see "Book 1 - Microsoft Excel" or a similar name.
The Ribbon
In Microsoft Excel, you use the Ribbon to issue commands. The Ribbon is located near
the top of the Excel window, below the Quick Access toolbar.

Worksheets
Microsoft Excel Workbook consists of worksheets. It is the area or single sheet
provided for the data work. Each worksheet contains columns and rows. The columns
are lettered A to Z and then continuing with AA, AB, AC and so on (total columns are
16384); the rows are numbered 1 to 1,048,576.
The combination of a column coordinate and a row coordinate make up a cell
address.
The Formula Bar

If the Formula bar is turned on, the cell address of the cell you are in displays in the
Name box which is located on the left side of the Formula bar. Cell entries display on
the right side of the Formula bar.

The Status Bar

The Status bar appears at the very bottom of the Excel window and provides such
information as the sum, average, minimum, and maximum value of selected
numbers.
Move Around a Worksheet
By using the arrow keys, you can move around your worksheet. You can use the down
arrow key to move downward one cell at a time. You can use the up arrow key to
move upward one cell at a time. You can use the Tab key to move across the page to
the right, one cell at a time. You can hold down the Shift key and then press the Tab
key to move to the left, one cell at a time. You can use the right and left arrow keys to
move right or left one cell at a time. The Page Up and Page Down keys move up and
down one page at a time. If you hold down the Ctrl key and then press the Home key,
you move to the beginning of the worksheet.
Go To Cells Quickly
The following are shortcuts for moving quickly from one cell in a worksheet to a cell
in a different part of the worksheet.
EXERCISE 2 Go to -- F5
1. Press F5. The Go To dialog box opens.
2. Type J3 in the Reference field.
3. Press Enter. Excel moves to cell J3.
Go to -- Ctrl+G
1. Hold down the Ctrl key while you press "g" (Ctrl+g). The Go To dialog box
opens.
2. Type C4 in the Reference field.
3. Press Enter. Excel moves to cell C4.
Go To -- The Name Box
You can also use the Name box to go to a specific cell. Just type the cell you want to
go to in the Name box and then press Enter.

1. Type B10 in the Name box.

2. Press Enter. Excel moves to cell B10.
Select Cells

If you wish to perform a function on a group of cells, you must first select those cells
by highlighting them. The exercises that follow teach you how to select.
EXERCISE 3
Select Cells – F8 To
select cells A1 to E7:
1. Go to cell A1.
2. Press the F8 key. This anchors the cursor.
3. Note that "Extend Selection" appears on the Status bar in the lower-left corner
of the window. You are in the Extend mode.
4. Click in cell E7. Excel highlights cells A1 to E7.
5. Press Esc and click anywhere on the worksheet to clear the highlighting.
Alternative Method: Select Cells by Dragging

1. Go to cell A1.
2. Press the left mouse button.
3. While holding down the left mouse button, use the mouse to move from cell
A1 to C5.
 4. Release the left mouse button.
5. Hold down the Ctrl key until step 9.
6. Using the mouse, place the cursor in cell D7.
7. Press the left mouse button.
8. While holding down the left mouse button, move to cell F10. Release the left
mouse button.
9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10 are selected.
10.Press Esc and click anywhere on the worksheet to remove the highlighting.
Enter Data
In this section, you will learn how to enter data into your worksheet. First, place the
cursor in the cell in which you want to start entering data. Type some data, and then
press Enter. If you need to delete, press the Backspace key to delete one character at
a time.
EXERCISE 4 Enter Data

1. Place the cursor in cell A1.

2. Type John Jordan. Do not press Enter at this time.
Edit a Cell – F2
After you enter data into a cell, you can edit the data by pressing F2 while you are in
the cell you wish to edit.
EXERCISE 5
Change "John" to "Jones."
1. Move to cell A1.
2. Press F2.
3. Use the Arrow and Backspace keys to change John to Jones
4. Press Enter.

Alternate Method: Editing a Cell by Using the Formula Bar

You can also edit the cell by using the Formula bar. You change "Jones" to "Joker" in
the following exercise.
 1. Move the cursor to cell A1.
2. Click in the formula or entries area of the Formula bar, and change Jones to
Joker.
3. Press Enter.
Alternate Method: Edit a Cell by Double-Clicking in the Cell You
can change "Joker" to "Johnson" as follows:

1. Move to cell A1.

2. Double-click in cell A1.
3. Use the Arrow and Backspace keys to change Joker to Johnson.
4. Press Enter.
Change a Cell Entry
Typing in a cell replaces the old cell entry with the new information you type.
1. Move the cursor to cell A1.
2. Type Cathy.
3. Press Enter. The name "Cathy" replaces "Johnson Jordan"
Wrap Text
When you type text that is too long to fit in the cell, the text overlaps the next cell. If
you do not want it to overlap the next cell, you can wrap the text.
EXERCISE 6

1. Move to cell A2.

2. Type Text too long to fit.
3. Press Enter.

4. Return to cell A2.

5. Choose the Home tab.

6. Click the Wrap Text button . Excel wraps the text in the cell.
Delete a Cell Entry
To delete an entry in a cell or a group of cells, you place the cursor in the cell or select
the group of cells and press Delete.
EXERCISE 7 Delete a Cell Entry
1. Select cells A1 to A2.
2. Press the Delete key.
Save a File
To save your file:
 1. Click the Office button. A menu appears.
2. Click Save. The Save As dialog box appears.
3. Go to the directory in which you want to save your file.
4. Type Section1 in the File Name field.
5. Click Save. Excel saves your file.
1.24 Close Excel
Close Microsoft Excel.
1. Click the Office button. A menu appears.
2. Click Close. Excel closes.

Section 2: Entering Excel Formulas and Formatting Data

A major strength of Excel is that you can perform mathematical calculations and
format your data.
Perform Mathematical Calculations
In Microsoft Excel, you can enter numbers and mathematical formulas into cells.
Whether you enter a number or a formula, you can reference the cell when you
perform mathematical calculations such as addition, subtraction, multiplication, or
division. When entering a mathematical formula, precede the formula with an equal
(=) sign. Use the following to indicate the type of calculation you wish to perform:
+ Addition
– Subtraction
* Multiplication
/ Division
^ Exponential
In the following exercises, you practice some of the methods you can use to perform
mathematical calculations.
EXERCISE 1
Addition, Subtraction, Multiplication and Division of Numbers

1. Type: Add, Subtract, Multiply, and Divide in cells A1, B1, C1, and D1
respectively
2. Type: 12, 25, 11 and 75 in cells A2, B2, C2 and D2 respectively
3. Type: 8, 13, 6 and 5 in cells A3, B3, C3 and D3 respectively
4. Type: = A2 + A3 in cell A5 and press Enter
5. Type: = B2 + B3 in cell A5 and press Enter
6. Type: = C2 + C3 in cell A5 and press Enter
7. Type: = D2 + D3 in cell A5 and press Enter
When creating formulas, you can reference cells and include numbers. All of the
following formulas are valid:
(a) =A2/B2; (b) =A2+12-B3; (c) =A2*B2+12; (d) =24+53/B2

Perform Advanced Mathematical Calculations

When you perform mathematical calculations in Excel, be careful of precedence.
Calculations are performed from left to right, with multiplication and division
performed before addition and subtraction. Excel solves calculation on the basis of
BEDMAS Rule (Brackets, Exponents, Division, Multiplication, Addition, Substraction)
EXERCISE 2 Advanced Calculations
1. Move to cell A7.
2. Type =3+3+12/2*4.
3. Press Enter.
Note: Microsoft Excel divides 12 by 2, multiplies the answer by 4, adds 3, and then
adds another 3. The answer, 30, displays in cell A7.
To change the order of calculation, use parentheses. Microsoft Excel calculates the
information in parentheses first.
1. Double-click in cell A7.
2. Edit the cell to read =(3+3+12)/2*4.
3. Press Enter.
Note: Microsoft Excel adds 3 plus 3 plus 12, divides the answer by 2, and then
multiplies the result by 4. The answer, 36, displays in cell A7.

AutoSum

You can use the AutoSum button on the Home tab to automatically add a
column or row of numbers. When you press the AutoSum button , Excel selects
the numbers it thinks you want to add. If you then click the check mark on the
Formula bar or press the Enter key, Excel adds the numbers. If Excel's guess as to
which numbers you want to add is wrong, you can select the cells you want.
EXERCISE 3 AutoSum
The following illustrates AutoSum:

1. Go to cell F1.
2. Type 3.
3. Press Enter. Excel moves down one cell.
4. Type 3.
5. Press Enter. Excel moves down one cell.
6. Type 3.
7. Press Enter. Excel moves down one cell to cell F4.
 8. Choose the Home tab.
9. Click the AutoSum button in the Editing group or click ALT = (shortcut key)
Excel selects cells F1 through F3 and enters a formula in cell F4.

10.Press Enter. Excel adds cells F1 through F3 and displays the result in cell F4.

Note that you can click on the arrow next to AutoSum to access other automatic
calculations like average, minimum and maximum values, count numbers, etc.
Align Cell Entries
When you type text into a cell, by default your entry aligns with the left side of the
cell. When you type numbers into a cell, by default your entry aligns with the right
side of the cell. You can change the cell alignment. You can center, left-align, or right-
align any cell entry. Look at cells A1 to D1. Note that they are aligned with the left
side of the cell.

EXERCISE 4
To center cells A1 to D1:

1. Select cells A1 to D1.

2. Choose the Home tab.
 3. Click the Center button in the Alignment group. Excel centers each cell's
content.
Note that left and right alignment can be carried out in a similar manner.

Copy, Cut and Paste

You can copy or cut data from one area of a worksheet to another.

1. Select cells D9 to D12

2. Choose the Home tab.
3. Click the Cut button.
4. Move to cell G1.

5. Click the Paste button . Excel moves the contents of cells D9 to D12 to cells G1 to
G4.
Insert and Delete Columns and Rows
You can insert and delete columns and rows. When you delete a column, you delete
everything in the column from the top of the worksheet to the bottom of the
worksheet. When you delete a row, you delete the entire row from left to right.
Inserting a column or row inserts a completely new column or row.
EXERCISE 5
Insert and Delete Columns and Rows To delete
columns F and G: (shortcut key – CTRL -)

1. Click the column F indicator and drag to column G.

2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Columns. Excel deletes the columns you selected.
4. Click anywhere on the worksheet to remove your selection.
To delete rows 7 through 12:

1. Click the row 7 indicator and drag to row 12.

2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Rows. Excel deletes the rows you selected.
4. Click anywhere on the worksheet to remove your selection.
To insert a column: (shortcut Key – CTRL +)
1. Click on A to select column A.
2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Columns. Excel inserts a new column.
4. Click anywhere on the worksheet to remove your selection.
To insert rows:
1. Click on 1 and then drag down to 2 to select rows 1 and 2.
2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Rows. Excel inserts two new rows.
4. Click anywhere on the worksheet to remove your selection.
Work with Long Text
Whenever you type text that is too long to fit into a cell, Microsoft Excel attempts to
display all the text. It left-aligns the text regardless of the alignment you have
assigned to it, and it borrows space from the blank cells to the right. However, a long
text entry will never write over cells that already contain entries—instead, the cells
that contain entries cut off the long text. The following exercise illustrates this.
EXERCISE 6 Work with Long Text

1. Move to cell A6.

2. Type Now is the time for all good men to go to the aid of their army.
3. Press Enter. Everything that does not fit into cell A6 spills over into the adjacent
cell.

4. Move to cell B6.

5. Type Test.
6. Press Enter. Excel cuts off the entry in cell A6.

7. Move to cell A6.

8. Look at the Formula bar. The text is still in the cell.
Change A Column's Width
You can increase column widths. Increasing the column width enables you to see the
long text.
EXERCISE 7 Change Column Width

1.Make sure you are in any cell under column A.

2.Choose the Home tab.
3.Click the down arrow next to Format in the Cells group.
4.Click Column Width. The Column Width dialog box appears.
5.Type 55 in the Column Width field.
6.Click OK. Column A is set to a width of 55. You should now be able to see all of
the text.
Change a Column Width by Dragging
You can also change the column width with the cursor.
1. Place the mouse pointer on the line between the B and C column headings.
The mouse pointer should look like the one displayed here , with two
arrows.
2. Move your mouse to the right while holding down the left mouse button. The
width indicator appears on the screen.
3. Release the left mouse button when the width indicator shows approximately
20. Excel increases the column width to 20.
Change a Column Width by AutoFit Column Width
1. Select the column or column you want to change the column width.
2. Choose the Home tab.
3. Click the down arrow next to Format in the Cells group.
4. Click on AutoFit Column Width. You should now be able to see all of the text.
Format Numbers
You can format the numbers you enter into Microsoft Excel. For example, you can add
commas to separate thousands, specify the number of decimal places, place a dollar
sign in front of a number, or display a number as a percent.
EXERCISE 8

1. Move to cell B8.

2. Type 1234567.
3. Click the check mark [ √ ] on the Formula bar.

4. Choose the Home tab.

5. Click the down arrow next to the Number Format box. (Shortcut Key -CTRL 1).
A menu appears.
6. Click Number. Excel adds two decimal places to the number you typed.

M- EXCEL
7.

LNOTES
your number.
9. Click twice on the Increase Decimal button
four decimal places.
10.Click the Decrease Decimal button
to change the number format to

, if you wish to decrease the number of

decimal places.
Change a decimal to a percent.

1. Move to cell B9.

2. Type 0.35 (note the decimal point).
3. Click the check mark [ √ ] on the formula bar.

4. Choose the Home tab.

5. Click the Percent Style button . Excel turns the decimal to a percent.

Now save and close a file.

Section 3: Creating Excel Functions, Filling Cells
By using functions, you can quickly and easily make many useful calculations, such as
finding an average, the highest number, the lowest number, and a count of the
number of items in a list. Microsoft Excel has many functions that you can use.
Using Reference Operators
To use functions, you need to understand reference operators. Reference operators
refer to a cell or a group of cells.
A range reference refers to all the cells between and including the reference. A range
reference consists of two cell addresses separated by a colon. The reference A1:A3
includes cells A1, A2, and A3. The reference A1:C3 includes cells A1, A2, A3, B1, B2,
B3, C1, C2, and C3.
Understanding Functions
Functions are prewritten formulas. Functions differ from regular formulas in that you
supply the value but not the operators, such as +, -, *, or /. For example, you can use
the SUM function to add. When using a function, remember the following:
 1. Use an equal sign to begin a formula.
2. Specify the function name.
3. Enclose arguments within parentheses. Arguments are values on which you
want to perform the calculation. For example, arguments specify the numbers
or cells you want to add.
4. Use a comma to separate arguments.
Here is an example of a function:
=SUM(2,13,A1,B2:C7)
In this function, known as the SUM function:
1. The equal sign begins the function.
2. SUM is the name of the function.
3. 2, 13, A1, and B2:C7 are the arguments. Parentheses enclose the arguments.
4. Commas separate the arguments.
After you type the first letter of a function name, the AutoComplete list appears. You
can double-click on an item in the AutoComplete list to complete your entry quickly.
Excel will complete the function name and enter the first parenthesis.
EXERCISE 1 Functions
The SUM function adds argument values.

1. Open Microsoft Excel.

2. Type 12 in cell B1.
3. Press Enter.
4. Type 27 in cell B2.
5. Press Enter.
6. Type 24 in cell B3.
7. Press Enter.
8. Type =SUM(B1:B3) in cell A4.
9. Press Enter. The sum of cells B1 to B3, which is 63, appears.
Alternate Method: Enter a Function with the Ribbon

1. Type 150 in cell C1.

2. Press Enter.
3. Type 85 in cell C2.
4. Press Enter.
5. Type 65 in cell C3, and Press Enter
6. Choose the Formulas tab.
7. Click the Insert Function button. The Insert Function dialog box appears.
8. Choose Math & Trig in the Or Select A Category box.
9. Click Sum in the Select A Function box.
10.Click OK.
11.The Function Arguments dialog box appears with C1:C3 displayed in the
Number1 field.

12.Type C1:C3 in the Number1 field, if it does not automatically appear.

13.Click OK. The sum of cells C1 to C3, which is 300, appears.

Calculate an Average
You can use the AVERAGE function to calculate the average of a series of numbers.
 1. Move to cell A6.
2. Type Average. Press the right arrow key to move to cell B6.
3. Type =AVERAGE(B1:B3).
4. Press Enter. The average of cells B1 to B3, which is 21, appears.

Find the Lowest Number

You can use the MIN function to find the lowest number in a series of numbers.

1. Move to cell A7.

2. Type Min. Press the right arrow key to move to cell B7.
3. Type =MIN(B1:B3).
4. Press Enter. The lowest number in the series, which is 12, appears.
Find the Highest Number

You can use the MAX function to find the highest number in a series of numbers.

.
 1. Move to cell A8.
2. Type Max. Press the right arrow key to move to cell B8.
3. Type =MAX(B1:B3).
4. Press Enter. The highest number in the series, which is 27, appears.

Count the Numbers in a Series of Numbers

You can use the count function to count the number of numbers in a series.

1. Move to cell A9.

2. Type Count. Press the right arrow key to move to cell B9.
3. Type =COUNT(B1:B3).
4. Press Enter. The number of items in the series, which is 3, appears.
Fill Cells Automatically
You can use Microsoft Excel to fill cells automatically with a series. For example, you
can have Excel automatically fill your worksheet with days of the week, months of the
year, years, or other types of series.

EXERCISE 2 (a) Fill Cells Automatically

The following demonstrates filling the days of the week:
 1. Click the Sheet2 tab. Excel moves to Sheet2.
2. Move to cell A1.
3. Type Sun.
4. Move to cell B1.
5. Type Sunday.
6. Select cells A1 to B1.
7. Choose the Home tab.
8. Click the Bold button . Excel bolds cells A1 to B1.
9. Find the small black square in the lower-right corner of the selected area. The
small black square is called the fill handle.
10.Grab the fill handle and drag with your mouse to fill cells A1 to B14. Note how
the days of the week fill the cells in a series. Also, note that the Auto Fill
Options button appears.

Fill Times
The following demonstrates filling time:
1. Type 1:00 into cell C1.
2. Grab the fill handle and drag with your mouse to highlight cells C1 to C14. Note
that each cell fills, using military time.
3. Press Esc and then click anywhere on the worksheet to remove the
highlighting.
To change the format of the time:
1. Select cells C1 to C14.
2. Choose the Home tab.
3. Click the down arrow next to the number format box . A menu
appears.
4. Click Time. Excel changes the format of the time.

Fill Numbers

You can also fill numbers.

 1. Type a 1 in cell D1.
2. Type a 2 in cell D2.
3. Select cells D1:D2
4. Grab the fill handle and drag with your mouse to highlight cells D1 to D14.
5. The cells fill as a series, starting with 1, 2, 3.

Here is another interesting fill feature.

1. Go to cell E1.
2. Type Section 1.
3. Grab the fill handle and drag with your mouse to highlight cells E1 to E14. The
cells fill in as a series: Section 1, Section 2, Section 3, and so on.
Section 4: Creating Charts
In Microsoft Excel, you can represent numbers in a chart. On the Insert tab, you can
choose from a variety of chart types, including column, line, pie, bar, area, and
scatter. The basic procedure for creating a chart is the same no matter what type of
chart you choose. As you change your data, your chart will automatically update.
You select a chart type by choosing an option from the Insert tab's Chart group. After
you choose a chart type, such as column, line, or bar, you choose a chart subtype. For
example, after you choose Column Chart, you can choose to have your chart
represented as a two-dimensional chart, a three-dimensional chart, a cylinder chart,
a cone chart, or a pyramid chart. There are further sub-types within each of these
categories. As you roll your mouse pointer over each option, Excel supplies a brief
description of each chart sub-type.

Create a Chart

To create the column chart shown above, start by creating the worksheet below
exactly as shown.

After you have created the worksheet, you are ready to create your chart.
EXERCISE 1 Create a
Column Chart

.
1. Select cells A3 to D6. You must select all the cells containing the data you want
in your chart. You should also include the data labels.
2. Choose the Insert tab.
3. Click the Column button in the Charts group. A list of column chart sub-types
types appears.
4. Click the Clustered Column chart sub-type. Excel creates a Clustered Column
chart and the Chart Tools context tabs appear.
Apply a Chart Layout
Context tabs are tabs that only appear when you need them. Called Chart Tools, there
are three chart context tabs: Design, Layout, and Format. The tabs become available
when you create a new chart or when you click on a chart. You can use these tabs to
customize your chart.

EXERCISE 2 Apply a Chart Layout

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
3. Click the Quick Layout button in the Chart Layout group. A list of chart layouts
appears.
4. Click Layout 5. Excel applies the layout to your chart.
Change the Style of a Chart
A style is a set of formatting options. You can use a style to change the color and
format of your chart. Excel 2007 has several predefined styles that you can use. They
are numbered from left to right, starting with 1, which is located in the upperleft
corner.
EXERCISE 3
Click the Comma Style button

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
. 8. Click the Accounting Number Format button
E

4. Click Style 42. Excel applies the style to your chart.

Change the Size and Position of a Chart
When you click a chart, handles appear on the right and left sides, the top and
bottom, and the corners of the chart. You can drag the handles on the top and
bottom of the chart to increase or decrease the height of the chart. You can drag the
handles on the left and right sides to increase or decrease the width of the chart. You
can drag the handles on the corners to increase or decrease the size of the chart
proportionally. You can change the position of a chart by clicking on an unused area
of the chart and dragging.

EXERCISE 4 Change the Size and Position of a Chart

1. Use the handles to adjust the size of your chart.

2. Click an unused portion of the chart and drag to position the chart beside the
data.

Move a Chart to a Chart Sheet

By default, when you create a chart, Excel embeds the chart in the active worksheet.
However, you can move a chart to another worksheet or to a chart sheet. A chart
sheet is a sheet dedicated to a particular chart. By default Excel names each chart
sheet sequentially, starting with Chart1. You can change the name.
EXERCISE 5
. Excel adds a dollar sign to

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
3. Click the Move Chart button in the Location group. The Move Chart dialog box
appears.

4. Click the New Sheet radio button.

5. Type Toy Sales to name the chart sheet. Excel creates a chart sheet named Toy
Sales and places your chart on it.

Change the Chart Type

Any change you can make to a chart that is embedded in a worksheet, you can also
make to a chart sheet. For example, you can change the chart type from a column
chart to a bar chart.
EXERCISE 6 Change the Chart Type

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
3. Click Change Chart Type in the Type group. The Chart Type dialog box appears.
4. Click Bar.
5. Click Clustered Horizontal Cylinder.
6. Click OK. Excel changes your chart type.

You have reached the end of Section 4. You can save and close your file.
Section 5: More on Entering Excel Formulas
This Section looks at more examples of how to enter and execute Excel Formulas.
5.1 The SUMIF Function Syntax SUMIF(range,criteria,sum_range)
Range is the range of cells where Excel searches for the criteria that you want
evaluated. Cells in each range must be numbers or names, arrays, or references that
contain numbers. Blank and text values are ignored.
Criteria is the criteria in the form of a number, expression, or text that defines which
cells will be added. For example, criteria can be expressed as 32, "32", ">32", or
"apples".
Sum_range are the actual cells to add if their corresponding cells in range match
criteria. If sum_range is omitted, the cells in range are both evaluated by criteria and
added if they match criteria.

Note: The SUMIF function can be read as:

“Sum or add up sum_range if range meets criteria.”

Example

A B

1 Property Value Commission

2 100,000 7,000

3 200,000 14,000

4 300,000 21,000

5 400,000 28,000
Formula Description (Result)
=SUMIF(A2:A5,">160000",B2:B Sum of the commissions
5) for

property values over

160,000
(63,000)

Sum of the property values

=SUMIF(A2:A5,">160000") over

160,000 (900,000)
 =SUMIF(A2:A5,"=300000",B2:B Sum of the commissions
3) for

property values equal to

300,000
(21,000)
5.2 The AVERAGEIF Function

Returns the average (arithmetic mean) of all the cells in a range that meet a given
criteria.

Syntax AVERAGEIF(range,criteria,average_range)

Range is one or more cells to average, including numbers or names, arrays, or

references that contain numbers.

Criteria is the criteria in the form of a number, expression, cell reference, or text that
defines which cells are averaged. For example, criteria can be expressed as 32, "32",
">32", "apples", or B4.

Average_range is the actual set of cells to average. If omitted, range is used.

Note: The AVERAGEIF function can be read as:

“Average average_range if range meets criteria.”

Example: Averaging profits from regional offices

A B

Region Profits (Thousands)

2
East 45,678

3
 West 23,789

North -4,789

South (New Office) 0

MidWest 9,678

7
Formula Description (result)

8
=AVERAGEIF(A2:A6,"=*West",B2:B6) Average of all profits for the

9
West and MidWest regions

10
(16,733.5)

=AVERAGEIF(A2:A6,"<>*(New Average of all profits for all

Office)",B2:B6) regions excluding new

offices (18,589)

5.3 The COUNTIF Function

Counts the number of cells within a range that meet the given criteria.
Syntax: COUNTIF(range,criteria)

Range is one or more cells to count, including numbers or names, arrays, or

references that contain numbers. Blank and text values are ignored.

Criteria is the criteria in the form of a number, expression, cell reference, or text that
defines which cells will be counted. For example, criteria can be expressed as 32,
"32", ">32", "apples", or B4.

Note: The COUNTIF function can be read as:

“Count frequency or number of times or cells if range contains criteria.”

Remark
You can use the wildcard characters, question mark (?) and asterisk (*), in criteria.
A question mark matches any single character; an asterisk matches any sequence
of characters. If you want to find an actual question mark or asterisk, type a tilde
(~) before the character.

Example 1: Common COUNTIF formulas

A B

1 Data Data

2 apples 32

3 oranges 54

4 peaches 75

5 apples 86
Formula Description (result)
=COUNTIF(A2:A5,"apples") Number of cells with apples in the first

column above (2)

=COUNTIF(A2:A5,A4) Number of cells with peaches in the

first

column above (1)

=COUNTIF(A2:A5,A3)+COUNTIF(A2:A5,A2 Number of cells with oranges and

) apples in

the first column above (3)

 =COUNTIF(B2:B5,">55") Number of cells with a value greater
than 55

in the second column above (2)

=COUNTIF(B2:B5,"<>"&B4) Number of cells with a value not equal

to 75

in the second column above (3)

=COUNTIF(B2:B5,">=32")- Number of cells with a value greater

than or

COUNTIF(B2:B5,">85") equal to 32 and less than or equal to

85 in
the second column above (3)

Example 2: COUNTIF formulas using wildcard characters and handling blank values
A B

1 Data Data

2 apples Yes

oranges NO

peaches No

apples YeS
6 Formula Description (result)

=COUNTIF(A2:A7,"*es") Number of cells ending with

the letters "es" in the first
column above (4)

=COUNTIF(A2:A7,"?????es") Number of cells ending with

the letters "es" and having

exactly 7 letters in the first
column above (2)

=COUNTIF(A2:A7,"*") Number of cells containing

text in the first column above

(4)

=COUNTIF(A2:A7,"<>"&"*") Number of cells not containing

text in the first column above

(2)

=COUNTIF(B2:B7,"No")/ROWS(B2:B7) The average number of No

votes including blank cells in

the second column above
formatted as a percentage
with no decimal places (33%)

=COUNTIF(B2:B7,"Yes")/(ROWS(B2:B7)- The average number of Yes

COUNTIF(B2:B7,"<>"&"*")) votes excluding blank cells in

the second column above
formatted as a percentage
with no decimal places (50%)
NOTE You can view the number as a percentage. Select the cell, and then on the
Sheet tab in the Number group, click Percentage Style .

5.4 The IF Function

Returns one value if a condition you specify evaluates to TRUE and another value if it
evaluates to FALSE.
Syntax IF(logical_test,value_if_true,value_if_false)

Logical_test is any value or expression that can be evaluated to TRUE or FALSE. For
example, A10=100 is a logical expression; if the value in cell A10 is equal to 100, the
expression evaluates to TRUE. Otherwise, the expression evaluates to FALSE.

Value_if_true is the value that is returned if logical_test is TRUE.

Value_if_false is the value that is returned if logical_test is FALSE.

Remarks: Up to 64 IF functions can be nested as value_if_true and value_if_false

arguments to construct more elaborate tests.

Note: The IF function can be read as:

“If Logical_test then Value_if_true otherwise Value_if_false”

Example

1
Score

2
45

3
90

4
78
Formula Description (Result)
=IF(A2<50,"FAIL","PASS") Assigns either a pass or fail
remark to the first score (FAIL)
 =IF(A2>89,"A",IF(A2>79,"B", Assigns a letter grade to the
IF(A2>69,"C",IF(A2>59,"D","F")))) first score (F)

=IF(A3>89,"A",IF(A3>79,"B", Assigns a letter grade to the

IF(A3>69,"C",IF(A3>59,"D","F")))) second score (A)

=IF(A4>89,"A",IF(A4>79,"B", Assigns a letter grade to the

IF(A4>69,"C",IF(A4>59,"D","F"))))A third score (C)
ll
5.5 The AND Function
a
Returns TRUE if all its arguments are r TRUE; returns FALSE if one or more
argument is FALSE. g
u
Syntax O
m
AND(logical1,logical2, ...) en
e
n
Logical1, logical2, ... are 1 to 255 conditions you want to test that can be
ta
either TRUE or FALSE.
sr
eg(=A
u
v2
N
m
a+D
e
l2
n
u
=
t
a4
t,i
s
e2
t+F
A
o
3
T=L
S5
R
U
)E
E(
(F
TA
L
R
S
U
E
)
Change the
Style of aE 1
3 x2 3
.C BA 4 Formula
lii D) A =
n
M e
A= N )
AND(TRUE, FALSE
o ll

Example 2
A

1 Data
2 50
3 104
Formula Description (Result)
=AND(1<A2,A2<100) Because 50 is between 1 and 100
(TRUE)

=IF(AND(1<A3,A3<100),A3, Displays the second number

"The above,
value is out of range.") if it is between 1 and 100,
otherwise displays a message (The
value is out of range.)
=IF(AND(1<A2,A2<100),A2, Displays the first number above, if
"The it
value is out of range.") is between 1 and 100, otherwise
displays a message (50)