Excel Formula Description and Exemple

HOME
ABS
AND
Auto Sum
AVERAGE
BIN2DEC
Bracket in Formula
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CHAR
CHOOSE
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CODE
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CONVERT
CORREL
COUNT
COUNTA
COUNTBLANK
COUNTIF
DATE
DATEDIF
DATEVALUE
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DAY
DAYS360
DB
DCOUNT
DCOUNTA
DEC2BIN
DEC2HEX
DELTA
DGET
DMAX
DMIN
DOLLAR
DSUM
EDATE
EOMONTH
ERROR.TYPE
EVEN
EXACT
FACT
Filename Formula
FIND
FIXED
FORECAST
FORECAST
FREQUENCY
GCD
GESTEP
HEX2DEC
HLOOKUP
HOUR
IF
INDEX
INDIRECT
INFO
Instant Charts
INT
ISBLANK
ISERR
ISERROR
ISEVEN
ISLOGICAL
ISNA
ISNONTEXT
ISNUMBER
ISODD
ISREF
ISTEXT
LARGE
LCM
LEFT
LEN
LOOKUP(Array)
LOOKUP(Vector)
LOWER
MATCH
MAX
MEDIAN
MID
MIN
MINUTE
MMULT
MOD
MODE
MONTH
MROUND
N
NA
NETWORKDAYS
NOT
NOW
ODD
OR
Ordering Stock
Percentages
PERMUT
PI
POWER
PRODUCT
PROPER
QUARTILE
QUOTIENT
RAND
RANDBETWEEN
RANK
REPLACE
REPT
RIGHT
ROMAN
ROUND
ROUNDDOWN
ROUNDUP
SECOND
Show all Formula
SIGN
SLN
SMALL
Split Forename and Surname
STDEV
STDEVP
SUBSTITUTE
SUM
SUM(Running Total)
SUM (using names)
SUM and the =OFFSET function
SUMIF
SUMPRODUCT
SYD
T
TEXT
TIME
TIME Calculation
TIMEVALUE
TODAY()
TRANSPOSE
TREND
TRIM
TRUNC
UPPER
VALUE
VAR
VARP
VLOOKUP
WEEKDAY
WORKDAY
YEAR
YEARFRAC
HOME
Number
10
-10
1.25
-1.25
Absolute Value
10
10
1.25
1.25
=ABS(C4)
=ABS(C5)
=ABS(C6)
=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
Cut
Test 1
Test 2
Test 3
Required
Length
120
120
120
Actual
Length
120
90
150
Difference
0
30
-30
=D36-E36
Error
Percentage
0%
25%
-25%
Table 2 shows the same data but using the =ABS() function to correct the calculations.
Table 2
Test
Cut
Test 1
Test 2
Required
Length
120
120
Actual
Length
120
90
Difference
0
30
Error
Percentage
0%
25%
Test 3
120
150
30
=ABS(D45-E45)
25%
Back
Items To Test
500
800
500
25
25
500
12
Result
1
0
0
1
=AND(C4>=100,D4>=100)
=AND(C5>=100,D5>=100)
=AND(C6>=100,D6>=100)
=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
Alan
Bob
Carol
David
Eric
Fred
Gail
Harry
Ian
Janice
Maths
80
50
60
90
20
40
10
80
30
10
English
75
30
70
85
30
60
90
70
10
20
Physics
85
40
50
95
Absent
80
80
60
20
30
Passed
1
0
0
1
0
0
0
1
0
0
=AND(C38>=AVERAGE($C$29:$C$38),D38>=AVERAGE($D$29:$D$38),E38>=AVERAGE($E$29:$E$38))
Averages
47
54
60
ch as =IF().
ll three exams.
RAGE($E$29:$E$38))
Back
Instead of using the AutoSum button from the toolbar,

you can press Alt and = to achieve the same result.
Try it here :
Move to a blank cell in the Total row or column, then press Alt and =.
or
Select a row, column or all cells and then press Alt and =.
North
South
East
West
Total
Jan
10
20
30
40
100
Feb
50
60
70
80
260
Mar
90
100
200
300
690
Total
150
180
330
420
1050
Back
Temp
Rain
Mon
30
0
Tue
31
0
Wed Thu Fri Sat Sun Average

32
29 26 28 27
29
=AVERAGE(D4:J4)
0
4
6
3
1
2
=AVERAGE(D5:J5)
Tue
Temp
Rain
Mon
30
0

32
29 26 28 27 28.66667 =AVERAGE(D8:J8)
0
4
6
3
1 2.333333 =AVERAGE(D9:J9)
Temp
Rain
Mon
30
0
Tue
No
Reading

32
29 26 28 27 28.66667 =AVERAGE(D12:J12)
0
4
6
3
1 2.333333 =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().
Temp
Rain
Mon
30
0
Tue
No
Reading

32
29 26 28 27 24.57143 =SUM(D31:J31)/COUNTA(D31:J31)
0
4
6
3
1
2
=SUM(D32:J32)/COUNTA(D32:J32)
Tue
Temp
Rain
Mon
30
0

32
29 26 28 27 28.66667 =SUM(D35:J35)/COUNTA(D35:J35)
0
4
6
3
1 2.333333 =SUM(D36:J36)/COUNTA(D36:J36)
Further Usage
the total and
COUNTA(D31:J31)
COUNTA(D32:J32)
COUNTA(D35:J35)
COUNTA(D36:J36)
Back
Binary Number
0
1
10
11
111111111
1111111111
1111111110
1111111101
1000000000
11111111111
Decimal Equivalent
#ADDIN?
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
=BIN2DEC(C4)
=BIN2DEC(C5)
=BIN2DEC(C6)
=BIN2DEC(C7)
=BIN2DEC(C8)
=BIN2DEC(C9)
=BIN2DEC(C10)
=BIN2DEC(C11)
=BIN2DEC(C12)
=BIN2DEC(C13)
What Does It Do ?
This function converts a binary number to decimal.

Negative numbers are represented using two's-complement notation.
Syntax
=BIN2DEC(BinaryNumber)
The binary number has a limit of ten characters.
Formatting
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 Excel 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) Excel performs this

part of the calulation first, resulting in 30
Then the 30 is multipled by 2 resulting in 60
Back
Number
2.1
1.5
1.9
20
25
40
Raised Up
3
2
2
30
30
60
=CEILING(C4,1)
=CEILING(C5,1)
=CEILING(C6,1)
=CEILING(C7,30)
=CEILING(C8,30)
=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

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 Required
Customer 1
3
Customer 2
4
Customer 3
10
Days To
Be Billed
7
7
14
=CEILING(D28,7)
=CEILING(D29,7)
=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
Item
Units To
Be Moved
Truck
Capacity
Trucks
Needed
Bricks
Wood
Cement
1000
5000
2000
300
600
350
3.33
8.33
5.71
=D45/E45
=D46/E46
=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
Item
Bricks
Wood
Cement
Units To
Be Moved
1000
5000
2000
Truck
Capacity
300
600
350
Trucks
Needed
4
9
6
=CEILING(D54/E54,1)
=CEILING(D55/E55,1)
=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
Plugs
Sockets
Junctions
Adapters
Box Qnty
11
7
5
16
Box Cost
20
18.25
28.10
28
Cost Per Item

1.81818
2.60714
5.62000
1.75000
=D69/C69
=D70/C70
=D71/C71
=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
Plugs
Sockets
Junctions
Adapters
In Box
11
7
5
16
Explanation
=INT(E83)
=MOD(E83,1)
=CEILING(MOD(E83),0.99)
Box Cost
20
18.25
28.10
28
Cost Per Item

1.81818
2.60714
5.62000
1.75000
Raised Cost
1.99
2.99
5.99
1.99
=INT(E83)+CEILING(MOD(E83,1),0.99)
Calculates the integer part of the price.

Calculates the decimal part of the price.
Raises the decimal to 0.99
=CEILING()
construction site.
LING(D54/E54,1)
LING(D55/E55,1)
LING(D56/E56,1)
of an item.
MOD(E83,1),0.99)
Back
This is the cell and contents to test.

The cell address.
The column number.
The row number.
The actual contents of the cell.
The type of entry in the cell.
Shown as b for blank, l for text, v for value.
The alignment of the cell.
Shown as ' for left, ^ for centre, " for right.
17.50%
$D$3
4
3
0.175
=CELL("address",D3)
=CELL("col",D3)
=CELL("row",D3)
=CELL("contents",D3)
=CELL("type",D3)
=CELL("prefix",D3)
Nothing is shown for numeric entries.
The width of the cell.

12
=CELL("width",D3)
The number format fo 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:///var/www/apps/conversion/tmp/scratch_3/324916696.xl
=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

Codes used to show the formatting of the cell.
Numeric Format
General
0
#,##0
0.00
#,##0.00
$#,##0_);($#,##0)
$#,##0_);[Red]($#,##0)
$#,##0.00_);($#,##0.00)
$#,##0.00_);[Red]($#,##0.00)
Code
G
F0
,0
F2
,2
C0
C0C2
C2-
0%
0.00%
0.00E+00
# ?/? or # ??/??
m/d/yy or m/d/yy h:mm or mm/dd/yy.
d-mmm-yy or dd-mmm-yy
d-mmm or dd-mmm
mmm-yy
mm/dd
h:mm AM/PM
h:mm:ss AM/PM
h:mm
h:mm:ss
P0
P2
S2
G
D4
D1
D2
D3
D5
D7
D6
D9
D8
Example
The following example uses the =CELL() function as part of a formula which extracts the filename.
The name of the current file is : #VALUE!
=MID(CELL("filename"),FIND("[",CELL("filename"))+1,FIND("]",CELL("filename"))-FIND("[",CELL("filename"))-1)
=CELL("address",D3)
=CELL("col",D3)
=CELL("row",D3)
=CELL("contents",D3)
=CELL("type",D3)
=CELL("prefix",D3)
=CELL("width",D3)
=CELL("format",D3)
=CELL("parentheses",D3)
=CELL("color",D3)
=CELL("protect",D3)
ps/conversion/tmp/scratch_3/324916696.xls'#$Sheet8
=CELL("filename",D3)
, position and formatting.
ich extracts the filename.
Back
ANSI Number Character

65
A
66
B
169
=CHAR(G4)
=CHAR(G5)
=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
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
!
"
#
$
%
&
'
(
)
*
+
,
.
/
0
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
3
4
5
6
7
8
9
:
;
<
=
>
?
@
A
B
C
D
E
F
G
H
I
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
L
M
N
O
P
Q
R
S
T
U
V
W
X
Y
Z
[
\
]
^
_
`
a
b
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
122
123
e
f
g
h
i
j
k
l
m
n
o
p
q
r
s
t
u
v
w
x
y
z
{
126
127
128
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
147
148
~
Q
151
152
153
154
155
156
157
158
159
160
161
162
163
164
165
166
167
168
169
170
171
172
173
176
177
178
179
180
181
182
183
184
185
186
187
188
189
190
191
192
193
194
195
196
197
198
201
202
203
204
205
206
207
208
209
210
211
212
213
214
215
216
217
218
219
220
221
222
223
226
227
228
229
230
231
232
233
234
235
236
237
238
239
240
241
242
243
244
245
246
247
248
251
252
253
254
255
24
25
49 1
50 2
74 J
75 K
99 c
100 d
124 |
125 }
149
150
174
175
Note
Number 32 does not show as it is the SPACEBAR character.
199
200
224
225
249
250
Back
Index
Value
1
3
2
3
1
2
Result
Alan
Carol
Bob
18%
10%
15%
=CHOOSE(C4,"Alan","Bob","Carol")
=CHOOSE(C7,10%,15%,18%)
=CHOOSE(C8,10%,15%,18%)
=CHOOSE(C9,10%,15%,18%)
What Does It Do?
This function picks from a list of options based upon an Index value given to by the user.
Syntax
=CHOOSE(UserValue, Item1, Item2, Item3 through to Item29)

Formatting
No special formatting is required.

Example
The following table was used to calculate the medals for athletes taking part in a race.
The Time for each athlete is entered.
The =RANK() function calculates the finishing position of each athlete.
The =CHOOSE() then allocates the correct medal.
The =IF() has been used to filter out any positions above 3, as this would cause
the error of #VALUE to appear, due to the fact the =CHOOSE() has only three items in it.
Name
Alan
Bob
Carol
David
Eric
Time
1:30
1:15
2:45
1:05
1:20
Position
Medal
2
Silver
4
unplaced
1
Gold
5
unplaced
3
Bronze
=RANK(C34,C30:C34)
=IF(D30<=3,CHOOSE(D30,"Gold","Silver","Bronze"),"unplaced")
Back
Dirty Text
Hello
Hello
Hello
Clean Text
Hello
Hello
Hello
=CLEAN(C4)
=CLEAN(C5)
=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.
Back
Letter
A
B
C
a
b
c
Alan
Bob
Carol
ANSI Code
65
66
67
97
98
99
65
66
67
=CODE(C4)
=CODE(C5)
=CODE(C6)
=CODE(C7)
=CODE(C8)
=CODE(C9)
=CODE(C10)
=CODE(C11)
=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.
Back
Pool Of Items
4
4
26
Items In A Group
2
3
2
Possible Groups
6
4
325
=COMBIN(C4,D4)
=COMBIN(C5,D5)
=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
Example 1
This example calculates the possible number of pairs of letters available

from the four characters ABCD.
Total Characters
4
The proof !
Group Size
2
The four letters :
Pair 1
Pair 2
Pair 3
Pair 4
Pair 5
Pair 6
Combinations
6
=COMBIN(C25,D25)
ABCD
AB
AC
AD
BC
BD
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
5
The colours
Red
Green
Colours Per Scheme

3
Totals Schemes
10
=COMBIN(C41,D41)
Blue
Yellow
Black
Scheme 1
Red
Green
Scheme 3
Red
Green
Scheme 4
Red
Blue
Scheme 2
Red
Green
Yellow
Black
Yellow
Scheme 6
Green
Scheme 7
Green
Scheme 9
Blue
Blue
Black
Scheme 8
Green
Yellow
Black
Black
Yellow
Blue
Blue
Yellow
Scheme 5
Red
Blue
Black
Scheme 10
??????
Back
Name 1
Alan
Bob
Carol
Alan
Bob
Carol
Name 2
Jones
Williams
Davies
Jones
Williams
Davies
Concatenated Text
AlanJones
BobWilliams
CarolDavies
Alan Jones
Williams, Bob
Davies, Carol
=CONCATENATE(C4,D4)
=CONCATENATE(C5,D5)
=CONCATENATE(C6,D6)
=CONCATENATE(C7," ",D7)
=CONCATENATE(D8,", ",C8)
=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
Alan
Bob
Carol
Alan
Bob
Carol
Name 2
Jones
Williams
Davies
Jones
Williams
Davies
Concatenated Text
AlanJones
BobWilliams
CarolDavies
Alan Jones
Williams, Bob
Davies, Carol
=C25&D25
=C26&D26
=C27&D27
=C28&" "&D28
=D29&", "&C29
=D30&", "&C30
Back
Amount
To Convert
1
1
1
Converting
From
in
ft
yd
Converting
To
cm
m
m
1
1
1.5
0.5
yr
day
hr
mn
day
hr
mn
sec
Converted
Amount
#N/A
=CONVERT(C4,D4,E4)
#N/A
=CONVERT(C5,D5,E5)
#N/A
=CONVERT(C6,D6,E6)
#N/A
#N/A
#N/A
#N/A
=CONVERT(C8,D8,E8)
=CONVERT(C9,D9,E9)
=CONVERT(C10,D10,E10)
What Does It Do ?
This function converts 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

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.
Weight
Height
Length
Width
Pounds
Ounces
Kilograms
5
3
#N/A
=CONVERT(D28,"lbm","kg")+CONVERT(E28,"ozm","kg")
Feet
12
8
5
Inches
Metres
6
#N/A
3
#N/A
2
#N/A
=CONVERT(D34,"ft","m")+CONVERT(E34,"in","m")
Abbreviations
This is a list of all the possible abbreviations which can be used to denote measuring systems.
Weight & Mass
Gram
Kilogram
Slug
Pound mass
g
kg
sg
lbm
Distance
Meter
Statute mile
Nautical mile
Inch
m
mi
Nmi
in
U (atomic mass)
Ounce mass
u
ozm
Time
Year
Day
Hour
Minute
Second
yr
day
hr
mn
sec
Temperature
Degree Celsius
Degree Fahrenheit
Degree Kelvin
Force
Newton
Dyne
Pound force
Energy
Joule
Erg
Thermodynamic
calorie
IT calorie
Electron volt
Horsepower-hour
Watt-hour
Foot-pound
BTU
Foot
Yard
Angstrom
Pica (1/72 in.)
ft
yd
ang
Pica
Pressure
Pascal
Atmosphere
mm of Mercury
Pa
atm
mmHg
N
dyn
lbf
Liquid
Teaspoon
Tablespoon
Fluid ounce
Cup
Pint
Quart
Gallon
Liter
tsp
tbs
oz
cup
pt
qt
gal
l
J
e
Power
Horsepower
Watt
HP
W
Magnetism
Tesla
Gauss
T
ga
C
F
K
c
cal
eV
HPh
Wh
flb
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
exa
peta
tera
giga
mega
kilo
hecto
dekao
Multiplier
1.00E+18
1.00E+15
1.00E+12
1.00E+09
1.00E+06
1.00E+03
1.00E+02
1.00E+01
Abbreviation
E
P
T
G
M
k
h
e
Prefix
deci
centi
milli
micro
nano
pico
femto
atto
Multiplier
1.00E-01
1.00E-02
1.00E-03
1.00E-06
1.00E-09
1.00E-12
1.00E-15
1.00E-18
=CONVERT(C4,D4,E4)
=CONVERT(C5,D5,E5)
=CONVERT(C6,D6,E6)
=CONVERT(C8,D8,E8)
=CONVERT(C9,D9,E9)
alue expressed
t the weight
VERT(E28,"ozm","kg")
VERT(E34,"in","m")
e measuring systems.
Abbreviation
d
c
m
u
n
p
f
a
Back
Table 1
Month
Jan
Feb
Mar
Apr
May
Jun
Avg Temp
20
30
30
40
50
50
Table 2
Air Cond
Sales
100
200
300
200
400
400
Correlation
0.864
=CORREL(D5:D10,E5:E10)
Advertising
Costs
2,000
1,000
5,000
1,000
8,000
1,000
Sales
20,000
30,000
20,000
40,000
40,000
20,000
Correlation
28%
=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.
Back
Entries To Be Counted
10
20
30
10
0
30
10
-20
30
10
1-Jan-88
30
10
21:30
30
10
0.1106904
30
10
30
10
Hello
30
10
#DIV/0!
30
Count
3
3
3
3
3
3
2
2
2
=COUNT(C4:E4)
=COUNT(C5:E5)
=COUNT(C6:E6)
=COUNT(C7:E7)
=COUNT(C8:E8)
=COUNT(C9:E9)
=COUNT(C10:E10)
=COUNT(C11:E11)
=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

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
Bricks
1,000
Wood
5,000
Glass
2,000
1,000
Metal
1,000
Count
3
2
=COUNT(D29:D32)
Mar
Back
Entries To Be Counted
10
20
30
10
0
30
10
-20
30
10
1-Jan-88
30
10
21:30
30
10
0.7859386
30
10
30
10
Hello
30
10
#DIV/0!
30
Count
3
3
3
3
3
3
2
3
3
=COUNTA(C4:E4)
=COUNTA(C5:E5)
=COUNTA(C6:E6)
=COUNTA(C7:E7)
=COUNTA(C8:E8)
=COUNTA(C9:E9)
=COUNTA(C10:E10)
=COUNTA(C11:E11)
=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

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.
Maths
Alan
Bob
Carol
David
Elaine
Fail
2
Fail
1
English
1
1
3
Art
History
1
3
1
Fail
2
1
Fail
How many pupils sat each Exam.

Maths
English
Art
History
4
3
5
2
=COUNTA(D35:D39)
Exams Taken
By Each Pupil
2
3
3
2
4
=COUNTA(D39:G39)
Back
Range To Test
1
Hello
3
0
Blanks
2
=COUNTBLANK(C4:C11)
1-Jan-98
5
What Does It Do ?
This function counts the number of blank cells in a range.

Syntax
=COUNTBLANK(RangeToTest)
Formatting

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.
Factory 1
Factory 2
Factory 3
Factory 4
Factory 5
Factory 6
Factory 7
Factory 8
Factory 9
Factory 10
Admin
Y
N
Y
Y
Accounts
N
Y
Y
N
N
Production
Personnel
N
Y
Y
Y
Y
Y
N
N
Y
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")
Back
Item
Brakes
Tyres
Brakes
Service
Service
Window
Tyres
Tyres
Clutch
Date
1-Jan-98
10-May-98
1-Feb-98
1-Mar-98
5-Jan-98
1-Jun-98
1-Apr-98
1-Mar-98
1-May-98
Cost
80
25
80
150
300
50
200
100
250
How many Brake Shoes Have been bought.

How many Tyres have been bought.
How many items cost 100 or above.
Type the name of the item to count.
service
2
3
5
=COUNTIF(C4:C12,"Brakes")
=COUNTIF(C4:C12,"Tyres")
=COUNTIF(E4:E12,">=100")
=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
Back
Day
25
25
33
Month
12
12
12
Year
99
99
99
Date
12/25/99 =DATE(E4,D4,C4)
25-Dec-99 =DATE(E5,D5,C5)
January 2, 2000 =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.
Back
FirstDate
1-Jan-60
1-Jan-60
1-Jan-60
1-Jan-60
1-Jan-60
1-Jan-60
SecondDate
10-May-70
10-May-70
10-May-70
10-May-70
10-May-70
10-May-70
Interval
days
months
years
yeardays
yearmonths
monthdays
Difference
3782
124
10
129
4
9
=DATEDIF(C4,D4,"d")
=DATEDIF(C5,D5,"m")
=DATEDIF(C6,D6,"y")
=DATEDIF(C7,D7,"yd")
=DATEDIF(C8,D8,"ym")
=DATEDIF(C9,D9,"md")
What Does It Do?
This function calculates the difference between two dates.

It can show the result in weeks, months or years.
Syntax
=DATEDIF(FirstDate,SecondDate,"Interval")
FirstDate : This is the earliest of the two dates.
SecondDate : This is the most recent of the two dates.
"Interval" : This indicates what you want to calculate.
These are the available intervals.
"d"
Days between the two dates.
"m"
Months between the two dates.
"y"
Years between the two dates.
"yd"
Days between the dates, as if the dates were in the same year.
"ym"
Months between the dates, as if the dates were in the same year.
"md"
Days between the two dates, as if the dates were in the same month and year.
Formatting
Birth date :
Years lived :
and the months
and the days :
1-Jan-60
56 =DATEDIF(C8,TODAY(),"y")
6 =DATEDIF(C8,TODAY(),"ym")
25 =DATEDIF(C8,TODAY(),"md")
You can put this all together in one calculation, which creates a text version.
Age is 56 Years, 6 Months and 25 Days
="Age is "&DATEDIF(C8,TODAY(),"y")&" Years, "&DATEDIF(C8,TODAY(),"ym")&" Months and "&DATEDIF(C8,TODAY(),"md")&" Days"
me month and year.
Back
Date
25-dec-99
25/12/99
25-dec-99
25/12/99
Date Value
36519
Err:502
36519
Err:502
=DATEVALUE(C4)
=DATEVALUE(C5)
=DATEVALUE(C6)
=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.
Property Ref.
BC100
FG700
TD200
HJ900
Expiry Date
Days Until Expiry
25-dec-99
-6058
10-july/99
Err:502
13-sep-98
-6526
30/5/2000
Err:502
=DATEVALUE(E32)-TODAY()
Back
Product
Bulb
Neon
Spot
Other
Bulb
Spot
Spot
Other
Bulb
Neon
Bulb
Bulb
Bulb
Bulb
Bulb
Bulb
Wattage
200
100
60
10
80
100
200
25
200
100
100
10
60
80
100
40
Life Hours
3000
2000
Brand
Horizon
Horizon
Unit Cost
4.50
2.00
8000
1000
unknown
3000
unknown
3000
2000
unknown
800
1000
1000
2000
1000
Sunbeam
Horizon
Horizon
Horizon
Sunbeam
Sunbeam
Sunbeam
Sunbeam
Horizon
Sunbeam
Sunbeam
Horizon
Horizon
0.80
0.20
1.25
2.50
0.50
5.00
1.80
0.25
0.20
0.15
0.20
0.80
0.10
This is the Database range.

Box
Boxes In Value Of
Quantity
Stock
Stock
4
3
54.00
15
2
60.00
0.00
25
6
120.00
40
3
24.00
10
4
50.00
15
0
0.00
10
3
15.00
3
2
30.00
20
5
180.00
10
5
12.50
25
2
10.00
25
0
0.00
30
2
12.00
10
5
40.00
20
5
10.00
To calculate the Average cost of a particular Brand of bulb.
Type the brand name :

The Average cost of sunbeam is :
Brand
These two cells are the Criteria range.
sunbeam
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
Examples
The average Unit Cost of a particular Product of a particular Brand.
Product
Bulb
The average of Horizon Bulb is :
1.16
Brand
Horizon
=DAVERAGE(B3:I19,F3,E49:F50)
This is the same calculation but using the actual name "Unit Cost" instead of the cell address.
1.16
=DAVERAGE(B3:I19,"Unit Cost",E49:F50)
The average Unit Cost of a Bulb equal to a particular Wattage.

Product
Bulb
Average of Bulb 100 is :
0.53
Wattage
100
The average Unit Cost of a Bulb less then a particular Wattage.

Product
Bulb
Average of Bulb <100 is :
0.17
Wattage
<100
Back
Full Date
25-Dec-98
26-Jul-16
26-Jul-16
The Day
25
Thu 25
26
=DAY(C4)
=DAY(C5)
=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 :
You were born on :
3/25/1962
Wednesday 24
=DAY(F21)
Back
StartDate
1-Jan-98
1-Jan-98
1-Jan-98
1-Jan-98
EndDate
5-Jan-98
1-Feb-98
31-Mar-98
31-Dec-98
Days Between
4
30
89
359
* See the Note below.

=DAYS360(C4,D4,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
Back
Purchase Price :
Life in Years :
Salvage value :
Year
1
2
3
4
5
Total Depreciation :
5,000
5
200
Deprecation
2,375.00
1,246.88
654.61
343.67
180.43
=DB(E3,E5,E4,D8)
=DB(E3,E5,E4,D9)
=DB(E3,E5,E4,D10)
=DB(E3,E5,E4,D11)
=DB(E3,E5,E4,D12)
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

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 :
Salvage value :
Life in Years :
Year
1
2
3
4
5
5,000
1,000
5
Deprecation
1,375.00
996.88
722.73
523.98
379.89
=DB(E47,E48,E49,D56)
% Deprc
27.50%
27.50%
27.50%
27.50%
27.50%
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 :
Life in Years :
Salvage value :
Month
56
57
58
59
60
5,000
5
100
Deprecation
8.79
8.24
7.72
7.23
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 :
Life in Years :
Salvage value :
First Year Ownership In Months :
Year
1
2
3
4
5
5,000
5
1,000
6
Deprecation
687.50
1,185.94
859.80
623.36
451.93
% Deprc
13.75%
27.50%
27.50%
27.50%
27.50%
=DB(E74,E76,E75,D84,E77)
3,808.54
Why Is The Answer Wrong ?
In all of the examples above the total depreceation may not be exactly the expected value.
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 Execl 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 Excel calculated percentage and the 'real'
percentage calculated manually.
The Excel 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))
= 1 - ((salvage / cost) ^ (1 / life)).
Purchase Price :
5,000
Salvage value :
1,000
Life in Years :
5
Year
1
2
3
4
5
Excel
Deprecation
1,375.0000
996.8750
722.7344
523.9824
379.8873
Real
Depreciation
1,376.1017
997.3705
722.8739
523.9243
379.7297
3,998.48
4,000.00
Error difference :
1.52
Excel
% Deprc
27.500%
27.500%
27.500%
27.500%
27.500%
Back
Product
Bulb
Neon
Spot
Other
Bulb
Spot
Spot
Other
Bulb
Neon
Bulb
Bulb
Bulb
Bulb
Bulb
Bulb
Wattage
200
100
60
10
80
100
200
25
200
100
100
10
60
80
100
40
Life Hours
3000
2000
Brand
Horizon
Horizon
Unit Cost
4.50
2.00
8000
1000
unknown
3000
unknown
3000
2000
unknown
800
1000
1000
2000
1000
Sunbeam
Horizon
Horizon
Horizon
Sunbeam
Sunbeam
Sunbeam
Sunbeam
Horizon
Sunbeam
Sunbeam
Horizon
Horizon
0.80
0.20
1.25
2.50
0.50
5.00
1.80
0.25
0.20
0.15
0.20
0.80
0.10

Box
Boxes In Value Of
Quantity
Stock
Stock
4
3
54.00
15
2
60.00
0.00
25
6
120.00
40
3
24.00
10
4
50.00
15
1
37.50
10
3
15.00
3
2
30.00
20
5
180.00
10
5
12.50
25
2
10.00
25
1
3.75
30
2
12.00
10
5
40.00
20
5
10.00
Count the number of products of a particular Brand which have a Life Hours rating.

The COUNT value of Horizon is :
Brand
Horizon
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 FieldName is the name, or cell, of the values to Count, such as "Value Of Stock" or I3.
Formatting

Examples
The count of a particular product, with a specific number of boxes in stock.
Product
Bulb
The number of products is :
Boxes In
Stock
5
=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
Bulb
The count is :
Wattage
100
=DCOUNT(B3:I19,"Boxes In Stock",E61:F62)
The count of Bulb products between two Wattage values.

Product
Bulb
The count is :
Wattage
>=80
Wattage
<=100
=DCOUNT(B3:I19,"Boxes In Stock",E68:G69)
Back
Product
Bulb
Neon
Spot
Other
Bulb
Spot
Spot
Other
Bulb
Neon
Bulb
Bulb
Bulb
Bulb
Bulb
Bulb
Wattage
200
100
60
10
80
100
200
25
200
100
100
10
60
80
100
40
Life Hours
3000
2000
Brand
Horizon
Horizon
Unit Cost
4.50
2.00
8000
1000
unknown
3000
unknown
3000
2000
unknown
800
1000
1000
2000
1000
Sunbeam
Horizon
Horizon
Horizon
Sunbeam
Sunbeam
Sunbeam
Sunbeam
Horizon
Sunbeam
Sunbeam
Horizon
Horizon
0.80
0.20
1.25
2.50
0.50
5.00
1.80
0.25
0.20
0.15
0.20
0.80
0.10

Box
Boxes In Value Of
Quantity
Stock
Stock
4
3
54.00
15
2
60.00
0.00
25
6
120.00
40
3
24.00
10
4
50.00
15
1
37.50
10
3
15.00
3
2
30.00
20
5
180.00
10
5
12.50
25
2
10.00
25
1
3.75
30
2
12.00
10
5
40.00
20
5
10.00
Count the number of products of a particular Brand.

The COUNT value of Horizon is :
Brand
Horizon
8
=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 FieldName is the name, or cell, of the values to Count, such as "Value Of Stock" or I3.
Formatting

Examples
The count of a product with an unknown Life Hours value.
Product
Bulb
The number of products is :
Life Hours
unknown
=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
Bulb
The count is :
Brand
Horizon
=DCOUNTA(B3:I19,"Product",E61:F62)
The count of particular products from specific brands.

Product
Spot
Neon
The count is :
Brand
Horizon
Sunbeam
=DCOUNTA(B3:I19,"Product",E68:F70)
Back
Decimal Number
0
1
2
3
511
512
-1
-2
-3
-511
-512
Binary Equivalent
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
Decimal Number
1
1
1
1
-1
Places To Pad
1
2
3
9
1
=DEC2BIN(C4)
=DEC2BIN(C5)
=DEC2BIN(C6)
=DEC2BIN(C7)
=DEC2BIN(C8)
=DEC2BIN(C9)
=DEC2BIN(C10)
=DEC2BIN(C11)
=DEC2BIN(C12)
=DEC2BIN(C13)
=DEC2BIN(C14)
Binary Equivalent
#N/A
#N/A
#N/A
#N/A
#N/A
=DEC2BIN(C17,D17)
=DEC2BIN(C18,D18)
=DEC2BIN(C19,D19)
=DEC2BIN(C20,D20)
=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
Back
Decimal Number
0
1
2
3
25
26
27
28
-1
-2
-3
-2
-1
549,755,813,887
-549,755,813,888
549,755,813,888
-549,755,813,889
Decimal Number
1
1
26
26
-26
Hexadecimal
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
Places To Pad
1
2
3
9
1
=DEC2HEX(C4)
=DEC2HEX(C5)
=DEC2HEX(C6)
=DEC2HEX(C7)
=DEC2HEX(C8)
=DEC2HEX(C9)
=DEC2HEX(C10)
=DEC2HEX(C11)
=DEC2HEX(C12)
=DEC2HEX(C13)
=DEC2HEX(C14)
=DEC2HEX(C15)
=DEC2HEX(C16)
=DEC2HEX(C17)
=DEC2HEX(C18)
=DEC2HEX(C19)
=DEC2HEX(C20)
Hexadecimal
#N/A
#N/A
#N/A
#N/A
#N/A
=DEC2HEX(C23,D23)
=DEC2HEX(C24,D24)
=DEC2HEX(C25,D25)
=DEC2HEX(C26,D26)
=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
Back
Number1
10
50
17.5
17.5
17.50%
Hello
Number2
20
50
17.5
18
0.175
Hello
Delta
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
=DELTA(C4,D4)
=DELTA(C5,D5)
=DELTA(C6,D6)
=DELTA(C7,D7)
=DELTA(C8,D8)
=DELTA(C9,D9)
=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 #VALUE.
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

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
10
50
30
17.5
12
100
150
Number2
20
50
30
18
8
100
125
Total Pairs
Delta
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
=DELTA(C30,D30)
=DELTA(C31,D31)
=DELTA(C32,D32)
=DELTA(C33,D33)
=DELTA(C34,D34)
=DELTA(C35,D35)
=DELTA(C36,D36)
=SUM(E30:E36)
Back
Product
Bulb
Neon
Spot
Other
Bulb
Spot
Spot
Other
Bulb
Neon
Bulb
Bulb
Bulb
Bulb
Bulb
Bulb
Wattage
200
100
60
10
80
100
200
25
200
100
100
10
60
80
100
40
Life Hours
3000
2000
Brand
Horizon
Horizon
Unit Cost
4.50
2.00
8000
1000
unknown
3000
unknown
3000
2000
unknown
800
1000
1000
2000
1000
Sunbeam
Horizon
Horizon
Horizon
Sunbeam
Sunbeam
Sunbeam
Sunbeam
Horizon
Sunbeam
Sunbeam
Horizon
Horizon
0.80
0.20
1.25
2.50
0.50
5.00
1.80
0.25
0.20
0.15
0.20
0.80
0.10

Box
Boxes In Value Of
Quantity
Stock
Stock
4
3
54.00
15
2
60.00
0.00
25
6
120.00
40
3
24.00
10
4
50.00
15
1
37.50
10
3
15.00
3
2
30.00
20
5
180.00
10
5
12.50
25
2
10.00
25
1
3.75
30
2
12.00
10
5
40.00
20
5
10.00
How many boxes of a particular item do we have in stock?

Product
Bulb
Wattage
100
Life Hours
The number in stock is :
Brand
Horizon
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 FieldName is the name, or cell, of the values to Get, such as "Value Of Stock" or I3.
The second set of information is the actual record which needs to be selected, such
Formatting

Example 1
This example extracts information from just one record.

Product
Bulb
Wattage
100
Life Hours
Brand
Horizon
5
=DGET(B3:I19,H3,C51:F52)
Example 2
This example extracts information from multiple records and therefore shows the #NUM error.

Product
Bulb
Wattage
100
Life Hours
Brand
Err:502
=DGET(B3:I19,H3,C63:F64)
Example 3
This example extracts information from no records and therefore shows the #VALUE error.

Product
Bulb
Wattage
9999
Life Hours
Brand
#VALUE!
=DGET(B3:I19,H3,C64:F65)
Example 4
This example uses the =IF() function to display a message when an error occurs.

Product
Bulb
Wattage
9999
Life Hours
Brand
#VALUE!
=DGET(B3:I19,H3,C85:F86)
Err:502
=IF(ISERR(F88),CHOOSE(ERROR.TYPE(F88)/3,"No such product.","Duplicates products found."),"One product found.")
Back
Product
Bulb
Neon
Spot
Other
Bulb
Spot
Spot
Other
Bulb
Neon
Bulb
Bulb
Bulb
Bulb
Bulb
Bulb
Wattage
200
100
60
10
80
100
200
25
200
100
100
10
60
80
100
40
Life Hours
3000
2000
Brand
Horizon
Horizon
Unit Cost
4.50
2.00
8000
1000
unknown
3000
unknown
3000
2000
unknown
800
1000
1000
2000
1000
Sunbeam
Horizon
Horizon
Horizon
Sunbeam
Sunbeam
Sunbeam
Sunbeam
Horizon
Sunbeam
Sunbeam
Horizon
Horizon
0.80
0.20
1.25
2.50
0.50
5.00
1.80
0.25
0.20
0.15
0.20
0.80
0.10

Box
Boxes In Value Of
Quantity
Stock
Stock
4
3
54.00
15
2
60.00
0.00
25
6
120.00
40
3
24.00
10
4
50.00
15
0
0.00
10
3
15.00
3
2
30.00
20
5
180.00
10
5
12.50
25
2
10.00
25
0
0.00
30
2
12.00
10
5
40.00
20
5
10.00
To calculate largest Value Of Stock of a particular Brand of bulb.

The MAX value of Horizon is :
Brand
Horizon
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 FieldName is the name or cell, of the values to pick the Max from, such as "Value Of Stock" or I3.
Formatting
Examples
The largest Value Of Stock of a particular Product of a particular Brand.
The largest value is :
Product
Bulb
Brand
sunbeam
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.
30.00
=DMAX(B3:I19,"Value Of Stock",E49:F50)
The largest Value Of Stock of a Bulb equal to a particular Wattage.

Product
Bulb
The largest Value Of Stock is :
40.00
Wattage
100
The largest Value Of Stock of a Bulb less than a particular Wattage.

Product
Bulb
The largest Value Of Stock is :
24.00
Wattage
<100
Stock" or I3.
Back
Product
Bulb
Neon
Spot
Other
Bulb
Spot
Spot
Other
Bulb
Neon
Bulb
Bulb
Bulb
Bulb
Bulb
Bulb
Wattage
200
100
60
10
80
100
200
25
200
100
100
10
60
80
100
40
Life Hours
3000
2000
Brand
Horizon
Horizon
Unit Cost
4.50
2.00
8000
1000
unknown
3000
unknown
3000
2000
unknown
800
1000
1000
2000
1000
Sunbeam
Horizon
Horizon
Horizon
Sunbeam
Sunbeam
Sunbeam
Sunbeam
Horizon
Sunbeam
Sunbeam
Horizon
Horizon
0.80
0.20
1.25
2.50
0.50
5.00
1.80
0.25
0.20
0.15
0.20
0.80
0.10

Box
Boxes In Value Of
Quantity
Stock
Stock
4
3
54.00
15
2
60.00
0.00
25
6
120.00
40
3
24.00
10
4
50.00
15
1
37.50
10
3
15.00
3
2
30.00
20
5
180.00
10
5
12.50
25
2
10.00
25
1
3.75
30
2
12.00
10
5
40.00
20
5
10.00
To calculate lowest Value Of Stock of a particular Brand of bulb.

The MIN value of Horizon is :
Brand
Horizon
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 FieldName is the name, or cell, of the values to pick the Min from, such as "Value Of Stock" or I3.
Formatting
Examples
The lowest Value Of Stock of a particular Product of a particular Brand.
Product
Bulb
The lowest value is :
3.75
Brand
sunbeam
=DMIN(B3:I19,I3,E49:F50)
3.75
=DMIN(B3:I19,"Value Of Stock",E49:F50)
The lowest Value Of Stock of a Bulb equal to a particular Wattage.

Product
Bulb
The lowest Value Of Stock is :
12.50
Wattage
100
=DMIN(B3:I19,"Value Of Stock",E60:F61)
The lowest Value Of Stock of a Bulb between two Wattage values.

Product
Bulb
The lowest Value Of Stock is :
12.00
Wattage
>=80
Wattage
<=100
=DMIN(B3:I19,"Value Of Stock",E67:G68)
Stock" or I3.
Back
Original
Number
10
10
10
10
10.25
10.25
10.25
10.25
10.25
What Does It Do?
Converted To
Text
$10.00
$10
$10.0
$10.00
$10.25
$10
$10.3
$10.25
$10.250
=DOLLAR(C4)
=DOLLAR(C5,0)
=DOLLAR(C6,1)
=DOLLAR(C7,2)
=DOLLAR(C8)
=DOLLAR(C9,0)
=DOLLAR(C10,1)
=DOLLAR(C11,2)
=DOLLAR(C12,3)
This function converts a number into a piece of text formatted as currency.

Syntax
=DOLLAR(Number,DecimalPlaces)
Number : This is the number which needs to be converted.
DecimalPlaces : This is the amount of decimal places needed in the converted number.
Formatting

The result will be shown as a text entry.
Back
Product
Bulb
Neon
Spot
Other
Bulb
Spot
Spot
Other
Bulb
Neon
Bulb
Bulb
Bulb
Bulb
Bulb
Bulb
Wattage
200
100
60
10
80
100
200
25
200
100
100
10
60
80
100
40
Life Hours
3000
2000
Brand
Horizon
Horizon
Unit Cost
4.50
2.00
8000
1000
unknown
3000
unknown
3000
2000
unknown
800
1000
1000
2000
1000
Sunbeam
Horizon
Horizon
Horizon
Sunbeam
Sunbeam
Sunbeam
Sunbeam
Horizon
Sunbeam
Sunbeam
Horizon
Horizon
0.80
0.20
1.25
2.50
0.50
5.00
1.80
0.25
0.20
0.15
0.20
0.80
0.10

Box
Boxes In Value Of
Quantity
Stock
Stock
4
3
54.00
15
2
60.00
0.00
25
6
120.00
40
3
24.00
10
4
50.00
15
0
0.00
10
3
15.00
3
2
30.00
20
5
180.00
10
5
12.50
25
2
10.00
25
0
0.00
30
2
12.00
10
5
40.00
20
5
10.00
To calculate the total Value Of Stock of a particular Brand of bulb.

Brand
Horizon
The stock value of Horizon is :
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 FieldName is the name, or cell, of the values to be totalled, such as "Value Of Stock" or I3.
Formatting
Examples
The total Value Of Stock of a particular Product of a particular Brand.
Total stock value is :
Product
Bulb
Brand
sunbeam
54.50
=DSUM(B3:I19,I3,E49:F50)
54.50
=DSUM(B3:I19,"Value Of Stock",E49:F50)
The total Value Of Stock of a Bulb equal to a particular Wattage.

Product
Bulb
Total Value Of Stock is :
52.50
Wattage
100
The total Value Of Stock of a Bulb less than a particular Wattage.

Product
Bulb
Total Value Of Stock is :
56.00
Wattage
<100
Back
Start Date
1-Jan-98
2-Jan-98
2-Jan-98
Plus Months
3
3
-3
End Date
#N/A
#N/A
#N/A
=EDATE(C4,D4)
=EDATE(C5,D5)
=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
Tue 06-Jan-98
Mon 12-Jan-98
Fri 09-Jan-98
Fri 09-Jan-98
Mon 19-Jan-98
Mon 26-Jan-98
Mon 12-Jan-98
Duration
3
3
4
3
3
3
3
End
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
=EDATE(C27,D27)
=EDATE(C28,D28)
=EDATE(C29,D29)
=EDATE(C30,D30)
=EDATE(C31,D31)
=EDATE(C32,D32)
=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
Tue 06-Jan-98
Mon 12-Jan-98
Fri 09-Jan-98
Fri 09-Jan-98
Duration
3
3
4
3
End
#N/A
#N/A
#N/A
#N/A
Mon 19-Jan-98
Mon 26-Jan-98
Mon 12-Jan-98
3
3
3
#N/A
#N/A
#N/A
=EDATE(C48,D48)-IF(WEEKDAY(EDATE(C48,D48),2)>5,WEEKDAY(EDATE(C48,D48),2)-5,0)
s in the past or
mber of the end date.

=EDATE() to
D48),2)-5,0)
Back
StartDate
5-Jan-98
5-Jan-98
5-Jan-98
Plus Months
2
2
-2
End Of Month
#N/A
#N/A
#N/A
=EOMONTH(C4,D4)
=EOMONTH(C5,D5)
=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.
er of months
o represent
Back
Data
10
10
10
10:00
0
3
3
13:00
The Error
#DIV/0!
#NAME?
#REF!
21:00
Error Type
532
525
524
#N/A
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.
=ERROR.TYPE(E4)
=ERROR.TYPE(E5)
=ERROR.TYPE(E6)
=ERROR.TYPE(E7)
produced by a formula.
Back
Original Value
1
1.2
2.3
25
Evenly Rounded
2
2
4
26
=EVEN(C4)
=EVEN(C5)
=EVEN(C6)
=EVEN(C7)
What Does It Do ?
This function round a number up the nearest even whole number.

Syntax
=EVEN(Number)
Formatting

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
Vauxhall
Ford
Peugeot
Wipers To Order
5
9
7
Pairs to Order
3
5
4
=EVEN(D28)/2
=EVEN(D29)/2
=EVEN(D30)/2
Back
Text1
Hello
Hello
Hello
Text2
Hello
hello
Goodbye
Result
1
0
0
=EXACT(C4,D4)
=EXACT(C5,D5)
=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 :
Is it correct :
red
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.
Back
Number
3
3.5
5
10
20
Factorial
6
6
120
3,628,800
2,432,902,008,176,640,000
=FACT(C4)
=FACT(C5)
=FACT(C6)
=FACT(C7)
=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.
Back
There may be times when you need to insert the name of the current workbook
or worksheet in to a cell.
This can be done by using the CELL() function, shown below.
'file:///var/www/apps/conversion/tmp/scratch_3/324916696.xls'#$Sheet44
=CELL("filename")
The problem with this is that it gives the complete path including drive letter and folders.
To just pick out the workbook or worksheet name you need to use text functions.
To pick the Path.
#VALUE!
=MID(CELL("filename"),1,FIND("[",CELL("filename"))-1)
To pick the Workbook name.
#VALUE!
=MID(CELL("filename"),FIND("[",CELL("filename"))+1,FIND("]",CELL("filename"))-FIND("[",CELL("filename"))-1)
To pick the Worksheet name.

#VALUE!
=MID(CELL("filename"),FIND("]",CELL("filename"))+1,255)
Back
Text
Hello
Hello
Hello
Alan Williams
Alan Williams
Alan Williams
Letter To Find
e
H
o
a
a
T
Position Of Letter
2
1
5
3
11
#VALUE!
=FIND(D4,C4)
=FIND(D5,C5)
=FIND(D6,C6)
=FIND(D7,C7)
=FIND(D8,C8,6)
=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.
Back
Original
Number
10
10
10
10
10.25
10.25
10.25
10.25
1000
1000.23
1000.23
Converted
To Text
10.00
10
10.0
10.00
10.25
10
10.3
10.25
1,000.00
1,000
1000
=FIXED(C4)
=FIXED(C5,0)
=FIXED(C6,1)
=FIXED(C7,2)
=FIXED(C8)
=FIXED(C9,0)
=FIXED(C10,1)
=FIXED(C11,2)
=FIXED(C12)
=FIXED(C13,0)
=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

Note that any further formatting with the Format, Cells, Number command will not have any effect.
Back
Number
1.5
2.3
2.9
123
145
175
Rounded Down
1
2
2
100
100
150
=FLOOR(C4,1)
=FLOOR(C5,1)
=FLOOR(C6,1)
=FLOOR(C7,50)
=FLOOR(C8,50)
=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

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
Alan
Bob
Carol
Actual Sales
23,500
56,890
18,125
Relevant Sales
Commission
23,000
230
56,000
560
18,000
180
=FLOOR(D29,1000)
Back
Month
1
2
3
4
5
6
Type the month number to predict :
The Forecast sales figure is :
12
7,997
Sales
1,000
2,000
2,500
3,500
3,800
4,000
=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

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.
Year
1996
1997
1998
Size Of
Sales Team
10
20
30
Size Of The New Sales Team :

Estimated Forecast Of Performance :
Known
Performance
5,000
8,000
8,500
40
10,667 =FORECAST(E43,E39:E41,D39:D41)
a Linear Trend.
were entered.
r the new sales
E41,D39:D41)
Back
North
South
East
West
Jan
5,000
5,800
3,500
12,000
Sales 4,000 and below.

Sales above 4,000 up to 6,000
Sales above 6,000
Feb
6,000
7,000
2,000
4,000
Mar
4,500
3,000
10,000
6,000
4,000
6,000
999,999
4
5
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

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.
Child 1
Child 2
Child 3
Child 4
Child 5
Child 6
Child 7
Child 8
Child 9
Weight Kg
20.47
22.83
15.74
10.80
8.28
20.66
17.36
16.67
18.01
Kg Weight Intervals
15
20
100
Example 2
Number Of Children:
Between 0 - 15 Kg
2
Above 15 but less than or equal to 20 Kg
4
Above 20 Kg
3
{=FREQUENCY(C30:C38,C41:C43)}
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!
Excellent
Very Good
Average
Poor
Disgusting
Customer Ratings
V
V
A
A
V
Rating
E
V
A
P
D
Frequency
6
8
9
8
9
D
P
V
E
e
V
a
E
d
P
{=FREQUENCY(CODE(UPPER(B67:I71)),CODE(UPPER(C60:C64)))}
A
D
P
V
P
p
A
p
D
A
A
P
E
P
V
D
V
D
a
E
D
d
A
E
D
Back
Numbers
6
28
5
15
49
99
18
300
2.5
Numbers
72
500
4
Greatest
Divisor
#N/A
#N/A
#N/A
96
200
6
=GCD(C4,D4)
=GCD(C5,D5)
=GCD(C6,D6)
Greatest
Divisor
#N/A
#N/A
#N/A
=GCD(C9,D9,E9)
=GCD(C10,D10,E10)
=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
Back
Number1
10
50
99
100
101
2
Number2
20
20
100
100
100
2
GESTEP
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
=GESTEP(C4,D4)
=GESTEP(C5,D5)
=GESTEP(C6,D6)
=GESTEP(C7,D7)
=GESTEP(C8,D8)
=GESTEP(C9,D9)
=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

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
Alan
Bob
Carol
David
Eric
Sales
3,000
5,000
1,000
2,000
8,000
Target
4,000
4,000
2,000
2,000
7,000
Targets Achieved
GESTEP
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
=GESTEP(D27,E27)
=GESTEP(D28,E28)
=GESTEP(D29,E29)
=GESTEP(D30,E30)
=GESTEP(D31,E31)
=SUM(F27:F31)
Back
Hexadecimal
0
1
2
3
1A
1B
7FFFFFFFFF
8000000000
FFFFFFFFFF
FFFFFFFFFE
FFFFFFFFFD
Decimal Number
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
=HEX2DEC(C4)
=HEX2DEC(C5)
=HEX2DEC(C6)
=HEX2DEC(C7)
=HEX2DEC(C8)
=HEX2DEC(C9)
=HEX2DEC(C10)
=HEX2DEC(C11)
=HEX2DEC(C12)
=HEX2DEC(C13)
=HEX2DEC(C14)
What Does It Do ?
This function converts a hexadecimal number to its decimal equivalent.

Syntax
=HEX2DEC(HexaDecimalNumber)
Formatting

Example
The following table was used to add two hexadecimal values together.
Value 1
Value 2
Result
Hexadecimal
F
1A
#N/A
=DEC2HEX(HEX2DEC(C29)+HEX2DEC(C30))
Back
Jan
10
20
30
40
50
Feb
80
90
100
110
120
Mar
97
69
45
51
77
Type a month to look for :

Which row needs to be picked out :
Feb
4
The result is :
100
row 1
The row numbers are not needed.
row 2
they are part of the illustration.
row 3
row 4
row 5
row 6
=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

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
10
20
30
40
50
Bob
Eric
Alan
Carol
David
Feb
80
90
100
110
120

Type a name to look for :
Mar
97
69
45
51
77
feb
alan
The result is :
100
=HLOOKUP(F54,D47:F54,MATCH(F55,C48:C52,0)+1,FALSE)
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
Vauxhall
VW
Ford
VW
Ford
Ford
Vauxhall
Ford
Ignition
GearBox
Engine
Steering
Ignition
CYHead
GearBox
Engine
Cost
50
Vauxhall
Ford
600
GearBox
500
450
1,200
Engine
1000
1200
275
Steering
250
350
70
Ignition
50
70
290
CYHead
300
290
500
1,200
=HLOOKUP(B79,G72:I77,MATCH(C79,F73:F77,0)+1,FALSE)
VW
600
800
275
45
310
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
2
1
3
Brick
Wood
Glass
Item
Brick
Wood
Glass
Brick
Wood
Glass
Units
100
200
150
225
50
500
Discount Table
1
100
0%
6%
0%
3%
0%
12%
Orders Table
Unit Cost Discount
2
6%
1
3%
3
12%
2
6%
1
0%
3
15%
300
8%
5%
15%
Total
188
194
396
423
50
1,275
Unit Cost
=HLOOKUP(C127,E111:G112,2,FALSE)
Discount
=HLOOKUP(D127,E115:G118,MATCH(C127,D116:D118,0)+1,TRUE)
Back
Number
21:15
0.25
Hour
21
6
=HOUR(C4)
=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.
Back
Name
Alan
Bob
Carol
Sales
1000
6000
2000
Target
5000
5000
4000
Result
Not Achieved
Achieved
Not Achieved
=IF(C4>=D4,"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

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
Alan
Bob
Carol
Sales
1000
6000
2000
Target
5000
5000
4000
Result
Not Achieved
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
Alan
Bob
Carol
Sales
1000
6000
2000
Target
5000
5000
4000
Commission
50
600
100
=IF(C43>=D43,C43*10%,C43*5%)
=IF(C44>=D44,C44*10%,C44*5%)
=IF(C45>=D45,C45*10%,C45*5%)
Example 3
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.
Product
Wood
Glass
Cement
Turf
Special
Offer
Yes
No
Yes
Yes
Order
Value
2,000
2,000
500
3,000
Discount
Total
200
1,800
2,000
500
300
2,700
=IF(AND(C61="Yes",D61>=1000),D61*10%,0)
Back
Holiday booking price list.

People
Weeks
1
2
3
1
500
600
700
2
300
400
500
3
250
300
350
How many weeks required :

How many people in the party :
Cost per person is :
4
200
250
300
2
4
250
=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
Type either 1, 2 or 3 :
2
The colour is :
Green
=INDEX(D32:D34,D36)
Large
Type either 1, 2 or 3 :
2
The size is : Medium
=INDEX(G34:I34,H36)
Syntax 2
=INDEX(RangeToLookIn,RowCoordinate,ColumnColumnCordinate)
This syntax is used when the range is made up of rows and columns.
Country
England
Currency
Sterling
Medium
Population
50 M
Capitol
London
France
Germany
Spain
Franc
DM
Peseta
40 M
60 M
30 M
Type 1,2,3 or 4 for the country :

Type 1,2 or 3 for statistics :
The result is :
Paris
Bonn
Barcelona
2
3
Paris
=INDEX(D45:F48,F50,F51)
Syntax 3
=INDEX(NamedRangeToLookIn,RowCoordinate,ColumnColumnCordinate,AreaToPickFrom)
Using this syntax the range to look in can be made up of multiple areas.
The easiest way to refer to these areas is to select them and give them a single name.
The AreaToPickFrom indicates which of the multiple areas should be used.
In the following example the figures for North and South have been named as one
range called NorthAndSouth.
NORTH
Bricks
Wood
Glass
Qtr1
1,000
5,000
9,000
Qtr2
2,000
6,000
10,000
Qtr3
3,000
7,000
11,000
Qtr4
4,000
8,000
12,000
SOUTH
Bricks
Wood
Glass
Qtr1
1,500
5,500
9,500
Qtr2
2,500
6,500
10,500
Qtr3
3,500
7,500
11,500
Qtr4
4,500
8,500
12,500
Type 1, 2 or 3 for the product :

Type 1, 2, 3 or 4 for the Qtr :
Type 1 for North or 2 for South :
The result is :
1
3
2
#N/A
=INDEX(NorthAndSouth,F76,F77,F78)
Example
This is an extended version of the previous example.

It allows the names of products and the quarters to be entered.
The =MATCH() function is used to find the row and column positions of the names entered.
These positions are then used by the =INDEX() function to look for the data.
EAST
Bricks
Wood
Qtr1
1,000
5,000
Qtr2
2,000
6,000
Qtr3
3,000
7,000
Qtr4
4,000
8,000
Glass
9,000
10,000
11,000
12,000
WEST
Bricks
Wood
Glass
Qtr1
1,500
5,500
9,500
Qtr2
2,500
6,500
10,500
Qtr3
3,500
7,500
11,500
Qtr4
4,500
8,500
12,500
Type 1, 2 or 3 for the product :

Type 1, 2, 3 or 4 for the Qtr :
Type 1 for North or 2 for South :
wood
qtr2
west
The result is :
#N/A
=INDEX(EastAndWest,MATCH(F100,C91:C93,0),MATCH(F101,D90:G90,0),IF(F102=C90,1,IF(F102=C95,2)))
=INDEX(D7:G9,G11,G12)
fied number
he data from the range.

fers to a row when
Small
5:F48,F50,F51)
te,AreaToPickFrom)
a single name.
rthAndSouth,F76,F77,F78)
he names entered.
Back
North
South
East
West
Jan
10
40
70
100
Feb
20
50
80
110
Mar
30
60
90
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

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 :
Type the cell to pick data from, such as C8 :
The contents of the cell C8 on North is :
North
C8
#REF!
=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 :
Type the start cell of the range, such as C5 :
South
C5
Type the end cell of the range, such as C7 :

C7
The sum of the range C5:C7 on South is :
#REF!
=SUM(INDIRECT(G44&"!"&G45&":"&G46))
The =INDIRECT() created a reference to =SUM(SOUTH!C5:C7)
Back
Current directory
Available bytes of memory
Memory in use
Total bytes of memory
Number of active worksheets
Cell currently in the top left of the window
Operating system
Recalculation mode
Excel version
Name of system. (PC or Mac)
System Information
Err:502
Err:502
Err:502
Err:502
1
Err:502
Windows (32-bit) NT 5.01
Automatic
420m0(Build:2)
LINUX
=INFO("directory")
=INFO("memavail")
=INFO("memused")
=INFO("totmem")
=INFO("numfile")
=INFO("origin")
=INFO("osversion")
=INFO("recalc")
=INFO("release")
=INFO("system")
What Does It Do?
This function provides information about the operating environment of the computer.
Syntax
=INFO(text)
text : This is the name of the item you require information about.
Formatting
The results will be shown as text or a number depending upon what was requested.
Back
You can create a chart quickly without having to use the chart button on
the toolbar by pressing the function key F11 whilst inside a range of data.
North
South
East
West
Jan
45
30
35
20
Feb
50
25
10
50
Click anywhere inside the table above.

Then press F11.
Mar
50
35
50
5
Back
Number
1.5
2.3
10.75
-1.47589
Integer
1
2
10
-2
=INT(C4)
=INT(C5)
=INT(C6)
=INT(C7)
What Does It Do ?
This function rounds a number down to the nearest whole number.

Syntax
=INT(Number)
Formatting

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
1-Jan-80
5-Feb-81
20-Oct-79
1-Mar-81
Term Start
1-Sep-88
1-Sep-88
1-Sep-88
1-Sep-88
Age
8.6680355921 =(D27-C27)/365.25
7.5701574264
8.8678986995
7.5044490075
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
1-Jan-80
5-Feb-81
20-Oct-79
1-Mar-81
Term Start
1-Sep-88
1-Sep-88
1-Sep-88
1-Sep-88
Age
9
8
9
8
=(D38-C38)/365.25
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
1-Jan-80
5-Feb-81
20-Oct-79
1-Mar-81
Term Start
1-Sep-88
1-Sep-88
1-Sep-88
1-Sep-88
Age
8
7
8
7
=INT((D49-C49)/365.25)
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.
Back
Data
1
Hello
Is The Cell Blank

0
0
1
0
25-Dec-98
=ISBLANK(C4)
=ISBLANK(C5)
=ISBLANK(C6)
=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
Num
From
chq1
ABC Ltd
chq2
CJ Design
chq3
J Smith
chq4
Travel Co.
chq5
J Smith
Date
Received
1-Jan-98
1-Jan-98
2-Jan-98
3-Jan-98
4-Jan-98
Amount
100
200
50
1,000
250
Date
Cleared
2-Jan-98
7-Jan-98
Banked Outstanding
100
0
200
0
0
50
0
1000
6-Jan-98
250
0
=IF(ISBLANK(F36),0,E36)
=IF(ISBLANK(F36),E36,0)
Totals
550
1050
Back
Cell to test
3
#DIV/0!
#NAME?
#REF!
#VALUE!
Err:502
#N/A
Result
0
1
1
1
1
1
0
=ISERR(D4)
=ISERR(D5)
=ISERR(D6)
=ISERR(D7)
=ISERR(D8)
=ISERR(D9)
=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

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 :
Bottles In Crate :
Cost of single bottle :
24
0
#DIV/0!
=E32/E33
Table 2 shows how this error can be trapped by using the =ISERR() function.
Table 2
Cost Of Crate :
Bottles In Crate :
Cost of single bottle :
24
0
Try again!
=IF(ISERR(E40/E41),"Try again!",E40/E41)
or if the error
single bottle
s in the crate.
umber of bottles.
ch Excel does not do.
ry again!",E40/E41)
Back
Cell to test
3
#DIV/0!
#NAME?
#REF!
#VALUE!
Err:502
#N/A
Result
0
1
1
1
1
1
1
=ISERROR(D4)
=ISERROR(D5)
=ISERROR(D6)
=ISERROR(D7)
=ISERROR(D8)
=ISERROR(D9)
=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

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)
Back
Number
1
2
2.5
2.6
3.5
3.6
Hello
1-Feb-98
1-Feb-96
Is it Even
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
=ISEVEN(C4)
=ISEVEN(C5)
=ISEVEN(C6)
=ISEVEN(C7)
=ISEVEN(C8)
=ISEVEN(C9)
=ISEVEN(C10)
=ISEVEN(C11)
=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
Back
Cell To Test
0
1
20
1-Jan-98
Hello
#DIV/0!
Result
0
0
0
0
0
0
0
=ISLOGICAL(D4)
=ISLOGICAL(D5)
=ISLOGICAL(D6)
=ISLOGICAL(D7)
=ISLOGICAL(D8)
=ISLOGICAL(D9)
=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
Back
Number
1
Hello
1-Jan-98
#N/A
Result
0
0
0
0
1
=ISNA(C4)
=ISNA(C5)
=ISNA(C6)
=ISNA(C7)
=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
Back
Item To Test
10
Hello
1-Jan-98
1OO
Is It A Number?
1
0
1
1
0
=ISNONTEXT(C4)
=ISNONTEXT(C5)
=ISNONTEXT(C6)
=ISNONTEXT(C7)
=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
TV
Video
400
800
3OO
150%
200%
150%
600
1600
#VALUE!
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
TV
Video
400
800
3OO
150%
200%
150%
600
1600
Retype the Price
=IF(ISNONTEXT(D40),D40*E40,"Retype the Price")
=D32*E32
=D32*E32
Back
Cell Entry
1
1-Jan-98
#DIV/0!
Hello
Result
1
1
0
0
0
=ISNUMBER(D4)
=ISNUMBER(D5)
=ISNUMBER(D6)
=ISNUMBER(D7)
=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

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.
1
2
3
4
5
Name
Alan
Eric
Carol
Bob
David
Salary
10,000
12,000
8,000
15,000
12,000
Type Employee Name or ID :

eric
The Salary is : 12,000
=IF(ISNUMBER(E35),VLOOKUP(E35,C29:E33,3,FALSE),VLOOKUP(E35,D29:E33,2,FALSE))
Back
Number
1
2
2.5
2.6
3.5
3.6
Hello
1-Feb-98
1-Feb-96
Is it Odd
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
=ISODD(C4)
=ISODD(C5)
=ISODD(C6)
=ISODD(C7)
=ISODD(C8)
=ISODD(C9)
=ISODD(C10)
=ISODD(C11)
=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
Back
#NAME?
#NAME?
1 =ISREF(A1)
0 =ISREF(B99)
=ISREF(Hello)
0 =ISREF(10)
0 =ISREF(NOW())
0 =ISREF("A1")
=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
by the function.
Back
Cell To Test
Hello
1
25-Dec-98
Result
1
0
0
0
=ISTEXT(D4)
=ISTEXT(D5)
=ISTEXT(D6)
=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

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.
1
2
3
4
5
Name
Alan
Eric
Carol
Bob
David
Salary
10,000
12,000
8,000
15,000
12,000
Type Employee Name or ID :

3
The Salary is : 8,000
=IF(ISTEXT(E33),VLOOKUP(E33,D27:E31,2,FALSE),VLOOKUP(E33,C27:E31,3,FALSE))
Back
Values
120
800
100
120
250
Highest Value
2nd Highest Value
3rd Highest Value
4th Highest Value
5th Highest Value
800
250
120
120
100
=LARGE(C4:C8,1)
=LARGE(C4:C8,2)
=LARGE(C4:C8,3)
=LARGE(C4:C8,4)
=LARGE(C4:C8,5)
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

Example
The following table was used to calculate the top 3 sales figures between Jan, Feb and Mar.
Sales
North
South
East
West
Jan
5,000
5,800
3,500
12,000
Highest Value
2nd Highest Value
3rd Highest Value
Feb
6,000
7,000
2,000
4,000
12,000
10,000
7,000
Mar
4,500
3,000
10,000
6,000
=LARGE(D24:F27,1)
=LARGE(D24:F27,2)
=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
Lowest
12,000
2,000
=MAX(D24:F27)
=MIN(D24:F27)
Back
Numbers
6
12
34
20
18
96
Least
Common
Multiple
#N/A
#N/A
#N/A
=LCM(C4,D4)
=LCM(C5,D5)
=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
Back
Text
Alan Jones
Alan Jones
Alan Jones
Cardiff
ABC123
Number Of
Characters
Required
1
2
3
6
4
Left String
A
Al
Ala
Cardif
ABC1
=LEFT(C4,D4)
=LEFT(C5,D5)
=LEFT(C6,D6)
=LEFT(C7,D7)
=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

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
Alan Jones
Bob Smith
Carol Williams
First Name
Alan
Bob
Carol
=LEFT(C27,FIND(" ",C27)-1)
=LEFT(C28,FIND(" ",C28)-1)
=LEFT(C29,FIND(" ",C29)-1)
Back
Text
Alan Jones
Bob Smith
Carol Williams
Cardiff
ABC123
Length
10
9
14
7
6
=LEN(C4)
=LEN(C5)
=LEN(C6)
=LEN(C7)
=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
Carol Williams
=FIND(" ",C24)
This is the position of the space.

Carol Williams
=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.
Back
Name
Alan
Bob
Carol
David
Eric
Francis
Gail
Jan
10
20
30
40
50
60
70
Type a Name in this cell :

The March value for this person is :
Feb
80
90
100
110
120
130
140
Mar
97
69
45
51
77
28
73
Eric
77
=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 :
Syntax
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.
=LOOKUP(WhatToLookFor,RangeToLookIn)
The WhatToLookFor should be a single item.
The RangeToLook in can be either horizontal or vertical.
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

rows than columns, so the
column heading of Jan is
not included in the lookup
range.
In this table there are more columns than rows, so

the row heading of Jan is not included in the
lookup range.
Alan
Bob
Carol
David
Eric
Fred
Jan
100
100
100
100
100
100
Jan
Alan
100
Bob
100
Carol
100
David
100
Formatting

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
Name
Alan
Bob
Carol
David
Eric
Francis
Gail
Name :
Value :
Jan
10
20
30
40
50
60
70
Feb
80
90
100
110
120
130
140
Eric
77
=LOOKUP(C88,B80:E86)
Mar
97
69
45
51
77
28
73
Table 2
Name
David
Eric
Alan
Bob
Carol
Francis
Gail
Name :
Value :
Jan
40
50
10
20
30
60
70
Feb
110
120
80
90
100
130
140
Eric
77
=LOOKUP(H88,G80:J86)
Mar
51
77
97
69
45
28
73
Back
Name
Alan
Bob
Carol
David
Eric
Francis
Gail
Jan
10
20
30
40
50
60
70
Feb
80
90
100
110
120
130
140
Type a Name in this cell :

The Feb value for this person is :
Mar
97
69
45
51
77
28
73
Eric
120
=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

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 Carol 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
Alan
Bob
Carol
David
Eric
Fred
RangeToPickFrom
5
10
Type a name :
Value :
15
20
25
Carol
15
=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.
30
wise errors
Back
Upper Case Text

ALAN JONES
BOB SMITH
CAROL WILLIAMS
CARDIFF
ABC123
Lower Case
alan jones
bob smith
carol williams
cardiff
abc123
=LOWER(C4)
=LOWER(C5)
=LOWER(C6)
=LOWER(C7)
=LOWER(C8)
What Does It Do ?
This function converts all characters in a piece of text to lower case.

Syntax
=LOWER(TextToConvert)
Formatting
Back
Names
Bob
Alan
David
Carol
Values
250
600
1000
4000
Alan
Type a value :
The position of Alan is :

2
=MATCH(E9,E4:E7,0)
1000
Value position :
3
=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
20
30
40
40
30
20
10
10
20
30
40
20
20
25
#N/A
=MATCH(G45,G40:G43,0)
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
20
30
40
40
30
20
10
10
20
30
40
20
2
20
#N/A
25
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
10
20
30
40
Descending
40
30
20
10
20
2
20
3
Wrong Value
40
30
20
10
25
2
=MATCH(G79,G74:G77,-1)
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 1
Bus 2
Bus 3
Bus 4
Bus 5
Bus Size
54
50
22
15
6
Passengers on the tour :

23
Bus size needed :
50
=INDEX(D95:D99,MATCH(H94,D95:D99,-1),0)
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
0
50
90
95
Grade
Fail
Pass
Merit
Distinction
Pupil Score
Grade
Alan
60
Pass
Bob
6
Fail
Carol
97
Distinction
David
89
Pass
=INDEX(D111:D114,MATCH(G114,C111:C114,1),0)
Back
Values
120
800
Dates
1-Jan-98
25-Dec-98
100
120
31-Mar-98 27-Dec-98
250
Maximum
800
4-Jul-98
Maximum
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

Example
In the following example the =MAX() function has been used to find the highest value for
each region, month and overall.
Sales
North
South
East
West
Month Max
Jan
5,000
5,800
3,500
12,000
Feb
6,000
7,000
2,000
4,000
Mar
4,500
3,000
10,000
6,000
12,000
7,000
10,000
=MAX(E23:E26)
Overall Max
12,000
=MAX(C23:E26)
Region Max
6,000
7,000
10,000
12,000
=MAX(C23:E23)
=MAX(C4:G4)
=MAX(C7:G7)
hest value for
MAX(C23:E23)
Back
Value1
20
Value2
50
Value3
10
Value4
30
Value5
40
Median
30
=MEDIAN(C4:G4)
2000
1000
10
20
8000
1000
=MEDIAN(C6:G6)
10
20
40
40
40
40
=MEDIAN(C8:G8)
Value1
20
Value2
40
Value3
30
Value4
10
Median
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
=MEDIAN(C4:G4)
=MEDIAN(C6:G6)
=MEDIAN(C8:G8)
=MEDIAN(C11:F11)
=MEDIAN(C13:F13)
mbers in the group are
f way point are
Back
Text
ABCDEDF
ABCDEDF
ABCDEDF
Start
Position
1
2
5
ABC-100-DEF
ABC-200-DEF
ABC-300-DEF
100
200
300
Item Size: Large

Item Size: Medium
Item Size: Small
Large
Medium
Small
How Many
Characters
3
3
2
Mid String
ABC
=MID(C4,D4,E4)
BCD
=MID(C5,D5,E5)
ED
=MID(C6,D6,E6)
=MID(C8,5,3)
=MID(C9,5,3)
=MID(C10,5,3)
=MID(C12,12,99)
=MID(C13,12,99)
=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

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
DRS-CF-476
DRS-WA-842
HLT-NP-190
Postal Region
CF
WA
NP
=MID(C35,5,2)
=MID(C36,5,2)
=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
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 /
Back
Values
120
Dates
1-Jan-98
800
100
25-Dec-98
120
31-Mar-98 27-Dec-98
250
Minimum
100
4-Jul-98
Maximum
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

Example
In the following example the =MIN() function has been used to find the lowest value for
each region, month and overall.
Sales
North
South
East
West
Jan
5,000
5,800
3,500
12,000
Feb
6,000
7,000
2,000
4,000
Mar
4,500
3,000
10,000
6,000
Month MIN
3,500
2,000
3,000
=MIN(E23:E26)
Overall MIN
2,000
=MIN(C23:E26)
Region Min
4,500
3,000
2,000
4,000
=MIN(C23:E23)
=MIN(C4:G4)
=MIN(C7:G7)
est value for
MIN(C23:E23)
Back
Number
7/26/2016 20:48
9:15:00 PM
0.02
0.52
1.52
Minute
48
15
28
28
28
=MINUTE(D4)
=MINUTE(D5)
=MINUTE(D6)
=MINUTE(D7)
=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

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 |||||||||||||||||||| 20
Minute |||||||||||||||||||||||||||||||||||||||||||||||| 48
Second |||||||||||||||||||||||||||||||||||||||||||||||| 48
=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
To extract the hours as a decimal :

To extract the minutes as a decimal :
2
0.75
=F38*24
=INT(F38*24)
=MOD(F38*24,1)
To convert a time in decimal format to hh:mm format.

Enter a time in decimal format :
3.75
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.
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

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 Christmas 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
Milk
Dark
White
50
50
50
30
20
10
20
5
5
Size
Giant
Standard
Economy
Giant
300
Customers Orders
Standard Economy
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.
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
Production
Factory 1
Factory 2
Factory 3
Factory 4
Milk
20
20
10
20
Range 2
Dark
0
1
5
10
Ingredients
Milk
Dark
Butter
1
2
Eggs
3
2
Sugar
10
5
Result
Ingredients To Order
Factory 1
Factory 2
Factory 3
Factory 4
Butter
20
22
20
40
Eggs
60
62
40
80
Sugar
200
205
125
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.
Back
Number
12
20
18
9
24
Divisor
5
7
3
2
7
Remainder
2
6
0
1
3
=MOD(C4,D4)
=MOD(C5,D5)
=MOD(C6,D6)
=MOD(C7,D7)
=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
another number.
Back
Value1
20
Value2
50
Value3
10
Value4
10
Value5
40
Mode
10
=MODE(C4:G4)
40
20
40
10
40
40
=MODE(C6:G6)
10
20
10
10
20
20
99
99
20
20
10
99
20
10
10
10
10
10
=MODE(C8:G8)
=MODE(C9:G9)
=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

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
001
002
003
004
005
006
007
008
009
010
011
012
013
Garmet
Blouse
Skirt
Shirt
Blouse
Skirt
Dress
Shirt
Blouse
Dress
Shirt
Dress
Skirt
Skirt
Size
10
10
8
10
12
8
10
10
8
10
12
12
10
Most frequently ordered size :
10
=MODE(D33:D52)
Count of size 8 :
6
=COUNTIF(D33:D52,"8")
Count of size 10 :
11
Count of size 12 :
3
014
015
016
017
018
019
020
Shirt
Dress
Shirt
Blouse
Blouse
Dress
Skirt
10
8
10
10
8
10
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!
Back
Original Date
1-Jan-98
1-Jan-98
Month
1
December
=MONTH(C4)
=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
You were born in
3/25/1962
January
=MONTH(F20)
Back
Number
110
120
150
160
170
Multiple
50
50
50
50
50
Rounded
Value
#N/A
#N/A
#N/A
#N/A
#N/A
=MROUND(C4,D4)
=MROUND(C5,D5)
=MROUND(C6,D6)
=MROUND(C7,D7)
=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
Back
Original
1
3 1/2
3.5
3.50%
25-Dec-98
1
0
Hello
Converted
1
3.5
3.5
0.035
36154
1
0
0
0
=N(C4)
=N(C5)
=N(C6)
=N(C7)
=N(C8)
=N(C9)
=N(C10)
=N(C11)
=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
Back
#N/A =NA()
Value
10
30
North
South
East
West
Total
Test
11
#N/A
31
Sales
100
#N/A
#N/A
200
#N/A
=IF(ISBLANK(C6),NA(),C6+1)
=NA()
=NA()
=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

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
Alan
Bob
Carol
Salary
1000
1000
1000
Tax %
25%
20%
Pay
750
1000
800
=C39-C39*D39
=C40-C40*D40
=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
Alan
Bob
Carol
Salary
1000
1000
1000
Tax %
25%
#N/A
20%
Pay
750
#N/A
800
=C49-C49*D49
=C50-C50*D50
=C51-C51*D51
Back
Start Date
1-Mar-98
25-Apr-98
24-Dec-98
End Date
7-Mar-98
30-Jul-98
5-Jan-99
Work Days
#N/A
#N/A
#N/A
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
Mon 02-Mar-98
Mon 02-Mar-98
Mon 27-Apr-98
Bank Holiday
Xmas
New Year
New Year
New Year
End Date
Fri 06-Mar-98
Fri 13-Mar-98
Fri 01-May-98
Holidays
1-May-98
25-Dec-98
1-Jan-97
1-Jan-98
1-Jan-99
Work Days
#N/A
#N/A
#N/A
=NETWORKDAYS(B28,C28,C33:C37)
=NETWORKDAYS(C4,D4)
=NETWORKDAYS(C5,D5)
=NETWORKDAYS(C6,D6)
ween two dates.
m the calculation, such as Xmas
using 1-Jan-98 and 5-Jan-98 will

WORKDAYS(Start,End,Holidays)+1
ETWORKDAYS(B28,C28,C33:C37)
Back
Cells To Test
10
20
10
20
10
20
1-Jan-98 1-Feb-98
Hello
Goodbye
Hello
Hello
Result
1
1
0
1
1
0
=NOT(C4>D4)
=NOT(C5=D5)
=NOT(C6<D6)
=NOT(C7>D7)
=NOT(C8=D8)
=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

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
1-Jan-98
1-Jan-98
1-Jan-98
Loan
14
14
14
Returned
5-Jan-98
15-Jan-98
20-Jan-98
Status
OK
OK
Overdue
=IF(NOT(D33<=B33+C33),"Overdue","OK")
Back
The current Date and Time

7/26/2016 20:48
42577.8672290072
=NOW()
=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.
Back
Number
2
2.4
2.9
3
3.4
3.9
Rounded To
Next Odd
3
3
3
3
5
5
=ODD(C4)
=ODD(C5)
=ODD(C6)
=ODD(C7)
=ODD(C8)
=ODD(C9)
What Does It Do ?
This function rounds a number up to the next highest whole odd number.
Syntax
=ODD(NumberToBeRounded)
Formatting
Back
Order No.
AB001
AB002
AB003
AB004
Cost
1000
1000
2000
5000
Payment
Type
Cash
Visa
Cheque
Delta
Handling
Charge
=IF(OR(E4="Visa",E4="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.
Order No.
AB001
AB002
AB003
AB004
Cost
1000
1000
2000
5000
Payment
Type
Cash
Visa
Cheque
Delta
Handling
Charge
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.
Input Data
Cost of a single Exhaust system :
Cost of keeping Exhaust in stock. (As a % of the stock value) :
Quantity of Exhausts used per day :
Admin cost each time new Exhausts are ordered :
Average quantity of Exhausts in stock (As % of ordered quantity) :
Ordering Intervals to evaluate. (Expressed in Days) :
75
12%
10
25
0.5
2
Suppliers first Price Break and Discount% offered :

Suppliers second Price Break and Discount% offered :
200
750
1%
5%
Output
Ordering
Interval
In Days
1
2
4
6
8
10
12
14
16
18
20
22
24
26
28
Quantity
Per Order
10
20
40
60
80
100
120
140
160
180
200
220
240
260
280
Order
Value
750
1,500
3,000
4,500
6,000
7,500
9,000
10,500
12,000
13,500
15,000
16,500
18,000
19,500
21,000
Order
Discount
150
165
180
195
210
Annual
Ware
Orders
Annual
house
Per Year Admin Cost Costs
365
9,125
45
183
4,575
90
92
2,300 180
61
1,525 270
46
1,150 360
37
925 450
31
775 540
27
675 630
23
575 720
21
525 810
19
475 900
17
425 990
16
400 1,080
15
375 1,170
14
350 1,260
Annual
Total
9,170
4,665
2,480
1,795
1,510
1,375
1,315
1,305
1,295
1,335
1,225
1,250
1,300
1,350
1,400
30
32
34
36
38
40
42
44
46
48
50
52
54
56
58
60
300
320
340
360
380
400
420
440
460
480
500
520
540
560
580
600
22,500
24,000
25,500
27,000
28,500
30,000
31,500
33,000
34,500
36,000
37,500
39,000
40,500
42,000
43,500
45,000
225
240
255
270
285
300
315
330
345
360
375
390
405
420
435
450
13
12
11
11
10
10
9
9
8
8
8
8
7
7
7
7
325
300
275
275
250
250
225
225
200
200
200
200
175
175
175
175
1,350
1,440
1,530
1,620
1,710
1,800
1,890
1,980
2,070
2,160
2,250
2,340
2,430
2,520
2,610
2,700
1,450
1,500
1,550
1,625
1,675
1,750
1,800
1,875
1,925
2,000
2,075
2,150
2,200
2,275
2,350
2,425
Things To Try
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.
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.
If the OrderQuantity does not qualify for a discount, zero discount is used.
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)
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","-")
The Best
Ordering
Interval
-
Best
-
dered every day.

cell to create
e =AND() functions.
eak, but below
$25,$H$25,0))
25,$H$25,0))
25,$H$25,0))
decimals to
is 50% of the
quently the
h ordering and
o offset some
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
% to find
Percentage value
120
25%
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
A
B
C
% Rise
10%
15%
20%
Name
Alan
Bob
Carol
David
Elaine
Frank
Grade
A
B
C
B
C
A
Old Salary
Increase
10,000
1,000
20,000
3,000
30,000
6,000
25,000
3,750
32,000
6,400
12,000
1,200
=E23*LOOKUP(D23,$C$18:$C$20,$D$18:$D$20)
=E24*LOOKUP(D24,$C$18:$C$20,$D$18:$D$20)
=E25*LOOKUP(D25,$C$18:$C$20,$D$18:$D$20)
=E26*LOOKUP(D26,$C$18:$C$20,$D$18:$D$20)
=E27*LOOKUP(D27,$C$18:$C$20,$D$18:$D$20)
=E28*LOOKUP(D28,$C$18:$C$20,$D$18:$D$20)
Finding a percentage increase

Initial value
% increase
Increased value
120
25%
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
A
B
C
% Rise
10%
15%
20%
Name
Alan
Bob
Carol
David
Elaine
Frank
Grade
A
B
C
B
C
A
Old Salary
Increase
10,000
11,000
20,000
23,000
30,000
36,000
25,000
28,750
32,000
38,400
12,000
13,200
=E48*LOOKUP(D48,$C$18:$C$20,$D$18:$D$20)+E48
=E49*LOOKUP(D49,$C$18:$C$20,$D$18:$D$20)+E49
=E50*LOOKUP(D50,$C$18:$C$20,$D$18:$D$20)+E50
=E51*LOOKUP(D51,$C$18:$C$20,$D$18:$D$20)+E51
=E52*LOOKUP(D52,$C$18:$C$20,$D$18:$D$20)+E52
=E53*LOOKUP(D53,$C$18:$C$20,$D$18:$D$20)+E53
Finding one value as percentage of another

Value A
Value B
A as % of B
120
60
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
North
South
East
West
Total
Q2
9,000
7,000
2,000
8,000
26,000
Q3
2,000
4,000
8,000
9,000
23,000
Last years Quarters as % of last years Total

Region
Q1
Q2
North
9%
2%
South
7%
4%
East
2%
8%
West
8%
9%
Total
26%
23%
Next years budget
150,000
Next years estimated budget requirements
Region
Q1
Q2
North
13,500
3,000
South
10,500
6,000
Q4
9,000
9,000
7,000
6,000
31,000
Q3
9%
9%
7%
6%
31%
Q3
13,500
13,500
7,000
5,000
3,000
5,000
20,000
Q4
7%
5%
3%
5%
20%
Total
100,000
=G74/$H$78
=G75/$H$78
=G76/$H$78
=G77/$H$78
=G78/$H$78
Q4
10,500 =G82*$E$88
7,500 =G83*$E$88
East
West
Total
3,000
12,000
39,000
12,000
13,500
34,500
10,500
9,000
46,500
4,500 =G84*$E$88
7,500
Total
30,000
150,000
Finding an original value after an increase has been applied

Increased value
% increase
Original value
150
25%
120 =D100/(100%+D101)
Example 4
An employ 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
Receipt
Petrol
Hotel
Petrol
17.50%
Total
Actual Value
Vat Value
10.00
8.51
1.49 =D113-D113/(100%+$D$110)
235.00
200.00
35.00
117.50
100.00
17.50
=D115/(100%+$D$110)
20,$D$18:$D$20)
20,$D$18:$D$20)
20,$D$18:$D$20)
20,$D$18:$D$20)
20,$D$18:$D$20)
20,$D$18:$D$20)
Back
Pool Of Items
4
4
10
26
Items In A Group
2
3
4
6
Permutations
12
24
5040
165,765,600
=PERMUT(C4,D4)
=PERMUT(C5,D5)
=PERMUT(C6,D6)
=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

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
Password Size
Permutations
26
8
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
Password 2
Password 3
Password 4
Password 5
Password 6
AB
AC
AD
BC
BD
CD
Password 7
Password 8
Password 9
Password 10
Password 11
Password 12
BA
CA
DA
CB
DB
DC
mber of items.
e permutations.
digits 0 to 9.
which can
Back
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

Example
To calculate the area of a circle.

Radius
5
25
Area
78.54
1963.50
=PI()*(C21^2)
Back
Number
3
3
5
5
Power
2
4
2
4
Result
9
81
25
625
=POWER(C4,D4)
=POWER(C5,D5)
=POWER(C6,D6)
=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

Example
To calculate the area of a circle.

Radius
5
25
Area
78.54
1963.50
=PI()*POWER(C22,2)
Back
Numbers
2
5
3
3
10
7
Product
6
50
210
6300
=PRODUCT(C4,D4)
=PRODUCT(C5:D5)
=PRODUCT(C6:D6,10)
=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
Back
Original Text
alan jones
bob smith
caRol wILLIAMS
cardiff
ABC123
Proper
Alan Jones
Bob Smith
Carol Williams
Cardiff
Abc123
=PROPER(C4)
=PROPER(C5)
=PROPER(C6)
=PROPER(C7)
=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
Back
Values
1
25
50
75
100
Values
817
748
372
487
140
104
756
993
384
607
Quarter No.
0
1
2
3
4
Quartile
1
25
50
75
100
640
369
294
185
894
767
703
261
491
182
=QUARTILE(C4:C8,E4)
=QUARTILE(C4:C8,E5)
=QUARTILE(C4:C8,E6)
=QUARTILE(C4:C8,E7)
=QUARTILE(C4:C8,E8)
Quarter No.
0
1
2
3
4
Quartile
104
285.75
489
750
993
=QUARTILE(C12:F16,H12)
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
h are of the
ing the =MIN() function.

e =MAX() function.
Back
Number
12
20
46
Divisor
5
3
15
Result
#N/A
#N/A
#N/A
=QUOTIENT(C4,D4)
=QUOTIENT(C5,D5)
=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

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
Item
Wine
Champagne
Rum
Beer
Bottles
To Pack
126
200
15
250
Bottles
Per Crate
12
8
4
20
Crates Needed
10.5
25
3.75
12.5
=D28/E28
Table 2 uses the =QUOTIENT() function to remove the decimal fraction to

give the correct result.
Table 2
Item
Wine
Champagne
Rum
Beer
Bottles
To Pack
126
200
15
250
Bottles
Per Crate
12
8
6
20
Crates Needed
#N/A
#N/A
#N/A
#N/A
=QUOTIENT(D39,E39)
Back
Random greater than or equal to 0 but less than 1.

0.1056827065 =RAND()
Random greater than or equal to 0 but less than 10
9.7682194319 =RAND()*10
Random between 5 and 10.
8.4082994075 =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

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
Clubs 8
Clubs 6
Diamond 9
Spades 13
Clubs 9
Diamond 7
Diamond 4
Clubs 10
Spades 3
Hearts 6
Hearts 4
Diamond 8
Hearts 11
Random
0.9559698
0.3372856
0.448984
0.6595643
0.9898052
0.9237806
0.5639396
0.4222297
0.4136479
0.3898516
0.8160066
0.2374309
0.8726883
Lottery
29
34
30
41
40
37
26
32
21
19
7
10
16
Random
0.6902911779
0.5015252042
0.5321009913
0.0504250296
0.4891349925
0.3828676287
0.2219524314
0.2795626572
0.6758291034
0.5134879807
0.7852337626
0.7764221148
0.7372411103
Clubs 3
Clubs 13
Spades 5
Diamond 3
Spades 2
Diamond 6
Clubs 5
Spades 1
Clubs 12
Hearts 10
Hearts 13
Spades 7
Spades 6
Diamond 12
Hearts 3
Hearts 5
Hearts 8
Hearts 1
Diamond 13
Hearts 9
Clubs 4
Diamond 5
Spades 4
Clubs 1
Spades 8
Hearts 7
Diamond 1
Clubs 2
Hearts 2
Diamond 11
Clubs 7
Spades 12
Spades 10
Clubs 11
Diamond 2
Diamond 10
Spades 9
Spades 11
Hearts 12
0.9340242
0.5136456
0.6196138
0.1777682
0.9602584
0.122381
0.3117505
0.7298177
0.3780601
0.5518604
0.328384
0.6457192
0.1029665
0.0991554
0.322408
0.9315595
0.5868903
0.3834248
0.1658887
0.9903629
0.398121
0.3442736
0.8246229
0.322123
0.5504854
0.5940675
0.1705698
0.668544
0.2073138
0.9066861
0.256925
0.5401273
0.8750693
0.1177363
0.9215508
0.8501711
0.8566438
0.2248147
0.3422546
8
48
43
44
4
3
45
47
49
35
27
1
13
31
5
18
39
23
12
11
20
33
42
24
2
14
25
9
38
15
28
17
6
22
46
36
0.061844151
0.7582717389
0.8396015351
0.7736395574
0.9888430855
0.4696294086
0.2488185682
0.0485663712
0.1931091782
0.2248074608
0.8976257544
0.8743417265
0.9730392562
0.8342839447
0.5360302259
0.2158658379
0.5302403467
0.1397164753
0.6845117935
0.3342851202
0.3796959126
0.7310765618
0.604325826
0.478401758
0.0615071729
0.9517044064
0.1665622436
0.0826298131
0.4716587549
0.5984828498
0.4301714518
0.2901901049
0.2079634524
0.8730628428
0.472458798
0.1441947909
Back
Low
5
1
High
10
49
Random
#N/A
#N/A
=RANDBETWEEN(C4,D4)
=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

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.
Lottery Numbers
1
49
Press function Key

F9 to recalculate.
The Winning
Ticket!
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
#N/A
=RANDBETWEEN($C$24,$D$24)
#N/A
{=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.
or F9 is pressed.
enerate six
same number
Number 1
Number 2
Number 3
Number 4
Number 5
Number 6
Bonus ball
Back
Values
7
4
25
8
16
Ranking Position
High to Low
4
5
1
3
2
=RANK(C4,C4:C8)
=RANK(C5,C4:C8)
=RANK(C6,C4:C8)
=RANK(C7,C4:C8)
=RANK(C8,C4:C8)
Values
7
4
25
8
16
Ranking Position
Low to High
2
1
5
3
4
=RANK(C11,C11:C15,1)
=RANK(C12,C11:C15,1)
=RANK(C13,C11:C15,1)
=RANK(C14,C11:C15,1)
=RANK(C15,C11:C15,1)
Values
10
30
20
30
40
Ranking Position
High to Low
5
2
4
2
1
=RANK(C18,C18:C22)
=RANK(C19,C18:C22)
=RANK(C20,C18:C22)
=RANK(C21,C18:C22)
=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
30
20
20
10
Rank
1
2
2
4
=RANK(B34,B34:B37)
=RANK(B35,B34:B37)
=RANK(B36,B34:B37)
=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

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
John
Alan
David
Brian
Sue
Alex
Time
1:30
1:45
1:02
1:36
1:27
1:03
Race Position
4
6
1
5
3
2
=RANK(C53,C53:C58,1)
=RANK(C54,C53:C58,1)
=RANK(C55,C53:C58,1)
=RANK(C56,C53:C58,1)
=RANK(C57,C53:C58,1)
=RANK(C58,C53:C58,1)
Back
Original Text
ABCDEFGH
ABCDEFGH
ABCDEFGH
ABCDEFGH
Start
Position
2
2
2
2
Characters
To Replace
1
5
1
5
New
Character
x
x
hello
hello
Modified
Text
AxCDEFGH
AxGH
AhelloCDEFGH
AhelloGH
=REPLACE(C4,D4,E4,F4)
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
Back
Text To
Repeat
A
AB
|
Number Of
Repeats
3
3
10
10
Repeated
Text
AAA
ABABAB
---------||||||||||
=REPT(C4,D4)
=REPT(C5,D5)
=REPT(C6,D6)
=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

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
Jan
Feb
Mar
Apr
Sales
1,000
5,000
3,000
2,000
||||||||||||||||||||
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
||||||||||||||||||||||||||||||||||||||||
=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 |||||||||||||||||||| 20
Minute |||||||||||||||||||||||||||||||||||||||||||||||| 48
Second ||||||||||||||||||||||||||||||||||||||||||||||||| 49
=REPT("|",HOUR(NOW()))&" "&TEXT(HOUR(NOW()),"00")
=REPT("|",MINUTE(NOW()))&" "&TEXT(MINUTE(NOW()),"00")
=REPT("|",SECOND(NOW()))&" "&TEXT(SECOND(NOW()),"00")
Back
Original
Text
Alan Jones
Alan Jones
Alan Jones
Cardiff
ABC123
Number Of
Characters
Required
1
2
3
6
4
Right
String
s
es
nes
ardiff
C123
=RIGHT(C4,D4)
=RIGHT(C5,D5)
=RIGHT(C6,D6)
=RIGHT(C7,D7)
=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

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
Alan Jones
Bob Smith
Carol Williams
Jones
Smith
Williams
Back
Number
1
2
3
5
10
1998
1998
1998
1998
1998
1998
1998
1998
Roman
I
II
III
V
X
MCMXCVIII
MCMXCVIII
MLMVLIII
MXMVIII
MVMIII
MVMIII
MLMVLIII
MCMXCVIII
=ROMAN(C4)
=ROMAN(C5)
=ROMAN(C6)
=ROMAN(C7)
=ROMAN(C8)
=ROMAN(C9)
=ROMAN(C10,0)
=ROMAN(C11,1)
=ROMAN(C12,2)
=ROMAN(C13,3)
=ROMAN(C14,4)
=ROMAN(C15,TRUE)
=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

Note
There is no function to do the opposite calculation of Roman to normal.
Back
Number
1.47589
1.47589
1.47589
13643.47589
13643.47589
13643.47589
Places To
Round
0
1
2
-1
-2
-3
Rounded
Number
1
1.5
1.48
13640
13600
14000
=ROUND(C4,D4)
=ROUND(C5,D5)
=ROUND(C6,D6)
=ROUND(C7,D7)
=ROUND(C8,D8)
=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
Back
Number
1.47589
1.47589
1.47589
13643.476
13643.476
13643.476
Places To
Round
0
1
2
-1
-2
-3
Rounded
Down
1
1.4
1.47
13640
13600
13000
=ROUNDDOWN(C4,D4)
=ROUNDDOWN(C5,D5)
=ROUNDDOWN(C6,D6)
=ROUNDDOWN(C7,D7)
=ROUNDDOWN(C8,D8)
=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.
Syntax
=ROUNDDOWN(NumberToRound,DecimalPlacesToUse)
Formatting
Back
Number
1.47589
1.47589
1.47589
13643.476
13643.476
13643.476
Places To
Round
0
1
2
-1
-2
-3
Rounded
Up
2
1.5
1.48
13650
13700
14000
=ROUNDUP(C4,D4)
=ROUNDUP(C5,D5)
=ROUNDUP(C6,D6)
=ROUNDUP(C7,D7)
=ROUNDUP(C8,D8)
=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.
Syntax
=ROUNDUPNumberToRound,DecimalPlacesToUse)
Formatting
Back
Number
26/Jul/16 20:48:49
12:00:00 PM
0.50
0.51
1.51
Second
49
0
0
24
24
=SECOND(C4)
=SECOND(C5)
=SECOND(C6)
=SECOND(C7)
=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

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 :
Duration
0:01:08
0:02:03
0:01:47
0.01
Billed Duration
Minutes
Seconds
Cost
1
10
0.70
2
5
1.25
1
50
1.10
=CEILING(SECOND(C36),5)
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
30
50
70
20
40
60
80
30
70
60
30
Back
Value
10
20
0
-10
-20
Positive or
Negative
1
1
0
-1
-1
=SIGN(C4)
=SIGN(C5)
=SIGN(C6)
=SIGN(C7)
=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
Back
Cost
Salvage
Life
Straight Line Depreciation
Purchase Value Of A New Car

Second Hand Value
Number Of Years Ownership
Annual Straight Line Depreciation
12,000
2,000
4
2,500 =SLN(F3,F4,F5)
20,000
8,000
6
2,000 =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 20,000, then kept it for 6 years.
At the end of your ownership you sell the car for 8,000.
The difference between the original and the trade in price is 20,000 - 8,000 which is 12,000.
Because you owned the car for 6 years, the SLN is calculated as 12,000 / 6 which is 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
Back
Values
120
800
100
120
250
Lowest Value
2nd Lowest Value
3rd Lowest Value
4th Lowest Value
5th Lowest Value
100
120
120
250
800
=SMALL(C4:C8,1)
=SMALL(C4:C8,2)
=SMALL(C4:C8,3)
=SMALL(C4:C8,4)
=SMALL(C4:C8,5)
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

Example
The following table was used to calculate the bottom 3 sales figures between Jan, Feb and Mar.
Sales
North
South
East
West
Jan
5,000
5,800
3,500
12,000
Lowest Value
2nd Lowest Value
3rd Lowest Value
Feb
6,000
7,000
2,000
4,000
2,000
3,000
3,500
Mar
4,500
3,000
10,000
6,000
=SMALL(D24:F27,1)
=SMALL(D24:F27,2)
=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
Lowest
12,000
2,000
=MAX(D24:F27)
=MIN(D24:F27)
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
Alan Jones
Bob Smith
Carol Williams
First Name
Alan
Bob
Carol
=LEFT(C14,FIND(" ",C14,1))
=LEFT(C15,FIND(" ",C15,1))
=LEFT(C16,FIND(" ",C16,1))
Last Name
Jones
Smith
Williams
Finding the Last Name

Full Name
Alan Jones
Bob Smith
Carol Williams
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
Alan David Jones
Bob John Smith
Carol Susan Williams
Last Name
Jones
Smith
Williams
=RIGHT(C37,LEN(C37)-FIND("#",SUBSTITUTE(C37," ","#",LEN(C37)-LEN(SUBSTITUTE(C37," ","")))))
Finding the Middle name

Full Name
Alan David Jones
Bob John Smith
Middle Name
David
John
Carol Susan Williams
Susan
=LEFT(RIGHT(C45,LEN(C45)-FIND(" ",C45,1)),FIND(" ",RIGHT(C45,LEN(C45)-FIND(" ",C45,1)),1))
STITUTE(C37," ","")))))
IND(" ",C45,1)),1))
Back
Values
10
10
9
10
Values
10
10
11
10
Values
10
11
9
12
0.5
=STDEV(C4:C7)
0.5
=STDEV(E4:E7)
1.29099445
=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

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.
Machine 1
Machine 2
Machine 3
Soap Powder Box Filling Machine Test Results

Test 1
Test 2
Test 3
Test 4
Variance
1.4
1.5
1.6
1.5
0.0816
1.5
1.5
1.4
1.5
0.0500
1.5
1.6
1.7
1.8
0.1291
The smallest deviation is :
0.0500
=STDEV(D34:G34)
=STDEV(D35:G35)
=STDEV(D36:G36)
=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.
34:H36,0))
Back
Values
10
10
9
10
Values
10
10
11
10
Values
10
11
9
12
0.4330127
=STDEVP(C4:C7)
0.4330127
=STDEVP(E4:E7)
1.118034
=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

Example
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. ????????????????????
Test 1
Test 2
Test 3
Test 4
Variance
1.4
1.5
1.6
1.5
0.0707
1.5
1.5
1.4
1.5
0.0433
1.5
1.6
1.7
1.8
0.1118
Machine 1
Machine 2
Machine 3
The smallest variance is :
0.0433
=STDEVP(D32:G32)
=STDEVP(D33:G33)
=STDEVP(D34:G34)
=MIN(H32:H34)
The machine with the smallest variance is :

Machine 2
This finds the lowest value. =(MIN(H32:H34)

?????????
=STDEVP(D32:G32)
=STDEVP(D33:G33)
=STDEVP(D34:G34)
=MIN(H32:H34)
32:H34),H32:H34,0))
Back
Original Text
ABCDEF
ABCDABCD
Northern Region
Sand and Cement
Old Text
To Remove
CD
CD
Region
and
New Text
To Insert
hello
hello
Area
&
Updated Text
ABhelloEF
ABhelloABhello
Northern Area
S& & Cement
Original Text
ABCABCABC
Sand and Cement
Old Text
To Remove
ABC
and
New Text
To Insert
hello
&
Instance To
Be Replaced
3
2
=SUBSTITUTE(B4,C4,D4)
Updated Text
ABCABChello
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

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
Original Text
Northern Region
Northern region
Northern Region
Northern Region
Northern Region
Old Text
To Remove
Region
Region
region
Region
region
New Text
To Insert
Area
Area
Area
area
area
Updated Text
Northern Area
Northern region
Northern Region
Northern area
Northern Region
Table 2 shows how the =PROPER() function has been used to take account of the mixed cases.
Table 2
Original Text
Northern Region
Northern region
Northern Region
Northern Region
Northern Region
Old Text
New Text
To Remove To Insert
Updated Text
Region
Area
Northern Area
Region
Area
Northern Area
region
Area
Northern Area
Region
area
Northern Area
region
area
Northern Area
=SUBSTITUTE(PROPER(B50),PROPER(C50),PROPER(D50))
0,C10,D10,E10)
,C11,D11,E11)
l take place.
he mixed cases.
Back
Horizontal
100
Vertical
100
200
300
600
200
300
600
=SUM(C4:E4)
300
600
=SUM(C13,D14,E13)
=SUM(C7:C9)
Single Cells
100
200
Multiple Ranges
100
200
3000
400
500
600
4800
=SUM(C17:C19,E17:E19)
400
500
600
800
=SUM(AVERAGE(C23:C25),MAX(E23:E25))
Functions
100
200
300
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
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
300
600
=SUM(C48+C49+C50)
=SUM(C48:C50)
=C48+C49+C50
Wrong!
Correct
Correct
Back
Using =SUM() For A Running Total
Month
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Sales
10
50
30
20
Running
Total
10
60
90
110
110
110
110
110
110
110
110
110
=SUM($D$7:D7)
=SUM($D$7:D8)
=SUM($D$7:D9)
=SUM($D$7:D10)
=SUM($D$7:D11)
=SUM($D$7:D12)
=SUM($D$7:D13)
=SUM($D$7:D14)
=SUM($D$7:D15)
=SUM($D$7:D16)
=SUM($D$7:D17)
=SUM($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$7 static
as the formula is copied down. Each occurrence of the =SUM() then adds all
the numbers from the first cell down.
The function can be tidied up to show 0 zero when there is no adjacent value
by using the =IF() function.
Month
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Sales
10
50
30
20
Running
Total
10
60
90
110
0
0
0
0
0
0
0
0
=SUM(IF(D7,$D$7:D7,0))
=SUM(IF(D8,$D$7:D8,0))
=SUM(IF(D9,$D$7:D9,0))
=SUM(IF(D10,$D$7:D10,0))
=SUM(IF(D11,$D$7:D11,0))
=SUM(IF(D12,$D$7:D12,0))
The =SUM() only takes place when

there is data in column D.
Otherwise the value 0 zero is entered.
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.
North
South
East
West
Total
Jan
45
30
35
20
Feb
50
25
10
50
Mar
50
35
50
5
If it does not work !
The feature may have been switched off on your computer.

You can switch it on by using Tools, Options, Calculation, Accept Labels in Formula.
Back
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
10
Jan
10
=SUM(E24:OFFSET(E24,0,0))
Feb
400
Mar
500
Apr
600
May
700
This example uses E24 as the starting point and offsets no rows or columns which
results in the range being summed as E24:E24.
410
10
400
500
600
700
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.
910
10
400
500
600
700
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
400
Jan
10
Feb
400
Mar
500
Apr
600
May
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
range F45:F45 for the sum function to calculate.
900
10
400
500
600
700
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.
1500
10
400
500
600
700
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.
Type in the End month.
Feb-98
Mar-98
Total
900
Jan-98
10
Feb-98
400
Mar-98
500
Apr-98
600
May-98
700
1020
15
20
1000
2000
3000
13
5
3
10
800
=SUM(OFFSET(D79,0,MONTH(F71)):OFFSET(D79,0,MONTH(F72)))
900
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

to be used as a range for the =SUM function.
Back
Item
Brakes
Tyres
Brakes
Service
Service
Window
Tyres
Tyres
Clutch
Date
1-Jan-98
10-May-98
1-Feb-98
1-Mar-98
5-Jan-98
1-Jun-98
1-Apr-98
1-Mar-98
1-May-98
Cost
80
25
80
150
300
50
200
100
250
Total cost of all Brakes bought.

Total cost of all Tyres bought.
Total of items costing 100 or above.
Total of item typed in following cell.
service
160
325
1000
=SUMIF(C4:C12,"Brakes",E4:E12)
=SUMIF(C4:C12,"Tyres",E4:E12)
=SUMIF(E4:E12,">=100")
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
Back
Item
Tyres
Filters
Bulbs
Sold
5
2
3
Total Sales Value :
price
100
10
2
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 multipled with the corresponding value in the second column.
The total of all the values is the result of the calculation.
Syntax
=SUMPRODUCT(Range1, Range, Range3 through to Range30)

Formatting

Example
The following table was used by a drinks merchant to keep track of stock.
The merchant needed to know the total purchase value of the stock, and the potential
value of the stock when it is sold, takinging into account the markup percentage.
The =SUMPRODUCT() function is used to multiply the Cases In Stock with the Case Price to
calculate what the merchant spent in buying the stock.
The =SUMPRODUCT() function is used to multiply the Cases In Stock with
the Bottles In Case and the Bottle Setting Price, to calculate the potential value of the
stock if it is all sold.
Product
Red Wine
White Wine
Champagne
Beer
Lager
Cases In
Stock
10
8
5
50
100
Case Price
120
130
200
24
30
Total Value Of Stock :

Total Selling Price Of Stock :
Bottles
In Case
10
10
6
12
12
Bottle Cost
12.00
13.00
33.33
2.00
2.50
=D39/E39
Markup
25%
25%
80%
20%
25%
Bottle Selling
Price
15.00
16.25
60.00
2.40
3.13
=F39+F39*G39
7,440 =SUMPRODUCT(C35:C39,D35:D39)
9,790 =SUMPRODUCT(C35:C39,E35:E39,H35:H39)
Profit :
2,350 =E44-E43
Back
Purchase Value Of A New Car

Second Hand Value
Number Of Years Ownership
20,000
8,000
6
Deprecation in year 1
3,429
2,857
2,286
1,714
1,143
571
=SYD(F3,F4,F5,1)
=SYD(F3,F4,F5,2)
=SYD(F3,F4,F5,3)
=SYD(F3,F4,F5,4)
=SYD(F3,F4,F5,5)
=SYD(F3,F4,F5,6)
12,000 =SUM(F7:F12)
What Does It Do ?
This function calculates the depreciation of an item throughout its life, using the sum of the
years digits.
The depreciation is greatest in the earlier part of the items life.
What is the Sum Of The Years Digits ?
The sum of the years digits adds together the each of the years of the life.
A life of 3 years has a sum of 1+2+3 equalling 6.
Each of the years is then calculated as a percentage of the sum of the years.
Year 3 is 50% of 6, year 2 is 33% of 6, year 1 is 17% 6.
The total depreciation of the item is then allocated on the basis of these percentages.
A depreciation of 9000 is allocated as 50% being 4500, 33% being 3000, 17% being 1500.
9,000
1
2
3
17%
33%
50%
1,500
3,000
4,500
As the greater part of the depreciation is allocated to the earliest years the values are
inverted, year 1 is $4500, year 2 is 3000 and year 1 is 1500.
Example 1
Purchase Price Of A Car :
Salvage Value :
Expected Life in Years :
Depreciation in Year 1 :
10,000
1,000
3
4,500
3,000
1,500
===>
===>
===>
As % Of Total Depreciation
0.5
0.3333333
0.1666667
=SYD(E39,E40,E41,3)
1. Add together the digits of the Life to get the SumOfTheYearsDigits, 1+2+3=6.
2. Subtract the Salvage from the Purchase Price to get Total Deprectation, 10000-1000=9000.
3. Divide the Total Deprectation by the SumOfTheYearsDigits, 9000/6=1500.
4. Invert the year digits, 1,2,3 becomes 3,2,1.
5. Multiply 3,2,1 by 1500 to get 4500, 3000, 1500, these values are the depreciation
values for each of the three years in the life of the item.
Example 2
The same example using 4 years.

Salvage Value :
Expected Life in Years :
10,000
1,000
4
3,600
2,700
1,800
900
9,000
As % Of Total Depriciation
0.4
0.3
0.2
0.1
100%
Example 3
This example will adjust itself to accommodate any number of years between 1 and 10.
Salvage Value :
Expected Life in Years (1 to 10) :
Year
Year
Year
Year
Year
Year
Year
Year
Year
Year
1
2
3
4
5
6
7
10,000
1,000
7
2,250
1,929
1,607
1,286
964
643
321
9,000
Syntax
=SYD(OriginalCost,SalvageValue,Life,PeriodToCalculate)
Formatting
As % Of Total Depriciation
25%
21%
18%
14%
11%
7%
4%
100%
Back
Cell To Test
Hello
10
1-Jan-98
Result
Hello
=T(D4)
=T(D5)
=T(D6)
=T(D7)
What Does It Do ?
This function examines an entry to determine whether it is text or not.

If the value is text, then the text is the result of the function
If the value is not text, the result is a blank.
The function is not specifically needed by Excel, but is included for compatibility with
other spreadsheet programs.
Syntax
=T(CellToTest)
Formatting
Back
Original
Number
10
10
10
10
10.25
10.25
Converted
To Text
10.00
10.00
10
10
10.3
10.3
=TEXT(C4,"0.00")
=TEXT(C5,"0.00")
=TEXT(C6,"0")
=TEXT(C7,"0")
=TEXT(C8,"0.0")
=TEXT(C9,"0.0")
What Does It Do ?
This function converts a number to a piece of text.

The formatting for the text needs to be specified in the function.
Syntax
=TEXT(NumberToConvert,FormatForConversion)
Formatting
Back
Hour
14
14
14
Minute
30
30
30
Second
59
59
59
Time
14:30:59
2:30:59 PM
0.60485
=TIME(C4,D4,E4)
=TIME(C5,D5,E5)
=TIME(C6,D6,E6)
What Does It Do?
This function will convert three separate numbers to an actual time.

Syntax
=TIME(Hour,Minute,Second)
Formatting
The result will be shown as a time which can be formatted either as 12 or 24 hour style.
If a normal number format is applied a decimal fraction is shown which represents the
time as a fraction of the day.
Back
Excel can work with time very easily.

Time can be entered in various different formats and calculations performed.
There are one or two oddities, but nothing which should put you off working with it.
See the TimeSheet example for an example.
Typing time
When time is entered into worksheet it should be entered with a colon between
the hour and the minutes, such as 12:30, rather than 12.30
1:30
12:30
20:15
22:45
Excel can cope with either the 24hour system or the am/pm system.
To use the am/pm system you must enter the am or pm after the time.
You must leave a space between the number and the text.
1:30 AM
1:30 PM
10:15 AM
10:15 PM
Finding the difference between two times
You can subtract two time values to find the length of time between.
Start
1:30
8:00
8:00 AM
End
2:30
17:00
5:00 PM
Duration
1:00
9:00
9:00 AM
=D24-C24
=D25-C25
If the result is not shown correctly,

You may need to reformat the answer.
Look at the section about formatting
further in this worksheet.
Adding time
You can add time to find a total time.

This works well until the total time goes above 24 hours.
For totals greater than 24 hours you may need to apply some special formatting.
Start
1:30
8:00
7:30 AM
End
2:30
17:00
5:45 PM
Duration
1:00
9:00
10:15
20:15
Formatting time
When time is added together the result may go beyond 24 hours.

Usually this gives an incorrect result, as in the example below.
To correct this error, the result needs to be formatted with a Custom format.
Example 1 : Incorrect formatting

Start
End
7:00
18:30
8:00
17:00
7:30
17:45
Total
Duration
11:30
9:00
10:15
6:45
=SUM(E49:E51)
Example 2 : Correct formatting

Start
End
7:00
18:30
8:00
17:00
7:30
17:45
Total
Duration
11:30
9:00
10:15
30:45
=SUM(E56:E58)
How To Apply Custom Formatting
The custom format for time use a pair of square brackets [hh] on either side
of the hours indicators.
1. Click on the cell which needs the format.
2. Choose the Format menu.
3. Choose Cells.
4. Click the Number tag at the top right.
5. Choose Custom.
6. Click inside the Type: box.
7. Type [hh]:mm as the format.
8. Click OK to confirm.
culations performed.
put you off working with it.
d with a colon between
pm system.
after the time.
e between.
is not shown correctly,

eed to reformat the answer.
section about formatting
is worksheet.
some special formatting.
h a Custom format.
s [hh] on either side
Back
Text
14:30:59
14:30:59
14:30:59
Time
0.604849537
14:30:59
2:30:59 PM
=TIMEVALUE(C4)
=TIMEVALUE(C5)
=TIMEVALUE(C6)
What Does It Do?
This function will show an actual time based on a piece of text which looks
like a time. It is useful when data is imported from other applications, such as
from mainframe computers, which convert all values to text.
Syntax
=TIMEVALUE(Text)
Formatting
The result will be shown as a number representing the time a fraction of the day.
Formatting can be applied for either the 12 or 24 hour clock system.
Back
Today Is
26-Jul-16
=TODAY()
What Does It Do?
Use this to show the current date.

Syntax
=TODAY()
Formatting
The result will normally be displayed using the DD-MMM-YY format.

Example
The following example shows how the Today function is used to calculate the number
of days since a particular day.
Date
1-Jan-97
10-Aug-97
Days Since
7146
6925
=TODAY()-C20
=TODAY()-C21
Note that the result is actually the number of days before todays date. To calculate
a result which includes the current date an extra 1 will need to be added.
Date
1-Jan-97
10-Aug-97
Days Since
7147
6926
=TODAY()-C28+1
=TODAY()-C29+1
Example
The following example shows the number of days from today until the year 2000.
Year 2000
01-Jan-2000
Days Until
-6051
=C36-TODAY()
Back
Alan
Bob
Carol
Total
Jan
10
40
70
120
Feb
30
50
80
160
Jan
Feb
Alan
10
30
Bob
40
50
Carol
70
80
Total
120
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
Back
Historical Data
Month
Sales
1
1,000
2
2,000
3
2,500
4
3,500
5
3,800
6
4,000
Predicted Values
Month
Sales
7
4,940
8
5,551
9
6,163
10
6,774
11
7,386
12
7,997
{=TREND(C8:C13,B8:B13,E8:E13)}
{=TREND(C5:C10,B5:B10,E5:E10)}
{=TREND(C5:C10,B5:B10,E5:E10)}
{=TREND(C5:C10,B5:B10,E5:E10)}
{=TREND(C5:C10,B5:B10,E5:E10)}
{=TREND(C5:C10,B5:B10,E5:E10)}
What Does It Do ?
This function predicts values based upon three sets of related values.
The prediction is based upon the Linear Trend of the original values.
The function is an array function and must be entered using Ctrl+Shift+Enter.
Syntax
=TREND(KnownYs,KnownXs,RequiredXs,Constant)
The KnownYs is the range of values, such as Sales Figures.
The KnownXs is the intervals used when collecting the data, such as Months.
The RequiredXs is the range for which you want to make the prediction, such as Months.
Formatting

Example
The following tables were used by a company to predict when they would start to
make a profit.
Their bank manager had told the company that unless they could show a profit by the
end of the next year, the bank would no longer provide an overdraft facility.
To prove to the bank that, based upon the past years performance, the company would
start to make a profit at the end of the next year, the =TREND() function was used.
The historical data for the past year was entered, months 1 to 12.
The months to predict were entered, 13 to 24.
The =TREND() function shows that it will be month 22 before the company make a profit.
Historical Data
Month
Profit
1
-5,000
2
-4,800
3
-4,600
4
-4,750
5
-4,800
Predicted Values
Month
Profit
13
-2,226
14
-1,968
15
-1,709
16
-1,451
17
-1,193
{=TREND(C41:C52,B41:B52,E41:E52)}
The
same
function
used
6
7
8
9
10
11
12
-4,500
-4,000
-3,800
-3,300
-2,000
-2,500
-2,800
18
19
20
21
22
23
24
-935
-676
-418
-160
98
356
615
in
all
cells
as
an
array
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.
Back
Original Text
ABCD
A B C D
Alan
Jones
ABCD
Trimmed Text
ABCD
ABCD
Alan Jones
ABCD
=TRIM(C4)
=TRIM(C5)
=TRIM(C6)
=TRIM(C7)
What Does It Do ?
This function removes unwanted spaces from a piece of text.

The spaces before and after the text will be removed completely.
Multiple spaces within the text will be trimmed to a single space
Syntax
=TRIM(TextToTrim)
Formatting
Back
Number
1.47589
1.47589
1.47589
-1.47589
-1.47589
13643.476
13643.476
13643.476
Precision
For
Truncation
0
1
2
1
2
-1
-2
-3
Truncated
Number
1
1.4
1.47
-1.4
-1.47
13640
13600
13000
=TRUNC(C4,D4)
=TRUNC(C5,D5)
=TRUNC(C6,D6)
=TRUNC(C7,D7)
=TRUNC(C8,D8)
=TRUNC(C9,D9)
=TRUNC(C10,D10)
=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
e number.
Back
Original Text
alan jones
bob smith
carOl wiLLiamS
cardiff
abc123
Upper Case
ALAN JONES
BOB SMITH
CAROL WILLIAMS
CARDIFF
ABC123
=UPPER(C4)
=UPPER(C5)
=UPPER(C6)
=UPPER(C7)
=UPPER(C8)
What Does It Do ?
This function converts all characters in a piece of text to upper case.

Syntax
=UPPER(TextToConvert)
Formatting

Example
See the example for FREQUENCY.
Back
Text Containing A Number

Annual turnover was 5000
There was a 2% increase in sales.
A 100% increase was achieved.
Only a 2% increase in sales.
Approx 50% increase in sales.
=VALUE(MID(SUBSTITUTE(C11," ","
The winning time was 1:30 seconds.
Value
Err:502 =VALUE(MID(C4,SEARCH("",C4),99))
#VALUE!
#VALUE!
#VALUE!
#VALUE!
#VALUE!
#VALUE! * See explanation below.
"),SEARCH("???%",SUBSTITUTE(C11," ","
#VALUE!
#VALUE!
#VALUE!
#VALUE!
")),4))
=VALUE(MID(C14,SEARCH("??:??",C14),5))
What Does It Do ?
This function converts a piece of text which resembles a number into an actual value.
If the number in the middle of a long piece of text it will have to be extracted using other
text functions such as =SEARCH(), =MID(), =FIND(), =SUBSTITUTE, =LEFT() or =RIGHT().
Syntax
=VALUE(TextToConvert)
Formatting

The result will be shown as a value, based upon the original text.
If the sign is included in the text it will be ignored.
If the % sign is included in the text, the result will be a decimal fraction which can then
be formatted as a percentage.
If the original text format appears as a time hh:mm the result will be a time.
The same will be true for other recognised formats.
Explanation of formula shown above.
To extract the values from the following text is complicated!

The actual percentage value is of variable length, it can be either one, two or three digits long.
The only way to identify the value is the fact it always ends with the % sign.
There is no way to identify the beginning of the value, other than it is preceded by a space.
The main problem is calculating the length of the value to extract.
If the extraction assumes the maximum length of three digits and the % sign, errors will occur
when the percentage is only one digit long, as alphabetic characters will be included.
To get around the problem the =SUBSTITUTE() function was used to increase the size of the
spaces in the text.

Now when the extraction takes place any unnecessary characters will be spaces which are
ignored by the =VALUE() function.
=VALUE(MID(SUBSTITUTE(C52," ","
#VALUE!
#VALUE!
#VALUE!
"),SEARCH("???%",SUBSTITUTE(C52," ","
")),4))
CH("",C4),99))
11," ","
")),4))
RCH("??:??",C14),5))
RCH("??:??",C15),5))
RCH("??:??",C16),5))
RCH("??:??",C17),5))
using other
() or =RIGHT().
three digits long.
d by a space.
errors will occur
e the size of the
ces which are
TE(C52," ","
")),4))
Back
Values
10
10
9
10
Values
10
10
11
10
Values
10
11
9
12
0.25
=VAR(C4:C7)
0.25
=VAR(E4:E7)
1.66666667
=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

Example
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.
Test 1
Test 2
Test 3
Test 4
Variance
1.4
1.5
1.6
1.5
0.0067
1.5
1.5
1.4
1.5
0.0025
1.5
1.6
1.7
1.8
0.0167
Machine 1
Machine 2
Machine 3
0.0025
=VAR(D34:G34)
=VAR(D35:G35)
=VAR(D36:G36)
=MIN(H34:H36)

Machine 2
This finds the lowest value. =MIN(H34:H36)


34:H36,0))
Back
Values
10
10
9
10
Values
10
10
11
10
Values
10
11
9
12
0.1875
=VARP(C4:C7)
0.1875
=VARP(E4:E7)
1.25
=VARP(G4:G7)
What Does It Do ?
This function calculates the variance of a list of values.

The variance is calculated on the basis that the values represent the entire population.
Syntax
=VARP(Range1,Range2,Range3 through to Range30)

Formatting

Example
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.
Test 1
Test 2
Test 3
Test 4
Variance
1.4
1.5
1.6
1.5
0.0050
1.5
1.5
1.4
1.5
0.0019
1.5
1.6
1.7
1.8
0.0125
Machine 1
Machine 2
Machine 3
0.0019
=VARP(D32:G32)
=VARP(D33:G33)
=VARP(D34:G34)
=MIN(H32:H34)

Machine 2
This finds the lowest value. =(MIN(H32:H34)

32:H34,0))
Back
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
Feb
Mar
10
80
97
20
90
69
30
100
45
40
110
51
50
120
77

Which column needs to be picked out :
The result is :
Feb
4
100
=VLOOKUP(G11,C6:H8,G12,FALSE)
What Does It Do ?
This function scans down the row headings at the side of a table to find a specified item.
When the item is found, it then scans across to pick a cell entry.
Syntax
=VLOOKUP(ItemToFind,RangeToLookIn,ColumnToPickFrom,SortedOrUnsorted)
The ItemToFind is a single item specified by the user.
The RangeToLookIn is the range of data with the row headings at the left hand side.
The ColumnToPickFrom is how far across the table the function should look to pick from.
The Sorted/Unsorted is whether the column headings are sorted. TRUE for yes, FALSE for no.
Formatting

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
10
20
30
40
50
Bob
Eric
Alan
Carol
David
Feb
80
90
100
110
120

Mar
97
69
45
51
77
eric
mar
The result is :
69
=VLOOKUP(F56,C50:F54,MATCH(F57,D49:F49,0)+1,FALSE)
Example 2
This example shows how the =VLOOKUP() is used to pick the cost of a spare part for
different makes of cars.
The =VLOOKUP() scans down row headings in column F for the spare part entered in column C.
When the make is found, the =VLOOKUP() then scans across to find the price, using the
result of the =MATCH() function to find the position of the make of car.
The functions use the absolute ranges indicated by the dollar symbol . This ensures that
when the formula is copied to more cells, the ranges for =VLOOKUP() and =MATCH() do
not change.
Maker
Spare
Vauxhall
VW
Ford
VW
Ford
Ford
Vauxhall
Ford
Ignition
GearBox
Engine
Steering
Ignition
CYHead
GearBox
Engine
Cost
Lookup Table
50
Vauxhall
Ford
600
GearBox
500
450
1,200
Engine
1000
1200
275
Steering
250
350
70
Ignition
50
70
290
CYHead
300
290
500
1,200
=VLOOKUP(C81,F75:I79,MATCH(B81,G74:I74,0)+1,FALSE)
VW
600
800
275
45
310
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
2
Wood
1
Glass
3
Item
Brick
Wood
Glass
Brick
Wood
Glass
Units
100
200
150
225
50
500
Brick
1
100
300
Orders Table
Unit Cost Discount
2
6%
1
3%
3
12%
2
6%
1
0%
3
15%
Wood
0%
6%
8%
Total
188
194
396
423
50
1,275
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)
Glass
0%
3%
5%
0%
12%
15%
Back
Date
Thu 01-Jan-98
Thu 01-Jan-98
Thu 01-Jan-98
Thu 01-Jan-98
Thu 01-Jan-98
Weekday
5
5
5
4
3
=WEEKDAY(C4)
=WEEKDAY(C5)
=WEEKDAY(C6,1)
=WEEKDAY(C7,2)
=WEEKDAY(C8,3)
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
7-Jan-98
Actual Day
Wednesday
Booking Rates
Day Of Week
Cost
1
50
2
25
3
25
4
30
5
40
6
50
7
100
Booking Cost
30.00
=LOOKUP(WEEKDAY(C34),C39:D45)
Back
StartDate
1-Jan-98
1-Jan-98
Days
28
28
Result
#N/A
#N/A
=WORKDAY(D4,E4)
=WORKDAY(D5,E5)
What Does It Do?
Use this function to calculate a past or future date based on a starting date and a
specified number of days. The function excludes weekends and holidays and can
therefore be used to calculate delivery dates or invoice dates.
Syntax
=WORKDAY(StartDate,Days,Holidays)
Formatting
The result will normally be shown as a number which can be formatted to a

normal date by using Format,Cells,Number,Date.
Example
The following example shows how the function can be used to calculate delivery dates
based upon an initial Order Date and estimated Delivery Days.
Order Date
Mon 02-Feb-98
Tue 15-Dec-98
Bank Holiday
Xmas
New Year
New Year
New Year
Holidays
Fri 01-May-98
Fri 25-Dec-98
Wed 01-Jan-97
Thu 01-Jan-98
Fri 01-Jan-99
Delivery Days
2
28
Delivery Date
#N/A
#N/A
=WORKDAY(D25,E25,D28:D32)
Back
Date
25-Dec-98
Year
1998
=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.
Back
Start Date
1-Jan-98
1-Jan-98
1-Jan-98
End Date
1-Apr-98
31-Dec-98
1-Apr-98
Fraction
0.25
1
0.25
=YEARFRAC(C4,D4)
=YEARFRAC(C5,D5)
=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
1-Jan-98
1-Jan-98
1-Jan-98
End
31-Dec-98
31-Mar-98
30-Jun-98
Pro Rata Salary

12,000
12,000
12,000
Actual Salary
35,886
9,040
17,943
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.
YEARFRAC()
=YEARFRAC(B32,C32+1,4)*D32

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The result will be shown as a number, no special formatting is needed.

What Does It Do?

When used by itself it will show TRUE or FALSE.

The following example shows a list of examination results.

Instead of using the AutoSum button from the toolbar,

Wed Thu Fri Sat Sun Average

Wed Thu Fri Sat Sun Average

Wed Thu Fri Sat Sun Average

This function calculates the average from a list of numbers.

=AVERAGE(Range1,Range2,Range3... through to Range30)

No special formatting is needed.

Wed Thu Fri Sat Sun Average

Wed Thu Fri Sat Sun Average

the total and

This function converts a binary number to decimal.

No special formatting is needed.

You may expect that 10 + 20 would equal 30

Example 2 : The correct answer.

By placing brackets around (10+20) Excel performs this

No special formatting is needed.

Cost Per Item

Cost Per Item

Calculates the integer part of the price.

This is the cell and contents to test.

Nothing is shown for numeric entries.

The width of the cell.

No special formatting is needed.

, position and formatting.

ich extracts the filename.

ANSI Number Character

What Does It Do?

The result will be a character with no special formatting.

Number 32 does not show as it is the SPACEBAR character.

What Does It Do?

=CHOOSE(UserValue, Item1, Item2, Item3 through to Item29)

No special formatting is required.

What Does It Do?

This function removes any nonprintable characters from text.

No special formatting is needed. The result will show as normal text.

What Does It Do?

See the example for FREQUENCY.

No special formatting is required.

This example calculates the possible number of pairs of letters available

A decorator is asked to design a colour scheme for a new office.

Colours Per Scheme

What Does It Do?

This function joins separate pieces of text into one item.

No special formatting is needed, the result will be shown as normal text.

No special formatting is needed.

These characters can be used as a prefix to access further units of measure.

The result will normally be shown in decimal format.

This function counts the number of numeric entries in a list.

=COUNT(Range1,Range2,Range3... through to Range30)

No special formatting is needed.

This function counts the number of numeric or text entries in a list.

=COUNTA(Range1,Range2,Range3... through to Range30)

No special formatting is needed.