Learn Excel
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Keys for entering data on a worksheet Press ENTER ALT+ENTER CTRL+ENTER SHIFT+ENTER TAB SHIFT+TAB ESC BACKSPACE DELETE CTRL+DELETE Arrow keys HOME F4 or CTRL+Y SHIFT+F2 CTRL+SHIFT+F3 CTRL+D CTRL+R CTRL+F3
To Action Complete a cell entry and move down in the selection Keys for entering data on a worksheet Start a new line in the same cell Keys for entering data on a worksheet Fill the selected cell range with the current entry Keys for entering data on a worksheet Complete a cell entry and move up in the selection Keys for entering data on a worksheet Complete a cell entry and move to the right in the selectionKeys for entering data on a worksheet Complete a cell entry and move to the left in the selection Keys for entering data on a worksheet Cancel a cell entry Keys for entering data on a worksheet Delete the character to the left of the insertion point, or delete Keys thefor selection entering data on a worksheet Delete the character to the right of the insertion point, or delete Keysthe forselection entering data on a worksheet Delete text to the end of the line Keys for entering data on a worksheet Move one character up, down, left, or right Keys for entering data on a worksheet Move to the beginning of the line Keys for entering data on a worksheet Repeat the last action Keys for entering data on a worksheet Edit a cell comment Keys for entering data on a worksheet Create names from row and column labels Keys for entering data on a worksheet Fill down Keys for entering data on a worksheet Fill to the right Keys for entering data on a worksheet Define a name Keys for entering data on a worksheet
Keys for working in cells or the formula bar Press BACKSPACE ENTER CTRL+SHIFT+ENTER ESC CTRL+A
To Action Edit the active cell and then clear it, or delete the precedingKeys character for working in the active in cells cell or as theyou formula edit cell barcontents Complete a cell entry Keys for working in cells or the formula bar Enter a formula as an array formula Keys for working in cells or the formula bar Cancel an entry in the cell or formula bar Keys for working in cells or the formula bar Display the Formula Palette after you type a function nameKeys in a formula for working in cells or the formula bar
CTRL+SHIFT+A Insert the argument names and parentheses for a function after Keysyou fortype working a function in cellsname or the in formula a formula bar CTRL+K Insert a hyperlink Keys for working in cells or the formula bar ENTER (in a cell with a hyperlink) Activate a hyperlink Keys for working in cells or the formula bar F2 Edit the active cell and position the insertion point at the end Keys of the for line working in cells or the formula bar F3 Paste a defined name into a formula Keys for working in cells or the formula bar SHIFT+F3 Paste a function into a formula Keys for working in cells or the formula bar F9 Calculate all sheets in all open workbooks Keys for working in cells or the formula bar CTRL+ALT+F9 Calculate all sheets in the active workbook Keys for working in cells or the formula bar SHIFT+F9 Calculate the active worksheet Keys for working in cells or the formula bar Err:508 Start a formula Keys for working in cells or the formula bar ALT+= (equal sign) Insert the AutoSum formula Keys for working in cells or the formula bar CTRL+; (semicolon) Enter the date Keys for working in cells or the formula bar CTRL+SHIFT+: (colon) Enter the time Keys for working in cells or the formula bar CTRL+SHIFT+" (quotation mark) Copy the value from the cell above the active cell into the cell Keysorfor theworking formulainbar cells or the formula bar CTRL+` (single left quotation mark) Alternate between displaying cell values and displaying cell Keys formulas for working in cells or the formula bar CTRL+' (apostrophe) Copy a formula from the cell above the active cell into the Keys cell orfor theworking formulainbar cells or the formula bar ALT+DOWN ARROW Display the AutoComplete list Keys for working in cells or the formula bar Keys for formatting data Press ALT+' (apostrophe) CTRL+1 CTRL+SHIFT+~ CTRL+SHIFT+$ CTRL+SHIFT+% CTRL+SHIFT+^ CTRL+SHIFT+# CTRL+SHIFT+@ CTRL+SHIFT+!
To Action Display the Style dialog box Keys for formatting data Display the Format Cells dialog box Keys for formatting data Apply the General number format Keys for formatting data Apply the Currency format with two decimal places (negative Keys numbers for formatting appear in data parentheses) Apply the Percentage format with no decimal places Keys for formatting data Apply the Exponential number format with two decimal places Keys for formatting data Apply the Date format with the day, month, and year Keys for formatting data Apply the Time format with the hour and minute, and indicate KeysA.M. for formatting or P.M. data Apply the Number format with two decimal places, thousands Keysseparator, for formatting and minus data sign (–) for negative values
CTRL+SHIFT+& CTRL+SHIFT+_ CTRL+B CTRL+I CTRL+U CTRL+5 CTRL+9 CTRL+SHIFT+9 CTRL+0 (zero) CTRL+SHIFT+0
Apply the outline border Remove outline borders Apply or remove bold formatting Apply or remove italic formatting Apply or remove an underline Apply or remove strikethrough formatting Hide rows Unhide rows Hide columns Unhide columns
Keys for formatting data Keys for formatting data Keys for formatting data Keys for formatting data Keys for formatting data Keys for formatting data Keys for formatting data Keys for formatting data Keys for formatting data Keys for formatting data
Keys for editing data Press F2 ESC BACKSPACE F3 ENTER CTRL+SHIFT+ENTER CTRL+A CTRL+SHIFT+A F7
To Action Edit the active cell and put the insertion point at the end of Keys the line for editing data Cancel an entry in the cell or formula bar Keys for editing data Edit the active cell and then clear it, or delete the precedingKeys character for editing in the data active cell as you edit the cell contents Paste a defined name into a formula Keys for editing data Complete a cell entry Keys for editing data Enter a formula as an array formula Keys for editing data Display the Formula Palette after you type a function nameKeys in a formula for editing data Insert the argument names and parentheses for a function, after Keysyou for type editing a function data name in a formula Display the Spelling dialog box Keys for editing data
Keys for inserting, deleting, and copying a selection Press CTRL+C CTRL+C CTRL+V
To Copy the selection Cut the selection Paste the selection
Action Keys for inserting, deleting, and copying a selection Keys for inserting, deleting, and copying a selection Keys for inserting, deleting, and copying a selection
DELETE CTRL+HYPHEN CTRL+Z CTRL+SHIFT+PLUS SIGN
Clear the contents of the selection Delete the selection Undo the last action Insert blank cells
Keys for inserting, deleting, and copying a selection Keys for inserting, deleting, and copying a selection Keys for inserting, deleting, and copying a selection Keys for inserting, deleting, and copying a selection
Keys for moving within a selection Press
To Action ENTER Move from top to bottom within the selection (down), or move Keysinforthemoving direction within that aisselection selected on the Edit tab (Tools menu, Options command) SHIFT+ENTER Move from bottom to top within the selection (up), or moveKeys opposite for moving to the direction within a selection that is selected on the Edit tab (Tools menu, Options comma TAB Move from left to right within the selection, or move downKeys one cell for moving if only one within column a selection is selected SHIFT+TAB Move from right to left within the selection, or move up one Keys cellfor if only moving one within columna is selection selected CTRL+PERIOD Move clockwise to the next corner of the selection Keys for moving within a selection CTRL+ALT+RIGHT ARROW Move to the right between nonadjacent selections Keys for moving within a selection CTRL+ALT+LEFT ARROW Move to the left between nonadjacent selections Keys for moving within a selection Keys for selecting cells, columns, or rows Press CTRL+SHIFT+* (asterisk) SHIFT+arrow key CTRL+SHIFT+arrow key SHIFT+HOME CTRL+SHIFT+HOME CTRL+SHIFT+END CTRL+SPACEBAR SHIFT+SPACEBAR CTRL+A SHIFT+BACKSPACE SHIFT+PAGE DOWN
To Action Select the current region around the active cell (the currentKeys region forisselecting a data area cells, enclosed columns, by blank or rows rows and blank columns) Extend the selection by one cell Keys for selecting cells, columns, or rows Extend the selection to the last nonblank cell in the same column Keys for or selecting row as thecells, active columns, cell or rows Extend the selection to the beginning of the row Keys for selecting cells, columns, or rows Extend the selection to the beginning of the worksheet Keys for selecting cells, columns, or rows Extend the selection to the last used cell on the worksheet (lower-right Keys for selecting corner)cells, columns, or rows Select the entire column Keys for selecting cells, columns, or rows Select the entire row Keys for selecting cells, columns, or rows Select the entire worksheet Keys for selecting cells, columns, or rows Select only the active cell when multiple cells are selected Keys for selecting cells, columns, or rows Extend the selection down one screen Keys for selecting cells, columns, or rows
SHIFT+PAGE UP Extend the selection up one screen Keys for selecting cells, columns, or rows CTRL+SHIFT+SPACEBAR With an object selected, select all objects on a sheet Keys for selecting cells, columns, or rows CTRL+6 Alternate between hiding objects, displaying objects, and displaying Keys for selecting placeholders cells,for columns, objects or rows CTRL+7 Show or hide the Standard toolbar Keys for selecting cells, columns, or rows F8 Turn on extending a selection by using the arrow keys Keys for selecting cells, columns, or rows SHIFT+F8 Add another range of cells to the selection; or use the arrowKeys keysfor to selecting move to the cells, start columns, of the range or rows you want to add, and then press F8 and the arrow SCROLL LOCK, SHIFT+HOME Extend the selection to the cell in the upper-left corner of the Keys window for selecting cells, columns, or rows SCROLL LOCK, SHIFT+END Extend the selection to the cell in the lower-right corner of Keys the window for selecting cells, columns, or rows Keys for extending the selection with End mode on Press END END, SHIFT+arrow key END, SHIFT+HOME END, SHIFT+ENTER
To Action Turn End mode on or off Keys for extending the selection with End mode on Extend the selection to the last nonblank cell in the same column Keys for or extending row as thethe active selection cell with End mode on Extend the selection to the last cell used on the worksheet (lower-right Keys for extending corner) the selection with End mode on Extend the selection to the last cell in the current row. ThisKeys keystroke for extending is unavailable the selection if you selected with Endthe mode Transition on navigation keys check box on th
Keys for selecting cells that have special characteristics Press To Action CTRL+SHIFT+* (asterisk) Select the current region around the active cell (the currentKeys region forisselecting a data area cells enclosed that have by special blank rows characteristics and blank columns) CTRL+/ Select the current array, which is the array that the active cell Keys belongs for selecting to cells that have special characteristics CTRL+SHIFT+O (the letter O) Select all cells with comments Keys for selecting cells that have special characteristics CTRL+\ Select cells in a row that don't match the value in the activeKeys cell in forthat selecting row. You cellsmust that select have special the rowcharacteristics starting with the active cell. CTRL+SHIFT+| Select cells in a column that don't match the value in the active Keyscell for in selecting that column. cells that Youhave mustspecial select characteristics the column starting with the active cell. CTRL+[ (opening bracket) Select only cells that are directly referred to by formulas inKeys the selection for selecting cells that have special characteristics CTRL+SHIFT+{ (opening brace) Select all cells that are directly or indirectly referred to by formulas Keys for selecting in the selection cells that have special characteristics CTRL+] (closing bracket) Select only cells with formulas that refer directly to the active Keys cell for selecting cells that have special characteristics CTRL+SHIFT+} (closing brace)Select all cells with formulas that refer directly or indirectlyKeys to the foractive selecting cell cells that have special characteristics ALT+; (semicolon) Select only visible cells in the current selection Keys for selecting cells that have special characteristics
Keys for selecting a chart sheet Press CTRL+PAGE DOWN CTRL+PAGE UP
To Action Select the next sheet in the workbook, until the chart sheet Keys you want for selecting is selected a chart sheet Select the previous sheet in the workbook, until the chart sheet Keysyou for want selecting is selected a chart sheet
Keys for selecting an embedded chart Note The Drawing toolbar must already be displayed. 1. Press F10 to make the menu bar active. Keys for selecting an embedded chart 2. Press CTRL+TAB or CTRL+SHIFT+TAB to select the Drawing toolbar. Keys for selecting an embedded chart 3. Press the RIGHT ARROW key to select the Select Objects Keys for selecting an embedded chart button on the Drawing toolbar. Keys for selecting an embedded chart 4. Press CTRL+ENTER to select the first object. Keys for selecting an embedded chart 5. Press the TAB key to cycle forward (or SHIFT+TAB to cycle backward) through the objects Keysuntil for selecting sizing handles an embedded appear on chart the embedded chart you want to select. 6. Press CTRL+ENTER to make the chart active. Keys for selecting an embedded chart Keys for selecting chart items Press DOWN ARROW UP ARROW RIGHT ARROW LEFT ARROW
To Select the previous group of items Select the next group of items Select the next item within the group Select the previous item within the group
Keys for working with a data form
Action Keys for selecting chart items Keys for selecting chart items Keys for selecting chart items Keys for selecting chart items
Press To ALT+key, where key is the underlined Select aletter fieldinorthe a command field or command button name DOWN ARROW Move to the same field in the next record UP ARROW Move to the same field in the previous record TAB Move to the next field you can edit in the record SHIFT+TAB Move to the previous field you can edit in the record ENTER Move to the first field in the next record SHIFT+ENTER Move to the first field in the previous record PAGE DOWN Move to the same field 10 records forward CTRL+PAGE DOWN Move to a new record PAGE UP Move to the same field 10 records back CTRL+PAGE UP Move to the first record HOME or END Move to the beginning or end of a field SHIFT+END Extend a selection to the end of a field SHIFT+HOME Extend a selection to the beginning of a field LEFT ARROW or RIGHT ARROW Move one character left or right within a field SHIFT+LEFT ARROW Select the character to the left SHIFT+RIGHT ARROW Select the character to the right
Action Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form Keys for working with a data form
Keys for using AutoFilter Press To Action Arrow keys to select the cell thatDisplay contains thethe AutoFilter column label, list for and thethen current presscolumn ALT+DOWN ARROW Keys for using AutoFilter DOWN ARROW Select the next item in the AutoFilter list Keys for using AutoFilter UP ARROW Select the previous item in the AutoFilter list Keys for using AutoFilter ALT+UP ARROW Close the AutoFilter list for the current column Keys for using AutoFilter HOME Select the first item (All) in the AutoFilter list Keys for using AutoFilter END Select the last item in the AutoFilter list Keys for using AutoFilter ENTER Filter the list by using the selected item in the AutoFilter list Keys for using AutoFilter
Keys for outlining data Press To ALT+SHIFT+RIGHT ARROWGroup rows or columns ALT+SHIFT+LEFT ARROW Ungroup rows or columns CTRL+8 Display or hide outline symbols CTRL+9 Hide selected rows CTRL+SHIFT+( (opening parenthesis) Unhide selected rows CTRL+0 (zero) Hide selected columns CTRL+SHIFT+) (closing parenthesis) Unhide selected columns
Action Keys for outlining data Keys for outlining data Keys for outlining data Keys for outlining data Keys for outlining data Keys for outlining data Keys for outlining data
Keys for the PivotTable and PivotChart Wizard Press To Action UP ARROW or DOWN ARROW Select the previous or next field button in the list Keys for the PivotTable and PivotChart Wizard LEFT ARROW or RIGHT ARROW Select the field button to the left or right in a multicolumn field Keysbutton for thelist PivotTable and PivotChart Wizard ALT+C Move the selected field into the Column area Keys for the PivotTable and PivotChart Wizard ALT+D Move the selected field into the Data area Keys for the PivotTable and PivotChart Wizard ALT+L Display the PivotTable Field dialog box Keys for the PivotTable and PivotChart Wizard ALT+P Move the selected field into the Page area Keys for the PivotTable and PivotChart Wizard ALT+R Move the selected field into the Row area Keys for the PivotTable and PivotChart Wizard Keys for page fields in a PivotTable or PivotChart report Press To Action CTRL+SHIFT+* (asterisk) Select the entire PivotTable report Keys for page fields in a PivotTable or PivotChart report Arrow keys to select the cell thatDisplay contains thethe listfield, for the andcurrent then ALT+DOWN field in a PivotTable ARROWreport Keys for page fields in a PivotTable or PivotChart report Arrow keys to select the page field Display in a PivotChart the list for report, the current and then page ALT+DOWN field in a PivotChart ARROW report Keys for page fields in a PivotTable or PivotChart report UP ARROW Select the previous item in the list Keys for page fields in a PivotTable or PivotChart report DOWN ARROW Select the next item in the list Keys for page fields in a PivotTable or PivotChart report
HOME END ENTER SPACEBAR
Select the first visible item in the list Select the last visible item in the list Display the selected item Select or clear a check box in the list
Keys for page fields in a PivotTable or PivotChart report Keys for page fields in a PivotTable or PivotChart report Keys for page fields in a PivotTable or PivotChart report Keys for page fields in a PivotTable or PivotChart report
Keys for laying out a PivotTable or PivotChart report 1. Press F10 to make the menu bar active. Keys for laying out a PivotTable or PivotChart report 2. Press CTRL+TAB or CTRL+SHIFT+TAB to select the PivotTable toolbar. Keys for laying out a PivotTable or PivotChart report 3. Press the LEFT ARROW or RIGHT ARROW key to select the menu to the left or right or, Keys when for alaying submenu out aisPivotTable visible, to switch or PivotChart between report the main menu and submenu. 4. Press ENTER (on a field button) and the DOWN ARROW and UP ARROW keys to select Keys thefor area laying you want out a to PivotTable move the or selected PivotChart field report to. Note To scroll to the top or bottom of the field list, press ENTER on the More Fields or button. Keys for laying out a PivotTable or PivotChart report Keys for grouping and ungrouping PivotTable items Press To ALT+SHIFT+RIGHT ARROWGroup selected PivotTable items ALT+SHIFT+LEFT ARROW Ungroup selected PivotTable items
Action Keys for grouping and ungrouping PivotTable items Keys for grouping and ungrouping PivotTable items
Keys for moving and scrolling in a worksheet or workbook Press Arrow keys CTRL+arrow key HOME CTRL+HOME CTRL+END PAGE DOWN PAGE UP
To Action Move one cell up, down, left, or right Keys for moving and scrolling in a worksheet or workbook Move to the edge of the current data region Keys for moving and scrolling in a worksheet or workbook Move to the beginning of the row Keys for moving and scrolling in a worksheet or workbook Move to the beginning of the worksheet Keys for moving and scrolling in a worksheet or workbook Move to the last cell on the worksheet, which is the cell at Keys the intersection for movingofand thescrolling rightmostinused a worksheet column and or workbook the bottom-most used row (in the low Move down one screen Keys for moving and scrolling in a worksheet or workbook Move up one screen Keys for moving and scrolling in a worksheet or workbook
ALT+PAGE DOWN Move one screen to the right Keys for moving and scrolling in a worksheet or workbook ALT+PAGE UP Move one screen to the left Keys for moving and scrolling in a worksheet or workbook CTRL+PAGE DOWN Move to the next sheet in the workbook Keys for moving and scrolling in a worksheet or workbook CTRL+PAGE UP Move to the previous sheet in the workbook Keys for moving and scrolling in a worksheet or workbook CTRL+F6 or CTRL+TAB Move to the next workbook or window Keys for moving and scrolling in a worksheet or workbook CTRL+SHIFT+F6 or CTRL+SHIFT+TAB Move to the previous workbook or window Keys for moving and scrolling in a worksheet or workbook F6 Move to the next pane in a workbook that has been split Keys for moving and scrolling in a worksheet or workbook SHIFT+F6 Move to the previous pane in a workbook that has been split Keys for moving and scrolling in a worksheet or workbook CTRL+BACKSPACE Scroll to display the active cell Keys for moving and scrolling in a worksheet or workbook F5 Display the Go To dialog box Keys for moving and scrolling in a worksheet or workbook SHIFT+F5 Display the Find dialog box Keys for moving and scrolling in a worksheet or workbook SHIFT+F4 Repeat the last Find action (same as Find Next) Keys for moving and scrolling in a worksheet or workbook TAB Move between unlocked cells on a protected worksheet Keys for moving and scrolling in a worksheet or workbook Keys for moving in a worksheet with End mode on Press END END, arrow key END, HOME END, ENTER
To
Action Turn End mode on or off Keys for moving in a worksheet with End mode on Move by one block of data within a row or column Keys for moving in a worksheet with End mode on Move to the last cell on the worksheet, which is the cell at Keys the intersection for movingofinthe a worksheet rightmost used with End column mode andonthe bottom-most used row (in the low Move to the last cell to the right in the current row that is not Keys blank; for moving unavailable in a worksheet if you havewith selected End mode the Transition on navigation keys check box on
Keys for moving in a worksheet with SCROLL LOCK on Press To SCROLL LOCK Turn SCROLL LOCK on or off HOME Move to the cell in the upper-left corner of the window END Move to the cell in the lower-right corner of the window UP ARROW or DOWN ARROW Scroll one row up or down LEFT ARROW or RIGHT ARROW Scroll one column left or right
Action Keys for moving in a worksheet with SCROLL LOCK on Keys for moving in a worksheet with SCROLL LOCK on Keys for moving in a worksheet with SCROLL LOCK on Keys for moving in a worksheet with SCROLL LOCK on Keys for moving in a worksheet with SCROLL LOCK on
Keys for previewing and printing a document Press To CTRL+P or CTRL+SHIFT+F12Display the Print dialog box
Action Keys for previewing and printing a document
Work in print preview Press To Arrow keys Move around the page when zoomed in PAGE UP or PAGE DOWN Move by one page when zoomed out CTRL+UP ARROW or CTRL+LEFT Move ARROW to the first page when zoomed out CTRL+DOWN ARROW or CTRL+RIGHT ARROW Move to the last page when zoomed out
Action Work in print preview Work in print preview Work in print preview Work in print preview Work in print preview
Keys for menus and toolbars Press To Action F10 or ALT Make the menu bar active, or close a visible menu and submenu Keys for at the menus sameand time toolbars TAB or SHIFT+TAB (when a toolbar Select is theactive) next or previous button or menu on the toolbar Keys for menus and toolbars CTRL+TAB or CTRL+SHIFT+TAB Select(when the next a toolbar or previous is active) toolbar Keys for menus and toolbars ENTER Open the selected menu, or perform the action assigned to Keys the selected for menus button and toolbars SHIFT+F10 Show a shortcut menu Keys for menus and toolbars ALT+SPACEBAR Show the program icon menu (on the program title bar) Keys for menus and toolbars DOWN ARROW or UP ARROW Select (withthe thenext menu or previous or submenu command displayed) on the menu or submenu Keys for menus and toolbars LEFT ARROW or RIGHT ARROW Select the menu to the left or right or, with a submenu visible, Keysswitch for menus between andthe toolbars main menu and the submenu HOME or END Select the first or last command on the menu or submenu Keys for menus and toolbars ESC Close the visible menu or, with a submenu visible, close the Keys submenu for menus only and toolbars CTRL+DOWN ARROW Display the full set of commands on a menu Keys for menus and toolbars
Keys for windows In a window, press ALT+TAB ALT+SHIFT+TAB CTRL+ESC CTRL+W or CTRL+F4 CTRL+F5 F6 SHIFT+F6 CTRL+F6 CTRL+SHIFT+F6 CTRL+F7 CTRL+F8 CTRL+F9 CTRL+F10 PRTSCR ALT+PRINT SCREEN
To
Action Switch to the next program Keys for windows Switch to the previous program Keys for windows Show the Windows Start menu Keys for windows Close the active workbook window Keys for windows Restore the active workbook window size Keys for windows Move to the next pane in a workbook that has been split Keys for windows Move to the previous pane in a workbook that has been split Keys for windows Switch to the next workbook window Keys for windows Switch to the previous workbook window Keys for windows Carry out the Move command (workbook icon menu, menuKeys bar),for or windows use the arrow keys to move the window Carry out the Size command (workbook icon menu, menu bar), Keys or foruse windows the arrow keys to size the window Minimize the workbook window to an icon Keys for windows Maximize or restore the workbook window Keys for windows Copy the image of the screen to the Clipboard Keys for windows Copy the image of the active window to the Clipboard Keys for windows
Keys for dialog boxes In a dialog box, press To Action TAB Move to the next option or option group Keys for dialog boxes SHIFT+TAB Move to the previous option or option group Keys for dialog boxes CTRL+TAB or CTRL+PAGE DOWN Switch to the next tab in a dialog box Keys for dialog boxes CTRL+SHIFT+TAB or CTRL+PAGE Switch UP to the previous tab in a dialog box Keys for dialog boxes Arrow keys Move between options in the active drop-down list box or between Keys for some dialogoptions boxes in a group of options SPACEBAR Perform the action assigned to the active button (the buttonKeys with for thedialog dottedboxes outline), or select or clear the active check box Letter key for the first letter in the Move option to an name option youinwant a drop-down (when a drop-down list box list box is selected) Keys for dialog boxes
ALT+letter, where letter is the key Select for an theoption, underlined or select letterorinclear the option a check name box Keys for dialog boxes ALT+DOWN ARROW Open the selected drop-down list box Keys for dialog boxes ENTER Perform the action assigned to the default command buttonKeys in thefor dialog dialog box boxes (the button with the bold outline — often the OK button) ESC Cancel the command and close the dialog box Keys for dialog boxes Keys for edit boxes in dialog boxes In an edit box, press To Action HOME Move to the beginning of the entry Keys for edit boxes in dialog boxes END Move to the end of the entry Keys for edit boxes in dialog boxes LEFT ARROW or RIGHT ARROW Move one character to the left or right Keys for edit boxes in dialog boxes CTRL+LEFT ARROW Move one word to the left Keys for edit boxes in dialog boxes CTRL+RIGHT ARROW Move one word to the right Keys for edit boxes in dialog boxes SHIFT+LEFT ARROW Select or unselect one character to the left Keys for edit boxes in dialog boxes SHIFT+RIGHT ARROW Select or unselect one character to the right Keys for edit boxes in dialog boxes CTRL+SHIFT+LEFT ARROW Select or unselect one word to the left Keys for edit boxes in dialog boxes CTRL+SHIFT+RIGHT ARROW Select or unselect one word to the right Keys for edit boxes in dialog boxes SHIFT+HOME Select from the insertion point to the beginning of the entryKeys for edit boxes in dialog boxes SHIFT+END Select from the insertion point to the end of the entry Keys for edit boxes in dialog boxes Note To enlarge the Help window to fill the screen, press ALT+SPACEBAR and then press X. To restore the window to its previous size and location, press ALT+SPACEBAR and then press R. To print this topic, press ALT+O and then press P.
Excel Function Dictionary © 1998 - 2000 Peter Noneley
Documentation Page 14 of 218
What Is In The Dictionary ? This workbook contains 157 worksheets, each explaining the purpose and usage of particular Excel functions. There are also a number of sample worksheets which are simple models of common applications, such as Timesheet and Date Calculations. Formatting Each worksheet uses the same type of formatting to indicate the various types of entry. North 100 100 100 300 =SUM(C13:C15)
Text headings are shown in grey. Data is shown as purple text on a yellow background. The results of Formula are shown as blue on yellow. The formula used in the calulations is shown as blue text.
The Arial font is used exclusivley throughout the workbook and should display correctly with any installation of Windows. Each sheet has been designed to be as simple as possible, with no fancy macros to accomplish the desrired result. Printing Each worksheet is set to print on to A4 portrait. The printouts will have the column headings of A,B,C... and the row numbers 1,2,3... which will assist with the reading of the formula. The ideal printer would be a laser set at 600dpi. If you are using a dot matrix or inkjet, it may be worth switching off the colours before printing, as these will print as dark grey. (See the sheet dealing with Colour settings). Protection Each sheet is unprotected so that you will be able to change values and experiment with the calculations. Macros There are only a few very simple macros which are used by the various buttons to naviagte through the sheets. These have been written very simply, and do not make any attempt to change your current Toolbars and Menus.
Excel Function Dictionary © 1998 - 2000 Peter Noneley
Instructions Page 15 of 218
What Do The Buttons Do ? View
Sort This View
button sorts the list of functions into alphabetical order. Sort
This button will display the worksheet containing the function example. 1. Click on the function name, then 2. Click on the View button.
Category This describes
the category the function is a member of. Category
Location This shows
Click this button to sort alphabetically.
Built-in indicates that the function is part of Excel itself.
Excel.
where the function is stored in
Location
Analysis ToolPak indicates the function is stored in the Analysis ToolPak add-in. Click this button to sort alphabetically.
Excel Function Dictionary © 1998 - 2000 Peter Noneley
Colours Page 16 of 218
Using Different Monitor Settings Each sheet has been designed to fit within the visible width of monitors with a low resolution of 640 x 480. This ensures that you do not need to scroll from left and right to see all the data. The colours are best suited to monitors capable of 256 colours. On monitors using just 16 colours the greys may look a bit rough! You can switch colours off and on using the button below. This may take a ✘
Colour On
few minutes on any computer !
Alan Bob Carol Total
North 100 100 100 300
Sample Colour Scheme South East West 100 100 100 100 100 100 100 100 100 300 300 300
Total 400 400 400 1200
Excel Function Dictionary © 1998 - 2000 Peter Noneley
Analysis ToolPak Page 17 of 218
Analysis ToolPak What Is The Analysis ToolPak ? The Analysis ToolPak is an add-in file containing extra functions which are not built in to Excel. The functions cover areas such as Date and Mathematical operations.
Analysis ToolPak Check For Analysis ToolPak Load the Analysis ToolPak
The Analysis ToolPak must be added-in to Excel before these functions will be available.
UnLoad the Analysis ToolPak
Any formula using these functions without the ToolPak loaded will show the #NAME error.
Excel Function Dictionary © 1998 - 2000 Peter Noneley
Age Calculation AutoSum shortcut key Brackets in formula FileName formula Instant Charts Ordering Stock Percentages Project Dates Show all formula Split ForenameSurname Time Calculation TimeSheet For Flexi ABS AND AVERAGE BIN2DEC CEILING CELL CHAR CHOOSE CLEAN CODE COMBIN CONCATENATE CONVERT CORREL COUNT COUNTA COUNTBLANK COUNTIF DATE DATEDIF DATEVALUE DAVERAGE DAY DAYS360 DB DCOUNT DCOUNTA DEC2BIN DEC2HEX DELTA DGET DMAX DMIN DOLLAR DSUM EDATE EOMONTH ERROR.TYPE EVEN EXACT FACT FIND FIXED FLOOR FORECAST FREQUENCY GCD GESTEP GROWTH HEX2DEC HLOOKUP HOUR IF INDEX INDIRECT INFO
Sample Sample Sample Sample Sample Sample Sample Sample Sample Sample Sample Sample Mathematical Logical Statistical Engineering Mathematical Information Text Lookup Text Text Mathematical Text Engineering Statistical Statistical Statistical Information Mathematical Date Date Date Database Date Date Financial Database Database Engineering Engineering Engineering Database Database Database Text Database Date Date Information Mathematical Text Mathematical Text Text Mathematical Statistical Statistical Mathematical Engineering Statistical Engineering Lookup Date Logical Lookup Lookup Information
FunctionList Page 18 of 218
Sample Sample Sample Sample Sample Sample Sample Sample Sample Sample Sample Sample Built-in Built-in Built-in Analysis ToolPak Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Analysis ToolPak Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Analysis ToolPak Analysis ToolPak Analysis ToolPak Built-in Built-in Built-in Built-in Built-in Analysis ToolPak Analysis ToolPak Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Analysis ToolPak Analysis ToolPak Built-in Analysis ToolPak Built-in Built-in Built-in Built-in Built-in Built-in
Using DATEDIF() Using Alt and = Sample Using MID() CELL() and FIND() Using F11 Stock Ordering How to calculate various percentages Example using date calculation. Using Ctrl and ` Using LEFT() RIGHT() FIND() SUBSTITUTE() How to calculate time. Example flexi time sheet. Returns the absolute value of a number Returns TRUE if all its arguments are TRUE Returns the average of its arguments Converts a binary number to decimal Rounds a number to the nearest integer or to the nearest multiple of significance Returns information about the formatting, location, or contents of a cell Returns the character specified by the code number Chooses a value from a list of values Removes all nonprintable characters from text Returns a numeric code for the first character in a text string Returns the number of combinations for a given number of objects Joins several text items into one text item Converts a number from one measurement system to another Returns the correlation coefficient between two data sets Counts how many numbers are in the list of arguments Counts how many values are in the list of arguments Counts the number of blank cells within a range Counts the number of nonblank cells within a range that meet the given criteria Returns the serial number of a particular date Calculates the difference between two dates. Undocumented in v5/7/97 Converts a date in the form of text to a serial number Returns the average of selected database entries 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 depreciation of an asset for a specified period using the fixed-declining balance m Counts the cells that contain numbers in a database Counts nonblank cells in a database Converts a decimal number to binary Converts a decimal number to hexadecimal Tests whether two values are equal Extracts from a database a single record that matches the specified criteria Returns the maximum value from selected database entries Returns the minimum value from selected database entries Converts a number to text, using currency format Adds the numbers in the field column of records in the database that match the criteria Returns the serial number of the date that is the indicated number of months before or after t Returns the serial number of the last day of the month before or after a specified number of m Returns a number corresponding to an error type Rounds a number up to the nearest even integer Checks to see if two text values are identical Returns the factorial of a number Finds one text value within another (case-sensitive) Formats a number as text with a fixed number of decimals Rounds a number down, toward zero Returns a value along a linear trend Returns a frequency distribution as a vertical array Returns the greatest common divisor Tests whether a number is greater than a threshold value Returns values along an exponential trend Converts a hexadecimal number to decimal Looks in the top row of an array and returns the value of the indicated cell Converts a serial number to an hour Specifies a logical test to perform Uses an index to choose a value from a reference or array Returns a reference indicated by a text value Returns information about the current operating environment
Excel Function Dictionary © 1998 - 2000 Peter Noneley
INT ISBLANK ISERR ISERROR ISEVEN ISLOGICAL ISNA ISNONTEXT ISNUMBER ISODD ISREF ISTEXT LARGE LCM LEFT LEN LOOKUP (vector) LOWER MATCH MAX MEDIAN MID MIN MINUTE MINVERSE MMULT MOD MODE MONTH MROUND N NA NETWORKDAYS NOT NOW ODD OR PERMUT PI POWER PRODUCT PROPER QUARTILE QUOTIENT RAND RANDBETWEEN RANK REPLACE REPT RIGHT ROMAN ROUND ROUNDDOWN ROUNDUP SECOND SIGN SLN SMALL STDEV STDEVP SUBSTITUTE SUBTOTAL SUM SUM_as_Running_Total SUM_using_names SUM_with_OFFSET SUMIF SUMPRODUCT
Mathematical Information Information Information Information Information Information Information Information Information Information Information Statistical Mathematical Text Text Lookup Text Lookup Statistical Statistical Text Statistical Date Mathematical Mathematical Mathematical Statistical Date Mathematical Information Information Date Logical Date Mathematical Logical Statistical Mathematical Mathematical Mathematical Text Statistical Mathematical Mathematical Mathematical Statistical Text Text Text Mathematical Mathematical Mathematical Mathematical Date Mathematical Financial Statistical Statistical Statistical Text Mathematical Mathematical Mathematical Sample Lookup Mathematical Mathematical
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Built-in Built-in Built-in Built-in Analysis ToolPak Built-in Built-in Built-in Built-in Analysis ToolPak Built-in Built-in Built-in Analysis ToolPak Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Analysis ToolPak Built-in Built-in Analysis ToolPak Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Analysis ToolPak Built-in Analysis ToolPak Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Sample Built-in Built-in Built-in
Rounds a number down to the nearest integer Returns TRUE if the value is blank Returns TRUE if the value is any error value except #N/A Returns TRUE if the value is any error value Returns TRUE if the number is even Returns TRUE if the value is a logical value Returns TRUE if the value is the #N/A error value Returns TRUE if the value is not text Returns TRUE if the value is a number Returns TRUE if the number is odd Returns TRUE if the value is a reference Returns TRUE if the value is text Returns the k-th largest value in a data set Returns the least common multiple Returns the leftmost characters from a text value Returns the number of characters in a text string Looks up values in a vector or array Converts text to lowercase Looks up values in a reference or array Returns the maximum value in a list of arguments Returns the median of the given numbers Returns a specific number of characters from a text string starting at the position you specify Returns the minimum value in a list of arguments Converts a serial number to a minute Returns the matrix inverse of an array Returns the matrix product of two arrays Returns the remainder from division Returns the most common value in a data set Converts a serial number to a month Returns a number rounded to the desired multiple Returns a value converted to a number Returns the error value #N/A Returns the number of whole workdays between two dates Reverses the logic of its argument Returns the serial number of the current date and time Rounds a number up to the nearest odd integer Returns TRUE if any argument is TRUE Returns the number of permutations for a given number of objects Returns the value of Pi Returns the result of a number raised to a power Multiplies its arguments Capitalises the first letter in each word of a text value Returns the quartile of a data set Returns the integer portion of a division Returns a random number between 0 and 1 Returns a random number between the numbers you specify Returns the rank of a number in a list of numbers Replaces characters within text Repeats text a given number of times Returns the rightmost characters from a text value Converts an arabic numeral to roman, as text Rounds a number to a specified number of digits Rounds a number down, toward zero Rounds a number up, away from zero Converts a serial number to a second Returns the sign of a number Returns the straight-line depreciation of an asset for one period Returns the k-th smallest value in a data set Estimates standard deviation based on a sample Calculates standard deviation based on the entire population Substitutes new text for old text in a text string Returns a subtotal in a list or database Adds its arguments Sample Using SUM(jan) Sample Adds the cells specified by a given criteria Returns the sum of the products of corresponding array components
Excel Function Dictionary © 1998 - 2000 Peter Noneley
SYD T TEXT TIME -Timesheet TIMEVALUE TODAY TRANSPOSE TREND TRIM TRUNC TYPE UPPER VALUE VAR VARP VLOOKUP WEEKDAY WORKDAY YEAR YEARFRAC
Financial Built-in Text Built-in Text Built-in Date Built-in Sample Sample Date Built-in Date Built-in Lookup Built-in Statistical Built-in Text Built-in Mathematical Built-in Information Built-in Text Built-in Text Built-in Statistical Built-in Statistical Built-in Lookup Built-in Date Built-in Date Analysis ToolPak Date Built-in Date Analysis ToolPak
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Returns the sum-of-years' digits depreciation of an asset for a specified period Converts its arguments to text Formats a number and converts it to text Returns the serial number of a particular time Sample Converts a time in the form of text to a serial number Returns the serial number of today's date Returns the transpose of an array Returns values along a linear trend Removes spaces from text Truncates a number to an integer Returns a number indicating the data type of a value Converts text to uppercase Converts a text argument to a number Estimates variance based on a sample Calculates variance based on the entire population Looks in the first column of an array and moves across the row to return the value of a cell Converts a serial number to a day of the week Returns the serial number of the date before or after a specified number of workdays Converts a serial number to a year Returns the year fraction representing the number of whole days between start_date and end
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Time Calculation Excel can work with time very easily. Time can be entered in various different formats and calculations performed. There are one or two oddities, but nothing which should put you off working with it. See the TimeSheet example for an example. Typing time When time is entered into worksheet it should be entered with a colon between the hour and the minutes, such as 12:30, rather than 12.30 1:30
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Excel can cope with either the 24hour system or the am/pm system. To use the am/pm system you must enter the am or pm after the time. You must leave a space between the number and the text. 1:30 AM
1:30 PM 10:15 AM 10:15 PM
Finding the difference between two times You can subtract two time values to find the length of time between. Start 1:30 8:00 8:00 AM
End 2:30 17:00 5:00 PM
Duration 1:00 =D24-C24 9:00 =D25-C25 9:00 AM If the result is not shown correctly, You may need to reformat the answer. Look at the section about formatting further in this worksheet.
Adding time You can add time to find a total time. This works well until the total time goes above 24 hours. For totals greater than 24 hours you may need to apply some special formatting. Start 1:30 8:00 7:30 AM
End 2:30 17:00 5:45 PM
Duration 1:00 9:00 10:15 20:15
Formatting time When time is added together the result may go beyond 24 hours. Usually this gives an incorrect result, as in the example below. To correct this error, the result needs to be formatted with a Custom format. Example 1 : Incorrect formatting Start End Duration 7:00 18:30 11:30 8:00 17:00 9:00 7:30 17:45 10:15 Total 6:45 =SUM(E49:E51) Example 2 : Correct formatting Start End Duration 7:00 18:30 11:30 8:00 17:00 9:00 7:30 17:45 10:15 Total 30:45 =SUM(E56:E58)
How To Apply Custom Formatting The custom format for time use a pair of square brackets [hh] on either side of the hours indicators. 1. Click on the cell which needs the format. 2. Choose the Format menu.
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B C D E 3. Choose Cells. 4. Click the Number tag at the top right. 5. Choose Custom. 6. Click inside the Type: box. 7. Type [hh]:mm as the format. 8. Click OK to confirm.
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TimeSheet For Flexi Page 23 of 218
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TimeSheet for Flexi Week beginning Mon 05-Jan-98 Day Mon 05 Tue 06 Wed 07 Thu 08 Fri 09
Arrive 8:00 8:45 9:00 8:30 8:00
Lunch Out Lunch In 13:00 14:00 12:30 13:30 13:00 14:00 13:00 14:00 12:00 13:00
Normal Hours
37:30
Depart 17:00 17:00 18:00 17:00 17:00 Total Hours
Total 8:00 7:15 8:00 7:30 8:00 38:45
Under worked by Over worked by
1:15
This is simple example of a timesheet. Instructions : Type the week start date in cell C3, the Week beginning. Use the format dd/mm/yy, the name of the day will appear automatically. The date is then passed down to the Day column. Type the amount of hours you are expected to work in G3, the Normal Hours. This is used later to calculate if have worked over or under the required hours. Type the times you arrive and leave work in the appropriate columns. Use the format of hh:mm. Note The Total Hours cell has been formatted as [hh]:mm. This ensures the total hours can be expressed as a value above 24 hours. If the [hh]:mm format had not been used the Total Hours would show as : If the [hh]:mm format does not show in the cell format dialog box on your computer, it can be created using Format, Cells, Number, Custom.
14:45
=(F6-C6)-(E6-D6)
=SUM(G6:G10) =IF(G3-G11>0,G3-G11, "-") =IF(G3-G11 63 ? 64 @ 65 A 66 B 67 C 68 D 69 E 70 F 71 G 72 H 73 I 74 J 75 K
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101 e 102 f 103 g 104 h 105 i 106 j 107 k 108 l 109 m 110 n 111 o 112 p 113 q 114 r 115 s 116 t 117 u 118 v 119 w 120 x 121 y 122 z 123 { 124 | 125 }
126 ~ 127 128 129 130 131 132 133
134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150
151 152 153 154 155 156 157 158 159 160 161 ¡ 162 ¢ 163 £ 164 ¤ 165 ¥ 166 ¦ 167 § 168 ¨ 169 © 170 ª 171 « 172 ¬ 173 174 ® 175 ¯
176 ° 177 ± 178 ² 179 ³ 180 ´ 181 µ 182 ¶ 183 · 184 ¸ 185 ¹ 186 º 187 » 188 ¼ 189 ½ 190 ¾ 191 ¿ 192 À 193 Á 194 Â 195 Ã 196 Ä 197 Å 198 Æ 199 Ç 200 È
Note Number 32 does not show as it is the SPACEBAR character.
201 É 202 Ê 203 Ë 204 Ì 205 Í 206 Î 207 Ï 208 Ð 209 Ñ 210 Ò 211 Ó 212 Ô 213 Õ 214 Ö 215 × 216 Ø 217 Ù 218 Ú 219 Û 220 Ü 221 Ý 222 Þ 223 ß 224 à 225 á
226 â 227 ã 228 ä 229 å 230 æ 231 ç 232 è 233 é 234 ê 235 ë 236 ì 237 í 238 î 239 ï 240 ð 241 ñ 242 ò 243 ó 244 ô 245 õ 246 ö 247 ÷ 248 ø 249 ù 250 ú
251 û 252 ü 253 ý 254 þ 255 ÿ
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CHOOSE Page 44 of 218
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Index Value 1 3 2 3 1 2
Result Alan Carol Bob 18% 10% 15%
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CHOOSE
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=CHOOSE(C4,"Alan","Bob","Carol") =CHOOSE(C5,"Alan","Bob","Carol") =CHOOSE(C6,"Alan","Bob","Carol") =CHOOSE(C7,10%,15%,18%) =CHOOSE(C8,10%,15%,18%) =CHOOSE(C9,10%,15%,18%)
What Does It Do? This function picks from a list of options based upon an Index value given to by the user. Syntax =CHOOSE(UserValue, Item1, Item2, Item3 through to Item29) Formatting No special formatting is required. Example The following table was used to calculate the medals for athletes taking part in a race. The Time for each athlete is entered. The =RANK() function calculates the finishing position of each athlete. The =CHOOSE() then allocates the correct medal. The =IF() has been used to filter out any positions above 3, as this would cause the error of #VALUE to appear, due to the fact the =CHOOSE() has only three items in it. Name Alan Bob Carol David Eric
Time 1:30 1:15 2:45 1:05 1:20
Position Medal 2 Silver =IF(D30=100")
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=SUMIF(C4:C12,E18,E4:E12)
What Does It Do ? This function adds the value of items which match criteria set by the user. Syntax =SUMIF(RangeOfThingsToBeExamined,CriteriaToBeMatched,RangeOfValuesToTotal) =SUMIF(C4:C12,"Brakes",E4:E12) This examines the names of products in C4:C12. It then identifies the entries for Brakes. It then totals the respective figures in E4:E12 =SUMIF(E4:E12,">=100")
Formatting No special formatting is needed.
This examines the values in E4:E12. If the value is >=100 the value is added to the total.
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SUMPRODUCT Page 194 of 218 D
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Sold 5 2 3
price 100 10 2
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SUMPRODUCT Item Tyres Filters Bulbs
Total Sales Value :
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=SUMPRODUCT(D4:D6,E4:E6)
What Does It Do ? This function uses at least two columns of values. The values in the first column are multipled with the corresponding value in the second column. The total of all the values is the result of the calculation. Syntax =SUMPRODUCT(Range1, Range, Range3 through to Range30) Formatting No special formatting is needed. Example The following table was used by a drinks merchant to keep track of stock. The merchant needed to know the total purchase value of the stock, and the potential value of the stock when it is sold, takinging into account the markup percentage. The =SUMPRODUCT() function is used to multiply the Cases In Stock with the Case Price to calculate what the merchant spent in buying the stock. The =SUMPRODUCT() function is used to multiply the Cases In Stock with the Bottles In Case and the Bottle Setting Price, to calculate the potential value of the stock if it is all sold.
Product Red Wine White Wine Champagne Beer Lager
Cases In Stock 10 8 5 50 100
Case Price £120 £130 £200 £24 £30
Total Value Of Stock : Total Selling Price Of Stock : Profit :
Bottles In Case 10 10 6 12 12
Bottle Markup Cost £12.00 25% £13.00 25% £33.33 80% £2.00 20% £2.50 25% =D39/E39
Bottle Selling Price £15.00 £16.25 £60.00 £2.40 £3.13 =F39+F39*G39
£7,440 =SUMPRODUCT(C35:C39,D35:D39) £9,790 =SUMPRODUCT(C35:C39,E35:E39,H35:H39) £2,350 =E44-E43
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SYD Page 195 of 218 D
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SYD Purchase Value Of A New Car Second Hand Value Number Of Years Ownership
£20,000 £8,000 6
Deprecation in year 1 Deprecation in year 2 Deprecation in year 3 Deprecation in year 4 Deprecation in year 5 Deprecation in year 6
£3,429 £2,857 £2,286 £1,714 £1,143 £571
Total Depreciation :
=SYD(F3,F4,F5,1) =SYD(F3,F4,F5,2) =SYD(F3,F4,F5,3) =SYD(F3,F4,F5,4) =SYD(F3,F4,F5,5) =SYD(F3,F4,F5,6)
£12,000 =SUM(F7:F12)
What Does It Do ? This function calculates the depreciation of an item throughout its life, using the sum of the years digits. The depreciation is greatest in the earlier part of the items life. What is the Sum Of The Years Digits ? The sum of the years digits adds together the each of the years of the life. A life of 3 years has a sum of 1+2+3 equalling 6. Each of the years is then calculated as a percentage of the sum of the years. Year 3 is 50% of 6, year 2 is 33% of 6, year 1 is 17% 6. The total depreciation of the item is then allocated on the basis of these percentages. A depreciation of £9000 is allocated as 50% being £4500, 33% being £3000, 17% being £1500.
1 2 3
17% 33% 50%
£9,000 £1,500 £3,000 £4,500
As the greater part of the depreciation is allocated to the earliest years the values are inverted, year 1 is $4500, year 2 is £3000 and year 1 is £1500. Example 1 Purchase Price Of A Car : Salvage Value : Expected Life in Years : Depreciation in Year 1 : Depreciation in Year 2 : Depreciation in Year 3 :
£10,000 £1,000 3 £4,500 ===> £3,000 ===> £1,500 ===> =SYD(E39,E40,E41,3)
As % Of Total Depreciation 0.5 0.33 0.17
1. Add together the digits of the Life to get the SumOfTheYearsDigits, 1+2+3=6. 2. Subtract the Salvage from the Purchase Price to get Total Deprectation, £10000-£1000=£9000. 3. Divide the Total Deprectation by the SumOfTheYearsDigits, £9000/6=£1500. 4. Invert the year digits, 1,2,3 becomes 3,2,1. 5. Multiply 3,2,1 by £1500 to get £4500, £3000, £1500, these values are the depreciation values for each of the three years in the life of the item.
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SYD Page 196 of 218
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Purchase Price Of A Car : Salvage Value : Expected Life in Years :
£10,000 £1,000 4
Depreciation in Year 1 : Depreciation in Year 2 : Depreciation in Year 3 : Depreciation in Year 4 : Total Depreciation :
£3,600 £2,700 £1,800 £900 £9,000
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As % Of Total Depriciation 0.4 0.3 0.2 0.1 100%
Example 3 This example will adjust itself to accommodate any number of years between 1 and 10. Purchase Price Of A Car : Salvage Value : Expected Life in Years (1 to 10) : Year Year Year Year Year Year Year Year Year Year
1 2 3 4 5 6 7
£10,000 £1,000 7 £2,250 £1,929 £1,607 £1,286 £964 £643 £321
£9,000 Syntax =SYD(OriginalCost,SalvageValue,Life,PeriodToCalculate) Formatting No special formatting is needed.
As % Of Total Depriciation 25% 21% 18% 14% 11% 7% 4%
100%
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Cell To Test Hello 10 1-Jan-98
Result Hello
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T =T(D4) =T(D5) =T(D6) =T(D7)
What Does It Do ? This function examines an entry to determine whether it is text or not. If the value is text, then the text is the result of the function If the value is not text, the result is a blank. The function is not specifically needed by Excel, but is included for compatibility with other spreadsheet programs. Syntax =T(CellToTest) Formatting No special formatting is needed.
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TEXT Page 198 of 218
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Original Number 10 10 10 10 10.25 10.25
Converted To Text 10.00 £10.00 10 £10 10.3 £10.3
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=TEXT(C4,"0.00") =TEXT(C5,"£0.00") =TEXT(C6,"0") =TEXT(C7,"£0") =TEXT(C8,"0.0") =TEXT(C9,"£0.0")
What Does It Do ? This function converts a number to a piece of text. The formatting for the text needs to be specified in the function. Syntax =TEXT(NumberToConvert,FormatForConversion) Formatting No special formatting is required.
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TIME Page 199 of 218
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Hour 14 14 14
Minute 30 30 30
Second 59 59 59
Time 14:30:59 2:30:59 PM 0.60485
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TIME =TIME(C4,D4,E4) =TIME(C5,D5,E5) =TIME(C6,D6,E6)
What Does It Do? This function will convert three separate numbers to an actual time. Syntax =TIME(Hour,Minute,Second) Formatting The result will be shown as a time which can be formatted either as 12 or 24 hour style. If a normal number format is applied a decimal fraction is shown which represents the time as a fraction of the day.
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TIMEVALUE Text 14:30:59 14:30:59 14:30:59
Time 0.6 14:30:59 2:30:59 PM
=TIMEVALUE(C4) =TIMEVALUE(C5) =TIMEVALUE(C6)
What Does It Do? This function will show an actual time based on a piece of text which looks like a time. It is useful when data is imported from other applications, such as from mainframe computers, which convert all values to text. Syntax =TIMEVALUE(Text) Formatting The result will be shown as a number representing the time a fraction of the day. Formatting can be applied for either the 12 or 24 hour clock system.
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TODAY Page 201 of 218 D
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TODAY Today Is 21-Aug-11
=TODAY()
What Does It Do? Use this to show the current date. Syntax =TODAY() Formatting The result will normally be displayed using the DD-MMM-YY format. Example The following example shows how the Today function is used to calculate the number of days since a particular day. Date 1-Jan-97 10-Aug-97
Days Since 08/19/14 01/10/14
=TODAY()-C20 =TODAY()-C21
Note that the result is actually the number of days before todays date. To calculate a result which includes the current date an extra 1 will need to be added. Date 1-Jan-97 10-Aug-97
Days Since 5346 5125
=TODAY()-C28+1 =TODAY()-C29+1
Example The following example shows the number of days from today until the year 2000. Year 2000 01-Jan-2000
Days Until 05/11/88
=C36-TODAY()
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TRANSPOSE Page 202 of 218
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Alan Bob Carol Total
Jan 10 40 70 120
Feb 30 50 80 160
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Bob 40 50
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Total 120 160
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What Does It Do ? This function copies data from a range, and places in it in a new range, turning it so that the data originally in columns is now in rows, and the data originally in rows is in columns. The transpose range must be the same size as the original range.
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The function needs to be entered as an array formula.
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To enter an array formula you must first highlight all the cells where the formula is required. Next type the formula, such as =TRANSPOSE(A1:A5). Finally press Ctrl+Shift+Enter to confirm it.
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{=TRANSPOSE(C3:E7)}
As an array formula in all these cells
If changes need to be made to the formula, the entire array has to be highlighted, the edits can then be made and the Ctrl+Shift+Enter used to confirm it. Syntax =TRANSPOSE(Range) Formatting No special formatting is needed.
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WHAT IS CONST b ?
Historical Data Month Sales 1 £1,000 2 £2,000 3 £2,500 4 £3,500 5 £3,800 6 £4,000
Predicted Values Month Sales 7 £4,940 8 £5,551 9 £6,163 10 £6,774 11 £7,386 12 £7,997
{=TREND(C8:C13,B8:B13,E8:E13)} {=TREND(C5:C10,B5:B10,E5:E10)} {=TREND(C5:C10,B5:B10,E5:E10)} {=TREND(C5:C10,B5:B10,E5:E10)} {=TREND(C5:C10,B5:B10,E5:E10)} {=TREND(C5:C10,B5:B10,E5:E10)}
What Does It Do ? This function predicts values based upon three sets of related values. The prediction is based upon the Linear Trend of the original values. The function is an array function and must be entered using Ctrl+Shift+Enter. Syntax =TREND(KnownYs,KnownXs,RequiredXs,Constant) The KnownYs is the range of values, such as Sales Figures. The KnownXs is the intervals used when collecting the data, such as Months. The RequiredXs is the range for which you want to make the prediction, such as Months.
Formatting No special formatting is needed. Example The following tables were used by a company to predict when they would start to make a profit. Their bank manager had told the company that unless they could show a profit by the end of the next year, the bank would no longer provide an overdraft facility. To prove to the bank that, based upon the past years performance, the company would start to make a profit at the end of the next year, the =TREND() function was used. The historical data for the past year was entered, months 1 to 12. The months to predict were entered, 13 to 24. The =TREND() function shows that it will be month 22 before the company make a profit.
Historical Data Month Profit 1 -£5,000 2 -£4,800 3 -£4,600 4 -£4,750 5 -£4,800 6 -£4,500 7 -£4,000 8 -£3,800 9 -£3,300 10 -£2,000 11 -£2,500 12 -£2,800 How To Enter An Array Formula
Predicted Values Month Profit 13 -£2,226 14 -£1,968 15 -£1,709 16 -£1,451 17 -£1,193 18 -£935 19 -£676 20 -£418 21 -£160 22 £98 23 £356 24 £615
{=TREND(C41:C52,B41:B52,E41:E52)} The same function used in all cells as an array formula
Excel Function Dictionary © 1998 - 2000 Peter Noneley A 55 56 57 58
TREND Page 204 of 218
B C D E F G H I Select all the cells where the array is required, such as F41 to F52. Type the formula such as =TREND(C41:C52,B41:B52,E41:E52), but do not press Enter. Hold the Ctrl+Shift keys down. Press Enter to enter the formula as an array.
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TRIM Original Text ABCD A B C D Alan Jones ABCD
Trimmed Text ABCD ABCD Alan Jones ABCD
=TRIM(C4) =TRIM(C5) =TRIM(C6) =TRIM(C7)
What Does It Do ? This function removes unwanted spaces from a piece of text. The spaces before and after the text will be removed completely. Multiple spaces within the text will be trimmed to a single space Syntax =TRIM(TextToTrim) Formatting No special formatting is needed.
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TRUNC
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Number 1.48 1.48 1.48 -1.48 -1.48 13643.48 13643.48 13643.48
Precision For Truncated Truncation Number 0 1 =TRUNC(C4,D4) 1 1.4 =TRUNC(C5,D5) 2 1.47 =TRUNC(C6,D6) 1 -1.4 =TRUNC(C7,D7) 2 -1.47 =TRUNC(C8,D8) -1 13640 =TRUNC(C9,D9) -2 13600 =TRUNC(C10,D10) -3 13000 =TRUNC(C11,D11)
What Does It Do ? This function removes the decimal part of a number, it does not actually round the number. Syntax =TRUNC(NumberToTuncate,Precision) Formatting No special formatting is needed.
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Excel Function Dictionary © 1998 - 2000 Peter Noneley A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
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UPPER Page 207 of 218 C
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Original Text alan jones bob smith carOl wiLLiamS cardiff abc123
Upper Case ALAN JONES BOB SMITH CAROL WILLIAMS CARDIFF ABC123
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UPPER =UPPER(C4) =UPPER(C5) =UPPER(C6) =UPPER(C7) =UPPER(C8)
What Does It Do ? This function converts all characters in a piece of text to upper case. Syntax =UPPER(TextToConvert) Formatting No special formatting is needed. Example See the example for FREQUENCY.
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VALUE Page 208 of 218 C
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VALUE Text Containing A Number Annual turnover was £5000
Value Err:502 =VALUE(MID(C4,SEARCH("£",C4),99))
There was a 2% increase in sales. #VALUE! There was a 50% increase in sales. #VALUE! A 100% increase was achieved. #VALUE! Only a 2% increase in sales. #VALUE! Approx 50% increase in sales. #VALUE! There was a 100% increase in sales. #VALUE! * See explanation below. =VALUE(MID(SUBSTITUTE(C11," "," "),SEARCH("???%",SUBSTITUTE(C11," "," The winning time was 1:30 seconds. The winning time was 1:30 seconds. The winning time was 10:30 seconds. The winning time was 0:30 seconds.
#VALUE! #VALUE! #VALUE! #VALUE!
")),4))
=VALUE(MID(C14,SEARCH("??:??",C14),5)) =VALUE(MID(C15,SEARCH("??:??",C15),5)) =VALUE(MID(C16,SEARCH("??:??",C16),5)) =VALUE(MID(C17,SEARCH("??:??",C17),5))
What Does It Do ? This function converts a piece of text which resembles a number into an actual value. If the number in the middle of a long piece of text it will have to be extracted using other text functions such as =SEARCH(), =MID(), =FIND(), =SUBSTITUTE, =LEFT() or =RIGHT(). Syntax =VALUE(TextToConvert) Formatting No special formatting is needed. The result will be shown as a value, based upon the original text. If the £ sign is included in the text it will be ignored. If the % sign is included in the text, the result will be a decimal fraction which can then be formatted as a percentage. If the original text format appears as a time hh:mm the result will be a time. The same will be true for other recognised formats.
Explanation of formula shown above. To extract the values from the following text is complicated! The actual percentage value is of variable length, it can be either one, two or three digits long. The only way to identify the value is the fact it always ends with the % sign. There is no way to identify the beginning of the value, other than it is preceded by a space. The main problem is calculating the length of the value to extract. If the extraction assumes the maximum length of three digits and the % sign, errors will occur when the percentage is only one digit long, as alphabetic characters will be included. To get around the problem the =SUBSTITUTE() function was used to increase the size of the spaces in the text. Now when the extraction takes place any unnecessary characters will be spaces which are ignored by the =VALUE() function. There was a 2% increase in sales. There was a 50% increase in sales. There was a 100% increase in sales.
#VALUE! #VALUE! #VALUE!
=VALUE(MID(SUBSTITUTE(C52," ","
"),SEARCH("???%",SUBSTITUTE(C52," ","
")),4))
Excel Function Dictionary © 1998 - 2000 Peter Noneley A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47
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VAR Page 209 of 218
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VAR Values 10 10 9 10
Values 10 10 11 10
Values 10 11 9 12
0.25 =VAR(C4:C7)
0.25 =VAR(E4:E7)
1.67 =VAR(G4:G7)
What Does It Do ? This function calculates the sample population variance of a list of values. A sample population is used when the list of values represents a sample of a population. Syntax =VAR(Range1,Range2,Range3 through to Range30) Formatting No special formatting is needed. Example The table below was used by a company interested in buying a new machine to pack washing powder. Three machines were short listed and allow to run for a day. At the end of the day four boxes of soap powder were picked at random from the production of each machine. The boxes were weighed and the =VAR() function used as these boxes only represented a sample of the complete days production. The machine with the smallest variance was the most consistent.
Machine 1 Machine 2 Machine 3
Soap Powder Box Filling Machine Test Results Test 1 Test 2 Test 3 Test 4 Variance 1.4 1.5 1.6 1.5 0.0067 1.5 1.5 1.4 1.5 0.0025 1.5 1.6 1.7 1.8 0.0167 The smallest variance is :
0.0025
=VAR(D34:G34) =VAR(D35:G35) =VAR(D36:G36) =MIN(H34:H36)
The machine with the smallest variance is : Machine 2 =INDEX(C34:C36,MATCH(MIN(H34:H36),H34:H36,0)) Explanation of formula: This finds the lowest value. =MIN(H34:H36) This finds the position of the lowest value. =MATCH(MIN(H34:H36),H34:H36,0) This looks down the Machine column to =INDEX(C34:C36,MATCH(MIN(H34:H36),H34:H36,0)) find the machine name.
Excel Function Dictionary © 1998 - 2000 Peter Noneley A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45
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VARP Page 210 of 218
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VARP Values 10 10 9 10
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0.19 =VARP(C4:C7)
0.19 =VARP(E4:E7)
1.25 =VARP(G4:G7)
What Does It Do ? This function calculates the variance of a list of values. The variance is calculated on the basis that the values represent the entire population. Syntax =VARP(Range1,Range2,Range3 through to Range30) Formatting No special formatting is needed. Example The table below was used by a company interested in buying a new machine to pack washing powder. A trial run a just four boxes per machine were produced. The boxes were weighed and the =VARP() function used as these boxes represented the entire test run. The machine with the smallest variance was the most consistent.
Machine 1 Machine 2 Machine 3
Soap Powder Box Filling Machine Test Results Test 1 Test 2 Test 3 Test 4 Variance 1.4 1.5 1.6 1.5 0.0050 1.5 1.5 1.4 1.5 0.0019 1.5 1.6 1.7 1.8 0.0125 The smallest variance is :
0.0019
=VARP(D32:G32) =VARP(D33:G33) =VARP(D34:G34) =MIN(H32:H34)
The machine with the smallest variance is : Machine 2 =INDEX(C32:C34,MATCH(MIN(H32:H34),H32:H34,0)) Explanation of formula: This finds the lowest value. =(MIN(H32:H34) This finds the position of the lowest value. =MATCH(MIN(H32:H34),H32:H34,0) This looks down the Machine column to =INDEX(C32:C34,MATCH(MIN(H32:H34),H32:H34,0)) find the machine name.
Excel Function Dictionary © 1998 - 2000 Peter Noneley A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54
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VLOOKUP Page 211 of 218 D
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VLOOKUP The column numbers are not needed. they are part of the illustration. col 1
col 2
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Jan Feb Mar
10 80 97
20 90 69
30 100 45
40 110 51
50 120 77
Type a month to look for : Which column needs to be picked out : The result is :
Feb 4 100 =VLOOKUP(G11,C6:H8,G12,FALSE)
What Does It Do ? This function scans down the row headings at the side of a table to find a specified item. When the item is found, it then scans across to pick a cell entry. Syntax =VLOOKUP(ItemToFind,RangeToLookIn,ColumnToPickFrom,SortedOrUnsorted) The ItemToFind is a single item specified by the user. The RangeToLookIn is the range of data with the row headings at the left hand side. The ColumnToPickFrom is how far across the table the function should look to pick from. The Sorted/Unsorted is whether the column headings are sorted. TRUE for yes, FALSE for no. Formatting No special formatting is needed. Example 1 This table is used to find a value based on a specified name and month. The =VLOOKUP() is used to scan down to find the name. The problem arises when we need to scan across to find the month column. To solve the problem the =MATCH() function is used. The =MATCH() looks through the list of names to find the month we require. It then calculates the position of the month in the list. Unfortunately, because the list of months is not as wide as the lookup range, the =MATCH() number is 1 less than we require, so and extra 1 is added to compensate. The =VLOOKUP() now uses this =MATCH() number to look across the columns and picks out the correct cell entry. The =VLOOKUP() uses FALSE at the end of the function to indicate to Excel that the row headings are not sorted.
Bob Eric Alan Carol David
Jan 10 20 30 40 50
Feb 80 90 100 110 120
Mar 97 69 45 51 77
Excel Function Dictionary © 1998 - 2000 Peter Noneley A 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108
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VLOOKUP Page 212 of 218
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The result is : 69 =VLOOKUP(F56,C50:F54,MATCH(F57,D49:F49,0)+1,FALSE) Example 2 This example shows how the =VLOOKUP() is used to pick the cost of a spare part for different makes of cars. The =VLOOKUP() scans down row headings in column F for the spare part entered in column C. When the make is found, the =VLOOKUP() then scans across to find the price, using the result of the =MATCH() function to find the position of the make of car. The functions use the absolute ranges indicated by the dollar symbol . This ensures that when the formula is copied to more cells, the ranges for =VLOOKUP() and =MATCH() do not change. Maker Vauxhall VW Ford VW Ford Ford Vauxhall Ford
Spare Ignition GearBox Engine Steering Ignition CYHead GearBox Engine
Cost Lookup Table £50 Vauxhall Ford VW £600 GearBox 500 450 600 £1,200 Engine 1000 1200 800 £275 Steering 250 350 275 £70 Ignition 50 70 45 £290 CYHead 300 290 310 £500 £1,200 =VLOOKUP(C81,F75:I79,MATCH(B81,G74:I74,0)+1,FALSE)
Example 3 In the following example a builders merchant is offering discount on large orders. The Unit Cost Table holds the cost of 1 unit of Brick, Wood and Glass. The Discount Table holds the various discounts for different quantities of each product. The Orders Table is used to enter the orders and calculate the Total. All the calculations take place in the Orders Table. The name of the Item is typed in column C of the Orders Table. The Unit Cost of the item is then looked up in the Unit Cost Table. The FALSE option has been used at the end of the function to indicate that the product names down the side of the Unit Cost Table are not sorted. Using the FALSE option forces the function to search for an exact match. If a match is not found, the function will produce an error. =VLOOKUP(C126,C114:D116,2,FALSE) The discount is then looked up in the Discount Table If the Quantity Ordered matches a value at the side of the Discount Table the =VLOOKUP will look across to find the correct discount. The TRUE option has been used at the end of the function to indicate that the values down the side of the Discount Table are sorted. Using TRUE will allow the function to make an approximate match. If the Quantity Ordered does not match a value at the side of the Discount Table, the next lowest value is used. Trying to match an order of 125 will drop down to 100, and the discount from
Excel Function Dictionary © 1998 - 2000 Peter Noneley A 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126
VLOOKUP Page 213 of 218
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Unit Cost Table Brick £2 Wood £1 Glass £3
Item Brick Wood Glass Brick Wood Glass
Units 100 200 150 225 50 500
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Discount Table Brick Wood Glass 1 0% 0% 0% 100 6% 3% 12% 300 8% 5% 15%
Orders Table Unit Cost Discount £2 6% £1 3% £3 12% £2 6% £1 0% £3 15%
Total £188 £194 £396 £423 £50 £1,275
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Formula for : Unit Cost =VLOOKUP(C126,C114:D116,2,FALSE) Discount =VLOOKUP(D126,F114:I116,MATCH(C126,G113:I113,0)+1,TRUE) Total =(D126*E126)-(D126*E126*F126)
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Excel Function Dictionary © 1998 - 2000 Peter Noneley A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45
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WEEKDAY Page 214 of 218
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Date Thu 01-Jan-98 Thu 01-Jan-98 Thu 01-Jan-98 Thu 01-Jan-98 Thu 01-Jan-98
Weekday 5 5 5 4 3
=WEEKDAY(C4) =WEEKDAY(C5) =WEEKDAY(C6,1) =WEEKDAY(C7,2) =WEEKDAY(C8,3)
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What Does It Do? This function shows the day of the week from a date. Syntax =WEEKDAY(Date,Type) Type : This is used to indicate the week day numbering system. 1 : will set Sunday as 1 through to Saturday as 7 2 : will set Monday as 1 through to Sunday as 7. 3 : will set Monday as 0 through to Sunday as 6. If no number is specified, Excel will use 1. Formatting The result will be shown as a normal number. To show the result as the name of the day, use Format, Cells, Custom and set the Type to ddd or dddd. Example The following table was used by a hotel which rented a function room. The hotel charged different rates depending upon which day of the week the booking was for. The Booking Date is entered. The Actual Day is calculated. The Booking Cost is picked from a list of rates using the =LOOKUP() function. Booking Date Actual Day 7-Jan-98 Wednesday
Booking Rates Day Of Week Cost 1 £50 2 £25 3 £25 4 £30 5 £40 6 £50 7 £100
Booking Cost £30.00 =LOOKUP(WEEKDAY(C34),C39:D45)
Excel Function Dictionary © 1998 - 2000 Peter Noneley A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32
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WORKDAY Page 215 of 218 D
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StartDate 1-Jan-98 1-Jan-98
Days 28 28
Result 35836 10-Feb-98
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WORKDAY =WORKDAY(D4,E4) =WORKDAY(D5,E5)
What Does It Do? Use this function to calculate a past or future date based on a starting date and a specified number of days. The function excludes weekends and holidays and can therefore be used to calculate delivery dates or invoice dates. Syntax =WORKDAY(StartDate,Days,Holidays) Formatting The result will normally be shown as a number which can be formatted to a normal date by using Format,Cells,Number,Date. Example The following example shows how the function can be used to calculate delivery dates based upon an initial Order Date and estimated Delivery Days. Order Date Mon 02-Feb-98 Tue 15-Dec-98
Bank Holiday Xmas New Year New Year New Year
Holidays Fri 01-May-98 Fri 25-Dec-98 Wed 01-Jan-97 Thu 01-Jan-98 Fri 01-Jan-99
Delivery Days 2 28
Delivery Date Wed 04-Feb-98 Tue 26-Jan-99 =WORKDAY(D25,E25,D28:D32)
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YEAR Page 216 of 218
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Date 25-Dec-98
Year 1998
=YEAR(C4)
YEAR
What Does It Do? This function extracts the year number from a date. Syntax =YEAR(Date) Formatting The result is shown as a number.
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YEARFRAC Page 217 of 218
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Start Date 1-Jan-98 1-Jan-98 1-Jan-98
End Date 1-Apr-98 31-Dec-98 1-Apr-98
Fraction 0.25 1 25%
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What Does It Do? This function calculates the difference between two dates and expresses the result as a decimal fraction. Syntax =YEARFRAC(StartDate,EndData,Basis) Basis : Defines the calendar system to be used in the function. 0 : or omitted USA style 30 days per month divided by 360. 1 : 29 or 30 or 31 days per month divided by 365. 2 : 29 or 30 or 31 days per month divided by 360. 3 : 29 or 30 0r 31 days per month divided by 365. 4 : European 29 or 30 or 31 days divided by 360. Formatting The result will be shown as a decimal fraction, but can be formatted as a percent. Example The following table was used by a company which hired people on short term contracts for a part of the year. The Pro Rata Salary which represents the annual salary is entered. The Start and End dates of the contract are entered. The =YEARFRAC() function is used to calculate Actual Salary for the portion of the year. Start 1-Jan-98 1-Jan-98 1-Jan-98
End Pro Rata Salary Actual Salary 31-Dec-98 £12,000 £12,000 =YEARFRAC(B32,C32+1,4)*D32 31-Mar-98 £12,000 £3,000 =YEARFRAC(B33,C33+1,4)*D33 30-Jun-98 £12,000 £6,000 =YEARFRAC(B34,C34+1,4)*D34
Note The extra 1 has been added to the End date to compensate for the fact that the =YEARFRAC() function calculates from the Start date up to, but not including, the End date.
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Project Dates Page 218 of 218 C
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Project Dates
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Target Delivery
Tue 27-Jan-98
Job Stage Survey Foundation Walls Roof Electrics
Start Date Mon 05-Jan-98 Mon 12-Jan-98 Fri 16-Jan-98 Wed 21-Jan-98 Thu 29-Jan-98
Actual Delivery
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House Building Target Budget
£12,000
Daily Cost £200 £1,000 £800 £400 £300
Total £1,000 £4,000 £2,400 £2,400 £1,200
Tue 03-Feb-98
Total Cost
£11,000
Against Target
5 days behind
Budget %
92%
Total Days
22
Days Required 5 4 3 6 4
End Date Fri 09-Jan-98 Thu 15-Jan-98 Tue 20-Jan-98 Wed 28-Jan-98 Tue 03-Feb-98
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