Using Simple Functions
Functions
are used to simplify and shorten formulas. Functions are predefined
formulas that perform calculations with specific input (arguments) in
a particular structure.
For
example:
=A1+A2+A3+B1+B2+B3+C7
could
be replaced using functions as below:
Arguments
=SUM(A1:B3,C7)
Function
name
A
function begins with the function
name,
followed by an opening
parenthesis,
the arguments
(multiple arguments are separated using commas), and ends with a
closing
parenthesis.
An
Equal
sign
=
is used if the function is at the beginning of a formula.
Arguments
can also be constants, formulas, or functions.
For
Example:
The
SUM function adds up the values found within the parentheses.
=SUM(1,4,7)
equals 12
Other
commonly used functions are shown in the following table.
Function
Name
|
Description
|
Result
|
MAX()
|
Find
the largest number from the arguments
|
=MAX(20,25,15)
Result:
25
|
MIN()
|
Find
the smallest number from the arguments
|
=MIN(20,25,15)
Result:
15
|
AVERAGE()
|
Find
the average of the arguments
|
=AVERAGE(20,25,15)
Result:
20
|
COUNT()
|
Counts
the number of cells that contain the numbers from the arguments
|
=COUNT(1,4,B,3,20)
Result:
4
|
COUNTA()
|
Counts
the number of cells from the arguments that are not empty
|
=COUNTA(1,4,B,3,20)
Result:
5
|
Some
functions do not need an argument in the parentheses.
Function
Name
|
Description
|
Result
|
Today()
|
Returns
current date
|
=Today()
Result:
9/4/03
|
Now()
|
Returns
current date and time
|
=Now()
Result:
9/4/03 12:20
|
How To Enter
A Function Directly
SUMMARY
Click
the cell where you want to place the function.
Type
an equal sign (=).
Type
the function name.
Type
an open parenthesis ` ( ’.
Enter
the cell reference
or range.
Type
the closed parenthesis ` )
‘.
Press
<Enter>.
|
|
Click the cell
C6. Type =SUM(.
You
need to type an equal sign because the function is used at the
beginning of the formula.
Click
and drag to select the range B2:B4.
The
range reference appears in the function parentheses
automatically, as shown below.
Type
)
, the closed parenthesis to end the
formula.
Every
function should have a pair of open and closed parentheses.
Press
<Enter>
to confirm the formula.
The
total for Jan 610 appears in cell C6.
|
How To Use AutoComplete To Create Formulas
SUMMARY
Type
the equal sign `=’,
and follow with the formula.
Use
arrow keys to select the item that you want from the list.
Press
<Tab> to select the
item you want.
Specify
the arguments.
Press
<Enter>.
|
TIPS
The
icons shown in the list represent the type of entry, such as a
function or table reference.
You
can use Formula AutoComplete in the middle of an existing
nested function or formula.
To
close the drop-down list, press <Esc> or click another
cell.
|
|
The
Formula AutoComplete feature not only helps you to create and edit
formulas easily, but also prevents syntax errors. It provides a
list of valid functions, names, and text strings that match the
letters that you type.
Click the cell
C6. Type =su
.
When
you type in the first letter of the formula, the Formula
AutoComplete starts to list the possible formulas and it narrows
down to a shorter list when you type the second letter.
Press
the down arrow key to select the item from the list.
The
ScreenTips help you to understand the usage of the item you
select.
Press
<Tab> to select
the item you want.
You
can also double-click the item to select it.
|
|
Enter the
arguments.
You
can use the mouse to select the cells you want.
Press
<Enter>.
The
total of the three numbers appears, as shown below.
|
How To Turn Formula AutoComplete On Or Off
SUMMARY
Click
the Office Button.
Click
the Excel Options
button.
Click
Formulas.
Click
the Formula AutoComplete
check box.
Click
the OK button.
|
TIPS
|
Click the Office
Button, click the Excel
Options button.
The
Excel Options dialog box appears.
Click
Formulas.
Under the Working
with formulas section, click to
select or clear the Formula
AutoComplete check box. Then,
click the OK
button.
The
AutoComplete is turned off. Note: Remember to turn it on
again.
|
How To Insert Other Functions Using AutoSum Button
SUMMARY
Click
the cell where you want to place the formula.
Click
the Formulas tab.
In
the Function Library
group, click the AutoSum drop-down
arrow.
Click
the function you want.
Specify
the arguments.
Press
<Enter>.
|
|
Click the cell
D6. Click the Formulas
tab. In the Function
Library group, click the AutoSum
drop-down arrow.
If
you click the AutoSum button, it will enter the default =SUM
function automatically.
Click
Max.
Then click and drag to select the range B2:B4.
You
can also use the up or down arrow keys to select the
function.
Specify
the arguments you want, if necessary.
Press
<Enter>.
The
maximum value is calculated.
|
How To Use The Insert Function
SUMMARY
Click
the cell where you want to place the function.
Click
the
Insert Function
button.
Click
the Select a category
drop-down arrow, and then click the function category you
want.
In
the Select a function
box, double-click the function you want.
Click
the
Select Range
button.
Press
<Enter> twice.
|
|
Click the cell
C6
This
is where you want to place the total. Press <Delete> to
delete the content in cell C6, if any.
Click
the
Insert
function button on the formula
bar.
The
Insert Function dialog box appears.
Click
the
select
a category
drop-down arrow and click Most
Recently Used
from the list.
A
list of functions in that category appears in the Select a
function box. For the Most Recently Used category, the functions
listed depend on the latest functions used on that specific
computer.
In
the Select
a function box, double-click the
SUM
function.
If
the Sum function does not appear in the list, you can find the
Sum function in the All category. The Function Arguments dialog
box appears after you double-click the function you want.
|
TIPS
|
In the Number1
box, click the
Select
Range button.
The
Function Arguments dialog box collapses, so that you can select
the range you want more easily. You
do not need to click the Select Range button if you can see the
cell range you want on the screen.
Select
the range B2:B4.
Notice
that the range reference appears in the formula bar.
Press
<Enter>
twice to confirm the function.
The
total is calculated, as shown below.
|
