Functions in Calc
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shiv1823Functions in Calc
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shiv1823Welcome
04:08:42 AM Tuesday, June 30, 2009
Useful Calc Functions in OpenOffice
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Author: N Shivkumar
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Welcome
esday, June 30, 2009
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Today: Tuesday, June 30, 2009
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SUMPRODUCT
SUMIF
SUMP_WITH_OFFSET
SUM_AS_RUNNING_TOTAL
SUM
SUBSTITUTE
STDEVP
STDEV
SMALL
SLN
SIGN
SECOND
ROUNDUP
ROUNDDOWN
ROUND
ROMAN
RIGHT
REPT
REPLACE
RANK
RANDBETWEEN
RAND
QUOTIENT
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START
QUOTIENT
QUOTIENT
QUARTILE
PROPER
PRODUCT
POWER
PI
PERMUT
ORDERING STOCK
OR
ODD
NOW
NOT
NETWORKDAYS
NA
MROUND
MONTH
MODE
MOD
MMULT
MINUTE
MIN
MID
MEDIAN
MAX
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MATCH
LOWER
LOOKUP (Vector)
LOOKUP (Array)
LEN
LEFT
LCM
LARGE
ISTEXT
ISREF
ISODD
ISNUMBER
ISNONTEXT
ISNA
ISLOGICAL
ISEVEN
ISERROR
ISERR
ISBLANK
INT
INDIRECT
INDEX
IF
HOUR
HLOOKUP
GESTEP
GCD
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GCD
FREQUENCY
FORECAST
FLOOR
FIXED
FIND
FACT
EXACT
EVEN
ERROR TYPE
EOMONTH
EDATE
DSUM
DMIN
DMAX
DGET
DELTA
DEX2HEX
DEC2BIN
DCOUNTA
DCOUNT
DB
DAYS360
DAY
DAVERAGE
DATEVALUE
DATE
COUNTIF
COUNTBLANK
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COUNTBLANK
COUNTA
COUNT
CORREL
CONVERT_ADD
CONCATENATE
COMBINE
CODE
CLEAN
CHOOSE
CHAR
CELL
CEILING
AVERAGE
AND
ADDRESS
ABS
BRACKETS IN FORMULA
SUM_USING_NAMES
SHOW ALL FORMULAS
PERCENTAGES
SPLIT NAME
TIME CALCULATION
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y, June 30, 2009
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YEARFRAC
BACK
Start Date End Date Fraction
1-Jan-98 1-Apr-98 0.25 =YEARFRAC(C4,D4)
1-Jan-98 31-Dec-98 1 =YEARFRAC(C5,D5)
1-Jan-98 1-Apr-98 25% =YEARFRAC(C6,D6)
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 End Pro Rata Salary Actual Salary
1-Jan-98 31-Dec-98 Rs.12,000.00 Rs.12,000.00 =YEARFRAC(B32,C32+1,4)*D32
1-Jan-98 31-Mar-98 Rs.12,000.00 Rs.3,000.00 =YEARFRAC(B33,C33+1,4)*D33
1-Jan-98 30-Jun-98 Rs.12,000.00 Rs.6,000.00 =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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YEARFRAC
BACK
Page 52
YEAR
BACK
Date Year
3-Jul-09 2009 =YEAR(C4)
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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YEAR
BACK
Page 54
WORKDAY
BACK
Start Date Days Result
1-Jan-09 28 39854 =WORKDAY(D4,E4)
1-Jan-09 31 13-Feb-09 =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 Delivery Days Delivery Date
Mon 02-Feb-98 2 Wed 04-Feb-98
Tue 15-Dec-98 28 Tue 26-Jan-99
=WORKDAY(D25,E25,D28:D32)
Holidays
Bank Holiday Fri 01-May-98
Xmas Fri 25-Dec-98
New Year Wed 01-Jan-97
New Year Thu 01-Jan-98
New Year Fri 01-Jan-99
Page 55
WORKDAY
BACK
Page 56
WEEKDAY
BACK
Date Weekday
Thu 01-Jan-98 5 =WEEKDAY(C4)
Thu 01-Jan-98 5 =WEEKDAY(C5)
Thu 01-Jan-98 5 =WEEKDAY(C6,1)
Thu 01-Jan-98 4 =WEEKDAY(C7,2)
Thu 01-Jan-98 3 =WEEKDAY(C8,3)
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 Booking Cost
4-Jun-09 Thursday Rs.40.00
=LOOKUP(WEEKDAY(C34),C39:D45)
Booking Rates
Day Of Week Cost
1 Rs.50.00
2 Rs.25.00
3 Rs.25.00
4 Rs.30.00
5 Rs.40.00
6 Rs.50.00
7 Rs.100.00
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WEEKDAY
BACK
Page 58
VLOOKUP
The column numbers are not needed.
they are part of the illustration.
col 1 col 2 col 3 col 4 col 5 col 6
Jan 10 20 30 40 50
Feb 80 90 100 110 120
Mar 97 69 45 51 77
Type a month to look for : Feb
Which column needs to be picked out : 2
The result is : 80
=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.
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VLOOKUP
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.
Jan Feb Mar
PremKumar 10 80 97
Mulri Mohen 20 90 69
Ganesan 30 100 45
Pande 40 110 51
Srinath Sarma 50 120 77
Type a name to look for : Srinath Sarma
Type a month to look for : Feb
The result is : 120
=VLOOKUP(F56,C50:F54,MATCH(F57,D49:F49,0)+1,FALSE)
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VLOOKUP
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 Spare Cost Lookup Table
Vauxhall Ignition Rs.50.00 Vauxhall Ford
VW GearBox Rs.600.00 GearBox 500 450
Ford Engine Rs.1,200.00 Engine 1000 1200
VW Steering Rs.275.00 Steering 250 350
Ford Ignition Rs.70.00 Ignition 50 70
Ford CYHead Rs.290.00 CYHead 300 290
Vauxhall GearBox Rs.500.00
Ford Engine Rs.1,200.00
=VLOOKUP(C81,F75:I79,MATCH(B81,G74:I74,0)+1,FALSE)
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VLOOKUP
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
the 100 row is used.
=VLOOKUP(D126,F114:I116,MATCH(C126,G113:I113,0)+1,TRUE)
Discount Table
Unit Cost Table Brick Wood
Brick Rs.20.00 1 0% 0%
Wood Rs.100.00 100 6% 3%
Glass Rs.300.00 300 8% 5%
Orders Table
Item Units Unit Cost Discount Total
Brick 100 Rs.20.00 6% Rs.1,880.00
Wood 200 Rs.100.00 3% Rs.19,400.00
Glass 150 Rs.300.00 12% Rs.39,600.00
Brick 225 Rs.20.00 6% Rs.4,230.00
Wood 50 Rs.100.00 0% Rs.5,000.00
Glass 500 Rs.300.00 15% Rs.127,500.00
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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VLOOKUP
BACK
The column numbers are not needed.
they are part of the illustration.
1,C6:H8,G12,FALSE)
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VLOOKUP
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VLOOKUP
VW
600
800
275
45
310
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VLOOKUP
count Table
Glass
0%
12%
15%
Page 66
VARP
BACK
Values Values Values
10 10 10
10 10 11
9 11 9
10 10 12
0.19 0.19 1.25
=VARP(C4:C7) =VARP(E4:E7) =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.
Soap Powder Box Filling Machine Test Results
Test 1 Test 2 Test 3 Test 4 Variance
Machine 1 1.4 1.5 1.6 1.5 0.0050 =VARP(D32:G32)
Machine 2 1.5 1.5 1.4 1.5 0.0019 =VARP(D33:G33)
Machine 3 1.5 1.6 1.7 1.8 0.0125 =VARP(D34:G34)
The smallest variance is : 0.0019 =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.
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VARP
BACK
Page 68
VAR
BACK
Values Values Values
10 10 10
10 10 11
9 11 9
10 10 12
0.25 0.25 1.67
=VAR(C4:C7) =VAR(E4:E7) =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.
Soap Powder Box Filling Machine Test Results
Test 1 Test 2 Test 3 Test 4 Variance
Machine 1 1.4 1.5 1.6 1.5 0.0067 =VAR(D34:G34)
Machine 2 1.5 1.5 1.4 1.5 0.0025 =VAR(D35:G35)
Machine 3 1.5 1.6 1.7 1.8 0.0167 =VAR(D36:G36)
The smallest variance is : 0.0025 =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.
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VAR
BACK
Page 70
UPPER
BACK
Original Text Upper Case
n shivkumar N SHIVKUMAR =UPPER(C4)
m premakumar M PREMAKUMAR =UPPER(C5)
murli mohen MURLI MOHEN =UPPER(C6)
raBish pande RABISH PANDE =UPPER(C7)
shiv1823 SHIV1823 =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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UPPER
BACK
Page 72
TRUNC
BACK
Precision
For Truncated
Number Truncation Number
1.48 0 1 =TRUNC(C4,D4)
1.48 1 1.4 =TRUNC(C5,D5)
1.48 2 1.47 =TRUNC(C6,D6)
-1.48 1 -1.4 =TRUNC(C7,D7)
-1.48 2 -1.47 =TRUNC(C8,D8)
13643.48 -1 13640 =TRUNC(C9,D9)
13643.48 -2 13600 =TRUNC(C10,D10)
13643.48 -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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TRUNC
BACK
Page 74
TRIM
BACK
Original Text Trimmed Text
ABCD ABCD =TRIM(C4)
A B C D ABCD =TRIM(C5)
Rabish Pande Rabish Pande =TRIM(C6)
ABCD ABCD =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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TRIM
BACK
Page 76
TREND
Historical Data Predicted Values
Month Sales Month Sales
1 Rs.1,000.00 7 Rs.4,940.00 {=TREND(C8:C13,B8:B13,E8:E13)}
2 Rs.2,000.00 8 Rs.5,551.43 {=TREND(C5:C10,B5:B10,E5:E10)}
3 Rs.2,500.00 9 Rs.6,162.86 {=TREND(C5:C10,B5:B10,E5:E10)}
4 Rs.3,500.00 10 Rs.6,774.29 {=TREND(C5:C10,B5:B10,E5:E10)}
5 Rs.3,800.00 11 Rs.7,385.71 {=TREND(C5:C10,B5:B10,E5:E10)}
6 Rs.4,000.00 12 Rs.7,997.14 {=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 Predicted Values
Month Profit Month Profit
1 -Rs.5,000.00 13 -Rs.2,225.76 {=TREND(C41:C52,B41:B52,E41:E52)}
2 -Rs.4,800.00 14 -Rs.1,967.54 The
3 -Rs.4,600.00 15 -Rs.1,709.32 same
4 -Rs.4,750.00 16 -Rs.1,451.11 function
5 -Rs.4,800.00 17 -Rs.1,192.89 used
6 -Rs.4,500.00 18 -Rs.934.67 in
7 -Rs.4,000.00 19 -Rs.676.46 all
8 -Rs.3,800.00 20 -Rs.418.24 cells
9 -Rs.3,300.00 21 -Rs.160.02 as
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TREND
10 -Rs.2,000.00 22 Rs.98.19 an
11 -Rs.2,500.00 23 Rs.356.41 array
12 -Rs.2,800.00 24 Rs.614.63 formula
How To Enter An Array Formula
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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TREND
BACK
B8:B13,E8:E13)}
B5:B10,E5:E10)}
B5:B10,E5:E10)}
B5:B10,E5:E10)}
B5:B10,E5:E10)}
B5:B10,E5:E10)}
B41:B52,E41:E52)}
Page 79
TREND
Page 80
TRANSPOSE
BACK
Jan Feb
Shivkumar 10 30
Pande 40 50
Srinath 70 80
Premakumar 120 160
Shivkumar Pande Srinath Premakumar
Jan 10 40 70 120
Feb 30 50 80 160
{=TRANSPOSE(C3:E7)}
As an array formula in all these cells
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.
The function needs to be entered as an array formula.
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.
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.
Page 81
TRANSPOSE
BACK
Page 82
TODAY
BACK
Today Is
30-Jun-2009 =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 Days Since
01/Jan/07 29/Jun/02 =TODAY()-C20
10/Aug/07 20/Nov/01 =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 Days Since
1-Jan-97 4564 =TODAY()-C28+1
10-Aug-97 4343 =TODAY()-C29+1
Example
The following example shows the number of days from today until the year 2000.
Year 2000 Days Until
01-Jan-2000 07/02/90 =C36-TODAY()
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TODAY
BACK
Page 84
TIMEVALUE
BACK
Text Time
14:30:59 0.6 =TIMEVALUE(C4)
14:30:59 14:30:59 =TIMEVALUE(C5)
14:30:59 2:30:59 PM =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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TIMEVALUE
BACK
Page 86
TIME
BACK
Hour Minute Second Time
14 30 59 14:30:59 =TIME(C4,D4,E4)
14 30 59 2:30:59 PM =TIME(C5,D5,E5)
14 30 59 0.60485 =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.
Page 87
TIME
BACK
Page 88
TEXT
BACK
Original Converted
Number To Text
10 10.00 =TEXT(C4,"0.00")
10 Rs.10.00 =TEXT(C5,"Rs. 0.00")
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.
Page 89
TEXT
BACK
Page 90
T
BACK
Cell To Test Result
Hello Hello =T(D4)
10 =T(D5)
1-Jan-98 =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 Calc, but is included for compatibility with
other spreadsheet programs.
Syntax
=T(CellToTest)
Formatting
No special formatting is needed.
Page 91
T
BACK
Page 92
SYD
BACK
Purchase Value Of A New Car Rs.200,000.00
Second Hand Value Rs.80,000.00
Number Of Years Ownership 6
Deprecation in year 1 Rs.34,285.71 =SYD(F3,F4,F5,1)
Deprecation in year 2 Rs.28,571.43 =SYD(F3,F4,F5,2)
Deprecation in year 3 Rs.22,857.14 =SYD(F3,F4,F5,3)
Deprecation in year 4 Rs.17,142.86 =SYD(F3,F4,F5,4)
Deprecation in year 5 Rs.11,428.57 =SYD(F3,F4,F5,5)
Deprecation in year 6 Rs.5,714.29 =SYD(F3,F4,F5,6)
Total Depreciation : Rs.120,000.00 =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 Rs 4500, 33% being Rs 3000, 17% being Rs1500.
Rs.9,000.00
1 17% Rs.1,500.00
2 33% Rs.3,000.00
3 50% Rs.4,500.00
As the greater part of the depreciation is allocated to the earliest years the values are
inverted, year 1 is Rs.4500, year 2 is Rs.3000 and year 1 is Rs.1500.
Example 1
Purchase Price Of A Car : Rs.10,000.00
Salvage Value : Rs.1,000.00
Expected Life in Years : 3
As % Of Total Depreciation
Depreciation in Year 1 : Rs.4,500.00 ===> Rs.0.50
Depreciation in Year 2 : Rs.3,000.00 ===> Rs.0.33
Depreciation in Year 3 : Rs.1,500.00 ===> Rs.0.17
=SYD(E39,E40,E41,3)
1. Add together the digits of the Life to get the SumOfTheYearsDigits, 1+2+3=6.
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SYD
2. Subtract the Salvage from the Purchase Price to get Total Deprectation, Rs 10000-Rs1000=£9000.
3. Divide the Total Deprectation by the SumOfTheYearsDigits, Rs9000/6=Rs1500.
4. Invert the year digits, 1,2,3 becomes 3,2,1.
5. Multiply 3,2,1 by Rs 1500 to get Rs 4500, Rs3000, Rs1500, these values are the depreciation
values for each of the three years in the life of the item.
Example 2
The same example using 4 years.
Purchase Price Of A Car : Rs.10,000.00
Salvage Value : Rs.1,000.00
Expected Life in Years : 4
As % Of Total Depriciation
Depreciation in Year 1 : Rs.3,600.00 Rs.0.40
Depreciation in Year 2 : Rs.2,700.00 Rs.0.30
Depreciation in Year 3 : Rs.1,800.00 Rs.0.20
Depreciation in Year 4 : Rs.900.00 Rs.0.10
Total Depreciation : Rs.9,000.00 100%
Example 3
This example will adjust itself to accommodate any number of years between 1 and 10.
Purchase Price Of A Car : Rs.10,000.00
Salvage Value : Rs.1,000.00
Expected Life in Years (1 to 10) : 7
As % Of Total Depriciation
Year 1 Rs.2,250.00 25%
Year 2 Rs.1,928.57 21%
Year 3 Rs.1,607.14 18%
Year 4 Rs.1,285.71 14%
Year 5 Rs.964.29 11%
Year 6 Rs.642.86 7%
Year 7 Rs.321.43 4%
Year
Year
Year
Rs.9,000.00 100%
Syntax
=SYD(OriginalCost,SalvageValue,Life,PeriodToCalculate)
Formatting
No special formatting is needed.
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SYD
BACK
Page 95
SYD
Page 96
SUMPRODUCT
BACK
Item Sold price
Tyres 5 100
Filters 2 10
Bulbs 3 2
Total Sales Value : 526 =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 multipiled 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.
Cases In Case Bottles Bottle Bottle Selling
Product Stock Price In Case Cost Markup Price
Red Wine 10 Rs.120.00 10 Rs.12.00 25% Rs.15.00
White Wine 8 Rs.130.00 10 Rs.13.00 25% Rs.16.25
Champagne 5 Rs.200.00 6 Rs.33.33 80% Rs.60.00
Beer 50 Rs.24.00 12 Rs.2.00 20% Rs.2.40
Lager 100 Rs.30.00 12 Rs.2.50 25% Rs.3.13
=D39/E39 =F39+F39*G39
Total Value Of Stock : Rs.7,440.00 =SUMPRODUCT(C35:C39,D35:D39)
Total Selling Price Of Stock : Rs.9,790.00 =SUMPRODUCT(C35:C39,E35:E39,H35:H39)
Profit : Rs.2,350.00 =E44-E43
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SUMPRODUCT
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Page 98
SUMIF
BACK
Item Date Cost
Brakes 1-Jan-98 80
Tyres 10-May-98 25
Brakes 1-Feb-98 80
Service 1-Mar-98 150
Service 5-Jan-98 300
Window 1-Jun-98 50
Tyres 1-Apr-98 200
Tyres 1-Mar-98 100
Clutch 1-May-98 250
Total cost of all Brakes bought. 160 =SUMIF(C4:C12,"Brakes",E4:E12)
Total cost of all Tyres bought. 325 =SUMIF(C4:C12,"Tyres",E4:E12)
Total of items costing Rs.100 or above. 1000 =SUMIF(E4:E12,">=100")
Total of item typed in following cell. service 450 =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") This examines the values in E4:E12.
If the value is >=100 the value is added to the total.
Formatting
No special formatting is needed.
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SUMIF
BACK
Page 100
SUM_with_OFFSET
Sometimes it is necessary to base a calculation on a set of cells in different locations.
An example would be when a total is required from certain months of the year, such as
the last 3 months in relation to the current date.
One solution would be to retype the calculation each time new data is entered, but this
would be time consuming and open to human error.
A better way is to indicate the start and end point of the range to be calculated by
using the =OFFSET() function.
The =OFFSET() picks out a cell a certain number of cells away from another cell.
By giving the =OFFSET() the address of the first cell in the range which needs to
be totalled, we can then indicate how far away the end cell should be and the =OFFSET()
will give us the address of cell which will be the end of the range to be totalled.
The =OFFSET() needs to know three things;
1. A cell address to use as the fixed point from where it should base the offset.
2. How many rows it should look up or down from the starting point.
3. How many columns it should look left or right from the starting point.
Total Jan Feb Mar Apr May
#NAME? 10 400 500 600 700
=SUM(E24:OFFSET(E24,0,0))
This example uses E24 as the starting point and offsets no rows or columns which
results in the range being summed as E24:E24.
#NAME? 10 400 500 600 700
=SUM(E29:OFFSET(E29,0,1))
This example uses E29 as the starting point and offsets 1 col to pick out
cell F29 resulting in a the range E29:F29 being summed.
#NAME? 10 400 500 600 700
=SUM(E34:OFFSET(E34,0,2))
This example uses E34 as the starting point and offsets 2 cols to pick out
cell G34 resulting in a the range E34:G34 being summed.
Using =OFFSET() Twice In A Formula
The following examples use =OFFSET() to pick both the start and end of the range
which needs to be totalled.
Total Jan Feb Mar Apr May
Err:508 10 400 500 600 700
=SUM(OFFSET(E45,0,1):OFFSET(E45,0,1))
The cell E45 has been used as the starting point for both offsets and each has
been offset by just 1 column. The result is that just cell F45 is used as the
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SUM_with_OFFSET
range F45:F45 for the sum function to calculate.
Err:508 10 400 500 600 700
=SUM(OFFSET(E51,0,1):OFFSET(E51,0,2))
The cell E51 has been used as the starting point of both offsets, the first offset is
offset by 1 column, the second by 2 columns. The result is the range F51:G51 which
is then totalled.
Err:508 10 400 500 600 700
=SUM(OFFSET(E57,0,1):OFFSET(E57,0,3))
The cell E57 has been used as the starting point for both offsets, the first offset is
offset by 1 column, the second by 3 columns. The result is the range F57:H57 which
is then totalled.
Example
The following table shows five months of data.
To calculate the total of a specific group of months the =OFFSET() function has been used.
The Start and End dates entered in cells F71 and F72 are used as the offset to produce
a range which can be totalled.
Type in the Start month. Feb-98
Type in the End month. Mar-98
Total Jan-98 Feb-98 Mar-98 Apr-98 May-98
Err:508 10 400 500 600 700
Err:508 15 20 1000 2000 3000
Err:508 5 3 10 800 900
=SUM(OFFSET(D79,0,MONTH(F71)):OFFSET(D79,0,MONTH(F72)))
Explanation
The following formula represent a breakdown of what the =OFFSET function does.
The formula displayed below are only dummies, but they will update as you enter
dates into cells F71 and F72.
Formula 1 =SUM( OFFSET(D79,0,MONTH(F71)) : OFFSET(D79,0,MONTH(F72)) )
This is the actual formula entered by the user.
Formula 2 =SUM( OFFSET(D79,0,MONTH(2)) : OFFSET(D79,0,MONTH(3)) )
This shows how the =MONTH function calculates the month number.
In this example the values of the months are 2 and 3 for Feb and Mar.
These values are the 'offsets' relative to cell D79.
Formula 3 =SUM( OFFSET(D79,0,2) : OFFSET(D79,0,3) )
This shows where the month numbers are used in the =OFFSET function.
Formula 4 =SUM( F79:G79 )
This shows how the =OFFSET eventually equates to cell addresses
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SUM_with_OFFSET
to be used as a range for the =SUM function.
Page 103
SUM_with_OFFSET
BACK
Page 104
SUM_with_OFFSET
Page 105
SUM_with_OFFSET
Page 106
SUM_as_Running_Total
BACK
Using =SUM() For A Running Total
Running
Month Sales Total
Jan 10 10 =SUM($D$7:D7)
Feb 50 60 =SUM($D$7:D8)
Mar 30 90 =SUM($D$7:D9)
Apr 20 110 =SUM($D$7:D10)
May 30 140 =SUM($D$7:D11)
Jun 120 260 =SUM($D$7:D12)
Jul 260 =SUM($D$7:D13)
Aug 260 =SUM($D$7:D14)
Sep 260 =SUM($D$7:D15)
Oct 260 =SUM($D$7:D16)
Nov 260 =SUM($D$7:D17)
Dec 260 =SUM($D$7:D18)
Type the formula =SUM($D$7:D7) in cell E7 and then copy down the table.
It works because the first reference uses dollar symbols $ to keep $D$7 static
as the formula is copied down. Each occurrence of the =SUM() then adds all
the numbers from the first cell down.
The function can be tidied up to show 0 zero when there is no adjacent value
by using the =IF() function.
Running
Month Sales Total
Jan 10 10 =SUM(IF(D7,$D$7:D7,0))
Feb 50 60 =SUM(IF(D8,$D$7:D8,0))
Mar 30 90 =SUM(IF(D9,$D$7:D9,0))
Apr 20 110 =SUM(IF(D10,$D$7:D10,0))
May 140 =SUM(IF(D11,$D$7:D11,0))
Jun 260 =SUM(IF(D12,$D$7:D12,0))
Jul 0 The =SUM() only takes place when
Aug 0 there is data in column D.
Sep 0 Otherwise the value 0 zero is entered.
Oct 0
Nov 0
Dec 0
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SUM_as_Running_Total
BACK
Page 108
SUM
BACK
Horizontal
100 200 300 600 =SUM(C4:E4)
Vertical
100
200
300
600 =SUM(C7:C9)
Single Cells
100 300 600 =SUM(C13,D14,E13)
200
Multiple Ranges
100 400
200 500
3000 600
4800 =SUM(C17:C19,E17:E19)
Functions
100 400
200 500
300 600
800 =SUM(AVERAGE(C23:C25),MAX(E23:E25))
What Does It Do ?
This function creates a total from a list of numbers.
It can be used either horizontally or vertically.
The numbers can be in single cells, ranges are from other functions.
Syntax
=SUM(Range1,Range2,Range3... through to Range30).
Formatting
No special formatting is needed.
Note
Many people use the =SUM() function incorrectly.
This example shows how the SUM has been combined with plus + symbols.
The formula is actually doing more work than needed.
It should have been entered as either =C48+C49+C50 or =SUM(C48:C50).
100
200
Page 109
SUM
300
600 =SUM(C48+C49+C50) Wrong!
=SUM(C48:C50) Correct
=C48+C49+C50 Correct
Page 110
SUM
BACK
Page 111
SUM
Page 112
SUBSTITUTE
BACK
Old Text New Text
Original Text To Remove To Insert Updated Text
ABCDEF CD hello ABhelloEF =SUBSTITUTE(B4,C4,D4)
ABCDABCD CD hello ABhelloABhello =SUBSTITUTE(B5,C5,D5)
Northern Region Region Area Northern Area =SUBSTITUTE(B6,C6,D6)
Sand and Cement and & S& & Cement =SUBSTITUTE(B7,C7,D7)
Old Text New Text Instance To
Original Text To Remove To Insert Be Replaced Updated Text
ABCABCABC ABC hello 3 ABCABChello
Sand and Cement and & 2 Sand & Cement
=SUBSTITUTE(B10,C10,D10,E10)
=SUBSTITUTE(B11,C11,D11,E11)
What Does It Do ?
This function replaces a specified piece of text with a different piece of text.
It can either replace all occurrences of the text, or a specific instance.
The function is case sensitive.
Syntax
=SUBSTITUTE(OriginalText,TextToRemove,TextToInsert,InstanceToUse)
The InstanceToUse is optional, if it is omitted all instances will be substituted.
Formatting
No special formatting is needed.
Note
To cope with upper or lower case in the substitution you can use other text functions
such as =UPPER(), =LOWER() or =PROPER() to ensure that the substitution will take place.
Table 1 shows how differing text cases alter the result of the substitution.
Table 1
Old Text New Text
Original Text To Remove To Insert Updated Text
Northern Region Region Area Northern Area
Northern region Region Area Northern region
Northern Region region Area Northern Region
Northern Region Region area Northern area
Northern Region region area Northern Region
=SUBSTITUTE(B39,C39,D39)
Table 2 shows how the =PROPER() function has been used to take account of the mixed cases.
Table 2
Page 113
SUBSTITUTE
Old Text New Text
Original Text To Remove To Insert Updated Text
Northern Region Region Area Northern Area
Northern region Region Area Northern Area
Northern Region region Area Northern Area
Northern Region Region area Northern Area
Northern Region region area Northern Area
=SUBSTITUTE(PROPER(B50),PROPER(C50),PROPER(D50))
Page 114
SUBSTITUTE
BACK
Page 115
SUBSTITUTE
Page 116
STDEVP
BACK
Values Values Values
10 10 10
10 10 11
9 11 9
10 10 12
0.43 0.43 1.12
=STDEVP(C4:C7) =STDEVP(E4:E7) =STDEVP(G4:G7)
What Does It Do ?
This function calculates the standard deviation of a list of values.
The result is calculated on the basis that the values represent the entire population.
Syntax
=STDEVP(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 of just four boxes per machine were produced.
The boxes were weighed and the =STDEVP() function used as these boxes
represented the entire test run.
The machine with the smallest variance was the most consistent. ????????????????????
Soap Powder Box Filling Machine Test Results
Test 1 Test 2 Test 3 Test 4 Variance
Machine 1 1.4 1.5 1.6 1.5 0.0707 =STDEVP(D32:G32)
Machine 2 1.5 1.5 1.4 1.5 0.0433 =STDEVP(D33:G33)
Machine 3 1.5 1.6 1.7 1.8 0.1118 =STDEVP(D34:G34)
The smallest variance is : 0.0433 =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.
Page 117
STDEVP
BACK
Page 118
STDEV
BACK
Values Values Values
10 10 10
10 10 11
9 11 9
10 10 12
0.5 0.5 1.29
=STDEV(C4:C7) =STDEV(E4:E7) =STDEV(G4:G7)
What Does It Do ?
This function calculates the sample population standard deviation of a list of values.
A sample population is used when the list of values represents a sample of a population.
Syntax
=STDEV(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 =STDEV() function used as these boxes only represented
a sample of the complete days production.
The machine with the smallest deviation was the most consistent.
Soap Powder Box Filling Machine Test Results
Test 1 Test 2 Test 3 Test 4 Variance
Machine 1 1.4 1.5 1.6 1.5 0.0816 =STDEV(D34:G34)
Machine 2 1.5 1.5 1.4 1.5 0.0500 =STDEV(D35:G35)
Machine 3 1.5 1.6 1.7 1.8 0.1291 =STDEV(D36:G36)
The smallest deviation is : 0.0500 =MIN(H34:H36)
The machine with the smallest deviation 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.
Page 119
STDEV
BACK
EV(D34:G34)
EV(D35:G35)
EV(D36:G36)
Page 120
SMALL
BACK
Values Lowest Value 100 =SMALL(C4:C8,1)
120 2nd Lowest Value 120 =SMALL(C4:C8,2)
800 3rd Lowest Value 120 =SMALL(C4:C8,3)
100 4th Lowest Value 250 =SMALL(C4:C8,4)
120 5th Lowest Value 800 =SMALL(C4:C8,5)
250
What Does It Do ?
This function examines a list of values and picks the value at a user specified position
in the list.
Syntax
=SMALL(ListOfNumbersToExamine,PositionToPickFrom)
Formatting
No special formatting is needed.
Example
The following table was used to calculate the bottom 3 sales figures between Jan, Feb and Mar.
Sales Jan Feb Mar
North £5,000 Rs.6,000.00 Rs.4,500.00
South £5,800 Rs.7,000.00 Rs.3,000.00
East £3,500 Rs.2,000.00 Rs.10,000.00
West £12,000 Rs.4,000.00 Rs.6,000.00
Lowest Value Rs.2,000.00 =SMALL(D24:F27,1)
2nd Lowest Value Rs.3,000.00 =SMALL(D24:F27,2)
3rd Lowest Value Rs.3,500.00 =SMALL(D24:F27,3)
Note
Another way to find the Highest and Lowest values would have been to use
the =MAX() and =MIN() functions.
Highest Rs.12,000.00 =MAX(D24:F27)
Lowest Rs.2,000.00 =MIN(D24:F27)
Page 121
SMALL
BACK
Page 122
SLN
BACK
Cost Rs.12,000.00
Salvage Rs.2,000.00
Life 4
Straight Line Depreciation Rs.2,500.00 =SLN(F3,F4,F5)
Purchase Value Of A New Car Rs.20,000.00
Second Hand Value Rs.8,000.00
Number Of Years Ownership 6
Annual Straight Line Depreciation Rs.2,000.00 =SLN(F9,F10,F11)
What Does It Do ?
This function calculates the Straight Line Depreciation of an item.
(Also known as Fixed Instalment method).
The Straight Line Depreciation is how much the value of an item reduced during a specific
period of time. The result is a uniform depreciation value.
An example would be if you bought a new car for Rs20,000, then kept it for 6 years.
At the end of your ownership you sell the car for Rs8,000.
The difference between the original and the trade in price is Rs 20,000 -Rs 8,000 which is Rs12,000.
Because you owned the car for 6 years, the SLN is calculated as Rs.12,000 / 6 which is Rs. 2,000.
Syntax
=SLN(OriginalCost,SellingPrice,LengthOfOwnership)
The LengthOfOwnership can be any time period, days, months or years.
However, the SLN which is calculated will, be for that time, specifying 2 years ownership
as 24 months will give an SLN per month.
Formatting
No special formatting is needed.
Page 123
SLN
BACK
Page 124
SIGN
BACK
Positive or
Value Negative
10 1 =SIGN(C4)
20 1 =SIGN(C5)
0 0 =SIGN(C6)
-10 -1 =SIGN(C7)
-20 -1 =SIGN(C8)
What Does It Do ?
This function tests a value to determine whether it is positive or negative.
If the value is positive the result is 1.
If the value is negative the result is -1.
If the value is zero 0 the result is 0.
Syntax
=SIGN(CellToTest)
The CellToTest can be a cell or a calculation.
Formatting
No special formatting is needed.
Page 125
SIGN
BACK
Page 126
SECOND
BACK
Number Second
30/Jun/09 04:09:37 37 =SECOND(C4)
12:00:00 PM 0 =SECOND(C5)
0.50 0 =SECOND(C6)
0.51 24 =SECOND(C7)
1.51 24 =SECOND(C8)
What Does It Do?
The function will show the second of the minute based upon a time or a number.
Only the fraction part of the number is used as it is this which relates to time of day.
Syntax
=SECOND(Number)
Formatting
The result will be shown as a normal number between 0 and 59.
Example
The following table was used by a telephone compnay to calculate the cost of a call.
The telephone company only deals in seconds which are a multiple of 5.
The seconds in a call are rounded up to the nearest multiple of 5 before the bill is calculated.
The Duration of the call is entered.
The =MINUTES() function calculates the total number of minutes.
The =SECOND() function calculates the total number of seconds.
The =CEILING() function rounds the seconds up to the nearest muliple of 5.
The Cost of the call is then calculated.
Cost Per Second : Rs.0.01
Billed Duration
Duration Minutes Seconds Cost
0:01:08 1 10 Rs.0.70
0:02:03 2 5 Rs.1.25
0:01:47 1 50 Rs.1.10
=CEILING(SECOND(C36),5)
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SECOND
BACK
Page 128
ROUNDUP
BACK
Places To Rounded
Number Round Up
1.48 0 2 =ROUNDUP(C4,D4)
1.48 1 1.5 =ROUNDUP(C5,D5)
1.48 2 1.48 =ROUNDUP(C6,D6)
13643.48 -1 13650 =ROUNDUP(C7,D7)
13643.48 -2 13700 =ROUNDUP(C8,D8)
13643.48 -3 14000 =ROUNDUP(C9,D9)
What Does It Do ?
This function rounds a number up to a specified amount of decimal places.
If 0 is used the number is rounded up to the nearest whole number.
If a negative amount of rounding is used the figures to the left of the decimal point are rounded.
Syntax
=ROUNDUPNumberToRound,DecimalPlacesToUse)
Formatting
No special formatting is needed.
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ROUNDUP
BACK
Page 130
ROUNDDOWN
BACK
Places To Rounded
Number Round Down
1.48 0 1 =ROUNDDOWN(C4,D4)
1.48 1 1.4 =ROUNDDOWN(C5,D5)
1.48 2 1.47 =ROUNDDOWN(C6,D6)
13643.48 -1 13640 =ROUNDDOWN(C7,D7)
13643.48 -2 13600 =ROUNDDOWN(C8,D8)
13643.48 -3 13000 =ROUNDDOWN(C9,D9)
What Does It Do ?
This function rounds a number down to a specified amount of decimal places.
If 0 is used the number is rounded down to the nearest whole number.
If a negative amount of rounding is used the figures to the left of the decimal point are rounded.
Syntax
=ROUNDDOWN(NumberToRound,DecimalPlacesToUse)
Formatting
No special formatting is needed.
Page 131
ROUNDDOWN
BACK
Page 132
ROUND
BACK
Places To Rounded
Number Round Number
1.48 0 1 =ROUND(C4,D4)
1.48 1 1.5 =ROUND(C5,D5)
1.48 2 1.48 =ROUND(C6,D6)
13643.48 -1 13640 =ROUND(C7,D7)
13643.48 -2 13600 =ROUND(C8,D8)
13643.48 -3 14000 =ROUND(C9,D9)
What Does It Do ?
This function rounds a number to a specified amount od decimal places.
If 0 is used the number is rounded to the nearest whole number.
If a negative amount of rounding is used the figures to the left of the decimal point are rounded.
Syntax
=ROUND(NumberToRound,DecimalPlacesToUse)
Formatting
No special formatting is needed.
Page 133
ROUND
BACK
Page 134
ROMAN
BACK
Number Roman
1 I =ROMAN(C4)
2 II =ROMAN(C5)
3 III =ROMAN(C6)
5 V =ROMAN(C7)
10 X =ROMAN(C8)
1998 MCMXCVIII =ROMAN(C9)
1998 MCMXCVIII =ROMAN(C10,0)
1998 MLMVLIII =ROMAN(C11,1)
1998 MXMVIII =ROMAN(C12,2)
1998 MVMIII =ROMAN(C13,3)
1998 MVMIII =ROMAN(C14,4)
1998 MLMVLIII =ROMAN(C15,TRUE)
1998 MCMXCVIII =ROMAN(C16,FALSE)
What Does It Do ?
This function produces a number shown as Roman numerals in various formats.
Syntax
=ROMAN(NormalNumber,RomanNumberFormat)
The RomanNumberFormat can be any of the following.
0 is Classic. This is used if no format is specified.
1 is more Concise.
2 is even more Concise.
3 is even more Concise still.
4 is Simplified.
TRUE is Classic
FALSE is Simplified
Formatting
No special formatting is needed.
Note
There is no function to do the opposite calculation of Roman to normal.
Page 135
ROMAN
BACK
Page 136
RIGHT
BACK
Number Of
Original Characters Right
Text Required String
N Shivkumar 1 r =RIGHT(C4,D4)
Rabish Pandey 2 ey =RIGHT(C5,D5)
Srinath Sarma 3 rma =RIGHT(C6,D6)
M Premakumar 6 akumar =RIGHT(C7,D7)
ABC123 4 C123 =RIGHT(C8,D8)
What Does It Do ?
This function displays a specified number of characters from the right hand side of a
piece of text.
Syntax
=RIGHT(OriginalText,NumberOfCharactersRequired)
Formatting
No special formatting is needed.
Example
The following table was used to extract the second name of a person from their full name.
The =FIND() function locates the position of the space between the first and second name.
The length of the second name is calculated by subtracting the position of the space from
the overall length of the full name.
The =RIGHT() function can then extract the second name.
Full Name Second Name
N Shivkumar Shivkumar =RIGHT(C28,LEN(C28)-FIND(" ",C28))
Rabish Pandey Pandey =RIGHT(C29,LEN(C29)-FIND(" ",C29))
Srinath Sarma Sarma =RIGHT(C30,LEN(C30)-FIND(" ",C30))
Page 137
RIGHT
BACK
Page 138
REPT
BACK
Text To Number Of Repeated
Repeat Repeats Text
A 3 AAA =REPT(C4,D4)
AB 3 ABABAB =REPT(C5,D5)
- 10 ---------- =REPT(C6,D6)
| 10 |||||||||| =REPT(C7,D7)
What Does It Do ?
This function repeats a piece of text a specified number of times.
You need to specify the text to be repeated and how many times to repeat it.
Syntax
=REPT(TextToRepeat,Repetitions)
The maximum number of repetitions is 200.
Formatting
No special formatting is needed.
Example 1
The following table was used to display a simple histogram of sales figures.
The =REPT() function uses the value of Sales, but this is divided by 100 to scale down the
number of repetitions to below the maximum of 200.
Month Sales
Jan Rs.1,000.00 ||||||||||||||||||||
Feb Rs.5,000.00 ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Mar Rs.3,000.00 ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Apr Rs.2,000.00 ||||||||||||||||||||||||||||||||||||||||
=REPT("||",D29/100)
Example 2
The =REPT() function has been used to make a digital display for the current time.
The time functions of =HOUR(), =MINUTE() and =SECOND() have been used in conjunction
with the =NOW() as the basis for the number of repeats.
To update the clock press the function key F9.
Clock
Hour |||| 04
Minute |||||||| 08
Second ||||||||||||||||||||||||||||||||||| 35
=REPT("|",HOUR(NOW()))&" "&TEXT(HOUR(NOW()),"00")
=REPT("|",MINUTE(NOW()))&" "&TEXT(MINUTE(NOW()),"00")
=REPT("|",SECOND(NOW()))&" "&TEXT(SECOND(NOW()),"00")
Page 139
REPT
BACK
Page 140
REPLACE
BACK
Start Characters New Modified
Original Text Position To Replace Character Text
ABCDEFGH 2 1 x AxCDEFGH =REPLACE(C4,D4,E4,F4)
ABCDEFGH 2 5 x AxGH =REPLACE(C5,D5,E5,F5)
ABCDEFGH 2 1 hello AhelloCDEFGH =REPLACE(C6,D6,E6,F6)
ABCDEFGH 2 5 hello AhelloGH =REPLACE(C7,D7,E7,F7)
What Does It Do ?
This function replaces a portion of text with a new piece of text.
You need to specify where the replacement should start, how many characters to
remove and what the new replacement text should be.
Syntax
=REPLACE(OriginalText,StartPosition,NumberOfCharactersToReplace,NewText)
Formatting
No special formatting is needed.
Page 141
REPLACE
BACK
Page 142
RANK
BACK
Ranking Position
Values High to Low
7 4 =RANK(C4,C4:C8)
4 5 =RANK(C5,C4:C8)
25 1 =RANK(C6,C4:C8)
8 3 =RANK(C7,C4:C8)
16 2 =RANK(C8,C4:C8)
Ranking Position
Values Low to High
7 2 =RANK(C11,C11:C15,1)
4 1 =RANK(C12,C11:C15,1)
25 5 =RANK(C13,C11:C15,1)
8 3 =RANK(C14,C11:C15,1)
16 4 =RANK(C15,C11:C15,1)
Ranking Position
Values High to Low
10 5 =RANK(C18,C18:C22)
30 2 =RANK(C19,C18:C22)
20 4 =RANK(C20,C18:C22)
30 2 =RANK(C21,C18:C22)
40 1 =RANK(C22,C18:C22)
What Does It Do ?
This function calculates the position of a value in a list relative to the other values in the list.
A typical usage would be to rank the times of athletes in a race to find the winner.
The ranking can be done on an ascending (low to high) or descending (high to low) basis.
If there are duplicate values in the list, they will be assigned the same rank. Subsequent ranks
would not follow on sequentially, but would take into account the fact that there were duplicates.
If the numbers 30, 20, 20 and 10 were ranked, 30 is ranked as 1, both 20's are ranked as 2, and
the 10 would be ranked as 4.
Value Rank
30 1 =RANK(B34,B34:B37)
20 2 =RANK(B35,B34:B37)
20 2 =RANK(B36,B34:B37)
10 4 =RANK(B37,B34:B37)
Syntax
=RANK(NumberToRank,ListOfNumbers,RankOrder)
The RankOrder can be 0 zero or 1.
Using 0 will rank larger numbers at the top. (This is optional, leaving it out has the same effect).
Using 1 will rank small numbers at the top.
Formatting
No special formatting is needed.
Page 143
RANK
Example
The following table was used to record the times for athletes competing in a race.
The =RANK() function was then used to find their race positions based upon the finishing times.
Athlete Time Race Position
John 1:30 4 =RANK(C53,C53:C58,1)
Alan 1:45 6 =RANK(C54,C53:C58,1)
David 1:02 1 =RANK(C55,C53:C58,1)
Brian 1:36 5 =RANK(C56,C53:C58,1)
Sue 1:27 3 =RANK(C57,C53:C58,1)
Alex 1:03 2 =RANK(C58,C53:C58,1)
Page 144
RANK
BACK
Page 145
RANK
Page 146
RANDBETWEEN
BACK
Low High Random
5 10 9 =RANDBETWEEN(C4,D4)
1 49 49 =RANDBETWEEN(C5,D5)
What Does It Do ?
This function produces a random whole number between two specified numbers.
The random number will change each time the spreadsheet is recalculated or F9 is pressed.
Syntax
=RANDOMBETWEEN(LowLimit,HighLimit)
Formatting
No special formatting is needed.
Example
The following table shows how the =RANDBETWEEN() has been used to generate six
numbers to use for the National Lottery.
Note that the function does not check to ensure all numbers are unique, the same number
could be generated twice or more.
The Winning
Lottery Numbers Ticket!
1 49 5 =RANDBETWEEN($C$24,$D$24) Number 1
38 =RANDBETWEEN($C$24,$D$24) Number 2
Press function Key 33 =RANDBETWEEN($C$24,$D$24) Number 3
F9 to recalculate. 4 =RANDBETWEEN($C$24,$D$24) Number 4
48 =RANDBETWEEN($C$24,$D$24) Number 5
28 =RANDBETWEEN($C$24,$D$24) Number 6
20 =RANDBETWEEN($C$24,$D$24) Bonus ball
All OK
{=IF(SUM(1/COUNTIF(E24:E30,E24:E30))<>7,"Duplicates! Spin again","All OK")}
This formula is used to determine whether all the numbers are different.
It is entered as an array using Ctrl+Shift+Enter.
Page 147
RANDBETWEEN
BACK
Page 148
RAND
BACK
Random greater than or equal to 0 but less than 1.
0.12 =RAND()
Random greater than or equal to 0 but less than 10
0.24 =RAND()*10
Random between 5 and 10.
7.59 =RAND()*(10-5)+5
What Does It Do ?
This function creates a random number >=0 but <1.
The number will change each time the worksheet recalculates, or when F9 is pressed.
Syntax
=RAND()
Formatting
No special formatting is needed.
Examples
The following examples show how the =RAND() function has been used to randomly
sort list of information.
A list of cards has been entered in column C, and =RAND() in column D.
By clicking inside the random numbers and then using Data, Sort or the Sort button
the cards will be shuffled.
The same technique has been used to generate a list of six winning lottery numbers.
Card Random Lottery Random
Clubs 8 0.3 29 0.46
Clubs 6 0.35 34 0.37
Diamond 9 0.59 30 0.72
Spades 13 0.89 41 0.27
Clubs 9 0.44 40 0.94
Diamond 7 0.63 37 0.86
Diamond 4 0.27 26 0.88
Clubs 10 1 32 0.94
Spades 3 0.04 21 0.18
Hearts 6 0.37 19 0.02
Hearts 4 0.82 7 0.29
Diamond 8 0.39 10 0.75
Hearts 11 0.34 16 0.79
Clubs 3 0.52 8 0.82
Clubs 13 0.69 48 0.43
Spades 5 0.49 43 0.59
Page 149
RAND
Diamond 3 0.25 44 0.8
Spades 2 0.28 4 0.64
Diamond 6 0.39 3 0.22
Clubs 5 0.76 45 0.37
Spades 1 0.69 47 0.54
Clubs 12 0.72 49 0.8
Hearts 10 0.86 35 0.45
Hearts 13 0.9 27 0.01
Spades 7 0.69 1 0.18
Spades 6 0.18 13 0.32
Diamond 12 0.47 31 0.07
Hearts 3 0.2 5 0.59
Hearts 5 0.3 18 0.09
Hearts 8 0.5 39 0.04
Hearts 1 0.71 23 0.38
Diamond 13 0.6 12 0.55
Hearts 9 0.84 11 0.41
Clubs 4 0.3 20 0.1
Diamond 5 0.49 33 0.82
Spades 4 0.28 42 0.36
Clubs 1 0.92 24 0.97
Spades 8 0.76 2 0.71
Hearts 7 0.28 14 0.3
Diamond 1 0.96 25 0.15
Clubs 2 0.13 9 0.72
Hearts 2 0.1 38 0.59
Diamond 11 0.36 15 0.9
Clubs 7 0.47 28 0.51
Spades 12 0.62 17 0.41
Spades 10 0.05 6 0.33
Clubs 11 0.96 22 0.1
Diamond 2 0.87 46 0.21
Diamond 10 0.33 36 0.97
Spades 9 0.32
Spades 11 0.58
Hearts 12 0.51
Page 150
RAND
BACK
Page 151
RAND
Page 152
QUOTIENT
BACK
Number Divisor Result
12 5 2 =QUOTIENT(C4,D4)
20 3 6 =QUOTIENT(C5,D5)
46 15 3 =QUOTIENT(C6,D6)
What Does It Do ?
This function calculates the number of times a number can be divided by another number.
It ignores any remainder, only showing the whole number.
Syntax
=QUOTIENT(NumberToBeDivided,Divisor)
Formatting
No special formatting is needed.
Example
The following example was used by a drinks merchant to calculate the number of
crates which could be packed using bottles in stock.
The merchant can only sell full crates.
Table 1 calculates the crates by simple division. This however shows
decimal fractions which are not needed.
Table 1
Bottles Bottles
Item To Pack Per Crate Crates Needed
Wine 126 12 10.5 =D28/E28
Champagne 200 8 25
Rum 15 4 3.75
Beer 250 20 12.5
Table 2 uses the =QUOTIENT() function to remove the decimal fraction to
give the correct result.
Table 2
Bottles Bottles
Item To Pack Per Crate Crates Needed
Wine 126 12 10 =QUOTIENT(D39,E39)
Champagne 200 8 25
Rum 15 6 2
Beer 250 20 12
Page 153
QUOTIENT
BACK
Page 154
QUARTILE
BACK
Values Quarter No. Quartile
1 0 1 =QUARTILE(C4:C8,E4)
25 1 25 =QUARTILE(C4:C8,E5)
50 2 50 =QUARTILE(C4:C8,E6)
75 3 75 =QUARTILE(C4:C8,E7)
100 4 100 =QUARTILE(C4:C8,E8)
Values Quarter No. Quartile
817 104 640 767 0 104 =QUARTILE(C12:F16,H12)
748 756 369 703 1 285.75 =QUARTILE(C12:F16,H13)
372 993 294 261 2 489 =QUARTILE(C12:F16,H14)
487 384 185 491 3 750 =QUARTILE(C12:F16,H15)
140 607 894 182 4 993 =QUARTILE(C12:F16,H16)
What Does It Do ?
This function examines a group of values and then shows the values which are of the
upper limits of the 1st, 2nd, 3rd and 4th quarters of the data.
The Quartile of 0 (zero) is actually lowest value, which can be obtained using the =MIN() function.
The Quartile of 4 is actually highest value, which can be obtained using the =MAX() function.
Syntax
=QUARTILE(RangeToBeExamined,QuartileValue)
The QuartileValue can only be 0,1,2,3 or 4.
Formatting
No special formatting is needed.
Page 155
QUARTILE
BACK
Page 156
PROPER
BACK
Original Text Proper
n shivkumar N Shivkumar =PROPER(C4)
rabish pandey Rabish Pandey =PROPER(C5)
Srinath sarma Srinath Sarma =PROPER(C6)
m PremaKumar M Premakumar =PROPER(C7)
mUrLi mOHeN Murli Mohen =PROPER(C8)
What Does It Do ?
This function converts the first letter of each word to uppercase, and all subsequent letters
are converted to lower case.
Syntax
=PROPER(TextToConvert)
Formatting
No special formatting is needed.
Page 157
PROPER
BACK
Page 158
PRODUCT
BACK
Numbers Product
2 3 6 =PRODUCT(C4,D4)
5 10 50 =PRODUCT(C5:D5)
3 7 210 =PRODUCT(C6:D6,10)
6300 =PRODUCT(C4:D6)
What Does It Do ?
This function multiples a group of numbers together.
It is the same as using 2*3*5*10*3*7, which results in 6300.
Syntax
=PRODUCT(Number1,Number2,Number3... through to Number30)
or
=PRODUCT(RangeOfNumbers)
or
=PRODUCT(Number1,Range,Number2...)
Formatting
No special formatting is needed.
Page 159
PRODUCT
BACK
Page 160
POWER
BACK
Number Power Result
3 2 9 =POWER(C4,D4)
3 4 81 =POWER(C5,D5)
5 2 25 =POWER(C6,D6)
5 4 625 =POWER(C7,D7)
What Does It Do ?
This function raises a number to a user specified power.
It is the same as using the ^ operator, such as 3^4, which result is 81.
Both the POWER() function and the ^ operator are the same as using 3*3*3*3.
Syntax
=POWER(NumberToBeRaised,Power)
Formatting
No special formatting is needed.
Example
To calculate the area of a circle.
Radius Area
5 78.54 =PI()*POWER(C22,2)
25 1963.50
Page 161
POWER
BACK
Page 162
PI
BACK
π
3.14159265358979 =PI()
What Does It Do ?
This function is equal to the value of Pi.
It is correct to 15 decimal places.
It does not need any input, it is a self contained function.
Syntax
=PI()
Formatting
No special formatting is needed.
Example
To calculate the area of a circle.
Radius Area
5 78.54 =PI()*(C21^2)
25 1963.50
Page 163
PI
BACK
Page 164
PERMUT
BACK
Pool Of Items Items In A Group Permutations
4 2 12 =PERMUT(C4,D4)
4 3 24 =PERMUT(C5,D5)
10 4 5040 =PERMUT(C6,D6)
26 6 165,765,600 =PERMUT(C7,D7)
What Does It Do ?
This function calculates the maximum number of permutations given a fixed number of items.
The internal order is significant, so AB and BA will be considered as two possible permutations.
It could be used to calculate the possible number of 4 digit passwords from the digits 0 to 9.
Syntax
=PERMUT(PoolToPickFrom,ItemsInAGroup)
Formatting
No special formatting is needed.
Example
The following table was used to calculate the total number of 8 letter passwords which can
be created by using all 26 letters of the alphabet.
Letter In Alphabet 26
Password Size 8
Permutations 62,990,928,000
In the case of a two letter password made from the letter A, B, C and D, the following
twelve permutations would be possible.
ABCD
Password 1 AB Password 7 BA
Password 2 AC Password 8 CA
Password 3 AD Password 9 DA
Password 4 BC Password 10 CB
Password 5 BD Password 11 DB
Password 6 CD Password 12 DC
Page 165
PERMUT
BACK
Page 166
Ordering Stock
BACK
This is an example of a spreadsheet to calculate the best time interval to order stock.
Scenario
A garage fits exhaust systems.
The manager orders the exhausts on a regular basis.
Each time an order is made for new stock, there is a fixed administrative cost.
The exhausts are kept in stock until needed.
Keeping the exhausts in stock incurs a cost due to capital tied up and warehouse costs.
The supplier of the Exhausts gives a discount on large orders.
Objective
Find the time interval to order stock which will result in the lowest Admin and Warehouse costs.
Page 167
Ordering Stock
Input Data
Cost of a single Exhaust system : Rs.75.00
Cost of keeping Exhaust in stock. (As a % of the stock value) : 12%
Quantity of Exhausts used per day : 10
Admin cost each time new Exhausts are ordered : Rs.25.00
Average quantity of Exhausts in stock (As % of ordered quantity) : 0.5
Ordering Intervals to evaluate. (Expressed in Days) : 2
Suppliers first Price Break and Discount% offered : 200 1%
Suppliers second Price Break and Discount% offered : 750 5%
Output
Annual
Ordering Ware
Interval Quantity Order Order Orders Annual Admin house Annual
In Days Per Order Value Discount Per Year Cost Costs Total
1 10 Rs.750.00 Rs.0.00 365 Rs.9,125.00 Rs.45.00 Rs.9,170.00
2 20 Rs.1,500.00 Rs.0.00 183 Rs.4,575.00 Rs.90.00 Rs.4,665.00
4 40 Rs.3,000.00 Rs.0.00 92 Rs.2,300.00 Rs.180.00 Rs.2,480.00
6 60 Rs.4,500.00 Rs.0.00 61 Rs.1,525.00 Rs.270.00 Rs.1,795.00
8 80 Rs.6,000.00 Rs.0.00 46 Rs.1,150.00 Rs.360.00 Rs.1,510.00
10 100 Rs.7,500.00 Rs.0.00 37 Rs.925.00 Rs.450.00 Rs.1,375.00
12 120 Rs.9,000.00 Rs.0.00 31 Rs.775.00 Rs.540.00 Rs.1,315.00
14 140 Rs.10,500.00 Rs.0.00 27 Rs.675.00 Rs.630.00 Rs.1,305.00
16 160 Rs.12,000.00 Rs.0.00 23 Rs.575.00 Rs.720.00 Rs.1,295.00
18 180 Rs.13,500.00 Rs.0.00 21 Rs.525.00 Rs.810.00 Rs.1,335.00
20 200 Rs.15,000.00 Rs.150.00 19 Rs.475.00 Rs.900.00 Rs.1,225.00
22 220 Rs.16,500.00 Rs.165.00 17 Rs.425.00 Rs.990.00 Rs.1,250.00
24 240 Rs.18,000.00 Rs.180.00 16 Rs.400.00 Rs.1,080.00 Rs.1,300.00
26 260 Rs.19,500.00 Rs.195.00 15 Rs.375.00 Rs.1,170.00 Rs.1,350.00
28 280 Rs.21,000.00 Rs.210.00 14 Rs.350.00 Rs.1,260.00 Rs.1,400.00
30 300 Rs.22,500.00 Rs.225.00 13 Rs.325.00 Rs.1,350.00 Rs.1,450.00
32 320 Rs.24,000.00 Rs.240.00 12 Rs.300.00 Rs.1,440.00 Rs.1,500.00
34 340 Rs.25,500.00 Rs.255.00 11 Rs.275.00 Rs.1,530.00 Rs.1,550.00
36 360 Rs.27,000.00 Rs.270.00 11 Rs.275.00 Rs.1,620.00 Rs.1,625.00
38 380 Rs.28,500.00 Rs.285.00 10 Rs.250.00 Rs.1,710.00 Rs.1,675.00
40 400 Rs.30,000.00 Rs.300.00 10 Rs.250.00 Rs.1,800.00 Rs.1,750.00
42 420 Rs.31,500.00 Rs.315.00 9 Rs.225.00 Rs.1,890.00 Rs.1,800.00
44 440 Rs.33,000.00 Rs.330.00 9 Rs.225.00 Rs.1,980.00 Rs.1,875.00
46 460 Rs.34,500.00 Rs.345.00 8 Rs.200.00 Rs.2,070.00 Rs.1,925.00
48 480 Rs.36,000.00 Rs.360.00 8 Rs.200.00 Rs.2,160.00 Rs.2,000.00
50 500 Rs.37,500.00 Rs.375.00 8 Rs.200.00 Rs.2,250.00 Rs.2,075.00
52 520 Rs.39,000.00 Rs.390.00 8 Rs.200.00 Rs.2,340.00 Rs.2,150.00
54 540 Rs.40,500.00 Rs.405.00 7 Rs.175.00 Rs.2,430.00 Rs.2,200.00
56 560 Rs.42,000.00 Rs.420.00 7 Rs.175.00 Rs.2,520.00 Rs.2,275.00
58 580 Rs.43,500.00 Rs.435.00 7 Rs.175.00 Rs.2,610.00 Rs.2,350.00
60 600 Rs.45,000.00 Rs.450.00 7 Rs.175.00 Rs.2,700.00 Rs.2,425.00
Things To Try
Page 168
Ordering Stock
Change the Discount % to 0% and 0%.
Change the Ordering Interval to 1 or 30.
Change the Cost of the Exhaust making it cheaper or more expensive.
Change the Quantity used per day to a larger or smaller number.
Page 169
Ordering Stock
Explanation
Column A Ordering Interval In Days
The first of these cells has the value 1 entered in it.
This is the smallest ordering period, which would require stock to be ordered every day.
The second cell picks the ordering interval from the Input Data table.
The third and subsequent cells add the ordering interval to the previous cell to create
a list of values of the same interval.
Column B Quantity Per Order
This is the number of Exhausts which will need to be ordered.
Calculation : OrderingInterval * QuantityUsedPerDay
Column C Order Value
This is the value of the Order before any discount.
Calculation : QuantityOrdered * CostOfExhaust
Column D Order Discount
The discount which can be subtracted from the order value.
The discount is only given on orders which are equal to or greater than the
Price Break values set by the supplier.
Calculation : OrderValue * SupplierDiscount
The supplier discount is calculated using the =IF() and the =AND() functions.
If the OrderQuantity is equal to or above the first Price Break, but below
the second Price Break, then the first Price Break discount is used.
=C29*IF(AND(B29>=$G$24,B29<$G$25),$H$24,IF(B29>=$G$25,$H$25,0))
If the OrderQuantity is equal to or above the second Price Break,
the second Price Break discount is used.
=C29*IF(AND(B29>=$G$24,B29<$G$25),$H$24,IF(B29>=$G$25,$H$25,0))
If the OrderQuantity does not qualify for a discount, zero discount is used.
=C29*IF(AND(B29>=$G$24,B29<$G$25),$H$24,IF(B29>=$G$25,$H$25, 0))
Column E Orders Per Year
This is how many orders will need to be made based upon the ordering interval.
With an interval of 1, there will have to be 365 orders.
Calculation : 365/OrderingInterval
This calculation may give results which are decimal, such as 2.3
This decimal will cause problems, due to the fact that the number of
orders must always be a whole number.
The =CEILING() function has been used to 'round up' any decimals to
the next highest whole number.
=CEILING(365/A29,1)
Page 170
Ordering Stock
Column F Annual Admin Costs
This is the administration costs involved in making the orders.
Calculation : OrdersPerYear * AdminCost
=E29*$G$20
Column G Annual Warehouse Costs
This is the cost of keeping the stock in the warehouse.
It is based on the managers knowledge that on average the stock level is 50% of the
quantity ordered.
Calculation : QuantityOrdered * AverageStockLevel) * ExhaustCost * WarehousingCost
=(B29*$G$21)*$G$17*$G$18
Column H Annual Total
This is the full yearly cost of ordering the Exhausts, based upon how frequently the
orders are made.
It does not take in to account the actual costs of the Exhausts, as the manager only
wants to know what the lowest values for the overheads associated with ordering and
storing the exhaust systems.
However, the Discount figure is taken into account as this can be used to offset some
of the overheads.
Calculation : AnnualAdminCosts + AnnualWarehouseCosts - OrderDiscount
=F29+G29-D29
Column I The Best Ordering Interval
This shows the Best ordering interval, giving the lowest annual overheads.
It compares the value in column H against the minimum value for all of column H.
If the two values match the word Best is shown, otherwise a dash is shown.
=IF(H29=MIN($H$29:$H$59),"Best","-")
Page 171
Ordering Stock
Page 172
Ordering Stock
The Best
Ordering
Interval
-
-
-
-
-
-
-
-
-
-
Best
-
-
-
-
-
-
-
-
-
-
-
-
-
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-
-
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Page 173
Ordering Stock
Page 174
Ordering Stock
Page 175
Ordering Stock
Page 176
OR
BACK
Payment Handling
Order No. Cost Type Charge
AB001 1000 Cash Rs.0.00 =IF(OR(E4="Visa",E4="Delta"),5,0)
AB002 1000 Visa Rs.5.00 =IF(OR(E5="Visa",E5="Delta"),5,0)
AB003 2000 Cheque Rs.0.00 =IF(OR(E6="Visa",E6="Delta"),5,0)
AB004 5000 Delta Rs.5.00 =IF(OR(E7="Visa",E7="Delta"),5,0)
What Does It Do?
This function tests two or more conditions to see if any of them are true.
It can be used to test that at least one of a series of numbers meets certain conditions.
Normally the OR() function would be used in conjunction with a function such as =IF().
Syntax
=OR(Test1,Test2)
Note that there can be up to 30 possible tests.
Formatting
When used by itself it will show TRUE or FALSE.
Example
The following table shows a list of orders taken by a company.
A handling charge of £5 is made on all orders paid by Visa or Delta cards.
The =OR() function has been used to determine whether the charge needs to be applied.
Payment Handling
Order No. Cost Type Charge
AB001 1000 Cash Rs.0.00 =IF(OR(E27="Visa",E27="Delta"),5,0)
AB002 1000 Visa Rs.5.00
AB003 2000 Cheque Rs.0.00
AB004 5000 Delta Rs.5.00
Page 177
OR
BACK
Page 178
ODD
BACK
Rounded To
Number Next Odd
2 3 =ODD(C4)
2.4 3 =ODD(C5)
2.9 3 =ODD(C6)
3 3 =ODD(C7)
3.4 5 =ODD(C8)
3.9 5 =ODD(C9)
What Does It Do ?
This function rounds a number up to the next highest whole odd number.
Syntax
=ODD(NumberToBeRounded)
Formatting
No special formatting is needed.
Page 179
ODD
BACK
Page 180
NOW
BACK
The current Date and Time
6/30/2009 4:09 =NOW()
06/30/09 04:09 AM =NOW()
What Does It Do?
This function shows the current date and time. The result will be updated each time the
worksheet is opened and every time an entry is made anywhere on the worksheet.
Syntax
=NOW()
Formatting
The result will be shown as a date and time. If it is formatted to show as a number
the integer part is used for the date and the decimal portion represent the time.
Page 181
NOW
BACK
Page 182
NOT
BACK
Cells To Test Result
10 20 TRUE =NOT(C4>D4)
10 20 TRUE =NOT(C5=D5)
10 20 FALSE =NOT(C6<D6)
1-Jan-98 1-Feb-98 TRUE =NOT(C7>D7)
Hello Goodbye TRUE =NOT(C8=D8)
Hello Hello FALSE =NOT(C9=D9)
What Does It Do ?
This function performs a test to see if the test fails. (A type of reverse logic).
If the test fails, the result is TRUE.
If the test is met, then the result is FALSE.
Syntax
=NOT(TestToPerform)
The TestToPerform can be reference to cells or another calculation.
Formatting
No special formatting is needed.
Example
The following table was used by a library to track books borrowed.
The date the book was Taken out is entered.
The period of the Loan is entered.
The date the book was returned is entered.
The =NOT() function has been used to calculate whether the book was returned within
the correct time, by adding the Loan value to the Taken date.
If the book was not returned on time the result Overdue is shown, otherwise OK is shown.
Taken Loan Returned Status
1-Jan-98 14 5-Jan-98 OK =IF(NOT(D33<=B33+C33),"Overdue","OK")
1-Jan-98 14 15-Jan-98 OK =IF(NOT(D34<=B34+C34),"Overdue","OK")
1-Jan-98 14 20-Jan-98 Overdue =IF(NOT(D35<=B35+C35),"Overdue","OK")
Page 183
NOT
BACK
Page 184
NETWORKDAYS
BACK
Start Date End Date Work Days
1-Mar-98 7-Mar-98 5 =NETWORKDAYS(C4,D4)
25-Apr-98 30-Jul-98 69 =NETWORKDAYS(C5,D5)
24-Dec-98 5-Jan-99 9 =NETWORKDAYS(C6,D6)
What Does It Do?
This function will calculate the number of working days between two dates.
It will exclude weekends and any holidays.
Syntax
=NETWORKDAYS(StartDate,EndDate,Holidays)
Holidays : This is a list of dates which will be excluded from the calculation, such as Xmas
and Bank holidays.
Formatting
The result will be shown as a number.
Note
The calculation does not include the last day. The result of using 1-Jan-98 and 5-Jan-98 will
give a result of 4. To correct this add 1 to the result. =NETWORKDAYS(Start,End,Holidays)+1
Example
The following example shows how a list of Holidays can be created.
Start Date End Date Work Days
Mon 02-Mar-98 Fri 06-Mar-98 5 =NETWORKDAYS(B28,C28,C33:C37)
Mon 02-Mar-98 Fri 13-Mar-98 10 =NETWORKDAYS(B29,C29,C33:C37)
Mon 27-Apr-98 Fri 01-May-98 4 =NETWORKDAYS(B30,C30,C33:C37)
Holidays
Bank Holiday 1-May-98
Xmas 25-Dec-98
New Year 1-Jan-97
New Year 1-Jan-98
New Year 1-Jan-99
Page 185
NETWORKDAYS
BACK
Page 186
NA
BACK
#N/A =NA()
Value Test
10 11 =IF(ISBLANK(C6),NA(),C6+1)
#N/A =IF(ISBLANK(C7),NA(),C7+1)
30 31 =IF(ISBLANK(C8),NA(),C8+1)
Sales
North 100
South #N/A =NA()
East #N/A =NA()
West 200
Total #N/A =SUM(D11:D14)
What Does It Do ?
This function is a place marker used to indicate that required information is Not Available.
It can be type directly in to a cell as =NA() or it can be used as part of a calculation.
When the =NA() is used, any calculations which depend upon the cell will also show #NA.
It is used to indicate that all the data has not yet been entered in to the spreadsheet.
Syntax
=NA()
Formatting
No special formatting is required.
Example
The following table was used by a company to calculate the monthly Wage of an employee.
The Salary and Tax percentage are entered.
The Tax is then deducted from the Salary to calculate the Wage.
Table 1 shows that when the Tax is not entered, the Wage is still calculated.
On a large spreadsheet this may go unnoticed and the wrong Wage paid.
Table 1
Salary Tax % Pay
Alan 1000 25% 750 =C39-C39*D39
Bob 1000 1000 =C40-C40*D40
Carol 1000 20% 800 =C41-C41*D41
Table 2 shows how the =NA() has been inserted in the unknown Tax to act as a
reminder that the Tax still needs to be entered.
Table 2
Salary Tax % Pay
Page 187
NA
Alan 1000 25% 750 =C49-C49*D49
Bob 1000 #N/A #N/A =C50-C50*D50
Carol 1000 20% 800 =C51-C51*D51
Page 188
NA
BACK
Page 189
NA
Page 190
N
BACK
Original Converted
1 1 =N(C4)
3 1/2 3.5 =N(C5)
3.5 3.5 =N(C6)
3.50% 0.04 =N(C7)
25-Dec-98 36154 =N(C8)
TRUE 1 =N(C9)
FALSE 0 =N(C10)
Hello 0 =N(C11)
0 =N(C12)
What Does It Do ?
This function converts a numeric entry to its mathematical value.
Anything which will not convert is shown as 0 zero.
Excel does not really need this function, due to the fact that Excel calculates in this way
naturally. The function is included for compatibility with other spreadsheet programs.
Syntax
=N(NumericEntry)
Formatting
No special formatting is needed.
Page 191
N
BACK
Page 192
MROUND
BACK
Rounded
Number Multiple Value
110 50 100 =MROUND(C4,D4)
120 50 100 =MROUND(C5,D5)
150 50 150 =MROUND(C6,D6)
160 50 150 =MROUND(C7,D7)
170 50 150 =MROUND(C8,D8)
What Does It Do ?
This function rounds a number up or down to the nearest multiple specified by the user.
Syntax
=MROUND(NumberToRound,MultipleToUse)
Formatting
No special formatting is needed.
Page 193
MROUND
BACK
Page 194
MONTH
BACK
Original Date Month
1-Jan-98 1 =MONTH(C4)
1-Jan-98 December =MONTH(C5)
What Does It Do?
This function extracts the month from a complete date.
Syntax
=MONTH(Date)
Formatting
Normally the result will be a number, but this can be formatted to show the actual
month by using Format,Cells,Number,Custom and using the code mmm or mmmm.
Example
The =MONTH function has been used to calculate the name of the month for your birthday.
Please enter your date of birth in the format dd/mm/yy 3/25/1962
You were born in January =MONTH(F20)
Page 195
MONTH
BACK
Page 196
MODE
BACK
Value1 Value2 Value3 Value4 Value5 Mode
20 50 10 10 40 10 =MODE(C4:G4)
40 20 40 10 40 40 =MODE(C6:G6)
10 10 99 20 20 10 =MODE(C8:G8)
20 20 99 10 10 10 =MODE(C9:G9)
10 20 20 99 10 10 =MODE(C10:G10)
10 20 30 40 50 #VALUE! =MODE(C12:G12)
What Does It Do ?
This function displays the most frequently occurring number in a group of numbers.
For it to work correctly there must be at least two numbers which are the same.
If all the values in the group are unique the function shows the error #N/A.
When there is more than one set of duplicates, the number closest to the beginning
of the group will be used. (Which is not really an accurate answer!)
Syntax
=MODE(Range1,Range2,Range3... through to Range30)
Formatting
No special formatting is needed.
Example
The following table shows garments sold in a clothes shop.
The shopkeeper wants to keep track of the most commonly sold size.
The =MODE() function has been used to calulate this.
Order Garmet Size
001 Blouse 10 Most frequently ordered size : 10
002 Skirt 10 =MODE(D33:D52)
003 Shirt 8
004 Blouse 10
005 Skirt 12 Count of size 8 : 6
006 Dress 8 =COUNTIF(D33:D52,"8")
007 Shirt 10
008 Blouse 10 Count of size 10 : 11
009 Dress 8 =COUNTIF(D33:D52,"10")
010 Shirt 10
011 Dress 12 Count of size 12 : 3
012 Skirt 12 =COUNTIF(D33:D52,"12")
013 Skirt 10
014 Shirt 10
015 Dress 8
016 Shirt 10
017 Blouse 10
Page 197
MODE
018 Blouse 8
019 Dress 10
020 Skirt 8
Note
If the =AVERAGE() function had been used the answer would have been : 9.7
This figure is of no benefit to the shopkeeper as there are no garmets of this size!
Page 198
MODE
BACK
Page 199
MODE
Page 200
MOD
BACK
Number Divisor Remainder
12 5 2 =MOD(C4,D4)
20 7 6 =MOD(C5,D5)
18 3 0 =MOD(C6,D6)
9 2 1 =MOD(C7,D7)
24 7 3 =MOD(C8,D8)
What Does It Do ?
This function calculates the remainder after a number has been divided by another number.
Syntax
=MOD(Number,Divisor)
Formatting
No special formatting is needed.
Page 201
MOD
BACK
Page 202
MMULT
BACK
What Does It Do ?
This function multiplies one range of values with another range of values.
The ranges do not have to be of equal size.
The dimensions of the result range is in direct proportion to dimensions of the two input ranges.
It is an Array function and must be entered using the Ctrl+Shift+Enter combination.
Syntax
=MMULT(Range1,Range2)
Formatting
No special formatting is needed.
Example
The following tables were used by a company producing boxes of chocolates.
The types of chocolate produced were Milk, Dark and White.
The company boxed the chocolates in three differing mixtures of Milk, Dark and White.
In the run up to Diwali customers ordered various quantities of each box.
The chocolate company now needed to know what quantity of each type of chocolate to produce.
The =MMULT() function was used to multiply the contents of boxes by the customer orders.
The result of the =MMULT() is the total number of each type of chocolate to produce.
Chocolates in the box
Size Milk Dark White
Giant 50 50 50
Standard 30 20 10
Economy 20 5 5
Customers Orders
Giant Standard Economy
300 400 500
Quantity To Produce
Milk Dark White
37,000 25,500 21,500
{=MMULT(C32:E32,C26:E28)}
In all three cells
How It Was Done
Cells C36 to E36 were selected.
The formula =MMULT(C32:E32,C26:E28) was typed, (but not yet entered).
The keys Ctrl+Shift+Enter were pressed to confirm the entry as an array.
The formula then showed the correct result.
Getting The Dimensions Correct
The dimensions of the Result range are directly related to the two input ranges.
Page 203
MMULT
The number of rows in the Result should be equal to the rows in Range1.
The number of columns in the Result should be equal to the columns in Range2.
Example 2
The following tables were used by the chocolate company to calculate the amount of
ingredients needed to produce batches of chocolate.
The company has four factories, each of which has to order enough Butter, Eggs and Sugar
to ensure they can meet production targets.
Range 1 contains the planned production of Milk and Dark chocolate for each factory.
Range 2 contains the amount Butter, Eggs and Sugar needed to make 1 unit of Milk or Plain.
The Result range shows the quantities of each ingredient that will have to be ordered to
meet the production target.
Note the depth of the Result is the same as the depth of Range 1, and the width of
the Result is the same as the width of Range 2.
Range 1 Range 2
Production Milk Dark Ingredients Butter Eggs Sugar
Factory 1 20 0 Milk 1 3 10
Factory 2 20 1 Dark 2 2 5
Factory 3 10 5
Factory 4 20 10
Result
Ingredients To Order Butter Eggs Sugar
Factory 1 20 60 200
Factory 2 22 62 205
Factory 3 20 40 125
Factory 4 40 80 250
{=MMULT(C69:D72,G69:I70)}
In all cells
Hint
To get a feel for how the =MMULT() function operates, set all values in Range1 and Range2
to zero 0, then change a single value in each.
Page 204
MMULT
BACK
Page 205
MMULT
Page 206
MINUTE
BACK
Number Minute
30/06/2009 4:09 9 =MINUTE(D4)
9:15:00 PM 15 =MINUTE(D5)
0.02 28 =MINUTE(D6)
0.52 28 =MINUTE(D7)
1.52 28 =MINUTE(D8)
What Does It Do?
The function will show the minute of the hour based upon a time or a number.
Only the fraction part of the number is used as it is this which relates to time of day.
Syntax
=MINUTE(Number)
Formatting
The result will be shown as a normal number between 0 and 59.
Example
The =REPT() function has been used to make a digital display for the current time.
The time functions of =HOUR(), =MINUTE() and =SECOND() have been used in conjunction
with the =NOW() as the basis for the number of repeats.
To update the clock press the function key F9.
Clock
Hour |||| 04
Minute |||||||| 08
Second |||||||||||||||||||||||||||||||||||| 36
=REPT("|",HOUR(NOW()))&" "&TEXT(HOUR(NOW()),"00")
=REPT("|",MINUTE(NOW()))&" "&TEXT(MINUTE(NOW()),"00")
=REPT("|",SECOND(NOW()))&" "&TEXT(SECOND(NOW()),"00")
Related Information
To convert a time in hh:mm format to decimal format.
Enter a time in hh:mm format : 2:45
The same time converted to a decimal : 2.75 =F38*24
To extract the hours as a decimal : 2 =INT(F38*24)
To extract the minutes as a decimal : 0.75 =MOD(F38*24,1)
To convert a time in decimal format to hh:mm format.
Enter a time in decimal format : 3.75
Page 207
MINUTE
The same time converted to hh:mm format is : 3:45 =F49/24
To extract the hours in hh:mm format : 3:00 =INT(F49)/24
To extract the minutes in hh:mm format : 0:45 =MOD(F49,1)/24
The three formula above have also been formatted as hh:mm using
the Format, Cells, Number, Time command.
Page 208
MINUTE
BACK
Page 209
MINUTE
Page 210
MIN
Values Minimum
120 800 100 120 250 100
Dates Maximum
1-Jan-98 25-Dec-98 31-Mar-98 27-Dec-98 4-Jul-98 1-Jan-98
What Does It Do ?
This function picks the lowest value from a list of data.
Syntax
=MIN(Range1,Range2,Range3... through to Range30)
Formatting
No special formatting is needed.
Example
In the following example the =MIN() function has been used to find the lowest value for
each region, month and overall.
Sales Jan Feb Mar Region Min
North Rs.5,000.00 Rs.6,000.00 Rs.4,500.00 Rs.4,500.00 =MIN(C23:E23)
South Rs.5,800.00 Rs.7,000.00 Rs.3,000.00 Rs.3,000.00
East Rs.3,500.00 Rs.2,000.00 Rs.10,000.00 Rs.2,000.00
West Rs.12,000.00 Rs.4,000.00 Rs.6,000.00 Rs.4,000.00
Month MIN Rs.3,500.00 Rs.2,000.00 Rs.3,000.00
=MIN(E23:E26)
Overall MIN Rs.2,000.00
=MIN(C23:E26)
Page 211
MIN
BACK
=MIN(C4:G4)
=MIN(C7:G7)
=MIN(C23:E23)
Page 212
MID
BACK
Start How Many
Text Position Characters Mid String
ABCDEDF 1 3 ABC =MID(C4,D4,E4)
ABCDEDF 2 3 BCD =MID(C5,D5,E5)
ABCDEDF 5 2 ED =MID(C6,D6,E6)
ABC-100-DEF 100 =MID(C8,5,3)
ABC-200-DEF 200 =MID(C9,5,3)
ABC-300-DEF 300 =MID(C10,5,3)
Item Size: Large Large =MID(C12,12,99)
Item Size: Medium Medium =MID(C13,12,99)
Item Size: Small Small =MID(C14,12,99)
What Does It Do ?
This function picks out a piece of text from the middle of a text entry.
The function needs to know at what point it should start, and how many characters to pick.
If the number of characters to pick exceeds what is available, only the available characters
will be picked.
Syntax
=MID(OriginalText,PositionToStartPicking,NumberOfCharactersToPick)
Formatting
No special formatting is needed.
Example 1
The following table uses the =MID() function to extract a post code from a branch ID used
by a company.
It is assumed that all branch ID's follow the same format with the letters identifying the
postal region being in the 5th and 6th positions.
Branch ID Postal Region
DRS-CF-476 CF =MID(C35,5,2)
DRS-WA-842 WA =MID(C36,5,2)
HLT-NP-190 NP =MID(C37,5,2)
Example 2
This example shows how to extract an item which is of variable length, which is inside
a piece of text which has no standard format, other than the required text is always
between two slash / symbols.
Full Branch Code Postal Region
DRS/STC/872 STC
HDRS/FC/111 FC
S/NORTH/874 NORTH
Page 213
MID
HQ/K/875 K
SPECIAL/UK & FR/876 UK & FR
=MID(C50,FIND("/",C50)+1,FIND("/",C50,FIND("/",C50)+1)-FIND("/",C50)-1)
Find the first /, plus 1 for the Start of the code.
Find the second /, occurring after the first /
Calculate the length of the text to extract, by subtracting the position
of the first / from the position of the second /
Page 214
MID
BACK
Page 215
MID
Page 216
MEDIAN
BACK
Value1 Value2 Value3 Value4 Value5 Median
20 50 10 30 40 30 =MEDIAN(C4:G4)
2000 1000 10 20 8000 1000 =MEDIAN(C6:G6)
10 20 40 40 40 40 =MEDIAN(C8:G8)
Value1 Value2 Value3 Value4 Median
20 40 30 10 25 =MEDIAN(C11:F11)
20 20 40 20 20 =MEDIAN(C13:F13)
What Does It Do ?
This function finds the median value of a group of values.
The median is not the average, it is the half way point where half the numbers in the group are
larger than it and half the numbers are less than it.
If there is no exact median number in the group, the two nearest the half way point are
added and their average is used as the median.
Syntax
=MEDIAN(Range1,Range2,Range3... through to Range30)
Formatting
No special formatting is needed.
Page 217
MEDIAN
BACK
Page 218
MAX
BACK
Values Maximum
120 800 100 120 250 800
Dates Maximum
1-Jan-98 25-Dec-98 31-Mar-98 27-Dec-98 4-Jul-98 27-Dec-98
What Does It Do ?
This function picks the highest value from a list of data.
Syntax
=MAX(Range1,Range2,Range3... through to Range30)
Formatting
No special formatting is needed.
Example
In the following example the =MAX() function has been used to find the highest value for
each region, month and overall.
Sales Jan Feb Mar Region Max
North Rs.5,000.00 Rs.6,000.00 Rs.4,500.00 Rs.6,000.00 =MAX(C23:E23)
South Rs.5,800.00 Rs.7,000.00 Rs.3,000.00 Rs.7,000.00
East Rs.3,500.00 Rs.2,000.00 Rs.10,000.00 Rs.10,000.00
West Rs.12,000.00 Rs.4,000.00 Rs.6,000.00 Rs.12,000.00
Month Max Rs.12,000.00 Rs.7,000.00 Rs.10,000.00
=MAX(E23:E26)
Overall Max Rs.12,000.00
=MAX(C23:E26)
Page 219
MAX
BACK
=MAX(C4:G4)
=MAX(C7:G7)
=MAX(C23:E23)
Page 220
MATCH
BACK
Names Values
Sachin 250
Rahul 600
Vinod 1000
Zaheer 4000
Type a name to look for : Zaheer Type a value : 1000
The position of Zaheer is : 4 Value position : 3
=MATCH(E9,E4:E7,0) =MATCH(I9,I4:I7,1)
What Does It Do ?
This function looks for an item in a list and shows its position.
It can be used with text and numbers.
It can look for an exact match or an approximate match.
Syntax
=MATCH(WhatToLookFor,WhereToLook,TypeOfMatch)
The TypeOfMatch either 0, 1 or -1.
Using 0 will look for an exact match. If no match is found the #NA error will be shown.
Using 1 will look for an exact match, or the next lowest number if no exact match exists.
If there is no match or next lowest number the error #NA is shown.
The list of values being examined must be sorted for this to work correctly.
Using -1 will look for an exact match, or the next highest number if no exact match exists.
If there is no exact match or next highest number the error #NA is shown.
The list must be sorted for this to work properly.
Examples 1
Using the 0 option suitable for an exact match.
The Ascending list gives the exact match.
The Descending list gives the exact match.
The Wrong Value list cannot find an exact match, so the #NA is shown.
Ascending Descending Wrong Value
10 40 10
20 30 20
30 20 30
40 10 40
20 20 25
2 3 #N/A
=MATCH(G45,G40:G43,0)
Page 221
MATCH
Example 2
Using the 1 option suitable for a ascending list to find an exact or next lowest match.
The Ascending list gives the exact match.
The Descending list gives the #NA error.
The Wrong Value list finds the next lowest number..
Ascending Descending Wrong Value
10 40 10
20 30 20
30 20 30
40 10 40
20 20 25
2 #N/A 2
=MATCH(G62,G57:G60,1)
Example 3
Using the -1 option suitable for a descending list to find an exact or next highest match.
The Ascending list gives the #NA error.
The Descending list gives the exact match.
The Wrong Value list finds the next highest number.
Ascending Descending Wrong Value
10 40 40
20 30 30
30 20 20
40 10 10
20 20 25
2 3 2
=MATCH(G79,G74:G77,-1)
Page 222
MATCH
Example 4
The tables below were used to by a bus company taking booking for bus tours.
They need to allocate a bus with enough seats for the all the passengers.
The list of bus sizes has been entered in a list.
The number of passengers on the tour is then entered.
The =MATCH() function looks down the list to find the bus with enough seats.
If the number of passengers is not an exact match, the next biggest bus will be picked.
After the =MATCH() function has found the bus, the =INDEX() function has been used
to look down the list again and pick out the actual bus size required.
Bus Size Passengers on the tour : 23
Bus 1 54 Bus size needed : 50
Bus 2 50 =INDEX(D95:D99,MATCH(H94,D95:D99,-1),0)
Bus 3 22
Bus 4 15
Bus 5 6
Example 5
The tables below were used by a school to calculate the exam grades for pupils.
The list of grade breakpoints was entered in a list.
The pupils scores were entered in another list.
The pupils scores are compared against the breakpoints.
If an exact match is not found, the next lowest breakpoint is used.
The =INDEX() function then looks down the Grade list to find the grade.
Exam Score Grade Pupil Score Grade
0 Fail Alan 60 Pass
50 Pass Bob 6 Fail
90 Merit Carol 97 Distinction
95 Distinction David 89 Pass
=INDEX(D111:D114,MATCH(G114,C111:C114,1),0)
Page 223
MATCH
BACK
Page 224
MATCH
Page 225
MATCH
Page 226
LOWER
BACK
Upper Case Text Lower Case
N Shivkumar n shivkumar =LOWER(C4)
Murli Mohen murli mohen =LOWER(C5)
M Premakumar m premakumar =LOWER(C6)
Rabish Pande rabish pande =LOWER(C7)
Shiv1823 shiv1823 =LOWER(C8)
What Does It Do ?
This function converts all characters in a piece of text to lower case.
Syntax
=LOWER(TextToConvert)
Formatting
No special formatting is needed.
Page 227
LOWER
BACK
Page 228
LOOKUP (Vector)
BACK
Name Jan Feb Mar
N Shivkumar 10 80 97
Srinath Sarma 20 90 69
Sachin Tendulkar 30 100 45
Rabish Pande 40 110 51
P Ganesan 50 120 77
M Premakumar 60 130 28
Murli Mohen 70 140 73
Type a Name in this cell : Rabish Pande
The Feb value for this person is : Err:504 =LOOKUP(F12,D4:G10,F4:F10)
What Does It Do ?
This function looks for a piece of information in a list, and then picks an item from
a second range of cells.
Syntax
=LOOKUP(WhatToLookFor,RangeToLookIn,RangeToPickFrom)
The WhatToLookFor should be a single item.
The RangeToLook in can be either horizontal or vertical.
The RangeToPickFrom must have the same number of cells in it as the RangeToLookin.
Be careful not to include unnecessary heading in the ranges as these will cause errors.
Formatting
No special formatting is needed.
Example
The following example shows how the =LOOKUP() function was used to match a name typed
in cell G41 against the list of names in C38:C43. When a match is found the =LOOKUP() then
picks from the second range E38:J38.
If the name Sachin is used, the match is made in the third cell of the list of names, and then
the function picks the third cell from the list of values.
RangeToLookIn RangeToPickFrom
Sachin 5 10 15 20
Rahul
Zaheer
Pathan Type a name : Zaheer
Gautham Value: 15
R P Singh =LOOKUP(G41,C38:C43,E38:J38)
Problems
The list of information to be looked through must be sorted in ascending order, otherwise errors
will occur, either as #N/A or incorrect results.
Page 229
LOOKUP (Vector)
D4:G10,F4:F10)
From
25 30
C38:C43,E38:J38)
Page 230
LOOKUP (Array)
BACK
Name Jan Feb Mar
N Shivkumar 10 80 97
Srinath Sarma 20 90 69
Sachin Tendulkar 30 100 45
Rabish Pande 40 110 51
P Ganesan 50 120 77
M Premakumar 60 130 28
Murli Mohen 70 140 73
Type a Name in this cell : Rabish Pande
The March value for this person is : 51 =LOOKUP(F12,D4:G10)
What Does It Do ?
This function looks for a piece of information in a list, and then picks an item from the
last cell in the adjacent row or column.
It always picks the data from the end of the row or column, so it is no good if you need
to pick data from part way across a list, (use VLOOKUP or HLOOKUP).
The way in which the function decides whether to pick from the row or column is based
on the size of the table.
If the table has more rows than columns : the function will look down the left most column
trying to find a match for the piece of information
you asked it to look for.
When a match is found, the function will look
across to the right most column to pick the
last entry on the row.
If the table has the same amount of rows and columns :
the function will look down the left most column and
work in just the same way as if the table had more
rows than columns, as in the description above.
If the table has more columns than rows : the function will look across the top row trying
to find a match for the piece of information you
have asked it to look for.
When a match is found, the function will then look
down to the bottom cell of the column to pick
the last entry of the column.
Syntax
=LOOKUP(WhatToLookFor,RangeToLookIn)
The WhatToLookFor should be a single item.
The RangeToLook in can be either horizontal or vertical.
Page 231
LOOKUP (Array)
Be careful not to include unnecessary heading in the range as these will cause errors.
Example 1 Example 2
In this table there are more In this table there are more columns than rows, so
rows than columns, so the the row heading of Jan is not included in the
column heading of Jan is lookup range.
not included in the lookup
range. Sachin Rahul Zaheer
Jan Jan 100 100 100
Sachin 100
Rahul 100
Zaheer 100
Yuvraj 100
Dhoni 100
Pathan 100
Formatting
No special formatting is needed.
Problems
The list of information to be looked through must be sorted in ascending order, otherwise errors
will occur, either as #N/A or incorrect results.
Table 1 shows the Name column sorted alphabetically, the results of using =LOOKUP() will
be correct.
Table 2 shows the same data, but not sorted. Sometimes the results will be correct, but other
times the result will be an #N/A error or incorrect figure.
Table 1 Table 2
Name Jan Feb Mar Name Jan Feb
Sachin 10 80 97 Sachin 40 110
Rahul 20 90 69 Rahul 50 120
Zaheer 30 100 45 Zaheer 10 80
Yuvraj 40 110 51 Yuvraj 20 90
Dhoni 50 120 77 Dhoni 30 100
Pathan 60 130 28 Pathan 60 130
Singh 70 140 73 Singh 70 140
Name : Zaheer Name : Rahul
Value : 45 Value : 77
=LOOKUP(C88,B80:E86) =LOOKUP(H88,G80:J86)
Page 232
LOOKUP (Array)
t column and
Page 233
LOOKUP (Array)
Yuvraj
100
Mar
51
77
97
69
45
28
73
(H88,G80:J86)
Page 234
LEN
BACK
Text Length
N Shivkumar 11 =LEN(C4)
Srinath Sarma 13 =LEN(C5)
N Shivkumar 11 =LEN(C6)
Rabish Pande 12 =LEN(C7)
P Ganesan 9 =LEN(C8)
What Does It Do ?
This function counts the number of characters, including spaces and numbers, in a piece of text.
Syntax
=LEN(Text)
Formatting
No Special formatting is needed.
Example
This example shows how the =LEN() function is used in a formula which extracts the
second name from a text entry containing both first and second names.
Original Text
Rabish Pande 7 =FIND(" ",C24)
This is the position of the space.
Srinath Sarma 5 =LEN(C24)-FIND(" ",C24)
This is the length of the second name.
Calculated by taking the overall length of the complete
name and subtracting the position of the space.
=RIGHT(C24,LEN(C24)-FIND(" ",C24))
This is just the second name.
Calculated by using the =RIGHT() function to extract
the rightmost characters up to the length of
the second name.
Page 235
LEN
BACK
Page 236
LEFT
BACK
Number Of
Characters
Text Required Left String
N Shivkumar 1 N =LEFT(C4,D4)
Srinath Sarma 2 Sr =LEFT(C5,D5)
N Shivkumar 3 NS =LEFT(C6,D6)
Rabish Pande 6 Rabish =LEFT(C7,D7)
P Ganesan 4 P Ga =LEFT(C8,D8)
What Does It Do ?
This function displays a specified number of characters from the left hand side of a
piece of text.
Syntax
=LEFT(OriginalText,NumberOfCharactersRequired)
Formatting
No special formatting is needed.
Example
The following table was used to extract the first name of a person from their full name.
The =FIND() function was used to locate position of the space between the first and second name.
The length of the first name is therefore the position of the space minus one character.
The =LEFT() function can now extract the first name based on the position of the space.
Full Name First Name
N Shivkumar N =LEFT(C27,FIND(" ",C27)-1)
Srinath Sarma Srinath =LEFT(C28,FIND(" ",C28)-1)
Rabish Pande Rabish =LEFT(C29,FIND(" ",C29)-1)
Page 237
LEFT
BACK
Page 238
LCM
BACK
Least
Common
Numbers Multiple
6 20 60 =LCM(C4,D4)
12 18 36 =LCM(C5,D5)
34 96 1632 =LCM(C6,D6)
What Does It Do ?
This function calculate the Least Common Multiple, which is the smallest number
that can be divided by each of the given numbers.
Syntax
=LCM(Number1,Number2,Number3... through to Number29)
Formatting
No special formatting is needed.
Page 239
LARGE
BACK
Values Highest Value 800 =LARGE(C4:C8,1)
120 2nd Highest Value 250 =LARGE(C4:C8,2)
800 3rd Highest Value 120 =LARGE(C4:C8,3)
100 4th Highest Value 120 =LARGE(C4:C8,4)
120 5th Highest Value 100 =LARGE(C4:C8,5)
250
What Does It Do ?
This function examines a list of values and picks the value at a user specified position
in the list.
Syntax
=LARGE(ListOfNumbersToExamine,PositionToPickFrom)
Formatting
No special formatting is needed.
Example
The following table was used to calculate the top 3 sales figures between Jan, Feb and Mar.
Sales Jan Feb Mar
North Rs.5,000.00 Rs.6,000.00 Rs.4,500.00
South Rs.5,800.00 Rs.7,000.00 Rs.3,000.00
East Rs.3,500.00 Rs.2,000.00 Rs.10,000.00
West Rs.12,000.00 Rs.4,000.00 Rs.6,000.00
Highest Value Rs.12,000.00 =LARGE(D24:F27,1)
2nd Highest Value Rs.10,000.00 =LARGE(D24:F27,2)
3rd Highest Value Rs.7,000.00 =LARGE(D24:F27,3)
Note
Another way to find the Highest and Lowest values would have been to use
the =MAX() and =MIN() functions.
Highest Rs.12,000.00 =MAX(D24:F27)
Lowest Rs.2,000.00 =MIN(D24:F27)
Page 240
LARGE
BACK
Page 241
ISTEXT
BACK
Cell To Test Result
Hello TRUE =ISTEXT(D4)
1 FALSE =ISTEXT(D5)
25-Dec-98 FALSE =ISTEXT(D6)
FALSE =ISTEXT(D7)
What Does It Do ?
This functions tests an entry to determine whether it is text.
If the entry is text is shows TRUE.
If the entry is any other type it shows FALSE.
Syntax
=ISTEXT(CellToTest)
Formatting
No special formatting is needed.
Example
The following table was used by a personnel department to lookup the salary of an employee.
The employee can be entered as a Name or as a Numeric value.
The =ISTEXT() function has been used to identify the type of entry made, and then
the =IF() decides which VLOOKUP to perform.
ID No. Name Salary
1 Sachin Rs.10,000.00
2 Rahul Rs.12,000.00
3 Dhoni Rs.8,000.00
4 Yuvraj Rs.15,000.00
5 Zaheer Rs.12,000.00
Type Employee Name or ID : 1
The Salary is : Rs.10,000.00
=IF(ISTEXT(E33),VLOOKUP(E33,D27:E31,2,FALSE),VLOOKUP(E33,C27:E31,3,FALSE))
Page 242
ISTEXT
BACK
Page 243
ISREF
BACK
TRUE =ISREF(A1)
#NAME? =ISREF(B99)
#NAME? =ISREF(Hello)
FALSE =ISREF(10)
FALSE =ISREF(NOW())
FALSE =ISREF("A1")
#NAME? =ISREF(XX99)
What Does It Do ?
This function shows TRUE if given a cell address, or FALSE for any other type of value.
Its a bit of an odd one, and is normally used in macros rather than on the worksheet.
Syntax
=ISREF(ValueToTest)
The ValueToTest can be any type of data, but when used on the worksheet, it cannot be a
reference to the contents of another cell, as the reference will itself be evaluated by the function.
Formatting
No special formatting is needed.
Page 244
ISREF
BACK
Page 245
ISODD
BACK
Number Is it Odd
1 TRUE =ISODD(C4)
2.1 FALSE =ISODD(C5)
2.5 FALSE =ISODD(C6)
2.6 FALSE =ISODD(C7)
3.5 TRUE =ISODD(C8)
3.6 TRUE =ISODD(C9)
Hello Err:504 =ISODD(C10)
1-Feb-98 TRUE =ISODD(C11)
1-Feb-96 FALSE =ISODD(C12)
What Does It Do ?
This function tests a number to determine whether it is odd.
An odd number is shown as TRUE an even number is shown as FALSE.
Note that decimal fractions are ignored.
Note that dates can be odd or even.
Note that text entries result in the #VALUE! error.
Syntax
=ISODD(CellToTest)
Formatting
No special formatting is required.
Page 246
ISODD
BACK
Page 247
ISNUMBER
BACK
Cell Entry Result
1 TRUE =ISNUMBER(D4)
1-Jan-98 TRUE =ISNUMBER(D5)
FALSE =ISNUMBER(D6)
#DIV/0! FALSE =ISNUMBER(D7)
Hello FALSE =ISNUMBER(D8)
What Does It Do ?
This function examines a cell or calculation to determine whether it is a numeric value.
If the cell or calculation is a numeric value the result TRUE is shown.
If the cell or calculation is not numeric, or is blank, the result FALSE is shown.
Syntax
=ISNUMBER(CellToTest)
The cell to test can be a cell reference or a calculation.
Formatting
No special formatting is needed.
Example
The following table was used by a personnel department to lookup the salary of an employee.
The employee can be entered as a Name or as a Numeric value.
The =ISNUMBER() function has been used to identify the type of entry made, and then
the =IF() decides which VLOOKUP to perform.
ID No. Name Salary
1 Alan Rs.10,000.00
2 Eric Rs.12,000.00
3 Carol Rs.8,000.00
4 Bob Rs.15,000.00
5 David Rs.12,000.00
Type Employee Name or ID : eric
The Salary is : Rs.12,000.00
=IF(ISNUMBER(E35),VLOOKUP(E35,C29:E33,3,FALSE),VLOOKUP(E35,D29:E33,2,FALSE))
Page 248
ISNUMBER
BACK
Page 249
ISNONTEXT
BACK
Item To Test Is It A Number?
10 TRUE =ISNONTEXT(C4)
Hello FALSE =ISNONTEXT(C5)
TRUE =ISNONTEXT(C6)
1-Jan-98 TRUE =ISNONTEXT(C7)
1OO FALSE =ISNONTEXT(C8)
What Does It Do?
This functions tests an entry to determine whether it is a number, rather than text.
It would be used to ensure that only numeric entries are used in calculations, rather
than text which looks like a number, such as typing the letter O instead of zero 0.
The function is normally used with other function such as the =IF() function.
Syntax
=ISNONTEXT(CellToTest)
Formatting
No special formatting.
Examples
The following table is used by an electrical retailer to calculate the selling price
of an item based on the buying price and the shop mark-up.
Table 1 shows the #VALUE! error generated when a number, 300, is entered
using the letter O instead of the zero 0.
Table 1
Item Buying Price Mark-up Profit
Radio 400 150% 600
TV 800 200% 1600
Video 3OO 150% 0 =D32*E32
Table 2 shows how the error is trapped using the =ISNONTEXT function and
the =IF() function in the calculation.
Table 2
Item Buying Price Mark-up Profit
Radio 400 150% 600
TV 800 200% 1600
Video 3OO 150% Retype the Price
=IF(ISNONTEXT(D40),D40*E40,"Retype the Price")
Page 250
ISNONTEXT
BACK
=D32*E32
Page 251
ISNA
BACK
Number Result
1 FALSE =ISNA(C4)
Hello FALSE =ISNA(C5)
FALSE =ISNA(C6)
1-Jan-98 FALSE =ISNA(C7)
#N/A TRUE =ISNA(C8)
What Does It Do?
This function tests a cell to determine whether it contains the Not Available error #N/A.
The #N/A is generated when a function cannot work properly because of missing data.
The #N/A can also be typed in to a cell by the user to indicate the cell is currently empty,
but will be used for data entry in the future.
The function is normally used with other functions such as the =IF() function.
Syntax
=ISNA(CellToTest)
Formatting
No special formatting is needed.
Page 252
ISLOGICAL
BACK
Cell To Test Result
FALSE TRUE =ISLOGICAL(D4)
TRUE TRUE =ISLOGICAL(D5)
FALSE =ISLOGICAL(D6)
20 FALSE =ISLOGICAL(D7)
1-Jan-98 FALSE =ISLOGICAL(D8)
Hello FALSE =ISLOGICAL(D9)
#DIV/0! FALSE =ISLOGICAL(D10)
What Does It Do ?
This function tests a cell to determine whether the cell contents are logical.
The logical values can only be TRUE or FALSE.
If the cell does contain a logical value, the result TRUE is shown.
If the cell does not contain a logical value, the result FALSE is shown.
Syntax
=ISLOGICAL(CellToTest)
Formatting
No special formatting is needed.
Page 253
ISEVEN
BACK
Number Is it Even
1 FALSE =ISEVEN(C4)
2 TRUE =ISEVEN(C5)
2.5 TRUE =ISEVEN(C6)
2.6 TRUE =ISEVEN(C7)
3.5 FALSE =ISEVEN(C8)
3.6 FALSE =ISEVEN(C9)
Hello Err:504 =ISEVEN(C10)
1-Feb-98 FALSE =ISEVEN(C11)
1-Feb-96 TRUE =ISEVEN(C12)
What Does It Do ?
This function tests a number to determine whether it is even.
An even number is shown as TRUE an odd number is shown as FALSE.
Note that decimal fractions are ignored.
Note that dates can be even or odd.
Note that text entries result in the #VALUE! error.
Syntax
=ISEVEN(CellToTest)
Formatting
No special formatting is required.
Page 254
ISERROR
BACK
Cell to test Result
3 FALSE =ISERROR(D4)
#DIV/0! TRUE =ISERROR(D5)
#NAME? TRUE =ISERROR(D6)
#NAME? TRUE =ISERROR(D7)
Err:502 TRUE =ISERROR(D8)
Err:502 TRUE =ISERROR(D9)
#N/A TRUE =ISERROR(D10)
What Does It Do ?
This function tests a cell or calculation to determine whether an error has been generated.
It will show TRUE for any type of error and FALSE if no error is found.
Syntax
=ISERROR(CellToTest)
The CellToTest can be a cell reference or a formula.
Formatting
No special formatting is needed.
Example
The following tables was used to calculate the difference between two dates.
Table 1 shows an error due to the fact that the first entry was entered using an inappropriate
date format.
Table 1
Start date : Jan 01 98
End date : 5-Jan-98
Difference : 3-Jan-00 =D31-D30
Table 2 shows how the =ISERROR() function has been used to trap the error and inform the
user that there has been an error in the data entry.
Table 2
Start date : Jan 01 98
End date : 5-Jan-98
Difference : 3-Jan-00
=IF(ISERROR(D40-D39),"Error in data entry",D40-D39)
Page 255
ISERROR
BACK
Page 256
ISERR
BACK
Cell to test Result
3 FALSE =ISERR(D4)
#DIV/0! TRUE =ISERR(D5)
#NAME? TRUE =ISERR(D6)
#NAME? TRUE =ISERR(D7)
Err:502 TRUE =ISERR(D8)
Err:502 TRUE =ISERR(D9)
#N/A FALSE =ISERR(D10)
What Does It Do ?
This function tests a cell and shows TRUE if there is an error value in the cell.
It will show FALSE if the contents of the cell calculate without an error, or if the error
is the #NA message.
Syntax
=ISERR(CellToTest)
The CellToTest can be a cell reference or a calculation.
Formatting
No special formatting is needed.
Example
The following tables were used by a publican to calculate the cost of a single bottle
of champagne, by dividing the cost of the crate by the quantity of bottles in the crate.
Table 1 shows what happens when the value zero 0 is entered as the number of bottles.
The #DIV/0 indicates that an attempt was made to divide by zero 0, which Excel does not do.
Table 1
Cost Of Crate : Rs.24.00
Bottles In Crate : 0
Cost of single bottle : #DIV/0! =E32/E33
Table 2 shows how this error can be trapped by using the =ISERR() function.
Table 2
Cost Of Crate : Rs.24.00
Bottles In Crate : 0
Cost of single bottle : Try again! =IF(ISERR(E40/E41),"Try again!",E40/E41)
Page 257
ISERR
BACK
Page 258
ISBLANK
BACK
Data Is The Cell Blank
1 FALSE =ISBLANK(C4)
Hello FALSE =ISBLANK(C5)
TRUE =ISBLANK(C6)
25-Dec-98 FALSE =ISBLANK(C7)
What Does It Do?
This function will determine if there is an entry in a particular cell.
It can be used when a spreadsheet has blank cells which may cause errors, but which
will be filled later as the data is received by the user.
Usually the function is used in conjunction with the =IF() function which can test the result
of the =ISBLANK()
Syntax
=ISBLANK(CellToTest)
Formatting
Used by itself the result will be shown as TRUE or FALSE.
Example
The following example shows a list of cheques received by a company.
When the cheque is cleared the date is entered.
Until the Cleared date is entered the Cleared column is blank.
While the Cleared column is blank the cheque will still be Outstanding.
When the Cleared date is entered the cheque will be shown as Banked.
The =ISBLANK() function is used to determine whether the Cleared column is empty or not.
Cheques Received Date Date
Num From Received Amount Cleared Banked Outstanding
chq1 ABC Ltd 1-Jan-98 £100 2-Jan-98 100 0
chq2 CJ Design 1-Jan-98 £200 7-Jan-98 200 0
chq3 J Smith 2-Jan-98 £50 0 50
chq4 Travel Co. 3-Jan-98 £1,000 0 1000
chq5 J Smith 4-Jan-98 £250 6-Jan-98 250 0
=IF(ISBLANK(F36),0,E36)
=IF(ISBLANK(F36),E36,0)
Totals 550 1050
Page 259
ISBLANK
BACK
Page 260
INT
BACK
Number Integer
1.5 1 =INT(C4)
2.3 2 =INT(C5)
10.75 10 =INT(C6)
-1.48 -2 =INT(C7)
What Does It Do ?
This function rounds a number down to the nearest whole number.
Syntax
=INT(Number)
Formatting
No special formatting is needed.
Example
The following table was used by a school to calculate the age a child when the
school year started.
A child can only be admitted to school if they are over 8 years old.
The Birth Date and the Term Start date are entered and the age calculated.
Table 1 shows the age of the child with decimal places
Table 1
Birth Date Term Start Age
1-Jan-80 1-Sep-88 8.67 =(D27-C27)/365.25
5-Feb-81 1-Sep-88 7.57
20-Oct-79 1-Sep-88 8.87
1-Mar-81 1-Sep-88 7.5
Table 2 shows the age of the child with the Age formatted with no decimal places.
This has the effect of increasing the child age.
Table 2
Birth Date Term Start Age
1-Jan-80 1-Sep-88 9 =(D38-C38)/365.25
5-Feb-81 1-Sep-88 8
20-Oct-79 1-Sep-88 9
1-Mar-81 1-Sep-88 8
Table 3 shows the age of the child with the Age calculated using the =INT() function to
remove the decimal part of the number to give the correct age.
Table 3
Birth Date Term Start Age
1-Jan-80 1-Sep-88 8 =INT((D49-C49)/365.25)
Page 261
INT
5-Feb-81 1-Sep-88 7
20-Oct-79 1-Sep-88 8
1-Mar-81 1-Sep-88 7
Note
The age is calculated by subtracting the Birth Date from the Term Start to find the
age of the child in days.
The number of days is then divided by 365.25
The reason for using 365.25 is to take account of the leap years.
Page 262
INT
BACK
Page 263
INT
Page 264
INDIRECT
BACK
Jan Feb Mar
North 10 20 30
South 40 50 60
East 70 80 90
West 100 110 120
Type address of any of the cells in the above table, such as G6 : G6
The value in the cell you typed is : 80 =INDIRECT(H9)
What Does It Do ?
This function converts a plain piece of text which looks like a cell address into a usable
cell reference.
The address can be either on the same worksheet or on a different worksheet.
Syntax
=INDIRECT(Text)
Formatting
No special formatting is needed.
Example 1
This example shows how data can be picked form other worksheets by using
the worksheet name and a cell address.
The example uses three other worksheets named NORTH, SOUTH and EAST.
The data on these three sheets is laid out in the same cells on each sheet.
When a reference to a sheet is made the exclamation symbol ! needs to be placed
between the sheet name and cell address acting as punctuation.
Type the name of the sheet, such as North : North
Type the cell to pick data from, such as C8 : C8
The contents of the cell C8 on North is : Err:502 =INDIRECT(G33&"!"&G34)
The =INDIRECT() created a reference to =NORTH!C8
Example 2
This example uses the same data as above, but this time the =SUM() function is
used to calculate a total from a range of cells.
Type the name of the sheet, such as South : South
Type the start cell of the range, such as C5 : C5
Type the end cell of the range, such as C7 : C7
The sum of the range C5:C7 on South is : Err:502
=SUM(INDIRECT(G44&"!"&G45&":"&G46))
Page 265
INDIRECT
The =INDIRECT() created a reference to =SUM(SOUTH!C5:C7)
Page 266
INDEX
BACK
Holiday booking price list.
People
Weeks 1 2 3 4
1 Rs.500.00 Rs.300.00 Rs.250.00 Rs.200.00
2 Rs.600.00 Rs.400.00 Rs.300.00 Rs.250.00
3 Rs.700.00 Rs.500.00 Rs.350.00 Rs.300.00
How many weeks required : 2
How many people in the party : 4
Cost per person is : Rs.250.00 =INDEX(D7:G9,G11,G12)
What Does It Do ?
This function picks a value from a range of data by looking down a specified number
of rows and then across a specified number of columns.
It can be used with a single block of data, or non-continuos blocks.
Syntax
There are various forms of syntax for this function.
Syntax 1
=INDEX(RangeToLookIn,Coordinate)
This is used when the RangeToLookIn is either a single column or row.
The Co-ordinate indicates how far down or across to look when picking the data from the range.
Both of the examples below use the same syntax, but the Co-ordinate refers to a row when
the range is vertical and a column when the range is horizontal.
Colours
Red
Green
Blue Size Large Medium
Type either 1, 2 or 3 : 2 Type either 1, 2 or 3 : 2
The colour is : Green The size is : Err:504
=INDEX(D32:D34,D36) =INDEX(G34:I34,H36)
Page 267
INDEX
Syntax 2
=INDEX(RangeToLookIn,RowCoordinate,ColumnColumnCordinate)
This syntax is used when the range is made up of rows and columns.
Country Currency Population Capital
India Rupees 150 M Delhi
France Franc 40 M Paris
Germany DM 60 M Bonn
Spain Peseta 30 M Barcelona
Type 1,2,3 or 4 for the country : 1
Type 1,2 or 3 for statistics : 3
The result is : Delhi =INDEX(D45:F48,F50,F51)
Page 268
INDEX
BACK
=INDEX(D7:G9,G11,G12)
rom the range.
Small
Page 269
INDEX
5:F48,F50,F51)
Page 270
IF
BACK
Name Sales Target Result
Alan 1000 5000 Not Achieved =IF(C4>=D4,"Achieved","Not Achieved")
Bob 6000 5000 Achieved =IF(C5>=D5,"Achieved","Not Achieved")
Carol 2000 4000 Not Achieved =IF(C6>=D6,"Achieved","Not Achieved")
What Does It Do?
This function tests a condition.
If the condition is met it is considered to be TRUE.
If the condition is not met it is considered as FALSE.
Depending upon the result, one of two actions will be carried out.
Syntax
=IF(Condition,ActionIfTrue,ActionIfFalse)
The Condition is usually a test of two cells, such as A1=A2.
The ActionIfTrue and ActionIfFalse can be numbers, text or calculations.
Formatting
No special formatting is required.
Example 1
The following table shows the Sales figures and Targets for sales reps.
Each has their own target which they must reach.
The =IF() function is used to compare the Sales with the Target.
If the Sales are greater than or equal to the Target the result of Achieved is shown.
If the Sales do not reach the target the result of Not Achieved is shown.
Note that the text used in the =IF() function needs to be placed in double quotes "Achieved".
Name Sales Target Result
Sachin 1000 5000 Not Achieved =IF(C31>=D31,"Achieved","Not Achieved")
Rahul 6000 5000 Achieved =IF(C32>=D32,"Achieved","Not Achieved")
Gautham 2000 4000 Not Achieved =IF(C33>=D33,"Achieved","Not Achieved")
Example 2
The following table is similar to that in Example 1.
This time the Commission to be paid to the sales rep is calculated.
If the Sales are greater than or equal to the Target, the Commission is 10% of Sales.
If the Sales do not reach Target, the Commission is only 5% of Sales.
Name Sales Target Commission
Sachin 1000 5000 50 =IF(C43>=D43,C43*10%,C43*5%)
Rahul 6000 5000 600 =IF(C44>=D44,C44*10%,C44*5%)
Gautham 2000 4000 100 =IF(C45>=D45,C45*10%,C45*5%)
Example 3
Page 271
IF
This example uses the =AND() within the =IF() function.
A builders merchant gives 10% discount on certain product lines.
The discount is only given on products which are on Special Offer, when the Order Value
is £1000 or above.
The =AND() function is used with the =IF() to check that the product is on offer and that
the value of the order is above £1000.
Special Order
Product Offer Value Discount Total
Wood Yes Rs.2,000.00 Rs.200.00 Rs.1,800.00
Glass No Rs.2,000.00 Rs.0.00 Rs.2,000.00
Cement Yes Rs.500.00 Rs.0.00 Rs.500.00
Turf Yes Rs.3,000.00 Rs.300.00 Rs.2,700.00
=IF(AND(C61="Yes",D61>=1000),D61*10%,0)
Page 272
HOUR
BACK
Number Hour
21:15 21 =HOUR(C4)
0.25 6 =HOUR(C5)
What Does It Do?
The function will show the hour of the day based upon a time or a number.
Syntax
=HOUR(Number)
Formatting
The result will be shown as a normal number between 0 and 23.
Page 273
HLOOKUP
Jan Feb Mar row 1 The row numbers are not needed.
10 80 97 row 2 they are part of the illustration.
20 90 69 row 3
30 100 45 row 4
40 110 51 row 5
50 120 77 row 6
Type a month to look for : Feb
Which row needs to be picked out : 4
The result is : 100 =HLOOKUP(F10,D3:F10,F11,FALSE)
What Does It Do ?
This function scans across the column headings at the top of a table to find a specified item.
When the item is found, it then scans down the column to pick a cell entry.
Syntax
=HLOOKUP(ItemToFind,RangeToLookIn,RowToPickFrom,SortedOrUnsorted)
The ItemToFind is a single item specified by the user.
The RangeToLookIn is the range of data with the column headings at the top.
The RowToPickFrom is how far down the column 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.
Page 274
HLOOKUP
Example 1
This table is used to find a value based on a specified month and name.
The =HLOOKUP() is used to scan across to find the month.
The problem arises when we need to scan down to find the row adjacent to the name.
To solve the problem the =MATCH() function is used.
The =MATCH() looks through the list of names to find the name we require. It then calculates
the position of the name in the list. Unfortunately, because the list of names is not as deep
as the lookup range, the =MATCH() number is 1 less than we require, so and extra 1 is
added to compensate.
The =HLOOKUP() now uses this =MATCH() number to look down the month column and
picks out the correct cell entry.
The =HLOOKUP() uses FALSE at the end of the function to indicate to Excel that the
column headings are not sorted, even though to us the order of Jan,Feb,Mar is correct.
If they were sorted alphabetically they would have read as Feb,Jan,Mar.
Jan Feb Mar
Sachin 10 80 97
Rahul 20 90 69
Sehwag 30 100 45
Dhoni 40 110 51
Yuvraj 50 120 77
Type a month to look for : feb
Type a name to look for : Sachin
The result is : 80
=HLOOKUP(F54,D47:F54,MATCH(F55,C48:C52,0)+1,FALSE)
Page 275
HLOOKUP
Example 2
This example shows how the =HLOOKUP() is used to pick the cost of a spare part for
different makes of cars.
The =HLOOKUP() scans the column headings for the make of car specified in column B.
When the make is found, the =HLOOKUP() then looks down the column to the row specified
by the =MATCH() function, which scans the list of spares for the item specified in column C.
The function uses the absolute ranges indicated by the dollar symbol $. This ensures that
when the formula is copied to more cells, the ranges for =HLOOKUP() and =MATCH() do
not change.
Maker Spare Cost
Vauxhall Ignition Rs.50.00 Vauxhall Ford VW
VW GearBox Rs.600.00 GearBox 500 450 600
Ford Engine Rs.1,200.00 Engine 1000 1200 800
VW Steering Rs.275.00 Steering 250 350 275
Ford Ignition Rs.70.00 Ignition 50 70 45
Ford CYHead Rs.290.00 CYHead 300 290 310
Vauxhall GearBox Rs.500.00
Ford Engine Rs.1,200.00
=HLOOKUP(B79,G72:I77,MATCH(C79,F73:F77,0)+1,FALSE)
Page 276
HLOOKUP
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.
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 across the top 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.
=HLOOKUP(C127,E111:G112,2,FALSE)
The discount is then looked up in the Discount Table
If the Quantity Ordered matches a value at the top of the Discount Table the =HLOOKUP will
look down the column to find the correct discount.
The TRUE option has been used at the end of the function to indicate that the values
across the top 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 top 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
the 100 column is used.
=HLOOKUP(D127,E115:G118,MATCH(C127,D116:D118,0)+1,TRUE)
Unit Cost Table
Brick Wood Glass
Rs.2.00 Rs.1.00 Rs.3.00
Discount Table
1 100 300
Brick 0% 6% 8%
Wood 0% 3% 5%
Glass 0% 12% 15%
Orders Table
Item Units Unit Cost Discount Total
Brick 100 Rs.2.00 6% Rs.188.00
Wood 200 Rs.1.00 3% Rs.194.00
Glass 150 Rs.3.00 12% Rs.396.00
Brick 225 Rs.2.00 6% Rs.423.00
Wood 50 Rs.1.00 0% Rs.50.00
Glass 500 Rs.3.00 15% Rs.1,275.00
Unit Cost =HLOOKUP(C127,E111:G112,2,FALSE)
Discount =HLOOKUP(D127,E115:G118,MATCH(C127,D116:D118,0)+1,TRUE)
Page 277
GESTEP
BACK
Number1 Number2 GESTEP
10 20 0 =GESTEP(C4,D4)
50 20 1 =GESTEP(C5,D5)
99 100 0 =GESTEP(C6,D6)
100 100 1 =GESTEP(C7,D7)
101 100 1 =GESTEP(C8,D8)
2 1 =GESTEP(C9,D9)
2 0 =GESTEP(C10,D10)
What Does It Do ?
This function test a number to see if it is greater than or equal to another number.
If the number is greater than or equal, the result of 1 will be shown, otherwise 0 is shown.
Syntax
=GESTEP(NumberToTest,NumberToTestAgainst)
Formatting
No special formatting is needed.
Example
The following table was used to calculate how many sales staff achieved their targets.
The =GESTEP() function compares the Sales with Target, and the results are totalled.
Name Sales Target GESTEP
Sachin Rs.3,000.00 Rs.4,000.00 0 =GESTEP(D27,E27)
Rahul Rs.5,000.00 Rs.4,000.00 1 =GESTEP(D28,E28)
Dhoni Rs.1,000.00 Rs.2,000.00 0 =GESTEP(D29,E29)
Yuvraj Rs.2,000.00 Rs.2,000.00 1 =GESTEP(D30,E30)
Zaheer Rs.8,000.00 Rs.7,000.00 1 =GESTEP(D31,E31)
Targets Achieved 3 =SUM(F27:F31)
Page 278
GCD
BACK
Greatest
Numbers Divisor
6 15 3 =GCD(C4,D4)
28 49 7 =GCD(C5,D5)
5 99 1 =GCD(C6,D6)
Greatest
Numbers Divisor
18 72 96 6 =GCD(C9,D9,E9)
300 500 200 100 =GCD(C10,D10,E10)
2.5 4 6 0.5 =GCD(C11,D11,E11)
What Does It Do ?
This function calculates the largest number which can be used to divided all the
values specified.
The result is always a whole number.
Where there is no common divisor the value of 1 is used.
Decimal fractions are ignored.
Syntax
=GCD(Number1,Number2,Number3... through to Number29)
Formatting
No special formatting is needed.
Page 279
FREQUENCY
BACK
Jan Feb Mar
North Rs.5,000.00 Rs.6,000.00 Rs.4,500.00
South Rs.5,800.00 Rs.7,000.00 Rs.3,000.00
East Rs.3,500.00 Rs.2,000.00 Rs.10,000.00
West Rs.12,000.00 Rs.4,000.00 Rs.6,000.00
Sales Rs. 4000 and below Rs.4,000.00 4 {=FREQUENCY(D4:F7,E9:E11)}
Sales above Rs. 4000 upto Rs. 6000 Rs.6,000.00 5 {=FREQUENCY(D4:F7,E9:E11)}
Salaes above Rs. 6000 Rs.999,999.00 3 {=FREQUENCY(D4:F7,E9:E11)}
What Does It Do ?
This function compares a range of data against a list of intervals.
The result shows how many items in the range of data fall between the intervals.
The function is entered in the cells as an array, that is why it is enclosed in { } braces.
Syntax
=FREQUENCY(RangeOfData,ListOfIntervals)
Formatting
No special formatting is needed.
Example 1
The following tables were used to record the weight of a group of children.
The =FREQUENCY() function was then used to calculate the number of children whose
weights fell between specified intervals.
Weight Kg Number Of Children:
Child 1 20.47 Between 0 - 15 Kg
Child 2 22.83 Above 15 but less than or equal to 20 Kg
Child 3 15.74 Above 20 Kg
Child 4 10.80 {=FREQUENCY(C30:C38,C41:C43)}
Child 5 8.28 {=FREQUENCY(C30:C38,C41:C43)}
Child 6 20.66 {=FREQUENCY(C30:C38,C41:C43)}
Child 7 17.36
Child 8 16.67
Child 9 18.01
Kg Weight Intervals
15
20
100
Page 280
FREQUENCY
Example 2
This example uses characters instead of values.
A restaurant has asked 40 customers for their rating of the food in the restaurant.
The ratings were entered into a table as a single letter, E, V, A, P or D.
The manager now wants to calculate how many responses fell into each category.
Unfortunately, the =FREQUENCY() function ignores text entries, so how can the frequency
of text be calculated?
The answer is to use the =CODE() and =UPPER() functions.
The =UPPER() forces all the text entries to be considered as capital letters.
The =CODE() function calculates the unique ANSI code for each character.
As this code is a numeric value, the =FREQUENCY() function can then be used!
Rating Frequency
Excellent E 9 {=FREQUENCY(CODE(UPPER(B67:I71)),CODE(UPPER(C60:C64)))}
Very Good V 9 {=FREQUENCY(CODE(UPPER(B67:I71)),CODE(UPPER(C60:C64)))}
Average A 6 {=FREQUENCY(CODE(UPPER(B67:I71)),CODE(UPPER(C60:C64)))}
Poor P 8 {=FREQUENCY(CODE(UPPER(B67:I71)),CODE(UPPER(C60:C64)))}
Disgusting D 8 {=FREQUENCY(CODE(UPPER(B67:I71)),CODE(UPPER(C60:C64)))}
Customer Ratings
V D V A p A D
V P a D A P V
A V E P p E D
A E d V D P a
V e P P A V E
Page 281
FREQUENCY
BACK
UENCY(D4:F7,E9:E11)}
UENCY(D4:F7,E9:E11)}
UENCY(D4:F7,E9:E11)}
2
4
3
ENCY(C30:C38,C41:C43)}
ENCY(C30:C38,C41:C43)}
ENCY(C30:C38,C41:C43)}
Page 282
FREQUENCY
PPER(C60:C64)))}
PPER(C60:C64)))}
PPER(C60:C64)))}
PPER(C60:C64)))}
PPER(C60:C64)))}
D
d
A
E
D
Page 283
FORECAST
BACK
Month Sales
1 Rs.1,000.00
2 Rs.2,000.00
3 Rs.2,500.00
4 Rs.3,500.00
5 Rs.3,800.00
6 Rs.4,000.00
Type the month number to predict : 12
The Forecast sales figure is : Rs.7,997.14 =FORECAST(E11,F4:F9,E4:E9)
What Does It Do ?
This function uses two sets of values to predict a single value.
The predicted value is based on the relationship between the two original sets of values.
If the values are sales figures for months 1 to 6, (Jan to Jun), you can use the function
to predict what the sales figure will be in any other month.
The way in which the prediction is calculated is based upon the assumption of a Linear Trend.
Syntax
=FORECAST(ItemToForeCast,RangeY,RangeX)
ItemToForecast is the point in the future, (or past), for which you need the forecast.
RangeY is the list of values which contain the historical data to be used as the basis
of the forecast, such as Sales figures.
RangeX is the intervals used when recording the historical data, such as Month number.
Formatting
No special formatting is needed.
Example
The following table was used by a company considering expansion of their sales team.
The Size and Performance of the previous teams over a period of three years were entered.
The size of the New Sales team is entered.
The =FORECAST() function is used to calculate the predicted performance for the new sales
team based upon a linear trend.
Size Of Known
Year Sales Team Performance
1996 10 Rs.5,000.00
1997 20 Rs.8,000.00
1998 30 Rs.8,500.00
Size Of The New Sales Team : 40
Estimated Forecast Of Performance : Rs.10,666.67 =FORECAST(E43,E39:E41,D39:D41)
Page 284
FLOOR
BACK
Number Rounded Down
1.5 1 =FLOOR(C4,1)
2.3 2 =FLOOR(C5,1)
2.9 2 =FLOOR(C6,1)
123 100 =FLOOR(C7,50)
145 100 =FLOOR(C8,50)
175 150 =FLOOR(C9,50)
What Does It Do ?
This function rounds a value down to the nearest multiple specified by the user.
Syntax
=FLOOR(NumberToRound,SignificantValue)
Formatting
No special formatting is needed.
Example
The following table was used to calculate commission for members of a sales team.
Commission is only paid for every £1000 of sales.
The =FLOOR() function has been used to round down the Actual Sales to the
nearest 1000, which is then used as the basis for Commission.
Name Actual Sales Relevant Sales Commission
Alan Rs.23,500.00 Rs.23,000.00 Rs.230.00
Bob Rs.56,890.00 Rs.56,000.00 Rs.560.00
Carol Rs.18,125.00 Rs.18,000.00 Rs.180.00
=FLOOR(D29,1000)
Page 285
FLOOR
BACK
Page 286
FIXED
BACK
Original Converted
Number To Text
10 10.00 =FIXED(C4)
10 10 =FIXED(C5,0)
10 10.0 =FIXED(C6,1)
10 10.00 =FIXED(C7,2)
10.25 10.25 =FIXED(C8)
10.25 10 =FIXED(C9,0)
10.25 10.3 =FIXED(C10,1)
10.25 10.25 =FIXED(C11,2)
1000 1,000.00 =FIXED(C12)
1000.23 1,000 =FIXED(C13,0)
1000.23 1000 =FIXED(C14,0,TRUE)
What Does It Do ?
This function converts a numeric value to text.
During the conversion the value can be rounded to a specific number of decimal places,
and commas can be inserted at the 1,000's.
Syntax
=FIXED(NumberToConvert,DecimalPlaces,Commas)
If DecimalPlaces places is not specified the function will assume 2.
The Commas option can be TRUE for commas or FALSE for no commas.
If the Commas is not specified the function will assume TRUE.
Formatting
No special formatting is needed.
Note that any further formatting with the Format, Cells, Number command will not have any effect.
Page 287
FIXED
BACK
Page 288
FIND
BACK
Text Letter To Find Position Of Letter
Hello e 2 =FIND(D4,C4)
Hello H 1 =FIND(D5,C5)
Hello o 5 =FIND(D6,C6)
Alan Williams a 3 =FIND(D7,C7)
Alan Williams a 11 =FIND(D8,C8,6)
Alan Williams T #VALUE! =FIND(D9,C9)
What Does It Do?
This function looks for a specified letter inside another piece of text.
When the letter is found the position is shown as a number.
If the text contains more than one reference to the letter, the first occurrence is used.
An additional option can be used to start the search at a specific point in the text, thus
enabling the search to find duplicate occurrences of the letter.
If the letter is not found in the text, the result #VALUE is shown.
Syntax
=FIND(LetterToLookFor,TextToLookInside,StartPosition)
LetterToLookFor : This needs to be a single character.
TextToLookInside : This is the piece of text to be searched through.
StartPosition : This is optional, it specifies at which point in the text the search should begin.
Formatting
No special formatting is needed, the result will be shown as a number.
Page 289
FIND
BACK
Page 290
FACT
BACK
Number Factorial
3 6 =FACT(C4)
3.5 6 =FACT(C5)
5 120 =FACT(C6)
10 3,628,800 =FACT(C7)
20 2,432,902,008,176,640,000 =FACT(C8)
What Does It Do ?
This function calculates the factorial of a number.
The factorial is calculated as 1*2*3*4..etc.
The factorial of 5 is calculated as 1*2*3*4*5, which results in 120.
Decimal fractions of the number are ignored.
Syntax
=FACT(Number)
Formatting.
No special formatting is needed.
Page 291
EXACT
BACK
Text1 Text2 Result
Hello Hello TRUE =EXACT(C4,D4)
Hello hello FALSE =EXACT(C5,D5)
Hello Goodbye FALSE =EXACT(C6,D6)
What Does It Do?
This function compares two items of text and determine whether they are exactly the same.
The case of the characters is taken into account, only words which are spelt the same and
which have upper and lower case characters in the same position will be considered as equal.
Syntax
=EXACT(Text1,Text2)
Only two items of text can be compared.
Formatting
If the two items of text are exactly the same the result of TRUE will be shown.
If there is any difference in the two items of text the result of FALSE will be shown.
Example
Here is a simple password checking formula.
You need to guess the correct password.
The password is the name of a colour, either red blue or green.
The case of the password is important.
The =EXACT() function is used to check your guess.
Guess the password : red
Is it correct : No
(To stop you from cheating, the correct password has been entered as a series of =CHAR()
functions, which use the ANSI number of the characters rather than the character itself!)
Its still very easy though.
Page 292
EVEN
BACK
Original Value Evenly Rounded
1 2 =EVEN(C4)
1.2 2 =EVEN(C5)
2.3 4 =EVEN(C6)
25 26 =EVEN(C7)
What Does It Do ?
This function round a number up the nearest even whole number.
Syntax
=EVEN(Number)
Formatting
No special formatting is needed.
Example
The following table is used by a garage which repairs cars.
The garage is repairing a fleet of cars from three manufactures.
Each manufacturer uses a different type of windscreen wiper which are only supplied in pairs.
Table 1 was used to enter the number of wipers required for each type of car
and then show how many pairs need to be ordered.
Table 1
Car Wipers To Order Pairs to Order
Maruthi 5 3 =EVEN(D28)/2
Swift 9 5 =EVEN(D29)/2
Getz 7 4 =EVEN(D30)/2
Page 293
EVEN
BACK
Page 294
ERROR.TYPE
BACK
Data The Error Error Type
10 0 #DIV/0! #NAME? =ERROR.TYPE(E4)
10 3 #NAME? #NAME? =ERROR.TYPE(E5)
10 3 #NAME? #NAME? =ERROR.TYPE(E6)
10:00 13:00 21:00 #NAME? =ERROR.TYPE(E7)
What Does It Do?
This function will show a number which corresponds to an error produced by a formula.
Syntax
=ERROR.TYPE(Error)
Error is the cell reference where the error occurred.
Formatting
The result will be formatted as a normal number.
Example
See Example 4 in the =DGET() function.
Page 295
EOMONTH
BACK
StartDate Plus Months End Of Month
5-Jan-98 2 35885 =EOMONTH(C4,D4)
5-Jan-98 2 31-Mar-98 =EOMONTH(C5,D5)
5-Jan-98 -2 30-Nov-97 =EOMONTH(C6,D6)
What Does It Do?
This function will show the last day of the month which is a specified number of months
before or after a given date.
Syntax
=EOMONTH(StartDate,Months)
Formatting
The result will normally be expressed as a number, this can be formatted to represent
a date by using the Format,Cells,Number,Date command.
Page 296
EDATE
BACK
Start Date Plus Months End Date
1-Jan-98 3 1-Apr-98 =EDATE(C4,D4)
2-Jan-98 3 2-Apr-98 =EDATE(C5,D5)
2-Jan-09 -3 2-Oct-08 =EDATE(C6,D6)
What Does It Do?
This function is used to calculate a date which is a specific number of months in the past or
in the future.
Syntax
=EDATE(StartDate,Months)
Formatting
The result will normally be expressed as a number, this can be formatted to represent
a date by using the Format,Cells,Number,Date command.
Example
This example was used by a company hiring contract staff.
The company needed to know the end date of the employment.
The Start date is entered.
The contract Duration is entered as months.
The =EDATE() function has been used to calculate the end of the contract.
Start Duration End
Tue 06-Jan-98 3 Mon 06-Apr-98 =EDATE(C27,D27)
Mon 12-Jan-98 3 Sun 12-Apr-98 =EDATE(C28,D28)
Fri 09-Jan-98 4 Sat 09-May-98 =EDATE(C29,D29)
Fri 09-Jan-98 3 Thu 09-Apr-98 =EDATE(C30,D30)
Mon 19-Jan-98 3 Sun 19-Apr-98 =EDATE(C31,D31)
Mon 26-Jan-98 3 Sun 26-Apr-98 =EDATE(C32,D32)
Mon 12-Jan-98 3 Sun 12-Apr-98 =EDATE(C33,D33)
The company decide not to end contracts on Saturday or Sunday.
The =WEEKDAY() function has been used to identify the actaul weekday number of the end date.
If the week day number is 6 or 7, (Sat or Sun), then 5 is subtracted from the =EDATE() to
ensure the end of contract falls on a Friday.
Start Duration End
Tue 06-Jan-98 3 Mon 06-Apr-98
Mon 12-Jan-98 3 Fri 10-Apr-98
Fri 09-Jan-98 4 Fri 08-May-98
Fri 09-Jan-98 3 Thu 09-Apr-98
Mon 19-Jan-98 3 Fri 17-Apr-98
Mon 26-Jan-98 3 Fri 24-Apr-98
Mon 12-Jan-98 3 Fri 10-Apr-98
Page 297
EDATE
=EDATE(C48,D48)-IF(WEEKDAY(EDATE(C48,D48),2)>5,WEEKDAY(EDATE(C48,D48),2)-5,0)
Page 298
EDATE
BACK
Page 299
EDATE
Page 300
DSUM
BACK
This is the Database range.
Life Box Boxes In Value Of
Product Wattage Hours Brand Unit Cost Quantity Stock Stock
Bulb 200 3000 Horizon Rs.4.50 4 3 Rs.54.00
Neon 100 2000 Horizon Rs.2.00 15 2 Rs.60.00
Spot 60 Rs.0.00
Other 10 8000 Sunbeam Rs.0.80 25 6 Rs.120.00
Bulb 80 1000 Horizon Rs.0.20 40 3 Rs.24.00
Spot 100 unknown Horizon Rs.1.25 10 4 Rs.50.00
Spot 200 3000 Horizon Rs.2.50 15 0 Rs.0.00
Other 25 unknown Sunbeam Rs.0.50 10 3 Rs.15.00
Bulb 200 3000 Sunbeam Rs.5.00 3 2 Rs.30.00
Neon 100 2000 Sunbeam Rs.1.80 20 5 Rs.180.00
Bulb 100 unknown Sunbeam Rs.0.25 10 5 Rs.12.50
Bulb 10 800 Horizon Rs.0.20 25 2 Rs.10.00
Bulb 60 1000 Sunbeam Rs.0.15 25 0 Rs.0.00
Bulb 80 1000 Sunbeam Rs.0.20 30 2 Rs.12.00
Bulb 100 2000 Horizon Rs.0.80 10 5 Rs.40.00
Bulb 40 1000 Horizon Rs.0.10 20 5 Rs.10.00
To calculate the total Value Of Stock of a particular Brand of bulb.
Brand These two cells are the Criteria range.
Type the brand name : Horizon
The stock value of Horizon is : Rs.248.00 =DSUM(B3:I19,I3,E23:E24)
What Does It Do ?
This function examines a list of information and produces the total.
Syntax
=DSUM(DatabaseRange,FieldName,CriteriaRange)
The DatabaseRange is the entire list of information you need to examine, including the
field names at the top of the columns.
The FieldName is the name, or cell, of the values to be totalled, such as "Value Of Stock" or I3.
The CriteriaRange is made up of two types of information.
The first set of information is the name, or names, of the Fields(s) to be used as the basis
for selecting the records, such as the category Brand or Wattage.
The second set of information is the actual record, or records, which are to be selected, such
as Horizon as a brand name, or 100 as the wattage.
Formatting
No special formatting is needed.
Examples
Page 301
DSUM
The total Value Of Stock of a particular Product of a particular Brand.
Product Brand
Bulb sunbeam
Total stock value is : Rs.54.50 =DSUM(B3:I19,I3,E49:F50)
This is the same calculation but using the name "Value Of Stock" instead of the cell address.
Rs.54.50 =DSUM(B3:I19,"Value Of Stock",E49:F50)
The total Value Of Stock of a Bulb equal to a particular Wattage.
Product Wattage
Bulb 100
Total Value Of Stock is : Rs.52.50 =DSUM(B3:I19,"Value Of Stock",E60:F61)
The total Value Of Stock of a Bulb less than a particular Wattage.
Product Wattage
Bulb <100
Total Value Of Stock is : Rs.56.00 =DSUM(B3:I19,"Value Of Stock",E67:F68)
Page 302
DSUM
BACK
Page 303
DSUM
Page 304
DMIN
BACK
This is the Database range.
Life Box Boxes In Value Of
Product Wattage Hours Brand Unit Cost Quantity Stock Stock
Bulb 200 3000 Horizon Rs.4.50 4 3 Rs.54.00
Neon 100 2000 Horizon Rs.2.00 15 2 Rs.60.00
Spot 60 Rs.0.00
Other 10 8000 Sunbeam Rs.0.80 25 6 Rs.120.00
Bulb 80 1000 Horizon Rs.0.20 40 3 Rs.24.00
Spot 100 unknown Horizon Rs.1.25 10 4 Rs.50.00
Spot 200 3000 Horizon Rs.2.50 15 1 Rs.37.50
Other 25 unknown Sunbeam Rs.0.50 10 3 Rs.15.00
Bulb 200 3000 Sunbeam Rs.5.00 3 2 Rs.30.00
Neon 100 2000 Sunbeam Rs.1.80 20 5 Rs.180.00
Bulb 100 unknown Sunbeam Rs.0.25 10 5 Rs.12.50
Bulb 10 800 Horizon Rs.0.20 25 2 Rs.10.00
Bulb 60 1000 Sunbeam Rs.0.15 25 1 Rs.3.75
Bulb 80 1000 Sunbeam Rs.0.20 30 2 Rs.12.00
Bulb 100 2000 Horizon Rs.0.80 10 5 Rs.40.00
Bulb 40 1000 Horizon Rs.0.10 20 5 Rs.10.00
To calculate lowest Value Of Stock of a particular Brand of bulb.
Brand These two cells are the Criteria range.
Type the brand name : Horizon
The MIN value of Horizon is : Rs.10.00 =DMIN(B3:I19,I3,E23:E24)
What Does It Do ?
This function examines a list of information and produces smallest value from a specified column.
Syntax
=DMIN(DatabaseRange,FieldName,CriteriaRange)
The DatabaseRange is the entire list of information you need to examine, including the
field names at the top of the columns.
The FieldName is the name, or cell, of the values to pick the Min from, such as "Value Of Stock" or I3.
The CriteriaRange is made up of two types of information.
The first set of information is the name, or names, of the Fields(s) to be used as the basis
for selecting the records, such as the category Brand or Wattage.
The second set of information is the actual record, or records, which are to be selected, such
as Horizon as a brand name, or 100 as the wattage.
Formatting
No special formatting is needed.
Examples
Page 305
DMIN
The lowest Value Of Stock of a particular Product of a particular Brand.
Product Brand
Bulb sunbeam
The lowest value is : Rs.3.75 =DMIN(B3:I19,I3,E49:F50)
This is the same calculation but using the name "Value Of Stock" instead of the cell address.
Rs.3.75 =DMIN(B3:I19,"Value Of Stock",E49:F50)
The lowest Value Of Stock of a Bulb equal to a particular Wattage.
Product Wattage
Bulb 100
The lowest Value Of Stock is : Rs.12.50 =DMIN(B3:I19,"Value Of Stock",E60:F61)
The lowest Value Of Stock of a Bulb between two Wattage values.
Product Wattage Wattage
Bulb >=80 <=100
The lowest Value Of Stock is : Rs.12.00 =DMIN(B3:I19,"Value Of Stock",E67:G68)
Page 306
DMIN
Of Stock" or I3.
Page 307
DMIN
Page 308
DMAX
BACK
This is the Database range.
Life Box Boxes In Value Of
Product Wattage Hours Brand Unit Cost Quantity Stock Stock
Bulb 200 3000 Horizon Rs.4.50 4 3 Rs.54.00
Neon 100 2000 Horizon Rs.2.00 15 2 Rs.60.00
Spot 60 Rs.0.00
Other 10 8000 Sunbeam Rs.0.80 25 6 Rs.120.00
Bulb 80 1000 Horizon Rs.0.20 40 3 Rs.24.00
Spot 100 unknown Horizon Rs.1.25 10 4 Rs.50.00
Spot 200 3000 Horizon Rs.2.50 15 0 Rs.0.00
Other 25 unknown Sunbeam Rs.0.50 10 3 Rs.15.00
Bulb 200 3000 Sunbeam Rs.5.00 3 2 Rs.30.00
Neon 100 2000 Sunbeam Rs.1.80 20 5 Rs.180.00
Bulb 100 unknown Sunbeam Rs.0.25 10 5 Rs.12.50
Bulb 10 800 Horizon Rs.0.20 25 2 Rs.10.00
Bulb 60 1000 Sunbeam Rs.0.15 25 0 Rs.0.00
Bulb 80 1000 Sunbeam Rs.0.20 30 2 Rs.12.00
Bulb 100 2000 Horizon Rs.0.80 10 5 Rs.40.00
Bulb 40 1000 Horizon Rs.0.10 20 5 Rs.10.00
To calculate largest Value Of Stock of a particular Brand of bulb.
Brand These two cells are the Criteria range.
Type the brand name : Horizon
The MAX value of Horizon is : Rs.60.00 =DMAX(B3:I19,I3,E23:E24)
What Does It Do ?
This function examines a list of information and produces the largest value from a specified column.
Syntax
=DMAX(DatabaseRange,FieldName,CriteriaRange)
The DatabaseRange is the entire list of information you need to examine, including the
field names at the top of the columns.
The FieldName is the name or cell, of the values to pick the Max from, such as "Value Of Stock" or I3.
The CriteriaRange is made up of two types of information.
The first set of information is the name, or names, of the Fields(s) to be used as the basis
for selecting the records, such as the category Brand or Wattage.
The second set of information is the actual record, or records, which are to be selected, such
as Horizon as a brand name, or 100 as the wattage.
Formatting
No special formatting is needed.
Examples
Page 309
DMAX
The largest Value Of Stock of a particular Product of a particular Brand.
Product Brand
Bulb sunbeam
The largest value is : Rs.30.00 =DMAX(B3:I19,I3,E49:F50)
This is the same calculation but using the name "Value Of Stock" instead of the cell address.
Rs.30.00 =DMAX(B3:I19,"Value Of Stock",E49:F50)
The largest Value Of Stock of a Bulb equal to a particular Wattage.
Product Wattage
Bulb 100
The largest Value Of Stock is : Rs.40.00 =DMAX(B3:I19,"Value Of Stock",E60:F61)
The largest Value Of Stock of a Bulb less than a particular Wattage.
Product Wattage
Bulb <100
The largest Value Of Stock is : Rs.24.00 =DMAX(B3:I19,"Value Of Stock",E67:F68)
Page 310
DMAX
Of Stock" or I3.
Page 311
DMAX
Page 312
DGET
BACK
This is the Database range.
Life Box Boxes In Value Of
Product Wattage Hours Brand Unit Cost Quantity Stock Stock
Bulb 200 3000 Horizon Rs.4.50 4 3 Rs.54.00
Neon 100 2000 Horizon Rs.2.00 15 2 Rs.60.00
Spot 60 Rs.0.00
Other 10 8000 Sunbeam Rs.0.80 25 6 Rs.120.00
Bulb 80 1000 Horizon Rs.0.20 40 3 Rs.24.00
Spot 100 unknown Horizon Rs.1.25 10 4 Rs.50.00
Spot 200 3000 Horizon Rs.2.50 15 1 Rs.37.50
Other 25 unknown Sunbeam Rs.0.50 10 3 Rs.15.00
Bulb 200 3000 Sunbeam Rs.5.00 3 2 Rs.30.00
Neon 100 2000 Sunbeam Rs.1.80 20 5 Rs.180.00
Bulb 100 unknown Sunbeam Rs.0.25 10 5 Rs.12.50
Bulb 10 800 Horizon Rs.0.20 25 2 Rs.10.00
Bulb 60 1000 Sunbeam Rs.0.15 25 1 Rs.3.75
Bulb 80 1000 Sunbeam Rs.0.20 30 2 Rs.12.00
Bulb 100 2000 Horizon Rs.0.80 10 5 Rs.40.00
Bulb 40 1000 Horizon Rs.0.10 20 5 Rs.10.00
How many boxes of a particular item do we have in stock?
Life
Product Wattage Hours Brand
Bulb 100 Horizon
The number in stock is : 5 =DGET(B3:I19,H3,C23:F24)
What Does It Do ?
This function examines a list of information and produces one result.
If more than one record matches the criteria the error #NUM is shown.
If no records match the criteria the error #VALUE is shown.
Syntax
=DGET(DatabaseRange,FieldName,CriteriaRange)
The DatabaseRange is the entire list of information you need to examine, including the
field names at the top of the columns.
The FieldName is the name, or cell, of the values to Get, such as "Value Of Stock" or I3.
The CriteriaRange is made up of two types of information.
The first set of information is the name, or names, of the Fields(s) to be used as the basis
for selecting the records, such as the category Brand or Wattage.
The second set of information is the actual record which needs to be selected, such
as Horizon as a brand name, or 100 as the wattage.
Formatting
Page 313
DGET
No special formatting is needed.
Example 1
This example extracts information from just one record.
How many boxes of a particular item do we have in stock?
Life
Product Wattage Hours Brand
Bulb 100 Horizon
The number in stock is : 5 =DGET(B3:I19,H3,C51:F52)
Example 2
This example extracts information from multiple records and therefore shows the #NUM error.
How many boxes of a particular item do we have in stock?
Life
Product Wattage Hours Brand
Bulb 100
The number in stock is : Err:502 =DGET(B3:I19,H3,C63:F64)
Page 314
DELTA
BACK
Number1 Number2 Delta
10 20 0 =DELTA(C4,D4)
50 50 1 =DELTA(C5,D5)
17.5 17.5 1 =DELTA(C6,D6)
17.5 18 1 =DELTA(C7,D7)
17.50% 0.18 1 =DELTA(C8,D8)
Hello Hello Err:502 =DELTA(C9,D9)
1 =DELTA(C10,D10)
What Does It Do ?
This function compares two values and tests whether they are exactly the same.
If the numbers are the same the result will be 1, otherwise the result is 0.
It only works with numbers, text values produce a result of Err:502
The formatting of the number is not significant, so numbers which appear rounded due
to the removal of decimal places will still match correctly with non rounded values.
Syntax
=DELTA(FirstNumber,SecondNumber)
Formatting
No special formatting is needed.
Example
The following table is used to determine how may pairs of similar numbers are in a list.
The =DELTA() function tests each pair and then the =SUM() function totals them.
Number1 Number2 Delta
10 20 0 =DELTA(C30,D30)
50 50 1 =DELTA(C31,D31)
30 30 1 =DELTA(C32,D32)
17.5 18 1 =DELTA(C33,D33)
12 8 0 =DELTA(C34,D34)
100 100 1 =DELTA(C35,D35)
150 125 0 =DELTA(C36,D36)
Total Pairs 4 =SUM(E30:E36)
Page 315
DEC2HEX
BACK
Decimal Number Hexadecimal
0 0 =DEC2HEX(C4)
1 1 =DEC2HEX(C5)
2 2 =DEC2HEX(C6)
3 3 =DEC2HEX(C7)
25 19 =DEC2HEX(C8)
26 1A =DEC2HEX(C9)
27 1B =DEC2HEX(C10)
28 1C =DEC2HEX(C11)
-1 FFFFFFFFFF =DEC2HEX(C12)
-2 FFFFFFFFFE =DEC2HEX(C13)
-3 FFFFFFFFFD =DEC2HEX(C14)
-2 FFFFFFFFFE =DEC2HEX(C15)
-1 FFFFFFFFFF =DEC2HEX(C16)
549,755,813,887 7FFFFFFFFF =DEC2HEX(C17)
-549,755,813,888 8000000000 =DEC2HEX(C18)
549,755,813,888 8000000000 =DEC2HEX(C19)
-549,755,813,889 7FFFFFFFFF =DEC2HEX(C20)
Decimal Number Places To Pad Hexadecimal
1 1 1 =DEC2HEX(C23,D23)
1 2 01 =DEC2HEX(C24,D24)
26 3 01A =DEC2HEX(C25,D25)
26 9 00000001A =DEC2HEX(C26,D26)
-26 1 FFFFFFFFE6 =DEC2HEX(C27,D27)
What Does It Do ?
This function converts a decimal number to its hexadecimal equivalent.
It can only cope with decimals ranging from -549,755,813,888 to 549,755,813,887.
The result can be padded with leading 0 zeros, although this is ignored for negatives.
Syntax
=DEC2HEX(DecimalNumber,PlacesToPad)
The PlacesToPad is optional.
Formatting
No special formatting is needed.
Page 316
DEC2BIN
BACK
Decimal Number Binary Equivalent
0 0 =DEC2BIN(C4)
1 1 =DEC2BIN(C5)
2 10 =DEC2BIN(C6)
3 11 =DEC2BIN(C7)
511 111111111 =DEC2BIN(C8)
512 Err:502 =DEC2BIN(C9)
-1 1111111111 =DEC2BIN(C10)
-2 1111111110 =DEC2BIN(C11)
-3 1111111101 =DEC2BIN(C12)
-511 1000000001 =DEC2BIN(C13)
-512 1000000000 =DEC2BIN(C14)
Decimal Number Places To Pad Binary Equivalent
1 1 1 =DEC2BIN(C17,D17)
1 2 01 =DEC2BIN(C18,D18)
1 3 001 =DEC2BIN(C19,D19)
1 9 000000001 =DEC2BIN(C20,D20)
-1 1 1111111111 =DEC2BIN(C21,D21)
What Does It Do ?
This function converts a decimal number to its binary equivalent.
It can only cope with decimals ranging from -512 to 511.
The result can be padded with leading 0 zeros, although this is ignored for negatives.
Syntax
=DEC2BIN(DecimalNumber,PlacesToPad)
The PlacesToPad is optional.
Formatting
No special formatting is needed.
Page 317
DCOUNTA
BACK
This is the Database range.
Life Box Boxes In Value Of
Product Wattage Hours Brand Unit Cost Quantity Stock Stock
Bulb 200 3000 Horizon Rs.4.50 4 3 Rs.54.00
Neon 100 2000 Horizon Rs.2.00 15 2 Rs.60.00
Spot 60 Rs.0.00
Other 10 8000 Sunbeam Rs.0.80 25 6 Rs.120.00
Bulb 80 1000 Horizon Rs.0.20 40 3 Rs.24.00
Spot 100 unknown Horizon Rs.1.25 10 4 Rs.50.00
Spot 200 3000 Horizon Rs.2.50 15 1 Rs.37.50
Other 25 unknown Sunbeam Rs.0.50 10 3 Rs.15.00
Bulb 200 3000 Sunbeam Rs.5.00 3 2 Rs.30.00
Neon 100 2000 Sunbeam Rs.1.80 20 5 Rs.180.00
Bulb 100 unknown Sunbeam Rs.0.25 10 5 Rs.12.50
Bulb 10 800 Horizon Rs.0.20 25 2 Rs.10.00
Bulb 60 1000 Sunbeam Rs.0.15 25 1 Rs.3.75
Bulb 80 1000 Sunbeam Rs.0.20 30 2 Rs.12.00
Bulb 100 2000 Horizon Rs.0.80 10 5 Rs.40.00
Bulb 40 1000 Horizon Rs.0.10 20 5 Rs.10.00
Count the number of products of a particular Brand.
Brand These two cells are the Criteria range.
Type the brand name : Sunbeam
The COUNT value of Sunbeam is : 7 =DCOUNTA(B3:I19,E3,E23:E24)
What Does It Do ?
This function examines a list of information and counts the non blank cells in a specified column.
It counts values and text items, but blank cells are ignored.
Syntax
=DCOUNTA(DatabaseRange,FieldName,CriteriaRange)
The DatabaseRange is the entire list of information you need to examine, including the
field names at the top of the columns.
The FieldName is the name, or cell, of the values to Count, such as "Value Of Stock" or I3.
The CriteriaRange is made up of two types of information.
The first set of information is the name, or names, of the Fields(s) to be used as the basis
for selecting the records, such as the category Brand or Wattage.
The second set of information is the actual record, or records, which are to be selected, such
as Horizon as a brand name, or 100 as the wattage.
Formatting
No special formatting is needed.
Page 318
DCOUNTA
Examples
The count of a product with an unknown Life Hours value.
Product Life Hours
Bulb unknown
The number of products is : 1 =DCOUNTA(B3:I19,D3,E50:F51)
This is the same calculation but using the name "Life Hours" instead of the cell address.
1 =DCOUNTA(B3:I19,"Life Hours",E50:F51)
The count of the number of particular product of a specific brand.
Product Brand
Bulb Horizon
The count is : 5 =DCOUNTA(B3:I19,"Product",E61:F62)
The count of particular products from specific brands.
Product Brand
Spot Horizon
Neon Sunbeam
The count is : 3 =DCOUNTA(B3:I19,"Product",E68:F70)
Page 319
DCOUNT
BACK
This is the Database range.
Life Box Boxes In Value Of
Product Wattage Hours Brand Unit Cost Quantity Stock Stock
Bulb 200 3000 Horizon Rs.4.50 4 3 Rs.54.00
Neon 100 2000 Horizon Rs.2.00 15 2 Rs.60.00
Spot 60 Rs.0.00
Other 10 8000 Sunbeam Rs.0.80 25 6 Rs.120.00
Bulb 80 1000 Horizon Rs.0.20 40 3 Rs.24.00
Spot 100 unknown Horizon Rs.1.25 10 4 Rs.50.00
Spot 200 3000 Horizon Rs.2.50 15 1 Rs.37.50
Other 25 unknown Sunbeam Rs.0.50 10 3 Rs.15.00
Bulb 200 3000 Sunbeam Rs.5.00 3 2 Rs.30.00
Neon 100 2000 Sunbeam Rs.1.80 20 5 Rs.180.00
Bulb 100 unknown Sunbeam Rs.0.25 10 5 Rs.12.50
Bulb 10 800 Horizon Rs.0.20 25 2 Rs.10.00
Bulb 60 1000 Sunbeam Rs.0.15 25 1 Rs.3.75
Bulb 80 1000 Sunbeam Rs.0.20 30 2 Rs.12.00
Bulb 100 2000 Horizon Rs.0.80 10 5 Rs.40.00
Bulb 40 1000 Horizon Rs.0.10 20 5 Rs.10.00
Count the number of products of a particular Brand which have a Life Hours rating.
Brand These two cells are the Criteria range.
Type the brand name : Horizon
The COUNT value of Horizon is : 7 =DCOUNT(B3:I19,D3,E23:E24)
What Does It Do ?
This function examines a list of information and counts the values in a specified column.
It can only count values, the text items and blank cells are ignored.
Syntax
=DCOUNT(DatabaseRange,FieldName,CriteriaRange)
The DatabaseRange is the entire list of information you need to examine, including the
field names at the top of the columns.
The FieldName is the name, or cell, of the values to Count, such as "Value Of Stock" or I3.
The CriteriaRange is made up of two types of information.
The first set of information is the name, or names, of the Fields(s) to be used as the basis
for selecting the records, such as the category Brand or Wattage.
The second set of information is the actual record, or records, which are to be selected, such
as Horizon as a brand name, or 100 as the wattage.
Formatting
No special formatting is needed.
Examples
Page 320
DCOUNT
The count of a particular product, with a specific number of boxes in stock.
Boxes In
Product Stock
Bulb 5
The number of products is : 3 =DCOUNT(B3:I19,H3,E50:F51)
This is the same calculation but using the name "Boxes In Stock" instead of the cell address.
3 =DCOUNT(B3:I19,"Boxes In Stock",E50:F51)
The count of the number of Bulb products equal to a particular Wattage.
Product Wattage
Bulb 100
The count is : 2 =DCOUNT(B3:I19,"Boxes In Stock",E61:F62)
The count of Bulb products between two Wattage values.
Product Wattage Wattage
Bulb >=80 <=100
The count is : 4 =DCOUNT(B3:I19,"Boxes In Stock",E68:G69)
Page 321
DB
BACK
Purchase Price : Rs.5,000.00
Life in Years : 5
Salvage value : Rs.200.00
Year Deprecation
1 Rs.2,375.00 =DB(E3,E5,E4,D8)
2 Rs.1,246.88 =DB(E3,E5,E4,D9)
3 Rs.654.61 =DB(E3,E5,E4,D10)
4 Rs.343.67 =DB(E3,E5,E4,D11)
5 Rs.180.43 =DB(E3,E5,E4,D12)
Total Depreciation : Rs.4,800.58 * See example 4 below.
What Does It Do ?
This function calculates deprecation based upon a fixed percentage.
The first year is depreciated by the fixed percentage.
The second year uses the same percentage, but uses the original value of the item less
the first years depreciation.
Any subsequent years use the same percentage, using the original value of the item less
the depreciation of the previous years.
The percentage used in the depreciation is not set by the user, the function calculates
the necessary percentage, which will be vary based upon the values inputted by the user.
An additional feature of this function is the ability to take into account when the item was
originally purchased.
If the item was purchased part way through the financial year, the first years depreciation
will be based on the remaining part of the year.
Syntax
=DB(PurchasePrice,SalvageValue,Life,PeriodToCalculate,FirstYearMonth)
The FirstYearMonth is the month in which the item was purchased during the
first financial year. This is an optional value, if it not used the function will assume 12 as
the value.
Formatting
No special formatting is needed.
Example 1
This example shows the percentage used in the depreciation.
Year 1 depreciation is based upon the original Purchase Price alone.
Year 2 depreciation is based upon the original Purchase Price minus Year 1 deprecation.
Year 3 deprecation is based upon original Purchase Price minus Year 1 + Year 2 deprecation.
The % Deprc has been calculated purely to demonstrate what % is being used.
Purchase Price : Rs.5,000.00
Salvage value : Rs.1,000.00
Page 322
DB
Life in Years : 5
Year Deprecation % Deprc
1 Rs.1,375.00 27.50%
2 Rs.996.88 27.50%
3 Rs.722.73 27.50%
4 Rs.523.98 27.50%
5 Rs.379.89 27.50%
=DB(E47,E48,E49,D56)
Total Depreciation : Rs.3,998.48
Example 2
This example is similar to the previous, with the exception of the deprecation being calculated
on a monthly basis. This has been done by multiplying the years by 12.
Purchase Price : Rs.5,000.00
Life in Years : Rs.5.00
Salvage value : 100
Month Deprecation
56 Rs.8.79
57 Rs.8.24
58 Rs.7.72
59 Rs.7.23
60 Rs.6.78
=DB(E66,E68,E67*12,D75)
Example 3
This example shows how the length of the first years ownership has been taken into account.
Purchase Price : Rs.5,000.00
Life in Years : 5
Salvage value : Rs.1,000.00
First Year Ownership In Months : 6
Year Deprecation % Deprc
1 Rs.687.50 13.75%
2 Rs.1,185.94 27.50%
3 Rs.859.80 27.50%
4 Rs.623.36 27.50%
5 Rs.451.93 27.50%
=DB(E74,E76,E75,D84,E77)
Total Depreciation : Rs.3,808.54
Why Is The Answer Wrong ?
In all of the examples above the total depreceation may not be exactly the expected value.
Page 323
DB
This is due to the way in which the percentage value for the depreceation has been calculated
by the =DB() fumction.
The percentage rate is calculated by calc using the formula = 1 - ((salvage / cost) ^ (1 / life)).
The result of this calculation is then rounded to three decimal places.
Although this rounding may only make a minor change to the percentage rate, when applied
to large values, the differnce is compounded resulting in what could be considered as
approximate values for the the depreceation.
Example 4
This example has been created with both the Calc calculated percentage and the 'real'
percentage calculated manually.
The Calc Deprecation uses the =DB() function.
The Real Deprecation uses a manual calculation.
This is the 'real' deprecation percentage, calculated manually : 27.522034%
=1-((E117/E116)^(1/E118))
Purchase Price : Rs.5,000.00 = 1 - ((salvage / cost) ^ (1 / life)).
Salvage value : Rs.1,000.00
Life in Years : 5
Excel Real Excel
Year Deprecation Depreciation % Deprc
1 Rs.1,375.00 Rs.1,376.10 27.500%
2 Rs.996.88 Rs.997.37 27.500%
3 Rs.722.73 Rs.722.87 27.500%
4 Rs.523.98 Rs.523.92 27.500%
5 Rs.379.89 Rs.379.73 27.500%
Total Depreciation : Rs.3,998.48 Rs.4,000.00
Error difference : Rs.1.52
Page 324
DAYS360
BACK
StartDate EndDate Days Between * See the Note below.
1-Jan-98 5-Jan-98 4 =DAYS360(C4,D4,TRUE)
1-Jan-98 1-Feb-98 30 =DAYS360(C5,D5,TRUE)
1-Jan-98 31-Mar-98 89 =DAYS360(C6,D6,TRUE)
1-Jan-98 31-Dec-98 359 =DAYS360(C7,D7,TRUE)
What Does It Do?
Shows the number of days between two dates based on a 360-day year (twelve 30-day months).
Use this function if your accounting system is based on twelve 30-day months.
Syntax
=DAYS360(StartDate,EndDate,TRUE of FALSE)
TRUE : Use this for European accounting systems.
FALSE : Use this for USA accounting systems.
Formatting
The result will be shown as a number.
Note
The calculation does not include the last day. The result of using 1-Jan-98 and 5-Jan-98 will
give a result of 4. To correct this add 1 to the result. =DAYS360(Start,End,TRUE)+1
Page 325
DAY
BACK
Full Date The Day
25-Dec-98 25 =DAY(C4)
30-Jun-09 Mon 29 =DAY(C5)
30-Jun-09 30 =DAY(C6)
What Does It Do?
This function extracts the day of the month from a complete date.
Syntax
=DAY(value)
Formatting
Normally the result will be a number, but this can be formatted to show the actual
day of the week by using Format,Cells,Number,Custom and using the code ddd or dddd.
Example
The =DAY function has been used to calculate the name of the day for your birthday.
Please enter your date of birth in the format dd/mm/yy : 09/03/59
You were born on : Monday 08 =DAY(F21)
Page 326
DAVERAGE
BACK
This is the Database range.
Life Box Boxes In Value Of
Product Wattage Hours Brand Unit Cost Quantity Stock Stock
Bulb 200 3000 Horizon Rs.4.50 4 3 Rs.54.00
Neon 100 2000 Horizon Rs.2.00 15 2 Rs.60.00
Spot 60 Rs.0.00
Other 10 8000 Sunbeam Rs.0.80 25 6 Rs.120.00
Bulb 80 1000 Horizon Rs.0.20 40 3 Rs.24.00
Spot 100 unknown Horizon Rs.1.25 10 4 Rs.50.00
Spot 200 3000 Horizon Rs.2.50 15 0 Rs.0.00
Other 25 unknown Sunbeam Rs.0.50 10 3 Rs.15.00
Bulb 200 3000 Sunbeam Rs.5.00 3 2 Rs.30.00
Neon 100 2000 Sunbeam Rs.1.80 20 5 Rs.180.00
Bulb 100 unknown Sunbeam Rs.0.25 10 5 Rs.12.50
Bulb 10 800 Horizon Rs.0.20 25 2 Rs.10.00
Bulb 60 1000 Sunbeam Rs.0.15 25 0 Rs.0.00
Bulb 80 1000 Sunbeam Rs.0.20 30 2 Rs.12.00
Bulb 100 2000 Horizon Rs.0.80 10 5 Rs.40.00
Bulb 40 1000 Horizon Rs.0.10 20 5 Rs.10.00
To calculate the Average cost of a particular Brand of bulb.
Brand These two cells are the Criteria range.
Type the brand name : sunbeam
The Average cost of sunbeam is : Rs.1.24 =DAVERAGE(B3:I19,F3,E23:E24)
What Does It Do ?
This function examines a list of information and produces and average.
Syntax
=DAVERAGE(DatabaseRange,FieldName,CriteriaRange)
The DatabaseRange is the entire list of information you need to examine, including the
field names at the top of the columns.
The FieldName is the name, or cell, of the values to be averaged, such as "Unit Cost" or F3.
The CriteriaRange is made up of two types of information.
The first set of information is the name, or names, of the Fields(s) to be used as the basis
for selecting the records, such as the category Brand or Wattage.
The second set of information is the actual record, or records, which are to be selected, such
as Horizon as a brand name, or 100 as the wattage.
Formatting
No special formatting is needed.
Examples
Page 327
DAVERAGE
The average Unit Cost of a particular Product of a particular Brand.
Product Brand
Bulb Horizon
The average of Horizon Bulb is : Rs.1.16 =DAVERAGE(B3:I19,F3,E49:F50)
This is the same calculation but using the actual name "Unit Cost" instead of the cell address.
Rs.1.16 =DAVERAGE(B3:I19,"Unit Cost",E49:F50)
The average Unit Cost of a Bulb equal to a particular Wattage.
Product Wattage
Bulb 100
Average of Bulb 100 is : Rs.0.53 =DAVERAGE(B3:I19,"Unit Cost",E60:F61)
The average Unit Cost of a Bulb less then a particular Wattage.
Product Wattage
Bulb <100
Average of Bulb <100 is : Rs.0.17 =DAVERAGE(B3:I19,"Unit Cost",E67:F68)
Page 328
DATEVALUE
BACK
Date Date Value
25-dec-99 36519 =DATEVALUE(C4)
25/12/99 Err:502 =DATEVALUE(C5)
25-dec-99 36519 =DATEVALUE(C6)
25/12/99 Err:502 =DATEVALUE(C7)
What Does It Do?
The function is used to convert a piece of text into a date which can be used in calculations.
Dates expressed as text are often created when data is imported from other programs, such as
exports from mainframe computers.
Syntax
=DATEVALUE(text)
Formatting
The result will normally be shown as a number which represents the date. This number can
be formatted to any of the normal date formats by using Format,Cells,Number,Date.
Example
The example uses the =DATEVALUE and the =TODAY functions to calculate the number of
days remaining on a property lease.
The =DATEVALUE function was used because the date has been entered in the cell as
a piece of text, probably after being imported from an external program.
Days Until
Property Ref. Expiry Date Expiry
BC100 25-dec-99 -3475
FG700 10-july/99 Err:502
TD200 13-sep-98 -3943
HJ900 30/5/2000 Err:502
=DATEVALUE(E32)-TODAY()
Page 329
DATE
BACK
Day Month Year Date
25 12 2007 12/25/07 =DATE(E4,D4,C4)
25 12 2008 25-Dec-08 =DATE(E5,D5,C5)
33 12 2009 January 2, 2010 =DATE(E6,D6,C6)
What Does It Do?
This function creates a real date by using three normal numbers typed into separate cells.
Syntax
=DATE(year,month,day)
Formatting
The result will normally be displayed in the dd/mm/yy format.
By using the Format,Cells,Number,Date command the format can be changed.
Page 330
DATE
BACK
Page 331
COUNTIF
BACK
Item Date Cost
Brakes 1-Jan-98 80
Tyres 10-May-98 25
Brakes 1-Feb-98 80
Service 1-Mar-98 150
Service 5-Jan-98 300
Window 1-Jun-98 50
Tyres 1-Apr-98 200
Tyres 1-Mar-98 100
Clutch 1-May-98 250
How many Brake Shoes Have been bought. 2 =COUNTIF(C4:C12,"Brakes")
How many Tyres have been bought. 3 =COUNTIF(C4:C12,"Tyres")
How many items cost Rs100 or above. 5 =COUNTIF(E4:E12,">=100")
Type the name of the item to count. service 2 =COUNTIF(C4:C12,E18)
What Does It Do ?
This function counts the number of items which match criteria set by the user.
Syntax
=COUNTIF(RangeOfThingsToBeCounted,CriteriaToBeMatched)
The criteria can be typed in any of the following ways.
To match a specific number type the number, such as =COUNTIF(A1:A5, 100)
To match a piece of text type the text in quotes, such as =COUNTIF(A1:A5, "Hello")
To match using operators surround the expression with quotes, such as =COUNTIF(A1:A5, ">100")
Formatting
No special formatting is needed.
Page 332
COUNTBLANK
BACK
Range To Test Blanks
1 2 =COUNTBLANK(C4:C11)
Hello
3
0
1-Jan-98
What Does It Do ?
This function counts the number of blank cells in a range.
Syntax
=COUNTBLANK(RangeToTest)
Formatting
No special formatting is needed.
Example
The following table was used by a company which was balloting its workers on whether
the company should have a no smoking policy.
Each of the departments in the various factories were questioned.
The response to the question could be Y or N.
As the results of the vote were collated they were entered in to the table.
The =COUNTBLANK() function has been used to calculate the number of departments which
have no yet registered a vote.
Admin Accounts Production Personnel
Factory 1 Y N
Factory 2 Y Y N
Factory 3
Factory 4 N N N
Factory 5 Y Y
Factory 6 Y Y Y N
Factory 7 N Y
Factory 8 N N Y Y
Factory 9 Y
Factory 10 Y N Y
Votes not vet registered : 16 =COUNTBLANK(C32:F41)
Votes for Yes : 14 =COUNTIF(C32:F41,"Y")
Votes for No : 10 =COUNTIF(C32:F41,"N")
Page 333
COUNTA
BACK
Entries To Be Counted Count
10 20 30 3 =COUNTA(C4:E4)
10 0 30 3 =COUNTA(C5:E5)
10 -20 30 3 =COUNTA(C6:E6)
10 1-Jan-88 30 3 =COUNTA(C7:E7)
10 21:30 30 3 =COUNTA(C8:E8)
10 0.35 30 3 =COUNTA(C9:E9)
10 30 2 =COUNTA(C10:E10)
10 Hello 30 3 =COUNTA(C11:E11)
10 #DIV/0! 30 3 =COUNTA(C12:E12)
What Does It Do ?
This function counts the number of numeric or text entries in a list.
It will ignore blanks.
Syntax
=COUNTA(Range1,Range2,Range3... through to Range30)
Formatting
No special formatting is needed.
Example
The following table was used by a school to keep track of the examinations taken by each pupil.
Each exam passed was graded as 1, 2 or 3.
A failure was entered as Fail.
The school needed to known how many pupils sat each exam.
The school also needed to know how many exams were taken by each pupil.
The =COUNTA() function has been used because of its ability to count text and numeric entries.
Exams Taken
Maths English Art History
By Each Pupil
Sunil Fail 1 2
Sachin 2 1 3 3
Rahul 1 1 1 3
Sehwag Fail Fail 2
Zaheer 1 3 2 Fail 4
=COUNTA(D39:G39)
How many pupils sat each Exam.
Maths English Art History
4 3 5 2
=COUNTA(D35:D39)
Page 334
COUNT
BACK
Entries To Be Counted Count
10 20 30 3 =COUNT(C4:E4)
10 0 30 3 =COUNT(C5:E5)
10 -20 30 3 =COUNT(C6:E6)
10 1-Jan-88 30 3 =COUNT(C7:E7)
10 21:30 30 3 =COUNT(C8:E8)
10 0.63 30 3 =COUNT(C9:E9)
10 30 2 =COUNT(C10:E10)
10 Hello 30 2 =COUNT(C11:E11)
10 #DIV/0! 30 #DIV/0! =COUNT(C12:E12)
What Does It Do ?
This function counts the number of numeric entries in a list.
It will ignore blanks, text and errors.
Syntax
=COUNT(Range1,Range2,Range3... through to Range30)
Formatting
No special formatting is needed.
Example
The following table was used by a builders merchant to calculate the number of sales
for various products in each month.
Item Jan Feb Mar
Bricks Rs.1,000.00
Wood Rs.5,000.00
Glass Rs.2,000.00 Rs.1,000.00
Metal Rs.1,000.00
Count 3 2 0
=COUNT(D29:D32)
Page 335
CORREL
BACK
Table 1 Table 2
Air Cond Advertising
Month Avg Temp Sales Costs Sales
Jan 20 100 Rs.2,000.00 Rs.20,000.00
Feb 30 200 Rs.1,000.00 Rs.30,000.00
Mar 30 300 Rs.5,000.00 Rs.20,000.00
Apr 40 200 Rs.1,000.00 Rs.40,000.00
May 50 400 Rs.8,000.00 Rs.40,000.00
Jun 50 400 Rs.1,000.00 Rs.20,000.00
Correlation 0.864 Correlation 28%
=CORREL(D5:D10,E5:E10) =CORREL(G5:G10,H5:H10)
What Does It Do ?
This function examines two sets of data to determine the degree of relationship
between the two sets.
The result will be a decimal between 0 and 1.
The larger the result, the greater the correlation.
In Table 1 the Monthly temperature is compared against the Sales of air conditioning units.
The correlation shows that there is an 0.864 realtionship between the data.
In Table 2 the Cost of advertising has been compared to Sales.
It can be formatted as percentage % to show a more meaning full result.
The correlation shows that there is an 28% realtionship between the data.
Syntax
=CORREL(Range1,Range2)
Formatting
The result will normally be shown in decimal format.
Page 336
CORREL
Page 337
CONVERT_ADD
BACK
Amount Converting Converting Converted
To Convert From To Amount
1 in cm #N/A =CONVERT_ADD(C4,D4,E4)
1 ft m #N/A =CONVERT_ADD(C5,D5,E5)
1 yd m #N/A =CONVERT_ADD(C6,D6,E6)
1 yr day #N/A =CONVERT_ADD(C8,D8,E8)
1 day hr #N/A =CONVERT_ADD(C9,D9,E9)
1.5 hr mn #N/A =CONVERT_ADD(C10,D10,E10)
0.5 mn sec #N/A =CONVERT_ADD(C11,D11,E11)
What Does It Do ?
This function CONVERT_ADD_ADDs a value measure in one type of unit, to the same value expressed
in a different type of unit, such as Inches to Centimetres.
Syntax
=CONVERT(AmountToConvert,UnitToConvertFrom,UnitToConvertTo)
Formatting
No special formatting is needed.
Example
The following table was used by an Import / Exporting company to convert the weight
and size of packages from old style UK measuring system to European system.
Pounds Ounces Kilograms
Weight 5 3 #N/A
=CONVERT_ADD(D28,"lbm","kg")+CONVERT_ADD(E28,"ozm","kg")
Feet Inches Metres
Height 12 6 #N/A
Length 8 3 #N/A
Width 5 2 #N/A
=CONVERT_ADD(D34,"ft","m")+CONVERT_ADD(E34,"in","m")
Abbreviations
This is a list of all the possible abbreviations which can be used to denote measuring systems.
Weight & Mass Distance
Gram g Meter m
Kilogram kg Statute mile mi
Slug sg Nautical mile Nmi
Pound mass lbm Inch in
U (atomic mass) u Foot ft
Ounce mass ozm Yard yd
Page 338
CONVERT_ADD
Angstrom ang
Time Pica (1/72 in.) Pica
Year yr
Day day Pressure
Hour hr Pascal Pa
Minute mn Atmosphere atm
Second sec mm of Mercury mmHg
Temperature Liquid
Degree Celsius C Teaspoon tsp
Degree Fahrenheit F Tablespoon tbs
Degree Kelvin K Fluid ounce oz
Cup cup
Force Pint pt
Newton N Quart qt
Dyne dyn Gallon gal
Pound force lbf Liter l
Energy Power
Joule J Horsepower HP
Erg e Watt W
Thermodynamic
calorie c
IT calorie cal Magnetism
Electron volt eV Tesla T
Horsepower-hour HPh Gauss ga
Watt-hour Wh
Foot-pound flb
BTU BTU
These characters can be used as a prefix to access further units of measure.
Using "c" as a prefix to meters "m" will allow centimetres "cm" to be calculated.
Prefix Multiplier Abbreviation Prefix Multiplier Abbreviation
exa 1.00E+18 E deci 1.00E-01 d
peta 1.00E+15 P centi 1.00E-02 c
tera 1.00E+12 T milli 1.00E-03 m
giga 1.00E+09 G micro 1.00E-06 u
mega 1.00E+06 M nano 1.00E-09 n
kilo 1.00E+03 k pico 1.00E-12 p
hecto 1.00E+02 h femto 1.00E-15 f
dekao 1.00E+01 e atto 1.00E-18 a
Page 339
CONVERT_ADD
DD(C4,D4,E4)
DD(C5,D5,E5)
DD(C6,D6,E6)
DD(C8,D8,E8)
DD(C9,D9,E9)
DD(C10,D10,E10)
DD(C11,D11,E11)
alue expressed
8,"ozm","kg")
Page 340
CONVERT_ADD
Page 341
CONCATENATE
BACK
Name 1 Name 2 Concatenated Text
Virendra Sehvag VirendraSehvag =CONCATENATE(C4,D4)
Sachin Tendulkar SachinTendulkar =CONCATENATE(C5,D5)
Rahul Dravid RahulDravid =CONCATENATE(C6,D6)
Anil Kumble Anil Kumble =CONCATENATE(C7," ",D7)
Ishant Sharma Sharma, Ishant =CONCATENATE(D8,", ",C8)
RP Singh Singh, R P =CONCATENATE(D9,", ",C9)
What Does It Do?
This function joins separate pieces of text into one item.
Syntax
=CONCATENATE(Text1,Text2,Text3...Text30)
Up to thirty pieces of text can be joined.
Formatting
No special formatting is needed, the result will be shown as normal text.
Note
You can achieve the same result by using the & operator.
Name 1 Name 2 Concatenated Text
Virendra Sehvag VirendraSehvag =C25&D25
Sachin Tendulkar SachinTendulkar =C26&D26
Rahul Dravid RahulDravid =C27&D27
Anil Kumble Anil Kumble =C28&" "&D28
Ishant Sharma Sharma, Ishant =D29&", "&C29
RP Singh Singh, R P =D30&", "&C30
Page 342
COMBIN
BACK
Pool Of Items Items In A Group Possible Groups
4 2 6 =COMBIN(C4,D4)
4 3 4 =COMBIN(C5,D5)
26 2 325 =COMBIN(C6,D6)
What Does It Do ?
This function calculates the highest number of combinations available based upon
a fixed number of items.
The internal order of the combination does not matter, so AB is the same as BA.
Syntax
=COMBIN(HowManyItems,GroupSize)
Formatting
No special formatting is required.
Example 1
This example calculates the possible number of pairs of letters available
from the four characters ABCD.
Total Characters Group Size Combinations
4 2 6 =COMBIN(C25,D25)
The proof ! The four letters : ABCD
Pair 1 AB
Pair 2 AC
Pair 3 AD
Pair 4 BC
Pair 5 BD
Pair 6 CD
Example 2
A decorator is asked to design a colour scheme for a new office.
The decorator is given five colours to work with, but can only use three in any scheme.
How many colours schemes can be created ?
Available Colours Colours Per Scheme Totals Schemes
5 3 10 =COMBIN(C41,D41)
The colours
Red
Green
Blue
Yellow
Black
Page 343
COMBIN
Scheme 1 Scheme 2 Scheme 3 Scheme 4 Scheme 5
Red Red Red Red Red
Green Green Green Blue Blue
Blue Yellow Black Yellow Black
Scheme 6 Scheme 7 Scheme 8 Scheme 9 Scheme 10
Green Green Green Blue ??????
Blue Blue Yellow Yellow
Yellow Black Black Black
Page 344
CODE
BACK
Letter ANSI Code
A 65 =CODE(C4)
B 66 =CODE(C5)
C 67 =CODE(C6)
a 97 =CODE(C7)
b 98 =CODE(C8)
c 99 =CODE(C9)
Alan 65 =CODE(C10)
Bob 66 =CODE(C11)
Carol 67 =CODE(C12)
What Does It Do?
This function shows the ANSI value of a single character, or the first character in a piece
of text.
The ANSI character set is used by Windows to identify each keyboard character by using
a unique number.
There are 255 characters in the ANSI set.
Syntax
=CODE(Text)
Formatting
No special formatting is needed, the result will be shown as a number between 1 and 255.
Example
See the example for FREQUENCY.
1 26 51 3 76 L 101 e 126 ~ 151 — 176 ° 201 É 226 â 251 û
2 27 52 4 77 M 102 f 127 152 ˜ 177 ± 202 227 ã 252 ü
3 28 53 5 78 N 103 g 128 € 153 ™ 178 ² 203 Ë 228 ä 253 ý
4 29 54 6 79 O 104 h 129 154 š 179 ³ 204 Ì 229 å 254 þ
5 30 55 7 80 P 105 i 130 ‚ 155 › 180 ´ 205 Í 230 æ 255 ÿ
6 31 56 8 81 Q 106 j 131 ƒ 156 œ 181 µ 206 Î 231 ç
7 32 57 9 82 R 107 k 132 ã 157 182 ¶ 207 œ 232 è
8 33 ! 58 : 83 S 108 l 133 … 158 ž 183 · 208 Ð 233 é
9 34 " 59 ; 84 T 109 m 134 † 159 Ÿ 184 ¸ 209 Ñ 234 ê
10 35 # 60 < 85 U 110 n 135 ‡ 160 185 ¹ 210 Ò 235 ë
11 36 $ 61 = 86 V 111 o 136 ˆ 161 ¡ 186 º 211 Ó 236 ì
12 37 % 62 > 87 W 112 p 137 ‰ 162 ¢ 187 » 212 Ô 237 í
13 38 & 63 ? 88 X 113 q 138 Š 163 £ 188 ¼ 213 Õ 238 î
14 39 ' 64 @ 89 Y 114 r 139 ‹ 164 ¤ 189 ½ 214 Ö 239 ï
15 40 ( 65 A 90 Z 115 s 140 Œ 165 ¥ 190 ¾ 215 × 240 ð
16 41 ) 66 B 91 [ 116 t 141 166 ¦ 191 ¿ 216 ÿ 241 ñ
17 42 * 67 C 92 \ 117 u 142 Ž 167 § 192 À 217 Ù 242 ò
18 43 + 68 D 93 ] 118 v 143 168 ¨ 193 ¡ 218 Ú 243 ó
19 44 , 69 E 94 ^ 119 w 144 ê 169 © 194 Â 219 € 244 ô
20 45 - 70 F 95 _ 120 x 145 ‘ 170 ™ 195 Ã 220 ‹ 245 õ
21 46 . 71 G 96 ` 121 y 146 ’ 171 ´ 196 ƒ 221 › 246 ö
22 47 / 72 H 97 a 122 z 147 Page
“ 172
345¬ 197 Å 222 Þ 247 ÷
23 48 0 73 I 98 b 123 { 148 ” 173 198 Æ 223 ß 248 ¿
24 49 1 74 J 99 c 124 | 149 • 174 ® 199 Ç 224 ‡ 249 ù
25 50 2 75 K 100 d 125 } 150 – 175 ¯ 200 » 225 · 250 ú
14 39 ' 64 @ 89 Y 114 r 139 ‹ 164 ¤ 189 ½ 214 Ö 239 ï
15 40 ( 65 A 90 Z 115 s 140 Œ 165 ¥ 190 ¾ 215 × 240 ð
16 41 ) 66 B 91 [ 116 t 141 166 ¦ 191 ¿ 216 ÿ 241 ñ
17 42 * 67 C 92 \ 117 u 142 Ž 167 § 192 À 217 Ù 242 ò
18 43 + 68 D 93 ] 118 v 143 168 ¨ 193 ¡ 218 Ú 243 ó
19 44 , 69 E 94 ^ 119 w 144 ê 169 © 194 Â 219 € 244 ô
CODE
20 45 - 70 F 95 _ 120 x 145 ‘ 170 ™ 195 Ã 220 ‹ 245 õ
21 46 . 71 G 96 ` 121 y 146 ’ 171 ´ 196 ƒ 221 › 246 ö
22 47 / 72 H 97 a 122 z 147 “ 172 ¬ 197 Å 222 Þ 247 ÷
23 48 0 73 I 98 b 123 { 148 ” 173 198 Æ 223 ß 248 ¿
24 49 1 74 J 99 c 124 | 149 • 174 ® 199 Ç 224 ‡ 249 ù
25 50 2 75 K 100 d 125 } 150 – 175 ¯ 200 » 225 · 250 ú
Page 346
CODE
Page 347
CODE
Page 348
CLEAN
BACK
Dirty Text Clean Text
Hello Hello =CLEAN(C4)
Hello Hello =CLEAN(C5)
Hello Hello =CLEAN(C6)
What Does It Do?
This function removes any nonprintable characters from text.
These nonprinting characters are often found in data which has been imported
from other systems such as database imports from mainframes.
Syntax
=CLEAN(TextToBeCleaned)
Formatting
No special formatting is needed. The result will show as normal text.
Page 349
CHOOSE
BACK
Index
Value Result
3 Ganesan =CHOOSE(C4;"Premakumar";"Murli";"Ganesan")
1 Premakumar =CHOOSE(C5;"Premakumar";"Murli";"Ganesan")
2 Murli =CHOOSE(C6;"Premakumar";"Murli";"Ganesan")
3 18% =CHOOSE(C7,10%,15%,18%)
1 10% =CHOOSE(C8,10%,15%,18%)
2 15% =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 Time Position Medal
Ajit 1:30 2 Silver =IF(D30<=3,CHOOSE(D30,"Gold","Silver","Bronze"),"unplaced")
Rahul 1:15 4 unplaced =IF(D31<=3,CHOOSE(D31,"Gold","Silver","Bronze"),"unplaced")
Amit 2:45 1 Gold =IF(D32<=3,CHOOSE(D32,"Gold","Silver","Bronze"),"unplaced")
Sunil 1:05 5 unplaced =IF(D33<=3,CHOOSE(D33,"Gold","Silver","Bronze"),"unplaced")
Gautham 1:20 3 Bronze =IF(D34<=3,CHOOSE(D34,"Gold","Silver","Bronze"),"unplaced")
=RANK(C34,C30:C34)
Page 350
CHAR
BACK
ANSI Number Character
65 A =CHAR(G4)
66 B =CHAR(G5)
169 © =CHAR(G6)
What Does It Do?
This function converts a normal number to the character it represent in the ANSI
character set used by Windows.
Syntax
=CHAR(Number)
The Number must be between 1 and 255.
Formatting
The result will be a character with no special formatting.
Example
The following is a list of all 255 numbers and the characters they represent.
Note that most Windows based program may not display some of the special characters,
these will be displayed as a small box.
1 26 51 3 76 L 101 e 126 ~ 151 176 ° 201 É 226 â 251 û
2 27 52 4 77 M 102 f 127 152 ò 177 ± 202 227 ã 252 ü
3 28 53 5 78 N 103 g 128 153 ô 178 ² 203 Ë 228 ä 253 ý
4 29 54 6 79 O 104 h 129 154 ö 179 ³ 204 Ì 229 å 254 þ
5 30 55 7 80 P 105 i 130 155 õ 180 ´ 205 Í 230 æ 255 ÿ
6 31 56 8 81 Q 106 j 131 É 156 ú 181 µ 206 Î 231 ç
7 32 57 9 82 R 107 k 132 Ñ 157 182 ¶ 207 œ 232 è
8 33 ! 58 : 83 S 108 l 133 Ö 158 û 183 · 208 Ð 233 é
9 34 " 59 ; 84 T 109 m 134 159 ü 184 ¸ 209 Ñ 234 ê
10 35 # 60 < 85 U 110 n 135 160 185 ¹ 210 Ò 235 ë
11 36 $ 61 = 86 V 111 o 136 161 ¡ 186 º 211 Ó 236 ì
12 37 % 62 > 87 W 112 p 137 â 162 ¢ 187 » 212 Ô 237 í
13 38 & 63 ? 88 X 113 q 138 ä 163 £ 188 ¼ 213 Õ 238 î
14 39 ' 64 @ 89 Y 114 r 139 164 ¤ 189 ½ 214 Ö 239 ï
15 40 ( 65 A 90 Z 115 s 140 å 165 ¥ 190 ¾ 215 × 240 ð
16 41 ) 66 B 91 [ 116 t 141 166 ¦ 191 ¿ 216 ÿ 241 ñ
17 42 * 67 C 92 \ 117 u 142 é 167 § 192 À 217 Ù 242 ò
18 43 + 68 D 93 ] 118 v 143 168 ¨ 193 ¡ 218 Ú 243 ó
19 44 , 69 E 94 ^ 119 w 144 ê 169 © 194 Â 219 € 244 ô
20 45 - 70 F 95 _ 120 x 145 ë 170 ™ 195 Ã 220 ‹ 245 õ
21 46 . 71 G 96 ` 121 y 146 í 171 ´ 196 ƒ 221 › 246 ö
22 47 / 72 H 97 a 122 z 147 ì 172 ¬ 197 Å 222 Þ 247 ÷
23 48 0 73 I 98 b 123 { 148 î 173 198 Æ 223 ß 248 ¿
24 49 1 74 J 99 c 124 | 149 ï 174 ® 199 Ç 224 ‡ 249 ù
25 50 2 75 K 100 d 125 } 150 ñ 175 ¯ 200 » 225 · 250 ú
Page 351
CHAR
Note
Number 32 does not show as it is the SPACEBAR character.
Page 352
CELL
BACK
This is the cell and contents to test. 17.50%
The cell address. $D$3 =CELL("address",D3)
The column number. 4 =CELL("col",D3)
The row number. 3 =CELL("row",D3)
The actual contents of the cell. 0.18 =CELL("contents",D3)
The type of entry in the cell.
v =CELL("type",D3)
Shown as b for blank, l for text, v for value.
The alignment of the cell.
Shown as ' for left, ^ for centre, " for right. =CELL("prefix",D3)
Nothing is shown for numeric entries.
The width of the cell. 12 =CELL("width",D3)
The number format of the cell.
P2 =CELL("format",D3)
(See the table shown below)
Formatted for braces ( ) on positive values.
0 =CELL("parentheses",D3)
1 for yes, 0 for no.
Formatted for coloured negatives.
0 =CELL("color",D3)
1 for yes, 0 for no.
The type of cell protection.
1 =CELL("protect",D3)
1 for a locked, 0 for unlocked.
The filename containing the cell. 'file:///opt/scribd/conversion/tmp/scratch1/19228007.ods'#$CELL
=CELL("filename",D3)
What Does It Do ?
This function examines a cell and displays information about the contents, position and formatting.
Syntax
=CELL("TypeOfInfoRequired",CellToTest)
The TypeOfInfoRequired is a text entry which must be surrounded with quotes " ".
Formatting
No special formatting is needed.
Codes used to show the formatting of the cell.
Numeric Format Code
General G
0 F0
#,##0 ,0
0.00 F2
#,##0.00 ,2
$#,##0_);($#,##0) C0
$#,##0_);[Red]($#,##0) C0-
$#,##0.00_);($#,##0.00) C2
$#,##0.00_);[Red]($#,##0.00) C2-
0% P0
0.00% P2
Page 353
CELL
0.00E+00 S2
# ?/? or # ??/?? G
m/d/yy or m/d/yy h:mm or mm/dd/yy. D4
d-mmm-yy or dd-mmm-yy D1
d-mmm or dd-mmm D2
mmm-yy D3
mm/dd D5
h:mm AM/PM D7
h:mm:ss AM/PM D6
h:mm D9
h:mm:ss D8
Page 354
CELL
/scratch1/19228007.ods'#$CELL
Page 355
CELL
Page 356
CEILING
BACK
Number Raised Up
2.1 3 =CEILING(C4,1)
1.5 2 =CEILING(C5,1)
1.9 2 =CEILING(C6,1)
20 30 =CEILING(C7,30)
25 30 =CEILING(C8,30)
40 60 =CEILING(C9,30)
What Does It Do ?
This function rounds a number up to the nearest multiple specified by the user.
Syntax
=CEILING(ValueToRound,MultipleToRoundUpTo)
The ValueToRound can be a cell address or a calculation.
Formatting
No special formatting is needed.
Example 1
The following table was used by a estate agent renting holiday apartments.
The properties being rented are only available on a weekly basis.
When the customer supplies the number of days required in the property the =CEILING()
function rounds it up by a multiple of 7 to calculate the number of full weeks to be billed.
Days To
Days Required Be Billed
Customer 1 3 7 =CEILING(D28,7)
Customer 2 4 7 =CEILING(D29,7)
Customer 3 10 14 =CEILING(D30,7)
Example 2
The following table was used by a builders merchant delivering products to a construction site.
The merchant needs to hire trucks to move each product.
Each product needs a particular type of truck of a fixed capacity.
Table 1 calculates the number of trucks required by dividing the Units To Be Moved by
the Capacity of the truck.
This results of the division are not whole numbers, and the builder cannot hire just part
of a truck.
Table 1
Units To Truck Trucks
Item Be Moved Capacity Needed
Bricks 1000 300 3.33 =D45/E45
Wood 5000 600 8.33 =D46/E46
Page 357
CEILING
Cement 2000 350 5.71 =D47/E47
Table 2 shows how the =CEILING() function has been used to round up the result of
the division to a whole number, and thus given the exact amount of trucks needed.
Table 2
Units To Truck Trucks
Item Be Moved Capacity Needed
Bricks 1000 300 4 =CEILING(D54/E54,1)
Wood 5000 600 9 =CEILING(D55/E55,1)
Cement 2000 350 6 =CEILING(D56/E56,1)
Example 3
The following tables were used by a shopkeeper to calculate the selling price of an item.
The shopkeeper buys products by the box.
The cost of the item is calculated by dividing the Box Cost by the Box Quantity.
The shopkeeper always wants the price to end in 99 pence.
Table 1 shows how just a normal division results in varying Item Costs.
Table 1
Item Box Qnty Box Cost Cost Per Item
Plugs 11 Rs.20.00 1.81818 =D69/C69
Sockets 7 Rs.18.25 2.60714 =D70/C70
Junctions 5 Rs.28.10 5.62000 =D71/C71
Adapters 16 Rs.28.00 1.75000 =D72/C72
Table 2 shows how the =CEILING() function has been used to raise the Item Cost to
always end in 99 pence.
Table 2
Item In Box Box Cost Cost Per Item Raised Cost
Plugs 11 Rs.20.00 1.81818 1.99
Sockets 7 Rs.18.25 2.60714 2.99
Junctions 5 Rs.28.10 5.62000 5.99
Adapters 16 Rs.28.00 1.75000 1.99
=INT(E83)+CEILING(MOD(E83,1),0.99)
Explanation
=INT(E83) Calculates the integer part of the price.
=MOD(E83,1) Calculates the decimal part of the price.
=CEILING(MOD(E83),0.99) Raises the decimal to 0.99
Page 358
AVERAGE
BACK
Mon Tue Wed Thu Fri Sat Sun Average
Temp 30 31 32 29 26 28 27 29 =AVERAGE(D4:J4)
Rain 0 0 0 4 6 3 1 2 =AVERAGE(D5:J5)
Mon Tue Wed Thu Fri Sat Sun Average
Temp 30 32 29 26 28 27 28.67 =AVERAGE(D8:J8)
Rain 0 0 4 6 3 1 2.33 =AVERAGE(D9:J9)
Mon Tue Wed Thu Fri Sat Sun Average
Temp 30 No 32 29 26 28 27 28.67 =AVERAGE(D12:J12)
Rain 0 Reading 0 4 6 3 1 2.33 =AVERAGE(D13:J13)
What Does It Do ?
This function calculates the average from a list of numbers.
If the cell is blank or contains text, the cell will not be used in the average calculation.
If the cell contains zero 0, the cell will be included in the average calculation.
Syntax
=AVERAGE(Range1,Range2,Range3... through to Range30)
Formatting
No special formatting is needed.
Note
To calculate the average of cells which contain text or blanks use =SUM() to get the total and
then divide by the count of the entries using =COUNTA().
Mon Tue Wed Thu Fri Sat Sun Average
Temp 30 No 32 29 26 28 27 24.57 =SUM(D31:J31)/COUNTA(D31:J31)
Rain 0 Reading 0 4 6 3 1 2 =SUM(D32:J32)/COUNTA(D32:J32)
Mon Tue Wed Thu Fri Sat Sun Average
Temp 30 32 29 26 28 27 28.67 =SUM(D35:J35)/COUNTA(D35:J35)
Rain 0 0 4 6 3 1 2.33 =SUM(D36:J36)/COUNTA(D36:J36)
Page 359
AND
BACK
Items To Test Result
500 800 TRUE =AND(C4>=100,D4>=100)
500 25 FALSE =AND(C5>=100,D5>=100)
25 500 FALSE =AND(C6>=100,D6>=100)
12 TRUE =AND(D7>=1,D7<=52)
What Does It Do?
This function tests two or more conditions to see if they are all true.
It can be used to test that a series of numbers meet certain conditions.
It can be used to test that a number or a date falls between an upper and lower limit.
Normally the AND() function would be used in conjunction with a function such as =IF().
Syntax
=AND(Test1,Test2)
Note that there can be up to 30 possible tests.
Formatting
When used by itself it will show TRUE or FALSE.
Example 1
The following example shows a list of examination results.
The teacher wants to find the pupils who scored above average in all three exams.
The =AND() function has been used to test that each score is above the average.
The result of TRUE is shown for pupils who have scored above average in all three exams.
Name Maths English Physics Passed
Sunil 80 75 85 TRUE
Anil 50 30 40 FALSE
Rahul 60 70 50 FALSE
Amit 90 85 95 TRUE
Praful 20 30 Absent FALSE
Ramesh 40 60 80 FALSE
Rabish 10 90 80 FALSE
Srinath 80 70 60 TRUE
Murli 30 10 20 FALSE
Premakumar 10 20 30 FALSE
=AND(C38>=AVERAGE($C$29:$C$38),D38>=AVERAGE($D$29:$D$38),E38>=AVERAGE($E$29:$E$38))
Averages 47 54 60
Page 360
ADDRESS
BACK
Type a column number : 2
Type a row number : 3
Type a sheet name : Hello
1.$B$3 =ADDRESS(F4,F3,1,TRUE)
1.B$3 =ADDRESS(F4,F3,2,TRUE)
1.$B3 =ADDRESS(F4,F3,3,TRUE)
1.B3 =ADDRESS(F4,F3,4,TRUE)
0.$B$3 =ADDRESS(F4,F3,1,FALSE)
0.B$3 =ADDRESS(F4,F3,2,FALSE)
0.$B3 =ADDRESS(F4,F3,3,FALSE)
0.B3 =ADDRESS(F4,F3,4,FALSE)
Err:504 =ADDRESS(F4,F3,1,TRUE,F5)
Err:504 =ADDRESS(F4,F3,2,TRUE,F5)
Err:504 =ADDRESS(F4,F3,3,TRUE,F5)
Err:504 =ADDRESS(F4,F3,4,TRUE,F5)
What Does It Do ?
This function creates a cell reference as a piece of text, based on a row and column
numbers given by the user.
This type of function is used in macros rather than on the actual worksheet.
Syntax
=ADDRESS(RowNumber,ColNumber,Absolute,A1orR1C1,SheetName)
The RowNumber is the normal row number from 1 to 16384.
The ColNumber is from 1 to 256, cols A to IV.
The Absolute can be 1,2,3 or 4.
When 1 the reference will be in the form $A$1, column and row absolute.
When 2 the reference will be in the form A$1, only the row absolute.
When 3 the reference will be in the form $A1, only the column absolute.
When 4 the reference will be in the form A1, neither col or row absolute.
The A1orR1C1 is either TRUE of FALSE.
When TRUE the reference will be in the form A1, the normal style for cell addresses.
When FALSE the reference will be in the form R1C1, the alternative style of cell address.
The SheetName is a piece of text to be used as the worksheet name in the reference.
The SheetName does not actually have to exist.
Page 361
ABS
BACK
Number Absolute Value
10 10 =ABS(C4)
-10 10 =ABS(C5)
1.25 1.25 =ABS(C6)
-1.25 1.25 =ABS(C7)
What Does it Do ?
This function calculates the value of a number, irrespective of whether it is positive or negative.
Syntax
=ABS(CellAddress or Number)
Formatting
The result will be shown as a number, no special formatting is needed.
Example
The following table was used by a company testing a machine which cuts timber.
The machine needs to cut timber to an exact length.
Three pieces of timber were cut and then measured.
In calculating the difference between the Required Length and the Actual Length it does
not matter if the wood was cut too long or short, the measurement needs to be expressed as
an absolute value.
Table 1 shows the original calculations.
The Difference for Test 3 is shown as negative, which has a knock on effect
when the Error Percentage is calculated.
Whether the wood was too long or short, the percentage should still be expressed
as an absolute value.
Table 1
Test Required Actual Error
Difference
Cut Length Length Percentage
Test 1 120 120 0 0%
Test 2 120 90 30 25%
Test 3 120 150 -30 -25%
=D36-E36
Table 2 shows the same data but using the =ABS() function to correct the calculations.
Table 2
Test Required Actual Error
Difference
Cut Length Length Percentage
Test 1 120 120 0 0%
Test 2 120 90 30 25%
Test 3 120 150 30 25%
=ABS(D45-E45)
Page 362
Brackets in formula
BACK
Sometimes you will need to use brackets, (also known as 'braces'), in formula.
This is to ensure that the calculations are performed in the order that you need.
The need for brackets occurs when you mix plus or minus with divide or multiply.
Mathematically speaking the * and / are more important than + and - .
The * and / operations will be calculated before + and - .
Example 1 : The wrong answer !
10
20
2
50 =C12+C13*C14
You may expect that 10 + 20 would equal 30
And then 30 * 2 would equal 60
But because the * is calculated first Calc sees the
calculation as 20 * 2 resulting in 40
And then 10 + 40 resulting in 50
Example 2 : The correct answer.
10
20
2
60 =(C27+C28)*C29
By placing brackets around (10+20) Calc performs this
part of the calulation first, resulting in 30
Then the 30 is multipled by 2 resulting in 60
Page 363
SUM_using_names
BACK
You can use the names typed at the top of columns or side of rows in calculations
simply by typing the name into the formula.
Try this example:
Go to cell C16 and then enter the formula =SUM(jan)
The result will show.
This formula can be copied to D16 and E16, and the names change to Feb and Mar.
Jan Feb Mar
North 45 50 50
South 30 25 35
East 35 10 50
West 20 50 5
Total
Page 364
Show all formula
BACK
You can view all the formula on the worksheet by pressing Ctrl and `.
The ' is the left single quote usually found on the key to left of number 1.
Press Ctrl and ` to see the formula below. (The screen may look a bit odd.)
Press the same combination to see the original view.
10 20 30
30 40 70
50 60 60
70 80 30
Page 365
Percentages
BACK
There are no specific functions for calculating percentages.
You have to use the skills you were taught in your maths class at school!
Finding a percentage of a value
Initial value 120
% to find 25%
Percentage value 30 =D8*D9
Example 1
A company is about to give its staff a pay rise.
The wages department need to calculate the increases.
Staff on different grades get different pay rises.
Grade % Rise
A 10%
B 15%
C 20%
Name Grade Old Salary Increase
Shivkumar A Rs.10,000.00 Rs.1,000.00 =E23*LOOKUP(D23,$C$18:$C$20,$D$18:$D$20)
Pande B Rs.20,000.00 Rs.3,000.00 =E24*LOOKUP(D24,$C$18:$C$20,$D$18:$D$20)
Srinath C Rs.30,000.00 Rs.6,000.00 =E25*LOOKUP(D25,$C$18:$C$20,$D$18:$D$20)
Premakumar B Rs.25,000.00 Rs.3,750.00 =E26*LOOKUP(D26,$C$18:$C$20,$D$18:$D$20)
Murli Mohen C Rs.32,000.00 Rs.6,400.00 =E27*LOOKUP(D27,$C$18:$C$20,$D$18:$D$20)
Ganesan A Rs.12,000.00 Rs.1,200.00 =E28*LOOKUP(D28,$C$18:$C$20,$D$18:$D$20)
Finding a percentage increase
Initial value 120
% increase 25%
Increased value 150 =D33*D34+D33
Example 2
A company is about to give its staff a pay rise.
The wages department need to calculate the new salary including the % increase.
Staff on different grades get different pay rises.
Grade % Rise
A 10%
B 15%
C 20%
Name Grade Old Salary Increase
Shivkumar A Rs.10,000.00 Rs.11,000.00 =E48*LOOKUP(D48,$C$18:$C$20,$D$18:$D$20)+E48
Pande B Rs.20,000.00 Rs.23,000.00 =E49*LOOKUP(D49,$C$18:$C$20,$D$18:$D$20)+E49
Page 366
Percentages
Srinath C Rs.30,000.00 Rs.36,000.00 =E50*LOOKUP(D50,$C$18:$C$20,$D$18:$D$20)+E50
Premakumar B Rs.25,000.00 Rs.28,750.00 =E51*LOOKUP(D51,$C$18:$C$20,$D$18:$D$20)+E51
Murli Mohen C Rs.32,000.00 Rs.38,400.00 =E52*LOOKUP(D52,$C$18:$C$20,$D$18:$D$20)+E52
Ganesan A Rs.12,000.00 Rs.13,200.00 =E53*LOOKUP(D53,$C$18:$C$20,$D$18:$D$20)+E53
Finding one value as percentage of another
Value A 120
Value B 60
A as % of B 50% =D59/D58
You will need to format the result as % by using the % button
on the toolbar.
Example 3
An manager has been asked to submit budget requirements for next year.
The manger needs to specify what will be required each quarter.
The manager knows what has been spent by each region in the previous year.
By analysing the past years spending, the manager hopes to predict
what will need to be spent in the next year.
Last years figures
Region Q1 Q2 Q3 Q4
North 9,000 2,000 9,000 7,000
South 7,000 4,000 9,000 5,000
East 2,000 8,000 7,000 3,000
West 8,000 9,000 6,000 5,000 Total
Total 26,000 23,000 31,000 20,000 100,000
Last years Quarters as % of last years Total
Region Q1 Q2 Q3 Q4
North 9% 2% 9% 7% =G74/$H$78
South 7% 4% 9% 5% =G75/$H$78
East 2% 8% 7% 3% =G76/$H$78
West 8% 9% 6% 5% =G77/$H$78
Total 26% 23% 31% 20% =G78/$H$78
Next years budget 150,000
Next years estimated budget requirements
Region Q1 Q2 Q3 Q4
North 13,500 3,000 13,500 10,500 =G82*$E$88
South 10,500 6,000 13,500 7,500 =G83*$E$88
East 3,000 12,000 10,500 4,500 =G84*$E$88
West 12,000 13,500 9,000 7,500 Total
Total 39,000 34,500 46,500 30,000 150,000
Finding an original value after an increase has been applied
Increased value 150
Page 367
Percentages
% increase 25%
Original value 120 =D100/(100%+D101)
Example 4
An employee has to submit an expenses claim for travelling and accommodation.
The claim needs to show the VAT tax portion of each receipt.
Unfortunately the receipts held by the employee only show the total amount.
The employee needs to split this total to show the original value and the VAT amount.
VAT rate 17.50%
Receipt Total Actual Value Vat Value
Petrol Rs.10.00 Rs.8.51 Rs.1.49 =D113-D113/(100%+$D$110)
Hotel Rs.235.00 Rs.200.00 Rs.35.00
Petrol Rs.117.50 Rs.100.00 Rs.17.50
=D115/(100%+$D$110)
Page 368
Percentages
8:$C$20,$D$18:$D$20)
8:$C$20,$D$18:$D$20)
8:$C$20,$D$18:$D$20)
8:$C$20,$D$18:$D$20)
8:$C$20,$D$18:$D$20)
8:$C$20,$D$18:$D$20)
18:$C$20,$D$18:$D$20)+E48
18:$C$20,$D$18:$D$20)+E49
Page 369
Percentages
18:$C$20,$D$18:$D$20)+E50
18:$C$20,$D$18:$D$20)+E51
18:$C$20,$D$18:$D$20)+E52
18:$C$20,$D$18:$D$20)+E53
Page 370
Percentages
Page 371
Split ForenameSurname
BACK
The following formula are useful when you have one cell containing text which needs
to be split up.
One of the most common examples of this is when a persons Forename and Surname
are entered in full into a cell.
The formula use various text functions to accomplish the task.
Each of the techniques uses the space between the names to identify where to split.
Finding the First Name
Full Name First Name
Shivkumar Natarajan Shivkumar =LEFT(C14,FIND(" ",C14,1))
Srinath Sarma Srinath =LEFT(C15,FIND(" ",C15,1))
Rabish Pande Rabish =LEFT(C16,FIND(" ",C16,1))
Finding the Last Name
Full Name Last Name
Shivkumar Natarajan Natarajan =RIGHT(C22,LEN(C22)-FIND(" ",C22))
Srinath Sarma Sarma =RIGHT(C23,LEN(C23)-FIND(" ",C23))
Rabish Pande Pande =RIGHT(C24,LEN(C24)-FIND(" ",C24))
Finding the Last name when a Middle name is present
The formula above cannot handle any more than two names.
If there is also a middle name, the last name formula will be incorrect.
To solve the problem you have to use a much longer calculation.
Full Name Last Name
Shivkumar Natarajan Iyer Iyer
Srinath Sarma T T
Rabish Pande S S
=RIGHT(C37,LEN(C37)-FIND("#",SUBSTITUTE(C37," ","#",LEN(C37)-LEN(SUBSTITUTE(C37," ","")))
Finding the Middle name
Full Name Middle Name
Shivkumar Natarajan Iyer Natarajan
Srinath Sarma T Sarma
Rabish Pande S Pande
=LEFT(RIGHT(C45,LEN(C45)-FIND(" ",C45,1)),FIND(" ",RIGHT(C45,LEN(C45)-FIND(" ",C45,1)),1))
Page 372
Split ForenameSurname
C37)-LEN(SUBSTITUTE(C37," ","")))))
45,LEN(C45)-FIND(" ",C45,1)),1))
Page 373
Time Calculation
BACK
Calc 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 12:30 20:15 22:45
Calc 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 End Duration
1:30 2:30 1:00 =D24-C24
8:00 17:00 9:00 =D25-C25
8:00 AM 5:00 PM 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 End Duration
1:30 2:30 1:00
8:00 17:00 9:00
7:30 AM 5:45 PM 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
Page 374
Time Calculation
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)
Page 375
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