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01 Lecture 3 Advanced Excel Functions

The document discusses various functions in Excel including SUM, AVERAGE, COUNT, IF functions and how they are used to perform calculations and analyze data more efficiently than manual formulas. It provides examples of functions, their syntax and arguments, and how functions can be used to calculate totals, averages, counts and more based on conditional criteria. Functions make complex calculations faster and reduce errors compared to manual formulas.

Uploaded by

Eric Montanio
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© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
68 views

01 Lecture 3 Advanced Excel Functions

The document discusses various functions in Excel including SUM, AVERAGE, COUNT, IF functions and how they are used to perform calculations and analyze data more efficiently than manual formulas. It provides examples of functions, their syntax and arguments, and how functions can be used to calculate totals, averages, counts and more based on conditional criteria. Functions make complex calculations faster and reduce errors compared to manual formulas.

Uploaded by

Eric Montanio
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Using Functions in Excel

Objectives: Using Excel functions


 SUM, MIN, MAX, AVERAGE,
COUNT, COUNTA
 ROUND

 COUNTIF, SUMIF, AVERAGEIF


A FUNCTION IS A PREDEFINED WORKSHEET FORMULA

The advantage of
using a function:
 Saves time writing
 Simplifies complex calculations
 Faster execution
 Less chance of typographical errors
 Fewer characters in the formula bar

Example: instead of =C5+C6+C7+C8


use =SUM(C5:C8)
FUNCTIONS TAKE ARGUMENTS AND
RETURN A RESULT
The general format of a function is -
=Function name(arguments)
Arguments – argument variables are used by the
function to calculate the result. Arguments appear in a
specific order.
Syntax – specific format required to use a function its
name and order of arguments
Result – the value calculated by the function
Algorithm – a step-by-step procedure for
accomplishing some end task.
THE SUM FUNCTION
Syntax: SUM(range) or SUM(num1, num2, …)
Can type into cell, use AutoSum toolbar button or
function wizard
Argument: Value or Range of cells to be summed
Algorithm: Arithmetic sum of all values listed in
the range argument

Example: In the formula =SUM(B2:B8) * 3 Excel will add


the values in cells B2 through B8 and then multiple the
result by 3.
ARGUMENTS OF A SUM
FUNCTION
Valid Range Arguments for a SUM
function
A1:A4 - Range along a column
A1:D1 - Range along a row
A1:D4 - A two-dimensional range
(Block)
A1, D3:D5, 7 - non-contiguous cells*
* not all range arguments of functions can be used with non-contiguous cells
USING FUNCTIONS
1
2
1
A
Grade Book
A
Grade Book
B
B
C
C

Lab1 Lab2
D

MT
D
E

Final
E
F
F

Total Percent
G
G
H
H

2 Lab1 Lab2 MT Final Total Percent


3 Total Possible points Honors 10 20 100 200 330
3 Total Possible points Honors 10 20 100 200 330
4
4
5 Blue H 9 15 88 186 298 90.3%
5 Blue H 9 15 88 186 298 90.3%
6 Jones 5 77 155 237 71.8%
6 Jones 5 77 155 237 71.8%
7 Smith H 10 18 91 190 309 93.6%
7 Smith H 10 18 91 190 309 93.6%
8 Grey 7 10 75 155 247 74.8%
8 Grey 7 10 75 155 247 74.8%
9
9
10 Highest Score 10 18 91 190 309 93.6%
10 Highest Score 10 18 91 190 309 93.6%
11 Lowest Score 5 10 75 155 237 71.8%
11 Lowest Score 5 10 75 155 237 71.8%

What formula is written in cell G5 and copied


down the column to determine the total points
earned by the corresponding student? (grades.xls)
=SUM(C5:F5)
FUNCTION WIZARD
Function wizard: A short-cut to all the
functions in excel (use fx toolbar button) that
walks you through building a function
COMMON FUNCTIONS- WITH ONLY A
RANGE ARGUMENT
SUM(number1,[number2],…) Adds the numbers in a range of cells
AVERAGE(SUM(number1,[number2],) Calculates the arithmetic mean of a
list of values
MIN(SUM(number1,[number2],…) Returns the smallest number of a
range of values

MAX(SUM(number1,[number2],…) Returns the largest number of a


range of values

COUNT(value1,[value2],…) Determines the number of cells in a


range that contain numbers
COUNTA(value1, [value2],…) Counts non-blank cells

Where number1, number2 are 1 to 255 numeric arguments.


Arguments can either be numbers, ranged names or ranges
of cell references which contain numbers.
HOW A FUNCTION’S ALGORITHM CAN
AFFECT THE RESULTING VALUE

How does the Average


function algorithm treat
blank cells? A
1 10
What value will result in 2 20
cell A5 if it contains the 3
formula 4 30
5 =AVERAGE(A1:A4)
=AVERAGE(A1:A4)?

Blank cells are ignored  the resulting


value is 20
HOW MANY HONOR STUDENTS ARE
THERE?

=COUNT(B5:B8)?

The COUNT function ignores blank cells


and text  the resulting value is 0

Use =COUNTA(B5:B8)  2
IF SCORES SHOULD ONLY BE REPORTED AS
INTEGERS.. HOW CAN WE FIX THIS IN EXCEL?

The Increase/Decrease
decimal buttons do NOT
change a value only how
the value is displayed.
Use the ROUND function to change the
precision of a value
THE ROUND FUNCTION CHANGES THE
PRECISE VALUE OF A NUMBER, NOT
JUST ITS DISPLAY
Syntax: Round (number, num_digits)
 = Round (24.44,1) results in the value 24.4
The ROUND function can be part of a larger formula:
 What value results: =Round (B2,0)*10 if cell B2 contains the value 81.3?
 How would your write a formula to round the average value in cells Cl:C10 to the nearest
ten?

 810

 ROUND(AVERAGE(C1:C10),-1)
THE NUM_DIGITS
Positive num_digits
ARGUMENT round to the specified
number of decimal
places
A zero results in a
whole number
Negative num_digits
round values to tens,
hundreds etc.
Notice the Σ SUM gives different
results when adding rounded values

The formula in cell C2 is =B2 – copied down


The formula in cell D2 is =Round(B2,0) – copied down
The formula in Cell B5 is =SUM(B2:B4) - copied across
COUNTING THE NUMBER OF
HONOR STUDENTS

How can we count the number of honor students if regular students have
the letter R in the honor’s column? Before we used a COUNTA and
ignored blanks but counted text.
USE THE COUNTIF
FUNCTION

The COUNTIF function counts the number of values that meet a


specified criteria:
=COUNTIF(B5:B8, “H”)
THE COUNTIF FUNCTION COUNTS THE NUMBER OF ITEMS IN A RANGE
THAT MEET A SPECIFIC CRITERIA.

COUNTIF (range*, criteria) –


Range - a continuous cell range
Criteria Syntax:

 A number 6 =COUNTIF(B2:B7,6)
 Text “USA” =COUNTIF(A1:A50,“USA”)
 A cell reference B2 =COUNTIF(C3:C10,B2)
 A Boolean expression “>5” =COUNTIF(A1:A10,“>5”)

* The comma tells the computer the next argument is the criteria – so
you cannot list individual cells separated by a comma for the range
How many people scored above 6
points on either lab?

=COUNTIF(C5:C8,D5:D8, “>6”)X

=COUNTIF(C5:D8, “>6”) √
The SUMIF Function sums the values in a
range that meet a specific criteria
SUMIF(range, criteria, sum-range)
Range – Continuous range used to compare the criteria
Criteria – Comparison Criteria
Sum-Range - If criteria is met, the computer will sum
the corresponding entry in this range
The syntax of the criteria is the same as the syntax of
the COUNTIF function:
- a number such as 6
- text such as “Honor”
- a Boolean value such as “<2”
- a cell reference such as A1
SUMIF FUNCTION

Write a formula in cell


C9, which can be
copied down the
column, to summarize
the number of courses
being taken by students
in this college

=SUMIF(B$2:B$6,A9, C$2:C$6)
USE THE AVERAGEIF FUNCTION TO AVERAGE VALUES THAT MEET A
SPECIFIED CRITERIA – AVERAGE NUMBER OF COURSES TAKEN BY
STUDENTS IN EACH COLLEGE

=AVERAGEIF(B$2:B$6,A9, C$2:C$6)

AVERAGEIF(range, criteria, averagif-range) –


works identically to
the SUMIF function except it averages the specified
range.
A LITTLE HARDER..CALCULATE
THE AVERAGE CUM FOR
STUDENTS BY COLLEGE BY YEAR

=AVERAGEIF($B$3:$B$9,$B13,C$3:C$9)
Is this equivalent to a sumif/countif?
Other Categories of Functions
• Statistics:
• Mean, Median, Standard
deviation
• Financial:
• Present value, Future value
• Logical:
• NOT, AND, OR
• Trigonometric:
• COS, TAN,

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