INTRODUCTION TO

EXCEL FORMULAS
DO YOU
Excel is a spreadsheet program from
Microsoft and a component of its Office
product group for business applications.

KNOW?
Microsoft Excel enables users to format,
organize and calculate data in a
spreadsheet.
 BASIC EXCEL
01 FUNCTIONS
BASIC EXCEL FUNCTIONS

• SUM

a. Purpose
• Add a range of numbers together.

b. Example
• =SUM(J2:J1001)
BASIC EXCEL FUNCTIONS

• AVERAGE

a. Purpose
• To find the mean (average) value of a set of numbers.

b. Example
• =AVERAGE(J2:J1001)
BASIC EXCEL FUNCTIONS

• MIN/MAX

a. Purpose
• To find the smallest and largest number in a set of values.

b. Examples
• =MIN(J2:J1001)
• =MAX(J2:J1001)
BASIC EXCEL FUNCTIONS

• COUNT/COUNTA

a. Purpose
• COUNT
➢ To count the number of cells in a range that contain number.
• COUNTA
➢ To count the number of cells in a range that contain any type of
data (numbers, text, etc.).
b. Use Case
• Use COUNT to find how many numerical entries are in a sales report.
Use COUNTA to determine how many cells have data, such as counting
all filled cells in a list of registered participants.
BASIC EXCEL FUNCTIONS

• IF

a. Purpose
• To perform a logical test and return different values based on
whether the condition is true or false.

b. Example
• =IF(J1001 >=50000, "Good Income", "Low Income")
02 TEXT FUNCTIONS
TEXT FUNCTIONS

• CONCAT

a. Purpose
• To join text from multiple cells or add text strings together.

b. Example
• =CONCAT(A1, " ", B1)
TEXT FUNCTIONS

• UPPER/LOWER/PROPER

a. Purpose
• UPPER
➢ Converts all text to uppercase.
• LOWER
➢ Converts all text to lowercase.
• PROPER
➢ Capitalizes the first letter of each word.
b. Example
• =UPPER(M2:M1001)
• =LOWER(M2:M1001)
• =PROPER(M2:M1001)
TEXT FUNCTIONS

• TEXT

a. Purpose
• To format numbers as text, useful for displaying numbers in a
specific way (like adding currency symbols, dates, or
percentages).

b. Example
• =TEXT(K2:K1001, "$#,##0.00")
TEXT FUNCTIONS

• TRIM

a. Purpose
• To remove extra spaces from text, keeping only single spaces
between words.

b. Example
• =TRIM(K2:K1001, "$#,##0.00")
TEXT FUNCTIONS

• LEFT/RIGHT/MID
a. Purpose
• LEFT
➢ Extracts a specified number of characters from the beginning of a text
string.
• RIGHT
➢ Extracts a specified number of characters from the end of a text string.
• MID
➢ Extracts a specified number of characters from the middle of a text string,
starting at a specific position.
b. Example
• =LEFT(M2,3)
• =RIGHT(M2,3)
• =MID(M2,2,3)
 DATE AND TIME
03 FUNCTIONS
DATE AND TIME FUNCTIONS

• TODAY/NOW

a. Purpose
• TODAY
➢ Returns the current date.
➢ TODAY()
• NOW
➢ Returns the current date and time.
➢ NOW()
DATE AND TIME FUNCTIONS

• DATE/DAY/MONTH/YEAR

a. Purpose
• DATE
➢ Creates a date from the year, month, and day.
• DAY
➢ Extracts the day from a date.
• MONTH
➢ Extracts the month from a date.
• YEAR
➢ Extracts the year from a date.
DATE AND TIME FUNCTIONS

• DATEDIF

a. Purpose
• To calculate the difference between two dates in various units
(years, months, days).
• =DATEDIF(start_date, end_date, unit)

b. Example
• =DATEDIF(I1000, I1001, "M")
DATE AND TIME FUNCTIONS

• TEXT (For Dates)

a. Purpose
• To format dates as text for display purposes. This is helpful
when you need dates in a specific format.
• =TEXT(value, format_text)

b. Example
• =TEXT(I1001, "dddd, mmmm dd, yyyy")
 LOGICAL AND
03 LOOKUP
FUNCTIONS
LOGICAL AND LOOKUP FUNCTIONS

• IF, AND, OR (Advanced Conditional Logic)

a. Purpose
• IF
➢ Tests a condition and returns one value if true, another if false.
• AND
➢ Returns TRUE if all conditions are true; otherwise, FALSE.
• OR
➢ Returns TRUE if at least one condition is true; otherwise, FALSE.

b. Example
• =IF(J1001 > 50000, "Above Average Income", "Below Average Income")
• =IF(AND(J1001 > 5000, J10001 <> "Corporate"),"Pass","Fail")
• =IF(OR(J1001 > 50000, E1001 = "Corporate"), "Accepted", "Rejected")
LOGICAL AND LOOKUP FUNCTIONS

• VLOOKUP/HLOOKUP (Searching for Values in Table)

a. VLOOKUP
• VLOOKUP (Vertical Lookup) searches for a value in the first column of a table
and returns a value in the same row from another column.
• =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
• =VLOOKUP("Product A", A2:C10, 3, FALSE)

Legends:
• lookup_value: The value to search for.
• table_array: The range of cells containing the data.
• col_index_num (VLOOKUP): The column number from which to retrieve the data.
• [range_lookup]: TRUE for an approximate match, FALSE for an exact match.
LOGICAL AND LOOKUP FUNCTIONS

• VLOOKUP/HLOOKUP (Searching for Values in Table)

b. HLOOKUP
• HLOOKUP (Horizontal Lookup) searches for a value in the first row of a table
and returns a value in the same column from another row.
• =HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])
• =HLOOKUP("Quarter 1", A1:E5, 3, FALSE)

Legends:
• lookup_value: The value to search for.
• table_array: The range of cells containing the data.
• row_index_num (HLOOKUP): The row number from which to retrieve the data.
• [range_lookup]: TRUE for an approximate match, FALSE for an exact match.
LOGICAL AND LOOKUP FUNCTIONS

• INDEX/MATCH (More Flexible Lookups)

a. INDEX
• Returns the value of a cell in a given row and column within a specified range.
• =INDEX(array, row_num, [column_num])
• =INDEX(B2:N1001, 1, 6)

b. MATCH
• Finds the position of a value within a range.
• =MATCH(lookup_value, lookup_array, [match_type])
• =MATCH("EO4354", A2:A1001, 0)
LOGICAL AND LOOKUP FUNCTIONS

• IFERROR (Handling Errors in Formulas)

a. Purpose
• Avoid displaying errors by using IFERROR to handle and replace them with a
custom message.
• IFERROR is used to catch errors (like #N/A, #VALUE!, #DIV/0!, etc.) in
formulas and display a custom message or value instead.
• =IFERROR(value, value_if_error)

b. Example
• Using IFERROR with VLOOKUP:
➢ =IFERROR(VLOOKUP("Sofia Cheng", B1:N1001, 9, FALSE), "Not Found")
 MATH AND
04 STATISTICAL
FUNCTIONS
MATH AND STATISTICAL FUNCTIONS

• ROUND, ROUNDUP, ROUNDDOWN

a. ROUND
• Rounds a number to the nearest specified decimal place.
• =ROUND(number, num_digits)
• =ROUND(123.456, 2) → 123.46

b. ROUNDUP
• Always rounds a number up to the specified number of digits.
• =ROUNDUP(number, num_digits)
• =ROUNDUP(123.456, 2) → 123.46

c. ROUNDDOWN
• Always rounds a number down to the specified number of digits.
• =ROUNDDOWN(number, num_digits)
• =ROUNDDOWN(123.456, 2) → 123.45
MATH AND STATISTICAL FUNCTIONS

• SUMIF/SUMIFS

a. SUMIF
• Adds values in a range that meet a single condition.
• =SUMIF(range, criteria, [sum_range])
• =SUMIF(C1:C1001, "Director", J1:J1001)

b. SUMIFS
• Adds values based on multiple conditions.
• =SUMIFS(sum_range, criteria_range1, criteria1, [criteria_range2,
criteria2, ...])
• =SUMIFS(J1:J1001, C1:C1001, "Technical Architect", D1:D1001, "IT")
MATH AND STATISTICAL FUNCTIONS

• COUNTIF/COUNTIFS

a. COUNTIF
• Counts the number of cells in a range that meet a single condition.
• =COUNTIF(range, criteria)
• =COUNTIF(J2:J1001, ">50000")

b. COUNTIFS
• Counts the number of cells that meet multiple conditions.
• =COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2, ...])
• =COUNTIFS(J2:J1001, ">50000", K2:K1001, ">15")
MATH AND STATISTICAL FUNCTIONS

• AVERAGEIF/AVERAGEIFS

a. AVERAGEIF
• Calculates the average of values in a range that meet a single condition.
• =AVERAGEIF(range, criteria, [average_range])
• =AVERAGEIF(C1:C1001, "Director", J1:J1001)

b. AVERAGEIFS
• Calculates the average based on multiple conditions.
• =AVERAGEIFS(average_range, criteria_range1, criteria1,
[criteria_range2, criteria2, ...])
• =AVERAGEIFS(J1:J1001, C1:C1001, "Technical Architect", D1:D1001, "IT")
MATH AND STATISTICAL FUNCTIONS

• RANK

a. Purpose
• Returns the rank of a number in a list relative to other numbers.
• =RANK(number, ref, [order])
• =RANK([@[Annual Salary]], [Annual Salary], 0)

b. Legends
• number: The number to rank.
• ref: The range of numbers.
• order: Optional (0 or omitted for descending, 1 for ascending).