Excel Formulas and Functions

Excel Formulas and Functions Fiscal Development Services Presented By: Carlos Zamora, Diane Faulkner and Carmen M Zamora

Excel formulas and functions that all business professionals should know. This training will set the stage for future trainings that will help you take your data analysis to an advanced level.

Date: 7/31/12 and 08/01/12 Time: 8:00AM-12:00PM Location: ICOE Labs-Building B

Contents Introducing Formulas and Functions .............................................................................................. 4 Operators used in formulas ...................................................................................................................... 5 Using Cell References in Formulas ................................................................................................................ 6 Absolute Reference................................................................................................................................... 7 Mixed Reference ....................................................................................................................................... 7 Correcting Common Formula Errors ............................................................................................................. 8 Excel Error Values ..................................................................................................................................... 8 IFERROR Function ..................................................................................................................................... 8 ISERROR Function ..................................................................................................................................... 9 Joining two or more cells ............................................................................................................................ 10 CONCATENATE Function ......................................................................................................................... 10 TRIM Function ............................................................................................................................................. 11 Changing the case of text............................................................................................................................ 12 UPPER Function....................................................................................................................................... 12 LOWER Function ..................................................................................................................................... 12 PROPER Function .................................................................................................................................... 13 Extracting characters from a string ............................................................................................................. 13 LEFT Function .......................................................................................................................................... 13 MID Function........................................................................................................................................... 14 RIGHT Function ....................................................................................................................................... 15 VALUE Function....................................................................................................................................... 15 Working with Dates and Times ................................................................................................................... 16 NOW Function......................................................................................................................................... 16 TODAY Function ...................................................................................................................................... 17 YEARFRAC Function................................................................................................................................. 17 DATEDIF Function ................................................................................................................................... 18 MONTH Function .................................................................................................................................... 19 DAY Function........................................................................................................................................... 19 YEAR Function ......................................................................................................................................... 20 EDATE Function ....................................................................................................................................... 20 EOMONTH Function ................................................................................................................................ 21 Creating Formulas that Count and Sum ...................................................................................................... 22 1|Page

Quick Count or Sum ................................................................................................................................ 23 COUNT Function...................................................................................................................................... 23 COUNTA Function ................................................................................................................................... 24 COUNTBLANK Function ........................................................................................................................... 25 COUNTIF Function ................................................................................................................................... 25 COUNTIFS Function ................................................................................................................................. 26 SUM Function.......................................................................................................................................... 27 Quick AutoSum ....................................................................................................................................... 28 Grand Total a range of Cells .................................................................................................................... 28 ROUNDUP Function ................................................................................................................................ 29 ROUNDDOWN Function .......................................................................................................................... 30 MROUND Function.................................................................................................................................. 30 CEILING Function..................................................................................................................................... 31 MOD Function ......................................................................................................................................... 32 SUMIF Function ....................................................................................................................................... 32 SUMIFS Function ..................................................................................................................................... 33 SUMProduct Function ............................................................................................................................. 34 SUBTOTAL Function ................................................................................................................................ 35 AVERAGE Function .................................................................................................................................. 36 MAX Function.......................................................................................................................................... 36 MIN Function .......................................................................................................................................... 37 Information Functions ................................................................................................................................ 37 LEN Function ........................................................................................................................................... 37 Row Function .......................................................................................................................................... 38 ROWS Function ....................................................................................................................................... 38 COLUMN Function .................................................................................................................................. 39 COLUMNS Function................................................................................................................................. 39 ISBLANK Function .................................................................................................................................... 40 ISNUMBER ............................................................................................................................................... 40 Lookup Formulas......................................................................................................................................... 41 IF Function............................................................................................................................................... 41 AND Function .......................................................................................................................................... 42 OR Function............................................................................................................................................. 43 2|Page

VLOOKUP Function ................................................................................................................................. 43 HLOOKUP Function ................................................................................................................................. 44 MATCH Function ..................................................................................................................................... 45 INDEX Function ....................................................................................................................................... 46 Combining the INDEX & MATCH functions ............................................................................................. 47 OFFSET Function ..................................................................................................................................... 47 NOTES: ........................................................................................................................................................ 49

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Introducing Formulas and Functions Formulas are what make a spreadsheet program so useful. If it weren’t for formulas, a spreadsheet would simply be a glorified word-processing document that has great support for tabular information. You use formulas in your Excel worksheets to calculate results from the data stored in the worksheet. A formula is entered into a cell. It performs a calculation of some type and returns a result, which is displayed in the cell. Formulas use a variety of operators and worksheet functions to work with values and text. For example, you can see multiple scenarios quickly by changing the data in a worksheet and letting your formulas do the work. Formulas can consist of any of these elements:    

Mathematical Operators (example: additions and multiplication) Cell References (including named cells and ranges) Values or Text Worksheet functions (example: SUM or AVERAGE)

After you enter a formula, the cell displays the result. The formula itself appears in the formula bar when you select the cell. Following is an example:

1. Click in cell B5, which is where you want the result 2. Enter the following formula: = (B2+B3+B4) and press the enter key to complete the entry

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Operators used in formulas Operators are symbols that indicate the type of mathematical operation you want the formula to perform. Below is a list of operators that Excel recognizes. Operator + * / ^ & = > < >=

Operator Exponentiation Multiplication and Division Addition and Subtraction Concatenation Equal to Less than Greater than

Precedence 1 2 3 4 5 5 5

You can use parentheses to override the Excel’s built-in order of precedence. Expressions within parentheses are always evaluated first.

The following formula uses parentheses to control the order in which the calculations occur. In this case, cell B3 is subtracted from cell B2 and the result is multiplied by cell B4: =(B2-B3)*B4 Answer: 200 If you enter the formula without the parentheses, Excel computes a different answer. Because multiplication has a higher precedence, cell B3 is multiplied by cell B4. Then this result is subtracted from cell B2. The formula without parentheses looks like this: =B2-B3*B4

Answer: -750 5|Page

It’s a good idea to use parentheses even when they aren’t strictly necessary. Doing so helps to clarify what the formula is intended to do. For example, the following formula makes it perfectly clear that B3 should be multiplied by B4, and the result subtracted from cell B2. Without the parentheses, you would need to remember Excel’s order of precedence. =B2-(B3*B4) Answer: -750 Every left parenthesis, of course, must have a matching right parenthesis. In some cases, if your formula contains mismatched parentheses, Excel may propose a correction to your formula. Please make sure it is correct.

Using Cell References in Formulas Most formulas you create include references to cells or range. These references enable your formulas to work dynamically with the data contained in those cells or ranges rather than being restricted to fixed values. For example, if your formula refers to cell A1 and you change the value contained in A1, the formula result changes to reflect the new value. If you didn’t use references in your formulas, you would need to edit the formulas themselves in order to change the values used in the formulas. When you use a cell (or range) reference in a formula, you can use three types of references:  Relative - The row and column references can change when you copy the formula to another cell.  Absolute - The row and column references do not change when you copy the formula because the reference is to an actual cell address.  Mixed - Either the row or column reference is relative, and the other is absolute. By default, Excel creates relative cell references in formulas. The distinction becomes apparent when you copy a formula to another cell. When you create a formula by pointing to a cell, all cells and range references are relative. To change a reference to an absolute reference or mixed reference, you must do so manually by adding the dollar signs or if you select all or part of a formula, you can press F4 key to cycle range reference between the 4 styles. Shortcut Key: F4 Key For example, if you enter =C1 to start a formula, stay in cell C1 and pressing F4 converts the cell reference to =$C$1. Pressing F4 again converts it to =C$1. Pressing it again displays =$C1. Pressing it one more time returns to the original =C1. Keep pressing F4 until Excel displays the type of reference that you want.

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Absolute Reference An absolute reference uses two dollar signs in its address: one for the column letter and one for the row number (for example, $G$1). Excel also allows mixed references in which only one of the address parts is absolute (for example, $C2). 1. Let’s calculate the ISF Charge 2. Click in cell D2, which is where you want the result 3. Enter the following formula: =$C2*$G$1 and press the enter key to complete the entry

Mixed Reference Notice that both cell references are mixed. The reference to cell B2 uses an absolute reference for the column ($B), and the reference to cell C1 uses an absolute reference for the row ($1). As a result, this formula can be copied down and across, and the calculations will be correct. 1. Now Let’s calculate an increase to the insurance 2. Click in cell C2, which is where you want the result 3. Enter the following formula: = C$1*$B2 and press the enter key to complete the entry

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Correcting Common Formula Errors Sometimes, when you enter a formula, Excel displays a value that begins with a hash mark (#). This is a signal that the formula is returning an error value. You have to correct the formula (or correct a cell that the formula references) to get rid of the error display. Tip: If the entire cell is filled with hash-mark characters, this means that the column isn’t wide enough to display the value. You can either widen the column or change the number format of the cell.

Excel Error Values Error Value #DIV/0! #NAME? #N/A #NULL! #NUM! #REF! #VALUE!

Explanation The formula is trying to divide by zero. This also occurs when the formula attempts to divide by what’s in a cell that is empty (that is, by nothing). The formula uses a name that Excel doesn’t recognize. This can happen if you delete a name that’s used in the formula or if you have unmatched quotes when using text. The formula is referring (directly or indirectly) to a cell that uses the NA function to signal that data is not available. Some functions (for example, VLOOKUP) can also return #N/A. The formula uses an intersection of two ranges that don’t intersect. A problem with a value exists; for example, you specified a negative number where a positive number is expected. The formula refers to a cell that isn’t valid. This can happen if the cell has been deleted from the worksheet. The formula includes an argument or operand of the wrong type. An operand is a value or cell reference that a formula uses to calculate a result.

A circular reference occurs when a formula refers to its own value – either directly or indirectly. For example, you create a circular reference if you enter =A1+A2+A3 into cell A3 because the formula in cell A3 refers to cell A3. Excel displays a message in the left side of the status bar to remind you that a circular reference exists.

IFERROR Function The Excel IFERROR function checks a formula (or expression) and returns the value of formula if there is no error otherwise it returns a value you specify. Syntax: IFERROR (value, value_if_error)  Value - The argument that is checked for an error  Value_if_error – The value to return if the formula evaluates to an error The following error types are evaluated: #N/A, #VALUE!, #REF!, #DIV/0!, #NUM!, #NAME?, or #NULL!. In this example let’s divide cell A2 by B2. What is your result? If your result is an error, this IFERROR function would have helped. 1. Click in cell C2, which is where you want the result 2. Enter the following formula: = (A2/B2) and press the enter key to complete the entry 8|Page

Now let’s change the formula to include the IFERROR function. 1. Click in cell C2, which is where you want the result 2. Enter the following formula: =IFERROR(A2/B2,0) and press the enter key to complete the entry

ISERROR Function This ISERROR function can be used to check for error values and returns TRUE or FALSE depending on the outcome. Syntax: ISERROR (value)  Value – The value that you want tested You can use an IS function to get information about a value before performing a calculation or other action with it. 1. Click in cell C2, which is where you want the result 2. Enter the following formula: =ISERROR(A2/B2) and press the enter key to complete the entry

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For example, you can use the ISERROR function in conjunction with the IF function to perform a different action if an error occurs: =IF(ISERROR(A2/B2),0,A2/B2) This formula checks to see if an error condition exists with A2/B2. If so, the IF function returns the 0. If no error exists, the IF function performs the calculation A2/B2.

Joining two or more cells Excel has a CONCATENATE function, which simply combines two or more cells. Also, Excel uses an ampersand (&) as its concatenation operator.

CONCATENATE Function Let’s say you want to combine the first, middle and last name in one cell. 1. Click in cell D2, which is where you want the combined name 2. Enter the following formula: =CONCATENATE(B2,” “,C2,” “,A2) and press the enter key to complete the entry

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You also can join two or more cell by using the ampersand (&). Following is an example. 1. Click in cell E2, where you want the other combined name 2. Enter the following formula: =(B2&” “&C2&” “&A2) 3. Press the enter key to complete the entry

TRIM Function Often data imported into an Excel worksheet contains excess spaces. The TRIM function removes all leading and trailing excess spaces. 1. Click in cell D2, enter the following formula: =TRIM(CONCATENATE(B2,” “,C2,” “,A2)) 2. Press the enter key to complete the entry

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Changing the case of text Excel provides three handy functions to change the case of text.  UPPER - converts the text to all uppercase  LOWER – converts the text to all lowercase  PROPER – converts the text to proper case (the first letter in each word is capitalized, as in a proper name) Note: These functions operate only on alphabetic characters; they simply ignore all other characters and return them unchanged.

UPPER Function This formula that follows, for example, converts the text in cell A2 to upper case. 1. Click in cell B2 and enter the following formula: =UPPER (A2) then press the enter key to complete the entry.

LOWER Function This formula converts the text in cell A2 to lower case. 1. Click in cell C2 and enter the following formula: =LOWER(A2) 2. Press the enter key to complete the entry

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PROPER Function The PROPER function converts the text in cell B2 to proper case. 1. Click in cell D2 and enter the following formula: =PROPER(B2) then press the enter key to complete the entry

Extracting characters from a string Excel users often need to extract characters from a string. For example, you may have a list of account lines and want to extract each section of the account line from each cell. Excel provides functions for extracting characters:  LEFT - returns a specified number of characters from the beginning of a string.  MID - returns a specified number of characters beginning at any position within a string.  RIGHT - returns a specified number of characters from the end of a string.

Those strings contained eight distinct parts: 1. 2. 3. 4. 5. 6. 7. 8.

The first three characters represent the fund code. The second four digits represent the resource code. The third one digit represents the project year. The forth four digits represent the goal code. The fifth four digits represent the function code. The sixth four digits represent the object code. The seventh two digits represent the site code. The final four digits represent the department code.

LEFT Function This formula that follows returns the leftmost characters from the beginning of a string, based on the number of characters you specify. Syntax: LEFT (text, num_chars) 13 | P a g e

 Text - The text string that contains the characters you want to extract.  Num_chars - Specifies the number of characters you want left to extract For this example let’s extract the first three characters of the text entries. 1. Click in cell C3 and enter the following formula: =LEFT($A3,3), and press the enter key to complete the entry

Note: The num_chars must be greater than or equal to zero. If the num_chars is greater than the length of text, LEFT returns all of text. Also if the num_chars is omitted, it is assumed to be 1.

MID Function This MID function extracts the characters beginning at any position within a string, starting at the position you specify. Let’s extract the resource four characters in the string. Syntax: MID (text, start_num, num_chars)  Text –The text string containing the characters you want to extract  Start_num –The position of the first character you want to extract in text  Num_chars – Specifies the number of characters you want MID to return from text 1. Now let’s click in cell D3 and enter the following formula: =MID ($A3,5,4) and press the enter key to complete the entry

Note: If the start_num is greater than the length of text, MID returns empty text. Also if the start_num is less than 1 or the num_chars is negative, MID returns the #VALUE! error value.

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RIGHT Function The RIGHT function returns the last character or characters in a text string, based on the number of characters you specify. Syntax: RIGHT (text, num_chars)  Text - The text string containing the characters you want to extract.  Num_chars - Specifies the number of characters you want from the right to extract. For this example let’s extract the department code. 1. Click in cell J3 and enter the following formula: =RIGHT($A3,4) and press the enter key to complete the entry

Note: The num_chars must be greater than or equal to zero. If the num_chars is greater than the length of text, RIGHT returns all of text. Also if num_chars is omitted, it is assumed to be 1.

VALUE Function Converts a text string that represents a number to a number Syntax: VALUE (text)  Text - The text reference to a cell containing the text you want to convert to a number. In this example let’s extract the resource code. 1. Click in cell H3 and enter the following formula: =VALUE(RIGHT(LEFT($A3,25),4)) and press the enter key to complete the entry

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Working with Dates and Times Excel stores all dates as integers and all times as decimal fractions. With this system, Excel can add, subtract, or compare dates and times just like any other numbers, and all dates are manipulated by using this system. To help you perform complex date and time calculations, Excel includes many build-in date and time functions. Function DATE DATEVALUE DAY DAYS360 EDATE*

Description Returns the serial number of a particular date Converts a date in the form of text to a serial number Converts a serial number to a day of the month Calculates the number of days between two dates based on a 360-day year Returns the serial number of the date that represents the indicated number of months before or after the start date Returns the serial number of the last day of the month before or after a specified EOMONTH* number of months Converts a serial number to a month MONTH NETWORKDAYS* Returns the number of whole work days between two dates Returns the serial number of the current date and time NOW Returns the serial number of today’s date TODAY Converts a serial number to a day of the week WEEKDAY Returns the week number in the year WEEKNUM* Returns the serial number of the date before or after a specified number of WORKDAY* workdays Converts a serial number to a year YEAR Returns the year fraction representing the number of whole days between YEARFRAC* start_date and end_date * In versions prior to Excel 2007, these functions are available only when the Analysis ToolPak add-in is installed.

NOW Function The NOW function returns the current system date and time. This function will refresh the date/time whenever the worksheet recalculates. 1. Click in cell A1 and type in the following formula: =NOW()

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TODAY Function The TODAY function will return the current date based on your system clock and does not include the time. 1. Click in cell D1 and type in the following formula: =TODAY() Example:

YEARFRAC Function The YEARFRAC function calculates the fraction of the year represented by the number of whole days between two dates (the start_date and the end_date). Syntax: YEARFRAC (start_date, end_date,basis)  Start_date – is a date that represents the start date  End_date – is a date that represents the end date  Basis – is the type of day count basis to use Basis 0 or omitted 1 2 3 4

Day Count Basis US (NASD) 30/360 Actual/actual Actual/360 Actual/365 European 30/360

In our example, we have an employee with a hire date 01/01/07 and there last day is 07/30/07, so it give you a fraction of the year of .575342466. 1. Click in cell D2 and enter the following formula: =YEARFRAC(A2,B2,C2) and press the enter key to complete the entry

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DATEDIF Function The DATEDIF function returns the difference between two date values, based on the interval specified. Syntax: DATEDIF (start_date, end_date, interval)  Date1 is the first date  Date2 is the second date  Interval is the interval type to return The start_date and the end_date are the two dates to calculate the difference between. The interval is the interval of time to use to calculate the difference between Date1 and Date2. If Date1 is later than Date2, DATEDIF will return a #NUM! error. If either Date1 or Date2 is not a valid date, DATEDIF will return a #VALUE error. The following table displays valid interval for the third argument. (If you are including the interval string directly within the formula, you must enclose it in double quotes. Otherwise if it is in another cell referenced by the formula, that cell should not have quotes around the interval string). Interval “y” “m” “d” “md” “ym” “yd”

Meaning Years Months Days Days Excluding Years and Months Months Excluding Years Days Excluding Years

Explanation The number of complete years. The number of complete months. The number of days. The difference between the days (months and years are ignored). The difference between the months (days and years are ignored). The difference between the days (years are ignored).

If Interval is not one of the items listed in above, DATEDIF will return a #NUM error. Let’s see how many months this employee has with us. 1. Click in cell D2 and type in the following formula: =DATEDIF($A2,$B2,$C2) and press the enter key to complete the entry

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MONTH Function The MONTH function returns the month (a number from 1 to 12) given a date value. Syntax: MONTH (serial_number)  Serial_number - The date of the month you are trying to find. Date should be entered by using the DATE function, or as results of other formulas or functions. In this example we want the month our employee started working. 1. Click in cell B2 and type in the following formula: =MONTH($A2) and press the enter key to complete the entry

DAY Function The DAY function returns the day of the month ( a number from 1 to 31) given a date value. Syntax: DAY (serial_number)  Serial_number - The date of the day you are trying to find. Dates should be entered by using the DATE function, or as results of other formulas or functions. In this example we want the day the employee started working. 1. Click in cell B2 and type in the following formula: =DAY($A2) and press the enter key to complete the entry

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YEAR Function This YEAR function returns a four-digit year ( a number from 1900 to 9999) given a date value. Syntax: YEAR (serial_number)  Serial_number - The date of the year you want to find. Dates should be entered by using the DATE function, or as results of other formulas or functions. This example we want the year the employee started work. 1. Click in cell B2 and type in the following formula: =YEAR($A2) and press the enter key to complete the entry

EDATE Function The Excel EDATE function returns a date that is a specified number of months before or after a supplied start date. Syntax: EDATE (start_date, months)  Start_date – The initial date, from which to count the number of months  Months – The number of months to add to ( or subtract from) the start_date Note: Microsoft advises that you do not type dates directly into functions, because Excel interprets text representations of dates differently, depending on the date interpretation settings on your computer. Therefore the start_date argument for the EDATE function should be input as either: A reference to a cell containing a date or a date returned from another function or formula Let’s calculate when the depreciation ends on the following items. 1. Click in cell C2 and type in the following formula: =EDATE($B2,(12*$D2) and press the enter key to complete the entry

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EOMONTH Function The EOMONTH function returns the last day of the month that is a specified number of months before or after an initial supplied start date. Syntax: EOMONTH (start_date, months)  Start_date – The initial date  Months – The number of months to add to (or subtract from) the start_date, before returning the last day of the resulting month Note: When supplying a date to a function, this should be input as either: A reference to a cell containing a date or a date returned from another function or formula. Now let’s calculate the due date of a project that falls at the end of the month. 1. Click in cell B3 and type in the following formula: =EOMONTH($B$1,B2) and press the enter key to complete the entry

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Creating Formulas that Count and Sum Generally, a counting formula returns the number of cells in a specified range that meet certain criteria. A summing formula returns the sum of the values of the cells in a range that meet certain criteria. Function COUNT COUNTA COUNTBLANK COUNTIF COUNTIFS* DCOUNT

Description Returns the number of cells that contain a numeric value Returns the number of nonblank cells Returns the number of blank cells Returns the number of cells that meet a specified criterion Returns the number of cells that meet multiple criteria Counts the number of records that meet specified criteria; used with a worksheet database. Counts the number of nonblank records that meet specified criteria; used with a DCOUNTA worksheet database. Returns the sum of squares of deviations of data points from the sample mean; used DEVSQ primarily in statistical formulas Returns the sum of a column of values that meet specified criteria; used with a DSUM worksheet database. Calculates how often values occur within a range of values and returns a vertical array FREQUENCY of numbers. Used only in a multi-cell array formula, When used with a first argument of 2, 3, 102, or 103, returns a count of cells that SUBTOTAL comprise a subtotal; when used with a first argument of 9 or 109, returns the sum of cells that comprise a subtotal Returns the sum of its arguments SUM Returns the sum of cells that meet a specified criterion SUMIF Returns the sum of cells that meet multiple criteria SUMIFS* SUMPRODUCT Multiplies corresponding cells in two or more ranges and returns the sum of those products Returns the sum of the squares of its arguments; used primarily in statistical formulas SUMSQ Returns the sum of the sum of squares of corresponding values in two ranges; used SUMX2PY2 primarily in statistical formulas Returns the sum of squares of the differences of corresponding values in two ranges; SUMXMY2 used primarily in statistical formulas Returns the sum of the differences of squares of corresponding values in two ranges; SUMX2MY2 used primarily in statistical formulas * These are new functions, available only in Excel 2007.

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Quick Count or Sum Excel’s status bar can display useful information about the currently selected cells—no formulas required. Normally, the status bar displays the sum and count of the values in the selected range. However, you can click on the status bar on the bottom of your screen, right-click to bring up a menu with other options. You can choose any or all of the following:  Average  Count  Numerical Count  Minimum  Maximum  Sum Example:

COUNT Function This COUNT function returns the number of cells that contain a numeric value. Syntax: COUNT (value1, value2)  Value1, Value2 - The arguments (e.g. value1) can be cell references, or values typed into the COUNT formula. Let’s count the number employee’s we have on insurance. 1. Click in cell F1 and type in the following formula: =COUNT(A2:A13) and press the enter key to complete the entry 23 | P a g e

COUNTA Function The COUNTA function will count cells that are not empty. Syntax: COUNTA (value1, value2)  Value1, Value2 - The arguments (e.g. value1) can be cell references, or values typed into the COUNTA formula. Now let’s count the employee with insurance by their plan. 1. Click in cell F1 and type in the following formula: =COUNTA(C2:C14) and press the enter key to complete the entry

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COUNTBLANK Function The COUNTBLANK function returns the number of blank (empty) cells in a range. Syntax: COUNTBLANK (range)  Range - The range from which you want to count the blank cells. Let’s count the blank rows. 1. Click in cell F1 and type in the following formula: =COUNTBLANK(C2:C14) and press the enter key to complete the entry

Note: Cells with formulas that return “” (empty text) are also counted. Cells with zero values are not counted.

COUNTIF Function In Excel, count cells that meet a specific criterion. Syntax: COUNTIF (range, criteria)  Range – The range of cells from which you want to count cells  Criteria – The criteria in the form of a number, expression, cell reference, or text that defines which cells will be counted Now let’s count the employees that have COMP insurance coverage. 1. Click in cell F1 and type in the following formula: =COUNTIF(C2:C14,”COMP”) and press the enter key to complete the entry

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COUNTIFS Function In Excel 2007 and later versions, you can use the COUNTIFS function to count rows that meet two or more criteria. Syntax: COUNTIFS (criteria_range1, criteria1, criteria_range2, criteria2)  Criteria_range1 – The first range in which to evaluate the associated criteria  Criteria1 – The criteria in the form of a number, expression, cell reference, or text that define which cells will be counted  Criteria_range, criteria2 – Additional ranges and their associated criteria. Up to 127 range/criteria pairs are allowed Let’s count the employee with the F code and with the COMP plan. 1. Click in cell F1 and type in the following formula: =COUNTIFS(B2:B14,”F”,C2:C14,”COMP”) and press the enter key to complete the entry

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SUM Function The SUM Function provides a quick way to sum columns or rows of numbers in an Excel worksheet. Note: You can enter up to 255 numbers into this function Let’s add up all July expenditures. 1. Click in cell B5, which is where we want the formula to sum up the column 2. Enter the following formula: =SUM(B2+B3+B4) 3. Press the Enter key to complete the entry

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Quick AutoSum 1. Click in the blank cell below the cells that you want to sum, cell C5 2. Press the AutoSum button on the Ribbon’s Home tab on the editing section of the toolbar 3. Now press the Enter key to complete the entry

Note: Instead of using the AutoSum button, you also can use the Keyboard Shortcut: Alt + =

Grand Total a range of Cells You can calculate row totals, column totals, and a grand total for a range of cell, all in one step. 1. Highlight the range of cells, and the blank row below the range, and the blank cells in the column to the right. Example: Cells B2:H5

2. Click the Keyboard Shortcut: Alt + = 3. Below is an example of your results

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ROUNDUP Function The ROUNDUP function returns a number rounded up to a specified number of digits, away from 0. Syntax: ROUNDUP (number, num_digits)  Number – The number that you want rounded up  Num_digits – The number of digits to round the number up to Let’s roundup the total to the zero decimals. 1. Click in cell B7, which is where we want your result 2. Enter the following formula: =ROUNDUP(SUM(B2:B4),0) 3. Press the Enter key to complete the entry

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ROUNDDOWN Function The ROUNDDOWN function returns a number rounded down to a specified number of digits. Always rounds toward 0. Syntax: ROUNDDOWN (number, num_digits)  Number – Any real number that you want rounded down  Num_digits – The number of digits to round the number down to Let’s round down the total to the 0 decimals. 1. Click in cell B7, which is where we want your result 2. Enter the following formula: =ROUNDDOWN(SUM(B2:B4),0) 3. Press the Enter key to complete the entry

MROUND Function The MROUND function can be used to round a number upwards or downwards to a specified multiple. Syntax: MROUND (number, multiple)  Number - The value to rounded  Multiple - The function rounds the number specified above up or down to the nearest multiple of this value. The number is rounded up if the last digit is greater than or equal to 5. If it is less than 5, the number is rounded down. For example, the MROUND function can be used to round up or down the costs of items to the nearest dime ($ 0.10 ) to avoid having to deal with smaller change such as pennies ($ 0.01 ) and nickels ($ 0.05 ). 1. Click in cell B7, which is where we want your result 2. Enter the following formula: =MROUND(SUM(B2:B4),0.1) 3. Press the Enter key to complete the entry

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CEILING Function The CEILING function is used to round a number upwards to the nearest multiple of a specified value. Syntax: CEILING (number, significance)  Number – The value you want to round  Significance – The multiple to which you want to round Note: If either argument is nonnumeric, CEILING returns the #VALUE! error value. For example, the function can be used to round up the costs of items to the nearest dime ( $ 0.10 ) to avoid having to deal with smaller change such as pennies ($ 0.01 ) and nickels ($ 0.05 ). 1. Click in cell B7, which is where we want your result 2. Enter the following formula: =CEILING(SUM(B2:B4),0.1) 3. Press the Enter key to complete the entry

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MOD Function The MOD Function returns the remainder after a number is divided by a divisor. Syntax: MOD (number, divisor)  Number – The number for which you want to find the remainder  Divisor – The number by which you want to divide the number Note: If the divisor is 0, MOD returns the #DIV/0! Error value. Let’s calculate the remainder portion of a division operation. 1. Click in cell A3, which is where we want your results 2. Enter the following formula: =MOD(A1,A2) 3. Press the Enter key to complete the entry

SUMIF Function The SUMIF formula/function adds all numbers in a range of cells, based on a given criteria. As an example the resource number. The SUMIF() function will look for that specific resource number and then sum the requested column. Syntax: SUMIF(range, criteria, sum_range)  Range – Range of cells that you want to apply the criteria against  Criteria – Used to determine which cells to add  Sum_Range – The cells to sum Now let’s sum up all unrestricted resources less than or equal to 1999. 1. Click in cell L5, which is where we want the formula to sum up the column 2. Enter the following formula: =SUMIF($C2:$C8,”