Microsoft Excel Functions Examples

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Examples

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Text Functions

FIND

LEFT, RIGHT, MID

CONCATENATE

REPLACE

TRIM

LEN

UPPER, LOWER

DOLLAR

PROPER

REPT

SUBSTITUTE

BAHTTEXT

VALUE

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TEXT

Enter the following data in an Excel spreadsheet:

A1: 7678.868

A2: 123.65

A3: 30/11/2008

Place the cursor on B1. On the Formulas tab, click

the Text drop down and select “TEXT”.

When the cursor is on the Value field, select cell A1

on the worksheet.

Place the cursor on the Format field, then enter :

“$#,##0.00”

Click OK

B1 has now changed to: $7,678.87

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TEXT (cont.)

Place your cursor on C1. On the Formulas tab,

click the Text drop down and select “TEXT”.

When the cursor is on the Value field, select cell

A1 on the worksheet.

Place the cursor on the Format field, then

enter : “0”

Click OK

C1 has now changed to: 7,679

Click B2. On the Formulas tab, click the Text

drop down and select “TEXT”.

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TEXT (cont.)

When the cursor is on the Value field, select cell A2 on
the worksheet.

Place the cursor on the Format field, then enter : “0.0”

Click OK

B2 has now changed to: 123.7

Place cursor on C2. On the Formulas tab, click the

Text drop down and select “TEXT”.

When the cursor is on the Value field, select cell A2 on
the worksheet.

Place the cursor on the Format field, then enter :
“0.00”

Click OK

C2 has now changed to: 123.65

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FIND

Enter the following sentence in A1:

“King Henry ruled with an iron fist.”

Click B1.

On the formulas tab, click the “Text” dropdown and
select “FIND”

On the find_text field enter “Henry”

On the within_text field enter A1.

On the start_num field enter 1.

Click OK.

B1 becomes 6. This is because “Henry” starts on character
6.

If you enter 7 or a bigger number in the start_num field,
you get an error message on B1.

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FIND (cont.)

Place the cursor on C1. Select the FIN function

from the list of Text Functions.

Enter “e” on the find_text field.

Select A1 on the within_text field.

Select any number between 1 and 7 on the

start_num field.

Click OK.

C1 becomes 7.

Now, change start_num to 8 and click OK.

C1 now becomes 15.

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LEFT

Enter the following data into cell A1: 687 miles

Click on cell B1 in the spreadsheet

Click on the Formulas tab of the ribbon menu.

Choose Text from the ribbon to open the function
drop down list and click on LEFT in the list to bring up
the function's dialog box.

In the Text field, select A1 on the worksheet.

In the Num_chars field, enter 3 – you want to keep
the three leftmost characters of data.

Click OK.

The number 687 should appear in cell B1.

When you click on cell B1 the complete function =
LEFT (A1,3 )
appears in the formula bar above the
worksheet.

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RIGHT

On the same spreadsheet,

Click on cell C1 in the spreadsheet

Click on the Formulas tab of the ribbon menu.

Choose Text from the ribbon to open the function
drop down list and click on RIGHT in the list to bring
up the function's dialog box.

In the Text field, select A1 on the worksheet.

In the Num_chars field, enter 5 – you want to keep
the five rightmost characters of data.

Click OK.

The word “miles” should appear in cell C1.

When you click on cell C1 the complete function =
RIGHT (A1,5 )
appears in the formula bar above the
worksheet.

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MID

Enter the following data into cell A3: #687 miles

Click on cell D3 in the spreadsheet.

Click on the Formulas tab of the ribbon menu.

Choose Text from the ribbon to open the function drop
down list, and select MID.

In Text field, select cell A3

In the Start_num field, enter 2 – this shows that you don't
want to keep the first character on the left.

On the Num_chars field, enter 3 since you only want to
keep the next three characters of data from Start_num

Click OK.

The number 687 should appear in cell D3.

When you click on cell D3 the complete function = MID
( A3,2,3 )
appears in the formula bar above the worksheet.

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CONCATENATE

Enter the following data into specified cells: A1 - 4, B1 – hours

Click on cell A3- the location where the results will be displayed.

Click on the Formulas tab. Choose Text Functions from the

ribbon to open the drop down list.

Click on CONCATENATE in the list to bring up the function's

dialog box.

On line Text 1 of the dialog box, type in the words "We will arrive

in ". Take note of the space after in.

On line Text 2 of the dialog box, click on cell A1.

On line Text 3 of the dialog box, press the space bar to add a

blank space.

On line Text 4 of the dialog box, click on cell B1.

Click OK.

The concatenated sentence "We will arrive in 4 hours" should

appear in cell A3.

The complete function = CONCATENATE ("We will arrive in ",

A1 ," ", B1) appears in the formula bar above the worksheet

when you click A3

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REPLACE

Enter the following data into cell A1: ^& # 24,398.

Click on cell B1 in the spreadsheet

Click on the Formulas tab of the ribbon menu.

Choose Text from the ribbon to open the function
drop down list and select REPLACE.

On the Old_text field, select A1 on the worksheet

On the Start_num field, enter 1 indicate we want to
start our replacement from the first character on the
left.

On the Num_chars field, enter the number 4 on this
line to replace the first four characters.

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REPLACE (cont.)

On the New_text field, type a dollar sign ( $ ) so

that we replace the four characters with the
dollar sign.

Click OK.

The amount $ 24,398 should appear in cell B1.

When you click on cell `B1 the complete

function = REPLACE ( A1 , 1 , 4 , “$" )
appears in the formula bar above the
worksheet.

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TRIM

Enter the following text into cell A1: Today's oil
price is : (be sure to include extra spaces between the
words)

Click on cell B1 in the spreadsheet

Click on the Formulas tab of the ribbon menu.

Choose Text from the ribbon to open the function drop
down list and select TRIM.

In the Text field, select A1.

Click OK.

The line of text Today's oil price is: should appear in cell
B1 but without the extra spaces between the words.

When you click on cell B1 the complete function = TRIM
( A1 )
appears in the formula bar above the worksheet.

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LEN

Enter the following text on A1: “Life is too bad to

drink bad wine.”

Place the cursor in B1.

Click on the Formulas tab of the ribbon menu.

Choose Text from the ribbon to open the function
drop down list and select LEN.

On the Text field, select cell A1 from the worksheet.

Click OK.

B1 becomes 34 – the number of characters on the
sentence including the full stop.

When you click on cell B1 the complete function =
LEN( A1 )
appears in the formula bar above the
worksheet.

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UPPER & LOWER

Enter the following in A1 and A2 respectively:

A1: this will be changed to capital letters

A2: THIS WILL BECOME SMALL LETTERS

Place the cursor on B1 and click Text on the formulas
tab and select UPPER. On the Text field, select A1.

Click OK and B1 becomes THIS WILL BE CHANGED TO
CAPITAL LETTERS.

Place the cursor on B2 and click Text on the formulas
tab and select LOWER. On the Text field, select A2.

Click Ok and B2 becomes: this will become small letters.

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DOLLAR

Enter the following to A1: 25

Place the cursor on B1.

Open the Text drop down on the formulas tab

and select DOLLAR.

On the Number field, select A1.

On the Decimals field, select 2.

Click OK.

B1 becomes R 25.00 (If the country setting is

South Africa)

When you click B1, the function =DOLLAR(A1,2)

appears on the formulas bar of the worksheet.

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PROPER

Enter the following statement on A1: king

henry died a miserable death called measles

Place the cursor on B1.

Click Text on the formulas tab and select

PROPER from the drop down list of functions.

On the Text field, select A1.

Click OK.

B1 becomes: King Henry Died A Miserable

Death Called Measles

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REPT

Enter the following statement on A1: “This will

be repeated several times. ”

Place the cursor on B1.

Click Text on the Formulas tab and select REPT.

On the Text field, select A1.

On the Number_times field, type 3 – the number

of times the text is to be repeated.

Click OK.

B1 now becomes: This will be repeated several

times. This will be repeated several times. This
will be repeated several times.

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SUBSTITUTE

Enter the following in A1: “The price for the whole

project is R2 billion.”

Place the cursor on B1.

Click Text on the Formulas tab and select SUBSTITUTE.

On the Text field, select A1.

On the Old_text field, type “price”, the text to be
substituted.

Note that SUBSTITUTE is case sensitive.

On the New_text field, type “cost”.

On the Instance_num field, type 1 to substitute the first
occurrence of price.

Click OK.

B1 becomes: The cost for the whole project is R2 billion.

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BAHTTEXT

Enter the following on A1 and A2 respectively:

1 and 100

Place the cursor on B1.

Click Text on the Formulas tab and select

BAHTTEXT.

On the Number field, select A1. Copy the

contents of this cell to B2.

Click OK.

A1 and A2 become หหหหหหหหหหหห and หหหหห

หหหหหหหหหหห respectively.

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VALUE

Enter the following in A1 and A2 respectively: 10

and ten

Place the cursor on B1. Click Text on the Formulas
tab and select VALUE.

On the Text field, select A1.

Click OK.

B1 becomes 10.

Copy the contents of B1 to B2.

B2 becomes an invalid value. This is because the
VALUE function only converts numeric text to a
number.

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LOGICAL FUNCTIONS

Comparison Operators

TRUE

FALSE

AND

OR

IF

NOT

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Comparison Operators

Equals ( = )

Less than ( < )

Less than or equal to ( < = )

Greater than ( > )

Greater than or equal to ( > = )

Not equal to ( < > )

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Comparison Operators

(cont.)

The logic test can be a comparison between

two cell references such as:

A3 > B3

A1 = G3

Or the logic test can be a comparison

between a cell reference and a fixed amount
such as:

C4 < = 100

B7 <> 0

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AND

Enter the following data into cells A1 to A3: 78 ,

110 , 45.

Click on cell B1

Click on the Formulas tab. Choose Logical Functions
from the ribbon to open the function drop down list.

Click on AND in the list to bring up that function's
dialog box.

Click on cell A1 in the spreadsheet to enter the first
cell reference in the logical1 box.

Type < 100 after the cell reference in the logical1 box.

Click in the box next to logical2 in the dialog box.

Click on cell A2 in the spreadsheet to enter the second
cell reference.

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AND (cont.)

Type < 100 after the cell reference in the logical2 box.

Click in the box next to logical3 in the dialog box.

Click on cell A3 in the spreadsheet to enter the third
cell reference.

Type < 100 after the cell reference in the logical3 box.

Click OK.

The value FALSE should appear in cell B1 because the
data in cell A2 is greater than 100.

The complete function = AND ( A1 < 100 , A2 < 100
, A3 < 100)
appears in the formula bar above the
worksheet when you click on cell E1.

To return a value of TRUE in cell B1, type a number in
cell A2 that is less than 100.

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OR

In the same spreadsheet used for AND.

Click on cell C1 - the location where the results will be
displayed.

Click on the Formulas tab. Choose Logical Functions
from the ribbon to open the function drop down list.

Click on OR in the list to bring up that function's
dialog box.

Click on cell A1 in the spreadsheet to enter the first
cell reference in the logical1 box.

Type > 100 after the cell reference in the logical1 box.

Click in the box next to logical2 in the dialog box.

Click on cell A2 in the spreadsheet to enter the
second cell reference.

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OR (cont.)

Type > 100 after the cell reference in the logical2 box.

Click in the box next to logical3 in the dialog box.

Click on cell À3 in the spreadsheet to enter the third
cell reference.

Type > 100 after the cell reference in the logical3 box

Click OK.

The value TRUE should appear in cell C1 because the
data in cell A2 is greater than 100.

The complete function = OR ( A1 > 100 , A2 > 100 ,
A3 > 100)
appears in the formula bar above the
worksheet when you click on cell C1.

To return a value of FALSE in cell C1, type a number in
cell 2 that is less than 100.

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IF

Enter 51 into cell A1.

Click on cell B1.

Click on the Formulas tab. Choose Logical Functions
from the ribbon to open the drop down list.

Click on IF in the list to bring up the function's dialog
box.

On the Logical_test line in the dialog box, click on cell
A1. After this type the greater than symbol ( > ) and
then the number 50.

On the Value_if_true line of the dialog box, type “Pass”.

On the Value_if_false line of the dialog box, type “Fail”.

Click OK.

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IF (cont.)

The value “Pass” should appear in cell B1, since

the value in A1 is greater than 50.

To change the result in cell B1, change the

number in cell A1 to 49 and press the Enter
key.

The value “Fail” should now be present in cell

E1 since the value in A1 is now less than 50.

If you click on cell B1, the complete function =

IF ( A1 > 50, “Pass” , “Fail” ) appears in the
formula bar above the worksheet.

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NOT

Enter the following in A1 and A2: True and

False

Click B1 and click Logical Functions from the

Formulas tab and select NOT.

On the Logical field, select A1.

Click OK.

B1 now becomes False, because True is

negated.

Copy B1 to B2.

B2 becomes True because False is negated.

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Statistical Functions

AVERAGE

AVERAGE IF

LARGE

SMALL

MIN

MAX

MODE

MEDIAN

RANK

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AVERAGE

Enter the following data into cells A1 to A6:
11,12,13,14,15,16.

Click on cell A7.

Click on the Formulas tab. Choose More Functions >
Statistical
from the ribbon to open the function drop
down list.

Click on AVERAGE in the list to bring up
the function's dialog box.

Drag select cells A1 to A6 in the spreadsheet to enter
the range into the dialog box.

Click OK.

The answer 13.5 should appear in cell A7.

The complete function = AVERAGE (A1 : A6) appears
in the formula bar above the worksheet.

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AVERAGEIF

Enter the following data into cells A1 to A6:

114,165,178,143,130,165.

Enter the following data into cells B1 to B6: 10, 20,

30, 10, 20, 30.

Click on cell B7.

Click on the Formulas tab. Choose More

Functions > Statistical from the ribbon to open
the function drop down list.

Click on AVERAGEIF in the list to bring up the

function's dialog box.

In the dialog box, click on the Range line.

Drag select cells A1 to A6 on the spreadsheet.

On the Criteria line in the dialog box, type "165".

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AVERAGEIF (cont.)

Click on the Average_range line.

Drag select cells B1 to B6 on the spreadsheet.

Click OK.

The answer 25 should appear in cell B7. Since

the criteria of equaling 165 is met by only two
cells - A2 and A6, only their corresponding cells
- B2 and B6 are averaged. The average of 20
and 30 is 25.

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LARGE

Enter the following data into cells A1 to A6:

123,135,147,130,98,187.

Click on cell B1.

Click on the Formulas tab. Choose More

Functions > Statistical from the ribbon to open
the function drop down list.

Click on LARGE in the list to bring up the

function's dialog box.

Click on the Array line in the dialog box.

Drag select cells A1 to A6 in the spreadsheet to

enter the range into the dialog box.

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LARGE (cont.)

Click on the K line in the dialog box.

Type a 3 ( three ) on this line to find the third

largest value in the range selected.

Click OK.

The number 135 should appear in cell B1 since

it is the third smallest number ( the numbers
187 and 147 in the list are both larger).

The complete function = LARGE ( A1 : A6 , 3 )

appears in the formula bar above the worksheet
when you click on cell B1.

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SMALL

Enter the following data into cells A1 to A6:

123,135,147,130,98,187.

Click on cell B1

Click on the Formulas tab. Choose More

Functions > Statistical from the ribbon to open
the function drop down list.

Click on SMALL in the list to bring up the

function's dialog box.

Click on the Array line in the dialog box.

Drag select cells A1 to A6 in the spreadsheet to

enter the range into the dialog box.

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SMALL (cont.)

Click on the K line in the dialog box.

Type a 3 ( three ) on this line to find the third

smallest value in the range selected.

Click OK.

The number 130 should appear in cell B1 since

it is the third smallest number ( the numbers
123 and 98 in the list are both smaller ).

The complete function = SMALL ( A1 : A6 ,

3 ) appears in the formula bar above the
worksheet when you click on cell B1.

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MIN

Enter the following data into cells A1 to A6:

114,165,178,143,130,167.

Click on cell A7.

Click on the Formulas tab. Choose More

Functions > Statistical from the ribbon to
open the function drop down list.

Click on MIN in the list to bring up the function's

dialog box.

Select cells A1 to A6 in the Number field

Click OK.

The answer 114 appears in cell A7.

The complete function =MIN(A1:A6) appears in

the formula bar.

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MAX

On the same spreadsheet as the MIN function.

Click on cell B7.

Click on the Formulas tab. Choose More

Functions > Statistical from the ribbon to open
the function drop down list and select MAX to bring
up the function's dialog box.

Drag select cells A1 to A6 on the spreadsheet to

enter the range into the dialog box.

Click OK.

The answer 178 should appear in cell B7 as it is

the largest number in the selected range.

The complete function = MAX (A1 : A6) appears

in the formula bar above the worksheet.

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MODE

Enter the following data into cells D1 to D6:
98,135,147,135,98,135.

Click on cell E1.

Click on the Formulas tab. Choose More Functions >
Statistical
from the ribbon to open the function drop down
list and select MODE to bring up the function's dialog box.

Drag select cells D1 to D6 in the spreadsheet to enter the
range into the dialog box.

Click OK.

The answer 135 should appear in cell E1 since this number
appears the most (three times) in the list of data.

The complete function = MODE (D1 : D6) appears in the
formula bar above the worksheet when you click on cell E1.

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MEDIAN

Enter the following data into cells D1 to D5: 4,12,49,24,65.

Click on cell E1.

Click on the Formulas tab. Choose More Functions >
Statistical
from the ribbon to open the function drop down
list and select MEDIAN to bring up the function's dialog box.

Drag select cells D1 to D5 in the spreadsheet to enter the
range into the dialog box.

Click OK.

The answer 24 should appear in cell E1 since there are two
numbers larger (49 and 65) and two numbers smaller (4 and
12) than it in the list.

The complete function = MEDIAN (D1 : D5) appears in the
formula bar above the worksheet when you click on cell F1.

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RANK

Enter the following data into cells D1 to D6:
123,135,147,130,98,187.

Click on cell E1 - the location where the results will be
displayed.

Click on the Formulas tab.

Choose More Functions > Statistical from the ribbon
to open the function drop down list.

Click on RANK in the list to bring up the function's dialog
box.

Click on cell D2 to choose the number to be ranked
(135).

Click on the "Ref" line in the dialog box.

Drag select cells D1 to D6 in the spreadsheet to enter
the range into the dialog box.

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RANK (cont.)

Click on the "Order" line in the dialog box.

Type a zero on this line to rank the number in

descending order.

Click OK.

The number 3 should appear in cell E1 since

the number 135 is the third largest number.

The complete function = RANK ( D2 , D1 :

D6 , 0 ) appears in the formula bar above the
worksheet when you click on cell E1.

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Information Functions

CELL

TYPE

ISBLANK

ISERROR

ISNUMBER

ISTEXT

ERROR.TYPE

N

NA

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CELL

Type a number, such as " 23 ", into cell D1.

Click on cell E1 - the location where the results will be
displayed.

Click on the Formulas tab.

Choose More Functions > Information from the
ribbon to open the function drop down list.

Click on CELL in the list to bring up that function's
dialog box.

Enter the word "type" on the Info_type line of the dialog
box

Click on the Reference line in the dialog box.

Click on cell D1 in the spreadsheet to enter the cell
reference into the dialog box.

Click OK.

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CELL (cont.)

The letter " v " should appear in cell E1 to indicate
that the data in the cell is a value.

The complete function = CELL ( " type " , D1 )
appears in the formula bar above the worksheet
when you click on cell E1.

Note:

If cell D1 was empty, the letter " b " would appear in cell
E1 to indicate that the cell was blank.

If cell D1 contained a word of text, the letter " l " would
appear in cell E1 to indicate that the cell contained a label.

If cell D1 contained a date, the letter " v " would appear in
cell E1 to indicate that the cell contained a value - dates
are often considered to be values in Excel.

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TYPE

Enter the following data to A1: Smith

Place cursor on B1.

Click on the Formulas tab. Choose More

Functions > Information from the ribbon to open
the function drop down list and select TYPE.

The table below shows the result in B1 if the data

in Formula is added to B1.

Formula

Description

Result

=TYPE(A1)

Checks the type of the value

in the cell reference

2

=TYPE("Mr.

"&A2)

Checks the type of "Mr.

Smith"

2

=TYPE(2+A2)

Checks the type of the

formula, which returns the

error #VALUE!

16

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ISBLANK

Type a number or a word of text into cell C1.

Click on cell D1.

Click on the Formulas tab.

Choose More Functions > Information from

the ribbon to open the function drop down list.

Click on ISBLANK in the list to bring up that

function's dialog box.

Click on cell C1 in the spreadsheet to enter the

cell reference into the dialog box.

Click OK.

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ISBLANK (cont.)

The value FALSE should appear in cell D1

because cell C1 is not empty.

The complete function = ISBLANK ( C1 )

appears in the formula bar above the worksheet
when you click on cell D1.

To return a value of TRUE in cell D1, delete the

data in cell C1 or change the cell reference in
the function to a cell that is empty.

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ISERROR

Enter the following in A1 to A3: 12,3,53

Enter the following in B1 to B3: 25,0,1

Click C1. On the Formula bar, type: =A1/B1. Press
Enter.

Copy the contents of C1 to C2 and C3.

C1=0.48

C2=#DIV/0!

C3= 53

Click D1.

Click on the Formulas tab. Choose More Functions
> Information
from the ribbon to open the function
drop down list and select ISERROR.

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ISERROR (cont.)

On the Value field, select cell C1.

Copy the contents of D1 to D2 and D3.

D1 becomes FALSE

D2 becomes TRUE

D3 becomes FALSE

This is because only cell D2 is an error value.

The complete function = ISERROR ( C1 )

appears in the formula bar above the
worksheet when you click on cell D1.

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ISNUMBER

Type a word, such as " January ", into cell D1.

Click on cell E1 - the location where the results

will be displayed.

Click on the Formulas tab.

Choose More Functions > Information from

the ribbon to open the function drop down list.

Click on ISNUMBER in the list to bring up that

function's dialog box.

Click on cell D1 in the spreadsheet to enter the

cell reference into the dialog box.

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ISNUMBER (cont.)

Click OK.

The value FALSE should appear in cell E1

because the data in cell D1 is not a number.

The complete function = ISNUMBER ( D1 )

appears in the formula bar above the worksheet
when you click on cell E1.

To return a value of TRUE in cell E1, type a

number in cell D1 or change the cell reference
in the function to a cell that contains a number.

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ISTEXT

Type a word, such as “ Books ”, into cell D1.

Click on cell E1 - the location where the results

will be displayed.

Click on the Formulas tab.

Choose More Functions > Information from

the ribbon to open the function drop down list.

Click on ISTEXT in the list to bring up that

function's dialog box.

Click on cell D1 in the spreadsheet to enter the

cell reference into the dialog box.

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ISTEXT (cont.)

Click OK.

The value TRUE should appear in cell E1

because the data in cell D1 is text.

The complete function = ISTEXT ( D1 )

appears in the formula bar above the worksheet
when you click on cell E1.

To return a value of FALSE in cell E1, type a

number in cell D1 or change the cell reference
in the function to a cell that contains a number,
or an empty cell.

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ERROR.TYPE

Enter the following to A1 and A2: #NULL and =1/0.

A2 = #DIV/0!

Click B1.

Click on the Formulas tab.

Choose More Functions > Information from the
ribbon to open the function drop down list.

Click on ERROR.TYPE in the list to bring up that
function's dialog box.

On the Error_val field, click A1.

Click OK.

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ERROR.TYPE

Copy the contents of B1 to B2.

B1 = 1 and B2 = 2

The complete function = ERROR.TYPE( A1 )

appears in the formula bar above the worksheet
when you click on cell B1, and = ERROR.TYPE(
A2 )
appears in the formula bar above the
worksheet when you click on cell B2.

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N

Enter the following values to A1 to A4: 7, Even,

TRUE, 4/17/2008

Click B1.

Click on the Formulas tab.

Choose More Functions > Information from

the ribbon to open the function drop down list.

Click on N in the list to bring up that function's

dialog box.

On the Value field, select cell A1.

Click OK.

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N (cont.)

Copy the contents of B1 to B2, B3 and B4.

The table below shows the contents of the cell

(on the formula bar) and the result of the
formula.

Cel

l

Formula

Description

Result

B1

=N(A2)

Because A2 contains a number, it is

returned

7

B2

=N(A3)

Because A3 contains text, 0 is returned 0

B3

=N(A4)

Because A4 is the logical value TRUE, 1

is returned

1

B4

=N(A5)

Because A5 is a date, the serial

number is returned (varies with the

date system used)

B5

=N("7")

Because "7" is text, 0 is returned

0

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Financial Functions

PMT

DB

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PMT

Enter the following data into cells:

D2 - Rate:
D3 - # of payments:
D4 - Pv:
D5 - Future value:
D6 - Payment:
E2 - 7
E3 - 24
E4 - 0
E5 - $10,000.00

Click on cell E6

Click on the Formulas tab.

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PMT (cont.)

Choose Financial functions > PMT from the ribbon
to bring up the function's dialog box.

Click on the Rate line in the dialog box.

Click on cell E2 in the spreadsheet.

After the E2, type a forward slash " / " followed by the
number 12 in the Rate line of the dialog box. This
gives you the interest rate per month.

Click on the Nper line ( # of payments ) in the dialog
box.

Click on cell E3 in the spreadsheet.

Click on the Pv line in the dialog box.

Click on cell E4 in the spreadsheet.

Click on the Fv line in the dialog box.

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PMT (cont.)

Type a minus sign ( - ) and then click on cell E5

in the spreadsheet.

Click OK in the dialog box.

The payment amount - $389.39 appears in cell

E6.

When you click on cell E6 the complete function

= PMT ( E2/12 , E3 , E4 , -E5 ) appears in the
formula bar above the worksheet

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Lookup Function

TRANSPOSE

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TRANSPOSE

Enter the following data into cells:

B1 - cabbages , B2 - carrots, B3 - radishes

Drag select cells D1 to F1.

Click on the Formulas tab.

Choose Lookup & Reference functions >

TRANSPOSE from the ribbon to bring up the
function's dialog box.

Drag select cells B1 to B3 on the spreadsheet.

Press the CTRL , SHIFT , and ENTER keys on the

keyboard at the same time to enter the function
as an array function.

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TRANSPOSE (cont.)

The data in cells B1 to B3 should appear in cells

D1, E1, and F1.

When you click on any of the cells D1 to F1 the

complete function
{ = TRANSPOSE ( B1 : B3 )} appears in the
formula bar above the worksheet.

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Mathematical Functions

SUM, AUTOSUM

PRODUCT, QUOTIENT

SUMPRODUCT

ABS

ROUND, ROUNDUP, ROUNDDOWN

RAND

TRUNC

MOD

SUMIF

INT, ROMAN

RADIANS

COS, SIN, TAN, ACOS, ASIN, ATAN

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SUM

Enter the following data into cells D1 to D6:
114,165,178,143,130,165.

Click on cell D7.

Click on the Formulas tab of the ribbon menu. Choose
Math & Trig from the ribbon to open the function
drop down list. Click on SUM in the list to bring up the
function's dialog box.

In the dialog box, click on the Number1 line.

Drag select cells D1 and D6 in the spreadsheet.

Click OK.

The answer 895 should appear in cell D7.

Click on cell D7 and the complete function = SUM
(D1 : D6)
appears in the formula bar above the
worksheet.

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AUTOSUM

Enter the following data into cells C1 to C6:

11,12,13,14,15,16

Click cell C7.

Drag select cells C1 to C6 in the spreadsheet.

Click on the AutoSum button on the ribbon of

the Home tab.

Click OK.

The answer 81 should appear in cell C7.

Click on cell C7 and the complete function =

SUM (C1 : C6) appears in the formula bar
above the worksheet.

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PRODUCT

Enter the following data in cells indicated: C1: 5
C2: 2

Click on cell D1.

Click on the Formulas tab of the ribbon. Choose Math
& Trig
from the ribbon to open the function drop down
list. Click on PRODUCT in the list to bring up the
function's dialog box.

On the Number1 field, click cell C1 on the spreadsheet.

On the Number2 field, click cell C2 on the spreadsheet.

Click OK in the dialog box.

The answer 10 should appear in cell D2.

The complete function =PRODUCT(C1,C2) appears in
the formula bar above the worksheet.

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QUOTIENT

Enter the following data in cells indicated: C1: 5

C2: 2

Click on cell D1.

Click on the Formulas tab of the ribbon.

Choose Math & Trig from the ribbon to open the

function drop down list.

Click on QUOTIENT in the list to bring up the

function's dialog box.

In the dialog box, click on the Numerator line.

Click on cell C1 on the spreadsheet.

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QUOTIENT (cont.)

In the dialog box, click on the Denominator line.

Click on cell C2 on the spreadsheet.

Click OK in the dialog box.

The answer 2 should appear in cell D2.

The complete function =QUOTIENT(C1,C2) appears
in the formula bar above the worksheet.

Since the QUOTIENT function only returns the
integer portion of the division operation, the
remainder(0.5 or 1/2) is not displayed. If you wish
the remainder to be displayed as part of the answer,
you can easily create your own division formula.

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SUMPRODUCT

Enter the following in the spreadsheet:

A1 to A5: 2, 20, 14, 110, 25

B1 to B5: 17, 85, 23, 101, 5.

Colum A contains the available quantities of stock

and column B contains the prices for each product.

With SUMPRODUCT you can calculate total sales with

this formula: =SUMPRODUCT(A1:A5,B1:B5)

If the formula is on C6, then C6 becomes: 13291.

The complete formula on the formula bar when you

click on C6 is: =SUMPRODUCT(A1:A5,B1:B5)

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ABS

Enter -4 and 2 in to A1 and A2 respectively.

Click B1.

Open the Math & Trig dropdown list on the

Formulas tab and click ABS.

On the Number field, select the cell A1.

Click OK.

Copy the contents of B1 to B2.

B1 = 4 and B2 = 2

The complete formula on the formula bar when

B1 is selected is : =ABS(A1)

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ROUND

Enter the following data into cell D1: 34.567

Click on cell E1 in the spreadsheet - this is

where the function will be located.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open

the function drop down list.

Click on ROUND in the list to bring up the

function's dialog box.

In the dialog box, click on the Number line.

Click on cell D1 in the spreadsheet.

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ROUND (cont.)

In the dialog box, click on the Num_digits line.

Type in a 1.

Click OK.

The answer 34.6 should appear in cell E1.

When you click on cell E1 the complete function

= ROUND ( D1 , 1 ) appears in the formula bar
above the worksheet.

To remove all decimal places from a value, set

the num_digits to 0

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ROUNDUP

Enter the following data into cell D1: 34.567

Click on cell E1 in the spreadsheet - this is

where the function will be located.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open

the function drop down list.

Click on ROUNDUP in the list to bring up the

function's dialog box.

In the dialog box, click on the Number line.

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ROUNDUP (cont.)

Click on cell D1 in the spreadsheet.

In the dialog box, click on the Num_digits line.

Type in a 1 to reduce the number in D1 to 1

decimal place.

Click OK.

The answer 34.6 should appear in cell E1.

When you click on cell E1 the complete function

= ROUNDUP ( D1 , 1 ) appears in the formula
bar above the worksheet.

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ROUNDDOWN

Enter the following data into cell D1: 34.567

Click on cell E1 in the spreadsheet.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open

the function drop down list.

Click on ROUNDDOWN in the list to bring up the

function's dialog box.

In the dialog box, click on the Number line.

Click on cell D1 in the spreadsheet.

In the dialog box, click on the Num_digits line.

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ROUNDDOWN (cont.)

Type in a 1 to reduce the number in D1 to 1

decimal place.

Click OK.

The answer 34.5 should appear in cell E1.

When you click on cell E1 the complete function

= ROUNDDOWN ( D1 , 1 ) appears in the
formula bar above the worksheet.

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RAND

Click on cell E1 in the spreadsheet.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open the
function drop down list.

Click on RAND in the list to bring up the function's dialog
box.

Click OK.

A random number between 0 and 1 should appear in cell
E1.

To generate another random number, press the F9 key
on the keyboard.

When you click on cell E1 the complete function =
RAND( )
appears in the formula bar above the
worksheet.

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TRUNC

Enter the following in A1 to A3: 2.2, 2.7 and 12345

Click on B1.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open the
function drop down list.

Click on TRUNC in the list to bring up the
function's dialog box.

On the Number field, select A1.

On the Num_digits field, type 0 – you do not want
the decimal places.

Click OK

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TRUNC (cont.)

Copy the contents of B1 to B2.

Both B1 and B2 become 2. No rounding happened.

Click B3 and open the TRUNC function.

On the Number field, select A3 and type -3 on the
Num_digits field.

Click OK

B3 becomes 12000. Interesting!

The complete formula on the formula bar when
you click B3 is: =TRUNC(B1,-3).

Handy when you don't want to show the hundreds, the
tens and units in a report.

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MOD

Enter 20 and 6 on A1 and B1 respectively.

Click C1.

Click on the Formulas tab of the ribbon menu.
Choose Math & Trig from the ribbon to open the
function drop down list.

Click on MOD in the list to bring up the function's
dialog box.

Select A1 on the Number and B1 on the Divisor field.

Click OK.

C1 is 2 becomes 2 is the remainder after dividing 20
by 6.

The complete formula on the formula bar if C1 is
clicked is: =MOD(A1,B1)

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SUMIF

Enter the following data into cells E1 to E6:

114,165,178,143,130,165.

Enter the following data into cells F1 to F6: 10,

20, 30, 10, 20, 30.

Click on cell F7.

Click on the Formulas tab of the ribbon.

Choose Math & Trig from the ribbon to open

the function drop down list.

Click on SUMIF in the list to bring up the

function's dialog box

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SUMIF (cont.)

In the dialog box, click on the Range line.

Drag select cells E1 to E6 on the spreadsheet.

On the Criteria line in the dialog box, type "165".

Click on the SUM Range line.

Drag select cells F1 to F6 on the spreadsheet.

Click OK.

The answer 50 should appear in cell F7. Since the
criteria of equaling 165 is met by only two cells -
E2 and E6, only their corresponding cells - F2 and
F6 are summed. The sum of 20 and 30 is 50

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INT

Enter the following data into cell D1: 34.567

Click on cell E1 in the spreadsheet.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open the
function drop down list.

Click on INT in the list to bring up the function's dialog
box.

In the dialog box, click on the Number line.

Click on cell D1 in the spreadsheet to enter that cell
reference into the dialog box.

Click OK.

The answer 34 should appear in cell E1.

When you click on cell E1 the complete function = INT
( D1 )
appears in the formula bar above the worksheet.

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ROMAN

Enter the following in A1 and A2: 5 and 23

Click B1.

Click on the Formulas tab of the ribbon.

Choose Math & Trig from the ribbon to open

the function drop down list.

Click on ROMAN in the list to bring up the

function's dialog box.

On the Number field, select A1.

On the form field, type 1.

Click OK..

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ROMAN

Copy the contents of B1 to B2.

B1 = V

B2 = XXIII

The complete formula on the formula bar of the

worksheet when B1 is clicked is:
=ROMAN(A1,1)

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RADIANS

Enter 30,60, 45 in A1,A2,A3.

Click B1.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open the

function drop down list.

Click on RADIANS in the list to bring up the

function's dialog box.

On the Angle field, select A1.

Click OK.

Copy the contents of B1 to B2 and B3

B1 becomes 0.523599, equivalent of 30 degrees.

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SIN

On the same spreadsheet

Click C1.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open the

function drop down list.

Click on SIN function.

On the Number field, click B1.

Click OK.

C1 = 0.5, equivalent of Sine of 30 degrees.

The complete formula on the formula bar of the

worksheet when C1 is clicked is: =SIN(B1)

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COS

On the same spreadsheet

Click C2.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open

the function drop down list.

Click on COS function.

On the Number field, click B2.

Click OK.

C2 = 0.5, equivalent of Cosine of 60 degrees.

The complete formula on the formula bar of the

worksheet when C2 is clicked is: =COS(B2)

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TAN

On the same spreadsheet

Click C3.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open the

function drop down list.

Click on TAN function.

On the Number field, click B3.

Click OK.

C3 = 1, equivalent of the Tangent of 45 degrees.

The complete formula on the formula bar of the

worksheet when C3 is clicked is: =TAN(B3)

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ASIN

On the same spreadsheet

Click D1.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open the

function drop down list.

Click on ASIN to open the function’s dialog box.

On the Number field, select C1.

Click OK.

D1 = 0.523598776, equal to B1 – radian

equivalent of 30 degrees

The complete formula on the formula bar of the

worksheet when D1 is clicked is: =ASIN(D1)

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ACOS

On the same spreadsheet

Click D2.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open the

function drop down list.

Click on ACOS to open the function’s dialog box.

On the Number field, select C2.

Click OK.

D2 = 1.047197551 , equal to B2 – radian

equivalent of 60 degrees

The complete formula on the formula bar of the

worksheet when D2 is clicked is: =ACOS(D2)

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ATAN

On the same spreadsheet

Click D3.

Click on the Formulas tab of the ribbon menu.

Choose Math & Trig from the ribbon to open

the function drop down list.

Click on ATAN to open the function’s dialog box.

On the Number field, select C3.

Click OK.

D3 = 1.047197551 , equal to B3 – radian

equivalent of 45 degrees

The complete formula on the formula bar of the

worksheet when D3 is clicked is: =ATAN(D3)

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Date Functions

TODAY

NOW

NETWORKDAYS

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TODAY

Click on cell A1

Click on the Formulas tab.

Choose Date & Time from the ribbon to open

the function drop down list.

Click on TODAY in the list to bring up the

function's dialog box.

Click OK.

The current date should appear in cell A1.

When you click on cell A1 the complete function

=TODAY( ) appears in the formula bar above
the worksheet.

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NOW

Click on cell B1.

Click on the Formulas tab.

Choose Date & Time from the ribbon to open the
function drop down list.

Click on NOW in the list to bring up the function's
dialog box.

Click OK.

The current time and date should appear in cell B1.

When you click on cell B1 the complete function:
=NOW() appears in the formula bar above the
worksheet.

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NETWORKDAYS

Enter the following data into the appropriate cell:
D1 - Start:
D2 - Finish:
D3 - Holiday 1:
D4 - Holiday 2:
E1 - 7/7/2008
E2 - 11/7/2008
E3 - 9/8/2008
E4 - 10/13/2008
Note: If the dates in cells E1 to E4 do not appear
correct, check to see that these cells are
formatted for dates.

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NETWORKDAYS (cont.)

Click on cell F1.

Click on the Formulas tab.

Choose Date and Time functions >
NETWORKDAYS
from the ribbon to bring up the
function's dialog box.

Click on the Start_date line in the dialog box.

Click on cell E1 in the spreadsheet.

Click on the End_date line in the dialog box.

Click on cell E2 in the spreadsheet.

Click on the Holidays line in the dialog box.

Drag select cells E3 and E4 in the spreadsheet.

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NETWORKDAYS

Click OK in the dialog box.

The number of working days - 88 appears in cell

F1.

There are 90 weekdays between the start and

end dates. From this number the two holidays in
cells E3 and E4 are subtracted to leave 88
working days.

When you click on cell F1 the complete function

= NETWORKDAYS ( E1 , E2 , E3 : E4 )
appears in the formula bar above the
worksheet.

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Nested IF Statements

An example of how a nested IF function looks:

=IF((AND(D2>5,C2>10000)),2,1)

=IF((OR(D2>5,C2>10000)),2,1)

=IF((AND(D2>5,C2>10000)),3,

(IF((OR(D2>5,C2>10000)),2,1)))

=IF((B2="East"),4,IF((B2="West"),3,IF((B2

="North"),2,IF((B2="South"),1,""))))

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Other Nested Functions

Examples of how other nested functions may

look like:

=SUM(SUM(B1:B3),SUM(C1:C3))

=LEFT(C2,FIND(“”,C2),-1)

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PivotTable

Use the data below to create a PivotTable report

and PivotChart

Order # Year

Month

Rep

Category Item

Sales

Custome

r

20040045

2004August

Hickman

Health

Brewer's
Yeast

$800Goods4U

20040044

2004August

Hickman

Feedstuffs

Protein
Mix

$400Winners

20040043

2004August

Velasquez Str Ale

Boneshake
r

$300

Countrywi
de

20040042

2004August

Hickman

Feedstuffs

Protein
Mix

$900Winners

20040041

2004

Septembe
r

Nilsson

Str Lager

Iron
Reserve

$2,384

Extra
Continent
al

20040040

2004July

Hickman

Std Ale

Mary Giant

$3,295

Extra
Continent
al

20040039

2004June

Velasquez Str Ale

Boneshake
r

$400

Countrywi
de

20040038

2004April

Hickman

Health

Brewer's
Yeast

$995Goods4U

20040037

2004March

Stewart

Std Ale

Corn Circle

$2,500

Moose
Pubs

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PivotTable (cont.)

Drag the Year field to the page area. Excel adds the
field, displays a drop-down list next to it for selecting
the years, and selects the (All) entry

Drag the Rep field to the row area. Excel adds the
field with a drop-down list button for selecting the
rep name, enters the rep names in the cells (again,
displaying all items), and adds a Grand Total entry
under them

Drag the Category field to the column area. Excel
adds the field with a drop-down list button for
selecting the category, enters the categories in the
cells across the columns, and adds a Grand Total
entry immediately to their right

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PivotTable (cont.)

Drag the Sales field to the data area. Excel

snaps the data into place and displays a Sum of
Sales button at the intersection of the rows and
columns. Now you can see which rep has sold
how much of each category of product

To see the reps’ results for a specific year (as

shown below) instead of for all years, choose
the year from the Year drop-down list

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Changing a PivotTable

Drag the Item field to the column area. Excel breaks

down each category by its components.

Drag the Category field off the PivotTable area to

remove it. (Either drop the field in limbo anywhere
outside the PivotTable or drop it back in the
PivotTable Field List window.)

The PivotTable then shows how much of each item each
rep sold in the specified year, which shows very clearly
which rep is selling most of which item.

Drag the Customer field to the column area to

produce a PivotTable showing which rep sold how
much of which item to which customer. Drag the
Rep field off the PivotTable to display a breakdown
of which items each customer purchased.

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PivotChart

Click on the data that is to be presented on the

PivotChart

Click on the Insert tab of the ribbon menu.

Click on the PivotTable Function and select

PivotChart on the dropdown menu to open the
PivotChart dialog box.

Select the range of cells for which to create the

PivotChart on the Table/Range field or select the
connection if the data is from another source.

Choose whether to display the PivotChart on a

new worksheet or the location if on an existing
one, then click OK.

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PivotChart (cont.)

A PivotChart area appears.

On the PivotTable field list, select which fields to be
added to the PivotChart.

Note that a PivotTable gets created as you select the
fields.

Whatever changes you make on the PivotTable, the
PivotChart gets changed accordingly.

You can change the order of sorting the chart.

You may also change the type of PivotChart to use.

Right-click on the PivotChart and click “Change Chart
Type..” or while the PivotChart has been clicked, on the
Design tab on the toolbar, select “Change Chart Type”
and select the different type you would like to use.

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What-If Analysis

What-If Utilities

Goal Seek

Scenario Manager

Solver

VLOOKUP and HLOOKUP

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Goal Seek

You have two worksheet cells: Cell A1

contains a temperature value in degrees
Fahrenheit, and cell A2 contains the
Fahrenheit-to-Celsius temperature conversion
formula =CONVERT(A1, "F", "C").

Typing 100 in cell A1 returns the Celsius

temperature of approximately 37.8 degrees in
cell A2. But how many degrees Fahrenheit is a
Celsius temperature of 20 degrees?

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Goal Seek (cont.)

Solution:

1. Click What-If Analysis ➤ Goal Seek from the
Data tab.

2. In the Set Value box, type or click cell A2.

3. In the To Value box, type 20.

4. In the By Changing Cell box, type or click
cell A1.

5. Click OK.

The Goal Seek Status dialog box displays the target
value, 20, and Excel inserts the answer, 68, into
cell A1.

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Scenario Manager

Loan payment calculations.

Enter the following data in the spreadsheet:

cell B1 represents the loan’s interest rate, cell B2

represents the loan term, cell B3 represents the
loan amount, and cell B4 represents the loan
payment.

Let’s call the scenario in Table 1 the Three-

Bedroom House scenario, and let’s call the
scenario in Table 2 the Four-Bedroom House
scenario.

Tables follow.

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Scenario Manager (cont.)

Table 1

Interest

6.90%

Months

360

Loan Amount

R 200,000

Loan Payment

Table 2

Interest

6.30%

Months

360

Loan Amount

R 250,000

Loan Payment

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Solver

consider the problem of determining the best

theater ticket prices and number of tickets to
sell at those prices for a theater to achieve a
desired box office income amount.

The Theater Ticket Prices worksheet lists three

ticket price points for child, adult, and senior
tickets. The target box office income is simply
the sum of the child, adult, and senior ticket
prices multiplied by their respective number of
tickets to sell.

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Solver (cont.)

Using Goal Seek, you can look for one value at a
time: the number of tickets sold for child, adult, or
senior, or the ticket prices for child, adult, or senior.

With Solver, you can still solve for only one value at
a time, but you gain the flexibility of solving for
specific values, minimum values, and maximum
values, and applying various other constraints.

You can use Solver to figure out how many tickets
to sell to achieve an income of exactly $1,000.00,
subject to the following constraints:

Child tickets sell only for $3.00 each.

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Solver (cont.)

Adult tickets sell only for $5.00 each.

Senior tickets sell only for $4.00 each.

No more than 100 tickets can be sold to children, adults, or
seniors.

Only full tickets can be sold (no fractional ticket sales are
allowed).

You can run Solver to produce the following result:

If you sell 100 child tickets, 60 adult tickets, and 100 senior
tickets at their respective ticket prices, you will receive
$1,000.00.

In this case, Solver can suggest other possible
combinations of ticket sales to solve this problem.

For example, you could sell 96 child tickets, 92 adult tickets,
and 63 senior tickets; or you could sell 60 child tickets, 92
adult tickets, and 90 senior tickets;

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VLOOKUP

Enter the following data into the cells indicated:
Cell Data

D3 - Part
D4 - Bearing
D5 - Bolt
D6 - Cog
D7 - Gear
D8 – Washer

E3 - Price
E4 - $17.34
E5 - $1.54
E6 - $20.21
E7 - $23.56
E8 - $1.43

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VLOOKUP (cont.)

Click on cell E1

Click on the Formulas tab.

Choose Lookup & Reference from the

ribbon

to

open the function drop down list.

Click on VLOOKUP in the list to bring up the

function's dialog box.

In the dialog box, click on the Lookup _value line.

Click on cell D1 in the spreadsheet. This is where

we will type the name of the part we wish to price.

In the dialog box, click on the Table_array line.

Drag select

cells D4 to E8 in the spreadsheet to

enter the range into the dialog box. This is the
range of data we want VLOOKUP to search.

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VLOOKUP (cont.)

In the dialog box, click on the Col_index_num line.

Type the number 2 to indicate that the data we want

returned is in column 2 of the table_array.

In the dialog box, click on the Range_lookup line.

Type the word False to indicate that we want an

exact match for our requested data.

Click OK.

In cell D1 of the spreadsheet, type the word bolt.

The value $1.54 should appear in cell E1 displaying

the price of a bolt as indicated in the table_array.

If you click on cell E1, the complete function =

VLOOKUP ( D1 , D4:E8 , 2 , FALSE ) appears in
the formula bar above the worksheet.

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HLOOKUP

If you have an inventory list of parts or a large
membership contact list, HLOOKUP can help you find
data that matches specific criteria such as the price
of a specific item or a person's phone number.

Refer to the image above for more information on
this example.

On D1, enter =HLOOKUP("Widget",
$D$3:$G$4,2,False)

"Widget" - this HLOOKUP function is looking for the price
of Widgets.

Part

Bearing

Gear

Widget

Cog

Price

$17.34

$23.56

$14.76

$20.21

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HLOOKUP (cont.)

$D$3:$G$4 - it is looking for this information in the
data table located in cells D3 to G4.

2- HLOOKUP is looking for the price in the second
row of the table.

False - indicates that only an exact match to the
lookup _value "Widget" will be accepted.

The HLOOKUP function returns the results of its

search - $14.76 - in cell D1.


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