The SUM function - WordPress.com · BCIS Team—Excel Functions Review Packet—Spring 2010 REVIEW...

BCIS Team—Excel Functions Review Packet—Spring 2010

REVIEW PACKET FOR FUNCTIONS AND FORMULAS

The SUM function:

P. 251

Use a sum for a formula when you are trying to ADD different data (in a row or column) together.

Example:

A B C D

1 8 4 3 15 =SUM(A1:C1)

2 6 7 2 15 =SUM(A2:C2)

3 5 1 9 15 =SUM(A3:C3)

4 19 12 14 45 =SUM(D1:D3)

=SUM(A1:A3) =SUM(B1:B3) =SUM(C1:C3)

In Cell D4, you are taking your totals from rows 1, 2, and 3 and adding them together to find the

OVERALL total.

Real World Example:

Your goal is to find the total sales for ALL THREE salesmen (Joe, Tina, and Bob) for all 3 months.

A B C D E

1 January February March Totals

2 Joe 23 28 15 66 =SUM(B2:D2)

3 Tina 40 46 32 118 =SUM(B3:D3)

4 Bob 27 13 60 100 =SUM(B4:D4)

5 Totals 90 87 107 284

=SUM(E2:E4)

=SUM(B2:B4) =SUM(C2:C4) =SUM(D2:D4)

In cell E4 you have added up all the saleman's totals for all 3 months and come up with the

grand sales total for the entire group for 3 months.

**Quick note, SUM functions are always relative references because you want the formulas

to adjust to the different data and cells.

The MINIMUM function:

P. 251

The minimum function returns the smallest value in the range you select.

For example, I want to find out what the smallest payment was that I made during the month

of January. First I would select and empty cell (where I want to place my answer).

Second, I would type in =MIN(

Third I would select the range of all data collected from January.

Fourth, I would then close my parentheses and press enter. Then you will have your answer!


Example:

A B

1 January

2 Credit Card Bill #1 200

3 Credit Card Bill #2 134

4 Water 15

5 Gas 75

6 Electricity 150

7 Rent 600

8 Cable 45

9 Phone 35

10 Groceries 200

11

Minimum (Smallest) Pay-ment in January

15

=MIN(B2:B10)

12

Maximum (Largest) Pay-ment in January

600

=MAX(B2:B10)

The MAXIMUM function:

You follow the same concept as Minimum for this function.

When you use the Maximum function that means that you want to find the largest number

within a specified range of data.

Look at the spreadsheet above for an example of this function in use.

The AVERAGE function:

p.251

You use the AVERAGE function to find the mean or average in a specified range of data.

Look at the example from above (MIN/MAX example) and let's find the AVERAGE cost of bills in

January.

The formula would look like this: =AVERAGE(B2:B10)

Your answer would be: 161.56

That means that your average bill cost was $161.56 during the month of January.

The DATE function:

p. 251

There are TWO dates functions that we went over in class. The first one is DATE.

The formula is =DATE(year,month,day)

There are NO spaces and you MUST use numbers to fill in this formula!

I want to input the date March 10, 2005. This is the formula I would input =DATE(2005,3,10)

This is the answer I would receive: 3/10/2005


The second function that we covered was NOW.

The NOW function will return the present date and a time stamp (the present time).

The formula is =NOW(). I want to find out exactly what time I finished

working on this handout, so I would type in =NOW().

This is the answer I would receive: 3/31/08 2:13 PM

IF by chance you do not receive the time stamp, all you have to do is right click on the cell and

select format cells. In the type box, select the option with the date and time stamp.

PERCENTAGE:

You use a formula to find percentage because you want to find out how much a part is in

comparison to the whole.

PART/WHOLE

Let's take our example from the first page with the 3 salesman:

A B C D E


2 Joe 23 28 15 66

3 Tina 40 46 32 118

4 Bob 27 13 60 100

5 Totals 90 87 107 284

We want to calculate how much Joe sold in comparison with the entire group sales.

So we would have to use his TOTAL sales (in cell E2) and divide that by the groups total sales

(in cell E5). The formula would look like this. =E2/$E$5

The answer would be: 23.24%

This takes us back to ABSOLUTE AND RELATIVES REFERENCES.

SINCE, Joe's total is only PART of the team's total, we must use an absolute reference, so that

all salesmen's totals can be divided by the same number. In turn our percentages should

add up to 100%!

GROSS PAY, DEDUCTIONS, AND NET PAY

Gross Pay = the total amount of money you earned overa certain period of time.

Ex. The spreadshet below is your own personal spreadsheet you created to keep track of your

hours and total pay on the job. You are paid $7.50/hr and you work 20 hours this week. The

formula to calculate your gross pay would be =A2*B2. Hours worked*Hourly Pay=Gross Pay

A B C D E

1 Hours Worked Hourly Pay Gross Pay Deductions Net Pay

2 20 7.5 150 42 108

3

DEDUCTIONS:

Taxes and medicare are examples of deductions. These are specific amounts of money that

are always taken out of every paycheck. For our example we are going to say that 28% of your

paycheck are deductions. You want to multiply the percentage being taken out of your

paycheck by your gross pay. The formula you would use is: =C2*.28


NET PAY:

Net pay is your take home pay AFTER your deductions are taken out of your paycheck.

Gross Pay - Deductions = Net Pay

In our example the formula would be: =C2-D2

The PMT function:

This function calculates the monthly payment for a loan.

This function includes the Rate (interest rate), NPER (total number of payments for the loan),

PV (present value of the loan - REMEMBER this is always entered as a NEGATIVE number), and FV

(future value).

The easiest way to enter this function is to click on Fx and find the PMT function under the Financial Category.

The formula looks like this: = =PMT(.04,60,-30000)

=PMT(RATE,NPER,-PV)

Rate = 4%, Number of total payments = 60, and your PV =30,000

Remember the Present value is the total amount of money that you borrowed for the loan!

If we used the numbers from the example above our answer would be: $1,326.06

The IF function:

This function performs a conditional test. You would use this function if you wanted look at all your data and see

if you need to make changes.

Here is the formula: =IF(logical_test,value_if_true,value_if_false)

A B C D E F

1 January February March Totals Keep or Fire

2 Joe 23 28 15 66 FIRE

3 Tina 40 46 32 118 KEEP

4 Bob 27 13 60 100 KEEP

5 Totals 90 87 107 284

EXAMPLE: You are Joe, Tina, and Bob's boss and you must fire one employee because you do not have the

funds to pay for all 3 of them anymore due to economic factors. You want to find out which salesman has sold the

least and fire that employee. Create a conditional test to run on your sales data in the chart above.

**Note: This formula also works as a relative reference.

Your IF statement should be: =IF(E2>99,"KEEP","FIRE")

You would end up keeping Tina and Bob as employees and firing Joe because he did not make his sales quota.


The ROUND() function:

Adjusts a value to a specific number of digits.

Example:

A B C D E

1 Hours Worked

Hourly Pay Gross Pay Deductions Net Pay

2 23 7.75 178.25 49.91 128.34 Original format

3 128.30 Using the round function - to the closest cent

4 128.00 Using the round function - to the closest $1

5 130.00 Using the round function - to the closest $10

Use the round function for the net pay to round it to dollars with no cents showing.

Formula from cell E3: =ROUND(E2, 1)

Now if you want to round the final number to the closest dollar, this is what the formula should look like (cell E4): =ROUND(E2, 0)

Now if you want to round the final number to the closest dollar, this is what the formula should look like (cell E5): =ROUND(E2, -1)

The COUNT() function:

Counts the cells containing numbers in a range of cells (blank cells or text entries are ignored)

Example:

A B C D E

1 Hours Worked Hourly Pay Gross Pay Deductions Net Pay

2 23 7.75 178.25 49.91 128.34

3 128.30

4 128.00

5 130.00

6 Count 4

Here is the formula that was used in cell E6 to count the number of cells containing numbers in the range E2:E5

=COUNT(E2:E5)


The COUNTA() function

Counts the number of non-blank cells in a range.

A B C D E


2 Joe 28 15 43

3 Tina 40 32 72

4 Bob 27 13 40

5 Totals 67 41 47 155

6 CountA 21

Here is the formula from cell E6: =COUNTA(A1:E5)

Now go back and count the number of non-blank cells from the range A1:E5

yourself

and make sure it matches with the amount in cell E6.

The COUNTIF() function

Counts the number of cells in a range that meet a certain

criteria.

The syntax for the formula is: COUNTIF(range, criteria)

Example

=COUNTIF(B2:B25,"Nancy")

For example, suppose you have a worksheet that contains a list of tasks in column A, and the first name of the person assigned

to each task in column B.

You can use the COUNTIF function to count how many times a person's name appears in column B and, in that way, determine

how many tasks are assigned to that person.

A B

1 Names

2 Clean Dishes Joe

3 Vacuum Tina

4 Feed cat Bob

5 Take out trash Suzanne

6 1 =COUNTIF(A2:B5), "Joe")

The COUNTIFS() function

Counts the number of cells within a range that meet multiple criteria.

Syntax: COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2]…)

Criteria_range1: Required. The first range in which to evaluate the associated

criteria.

Criteria1: Required. The criteria in the form of a number, expression, cell reference, or text that define which cells will be

counted.

For example, criteria can be expressed as 32, ">32", B4, "apples", or "32".

criteria_range2, criteria2, ... Optional. Additional ranges and their associated criteria. Up to 127 range/criteria pairs are al-

lowed.


Example:

A B C D

1

Sales Person Exceeded Widgets

Quota

Exceeded Gadgets

Quota

Exceeded Doodads Quota

2 Davidoski Yes No No

3 Burke Yes Yes No

4 Sundaram Yes Yes Yes

5 Levitan No Yes Yes

Description Result Formula

Counts how many times Davidoski exceeded a

sales quota for Widgets, Gadgets, and Doodads.

1 =COUNTIFS(B2:D2,"=Yes")

Counts how many sales people exceeded both

their Widgets and Gadgets Quota.

2 =COUNTIFS(B2:B5,"=Yes",C2:C5,"=Yes")

Counts how many times Levitan and Burke ex-

ceeded the same quota for Widgets, Gadgets,

and Doodads.

1 =COUNTIFS(B5:D5,"=Yes",B3:D3,"=Yes")

Subtotal

SYNTAX: SUBTOTAL(function_num, ref1, ref2, ...)

Function_num is the number 1 to 11 (includes hidden values - rows and columns) or 101 to 111 (ignores hidden values) that

specifies which function

to use in calculating subtotals within a list.

*For the function_num constants from 1 to 11, the SUBTOTAL function includes the values of rows hidden by the Hide Rows com-

mand under the Hide &

Unhide submenu of the Format command in the Cells group on the Home tab. Use these constants when you want to subtotal hid-

den and nonhidden numbers in a list.

*For the function_Num constants from 101 to 111, the SUBTOTAL function ignores values of rows hidden by the Hide Rows com-

mand. Use these constants when you want to

subtotal only nonhidden numbers in a list.

*The SUBTOTAL function ignores any rows that are not included in the result of a filter, no matter which function_num value you

use.

The SUBTOTAL function is designed for columns of data, or vertical ranges. It is not designed for rows of data, or horizontal ranges.

For example, when you subtotal a

horizontal range using a function_num of 101 or greater, such as SUBTOTAL(109,B2:G2), hiding a column does not affect the sub-

total. But, hiding a row in a subtotal of a

vertical range does affect the subtotal. If any of the references are 3-D references, SUBTOTAL returns the #VALUE! error value.

Reference Codes

Function_num Function_num

(includes hidden values) (ignores hidden values) Function

1 101 AVERAGE

2 102 COUNT

3 103 COUNTA

4 104 MAX

5 105 MIN

6 106 PRODUCT

7 107 STDEV

8 108 STDEVP

9 109 SUM

10 110 VAR

11 111 VARP


Example:

A

1 120

2 10

3 150

4 23 Formula

Subtotal using the SUM

function

303 =SUBTOTAL(9,A2:A5)

Subtotal of the column

using the AVERAGE

function

75.75 =SUBTOTAL(1,A2:A5)

The SUMIF() Function

A function that uses a condition to add certain data. If the condition is true, then data in a corresponding cell

is added to the total; if it is false, then the corresponding data is skipped.

Format for the function: =SUMIF(range_to_test, condition, sum_range)

Range to test = the range of cells you want to test

Condition = an expression that is either true or false and defines which cells should be added to the total

If the condition is true, the corresponding cell in sum_range is added to the total.

If the condition is false, the corresponding cell in sum_range is skipped.

Example:

You use the SUMIF function to sum the values in a range (range: Two or more cells on a sheet. The cells in a range

can be adjacent or nonadjacent.) that meet criteria that you

specify. For example, suppose that in a column that contains numbers, you want to sum only the values that are lar-

ger than 5. You can use the following formula:

=SUMIF(B2:B25,">5")

In this example, the criteria is applied the same values that are being summed. If you want, you can apply the crite-

ria to one range and sum the corresponding values in a

different range. For example, the formula =SUMIF(B2:B5, "John", C2:C5) sums only the values in the range C2:C5,

where the corresponding cells in the range B2:B5 equal "John."

SUMIF(range, criteria, [sum_range])


Range: Required. The range of cells that you want evaluated by criteria. Cells in each range must be numbers or names, ar-

rays, or references that contain numbers.

Blank and text values are ignored.

Criteria: Required. The criteria in the form of a number, expression, a cell reference, text, or a function that defines which

cells will be added. For example,

criteria can be expressed as 32, ">32", B5, 32, "32", "apples", or TODAY().

Important Any text criteria or any criteria that includes logical or mathematical symbols must be enclosed in double

quotation marks (").

If the criteria is numeric, double quotation marks are not

required.

sum_range: Optional. The actual cells to add, if you want to add cells other than those specified in the range argument. If the

sum_range argument

is omitted, Excel adds the cells that are specified in the range argument (the same cells to which the

criteria is applied).

Example:

A B C

Property Value Commission Data

1 100,000 7,000 250,000

2 200,000 14,000

3 300,000 21,000

4 400,000 28,000

Description Result Formula

Sum of the commissions for property

values over 160,000.

63,000 =SUMIF

(A2:A5,">160000",B2:B5)

Sum of the property values over

160,000.

900,000 =SUMIF

(A2:A5,">160000")


values equal to 300,000.

21,000 =SUMIF

(A2:A5,300000,B2:B5)


values greater than the value in C2.

49,000 =SUMIF(A2:A5,">" &

C2,B2:B5)

SUMIFS()

Similar to SUMIF() except that it allows you to enter mulitple quali-

fying conditions.

Adds the cells in a range (range: Two or more cells on a sheet. The cells in a range can be adjacent or nonadjacent.) that meet

multiple criteria. For example,

if you want to sum the numbers in the range A1:A20 only if the corresponding numbers in B1:B20 are greater than zero (0)

and the corresponding numbers in

C1:C20 are less than 10, you can use the following formula: =SUMIFS(A1:A20, B1:B20, ">0",

C1:C20, "<10")

Syntax: SUMIFS(sum_range, criteria_range1, criteria1,

[criteria_range2, criteria2], …)

Criteria_range1 Required. The first range in which to evaluate the

associated criteria.

Criteria1 Required. The criteria in the form of a number, expression, cell reference, or text that define which cells in the cri-

teria_range1 argument will be added.

For example, criteria can be expressed as 32, ">32", B4, "apples", or

"32."

criteria_range2, criteria2, … Optional. Additional ranges and their associated criteria. Up to 127 range/

criteria pairs are allowed.


A B C

1 Quantity Sold Product Salesperson

2 5 Apples 1

3 4 Apples 2

4 15 Artichokes 1

5 3 Artichokes 2

6 22 Bananas 1

7 12 Bananas 2

8 10 Carrots 1

9 33 Carrots 2

Formula Result Description

=SUMIFS(A2:A9, B2:B9, "=A*", C2:C9, 1) 20 Adds the total number of products sold that begin with

"A" and that were sold by Salesperson 1.

=SUMIFS(A2:A9, B2:B9, "<>Bananas", C2:C9, 1) 30 Adds the total number of products (not including Ba-

nanas) sold by Salesperson 1.

AVERAGEIF

Returns the average (arithmetic mean) of all the cells in a range that meet a given criteria.

Syntax: AVERAGEIF(range,criteria,average_range)

The AVERAGEIF function measures central tendency, which is the location of the center of a group of numbers in a statisti-

cal distribution. The three most common

measures of central tendency are: mean, median, mode.

Example: Averaging property values and commissions

If range is And average_range is

Then the actual cells evaluated

are A B A1:A5 B1:B5 B1:B5 1 Property Value Commission A1:A5 B1:B3 B1:B5 2 100,000 7,000

A1:B4 C1:D4 C1:D4 3 200,000 14,000

A1:B4 C1:C2 C1:D4 4 300,000 21,000

5 400,000 28,000

Formula Description (result)

=AVERAGEIF(B2:B5,"<23000") Average of all commissions less than 23,000 (14,000) =AVERAGEIF(A2:A5,"<95000") Average of all property values less than 95,000 (#DIV/0!) =AVERAGEIF(A2:A5,">250000",B2:B5) Average of all commissions with a property value greater than

250,000 (24,500)


AVERAGEIFS

Returns the average (arithmetic mean) of all cells that meet multiple criteria.

A B C D

Student First Quiz Grade Second Quiz Grade Final Exam Grade Emilio 75 85 87

1 Julie 94 80 88

2 Hans 86 93 Incomplete

3 Frederique Incomplete 75 75

4 Formula Description (result) =AVERAGEIFS(B2:B5,B2:B5,">70",B2:B5,"<90")

Average first quiz grade that falls between 70 and 90 for all students (80.5). The score marked "Incomplete" is not included in the calculation because it is not a numerical value.

=AVERAGEIFS(C2:C5,C2:C5,">95") Average second quiz grade that is greater than 95 for all students. Because there are no scores greater than 95, #DIV0! is returned.

=AVERAGEIFS(D2:D5,D2:D5,"<>Incomplete",D2:D5,">80")

Average final exam grade that is greater than 80 for all students (87.5). The score marked "Incomplete" is not included in the calculation because it is not a numerical value.

Hlookup

Looks in the top row of an array and returns the value of the indicated cell. The H in

HLOOKUP stands for "Horizontal."

Searches for a value in the top row of a table or an

array

Syntax: HLOOKUP(lookup_value, table_array, rown_index_num,

range_lookup)

Lookup_value is the value to be found in the first row of the table. Lookup_value can be a value, a refer-

ence, or a text string.

Table_array is a table of information in which data is looked up. Use a reference to a range

or a range name.

The values in the first row of table_array can be text, numbers, or

logical values.

If range_lookup is TRUE, the values in the first row of table_array must be placed in ascending order: ...-2, -1, 0, 1, 2,... , A-Z,

FALSE, TRUE; otherwise, HLOOKUP may not give the

correct value. If range_lookup is FALSE, table_array does not need

to be sorted.

Row_index_num is the row number in table_array from which the matching value will be returned. A row_index_num of 1

returns the first row value in table_array, a row_index_num

of 2 returns the second row value in table_array, and so on. number of rows on table_array, HLOOKUP re-

turns the #REF! error value.

If row_index_num is less than 1, HLOOKUP returns the #VALUE! error value; if

row_index_num is greater than the


Range_lookup is a logical value that specifies whether you want HLOOKUP to find an exact match or an approximate

match. If TRUE or omitted, an approximate match is

returned. In other words, if an exact match is not found, the next largest value that is less than lookup_value is re-

turned. If FALSE, HLOOKUP will find an exact match. If one is

not found, the error value #N/A is

returned.

If HLOOKUP can't find lookup_value, and range_lookup is TRUE, it uses the largest value that

is less than lookup_value.

If lookup_value is smaller than the smallest value in the first row of table_array, HLOOKUP

returns the #N/A error value.

If range_lookup is FALSE and lookup_value is text, you can use the wildcard characters, question mark (?) and asterisk

(*), in lookup_value. A question mark matches any single

character; an asterisk matches any sequence of characters. If you want to find an actual question mark or asterisk, type

a tilde (~) before the character.

EXAMPLE:

A B C

1 Axles Bearings Bolts

2 4 4 9

3 5 7 10

4 6 8 11

Formula

Description

(Result)

=HLOOKUP

("Axles",A1:C4,2,TRUE)

Looks up Axles in row 1, and returns the value from row

2 that's in the same column. (4)

=HLOOKUP

("Bearings",A1:C4,3,FALSE)

Looks up Bearings in row 1, and returns the value from

row 3 that's in the same column. (7)

=HLOOKUP

("B",A1:C4,3,TRUE)

Looks up B in row 1, and returns the value from row 3 that's in the same column. Because

B is not an exact match, the next largest value that is less than B is used: Axles. (5)

=HLOOKUP

("Bolts",A1:C4,4)

Looks up Bolts in row 1, and returns the value from row

4 that's in the same column. (11)

=HLOOKUP(3,

{1,2,3;"a","b","c";"d","e","f

"},2,TRUE)

Looks up 3 in the first row of the array constant, and returns the value

from row 2 in same column. (c)

Vlookup

Syntax: VLOOKUP(lookup_value,table_array,col_index_num, [range_lookup])

Looks in the first column of an array and moves across the row to return the value of a cell.

You can use the VLOOKUP function to search the first column of a range. For example, suppose that you have a list of

employees contained in the range A2:C10. The employees' ID

numbers are stored in the first column of the range, as shown in the following illustration.

If you know the employee's ID number, you can use the VLOOKUP function to return either the department or the

name of that employee. To obtain the name of employee

number 38, you can use the formula =VLOOKUP(38, A2:C10, 3, FALSE). This formula searches for the value 38 in the

first column of the range A2:C10, and then returns the value

that is contained in the third column of the range and on the same row as the lookup value ("Axel Delgado").

The V in VLOOKUP stands for vertical. Use VLOOKUP instead of HLOOKUP when your comparison values are located

in a column to the left of the data that you want to find.


lookup_value Required. The value to search in the first column of the table or range. The lookup_value argument can

be a value or a reference. If the value you supply for the

lookup_value argument is smaller than the smallest value in the first column of the table_array argument, VLOOKUP

returns the #N/A error value.

table_array Required. The range of cells that contains the data. You can use a reference to a range (for example,

A2:D8), or a range name. The values in the first column of

table_array are the values searched by lookup_value. These values can be text, numbers, or logical values. Uppercase

and lowercase text are equivalent.

col_index_num Required. The column number in the table_array argument from which the matching value must be

returned. A col_index_num argument of 1 returns the

value in the first column in table_array; a col_index_num of 2 returns the value in the second column in table_array, and

so on.

If the col_index_num argument is: Less than 1, VLOOKUP returns the #VALUE! error value. Greater than the number of

columns in table_array, VLOOKUP returns the #REF! error value.

range_lookup Optional. A logical value that specifies whether you want VLOOKUP to find an exact match or an approxi-

mate match:

If range_lookup is either TRUE or is omitted, an exact or approximate match is returned. If an exact match is not found,

the next largest value that is less than lookup_value is returned.

Important If range_lookup is either TRUE or is omitted, the values in the first column of table_array must be placed in

ascending sort order; otherwise, VLOOKUP might not

return the correct value. If range_lookup is FALSE, the values in the first column of table_array do not need to be sorted.

If the range_lookup argument is FALSE, VLOOKUP will find only an exact match. If there are two or more values in the

first column of table_array that match the lookup_value,

the first value found is used. If an exact match is not found, the error value #N/A is returned.


A B C Formula Description

1

Density Viscosity Temperature =VLOOKUP

(1,A2:C10,2)

Using an approximate match, searches for

the value 1 in column A, finds the largest

value less than or equal to 1 in column A

which is 0.946, and then returns the value

from column B in the same row.

2

0.457 3.55 500 =VLOOKUP

(1,A2:C10,3,TRUE)



value less than or equal to 1 in column A,


from column C in the same row.

3

0.525 3.25 400 =VLOOKUP

(0.7,A2:C10,3,FALSE)

Using an exact match, searches for the

value 0.7 in column A. Because there is no

exact match in column A, an error is re-

turned.

4

0.606 2.93 300 =VLOOKUP

(0.1,A2:C10,2,TRUE)


the value 0.1 in column A. Because 0.1 is

less than the smallest value in column A, an

error is returned.

5

0.675 2.75 250 =VLOOKUP

(2,A2:C10,2,TRUE)



value less than or equal to 2 in column A,


from column B in the same row.

6 0.746 2.57 200

7 0.835 2.38 150

8 0.946 2.17 100

9 1.09 1.95 50

10 1.29 1.71 0

Result

2.17

100

#N/A

#N/A

1.71

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