Mathematical functions…….

1. Sumif - The SUMIF function enables you to tell Excel to add

together the numbers in a particular range only when those
numbers meet the criteria that you specify.
The syntax of the SUMIF function is as follows:
=SUMIF(range,criteria,[sum_range])
Where range it is the range of cells to evaluate. Criteria it is the
criteria in the form of number, text, or expressions that defines
which cells will be added.
For example –

2. Round - The ROUNDUP function is used to round a number

upwards toward the next highest number. Although similar to
ROUND, ROUNDUP always rounds upward whereas ROUND will
round up or down depending on whether the last digit is greater
than or less than five (5).
Although the ROUNDUP can be a standalone formula, it is often
nested with other formulas, for example SUM. It is especially
useful with division due to the fractions that are often created.
For example –

3. Count - The COUNT function counts the number of cells that

contain numbers and counts numbers within the list of
arguments.
The syntax is COUNT( value1, value2, …)
For example –
CountA - If you are trying to count text, use the COUNTA
formula which counts the non-blank cells.
For example –

CountIF - The COUNTIF function counts the number of cells in

a range, that meets single criteria.

For example –

CountIFs - The COUNTIFS function counts the number of cells

in a range that meets multiple criteria.
For example –

Text Manipulation Function…….

1. Text – It converts a numeric value to text in a specified
format.
The syntax is TEXT (value, format_text) where,
Value is a numeric value, a formula that evaluates to a numeric
value, or a refrence to a cell containing a numeric value.
Format_text specifies how the number should be formatted
when covered to text. You must enclose a format in quotes(“ “).
For example –
2. Concatenate - The CONCATENATE function is used to join
two or more words or text strings together.
The syntax is =CONCATENATE(A1,B1,C1….)
For example –

Logical function…..
A LOGICAL FUNCTION is a function that evaluates conditions and
returns a Boolean value: TRUE(1) OR FALSE (0). These functions
are commonly used in programming, mathematics, and
spreadsheets for decision-making.

1. AND – it gives only a TRUE or FALSE answer.

the SYNTAX for the AND function is –

= AND (logical-1, logical-2, … logical-255)
returns TRUE if all its arguments evaluate to TRUE; returns FALSE
if one or more arguments evaluate to FALSE.
One common use for the AND function is to expand the
usefulness of other functions that perform logical tests.
For example –

2. OR – OR function is like other logical functions, the OR

function gives only a TRUE or FALSE answer.
the SYNTAX for the OR function is –
= OR (logical-1, logical-2, … logical-255)

Lookup and References

Function…..
the LOOKUP function is a reference function that finds a value in
a row or column and returns a corresponding value from another
row or column. It's used to find a single record that matches one
or more criteria.
The LOOKUP function has two syntax forms: vector and array.
1. Lookup (vector form)
 The syntax is LOOKUP (lookup_value, lookup_vector,
result_vector).
The LOOKUP_VALUE is the value you want to find in the lookup
vector and LOOKUP_VECTOR is the range where excel searches
for the lookup value.
The RESULT_VECTOR is a range from which excel returns a
corresponding value based on the LOOKUP_VECTOR.
For example –

 If LOOKUP cannot find the lookup_value, it matches the largest

value in lookup_vector that is less than or equal to lookup_value.
 If lookup_value is smaller than the smallest value in
lookup_vector, LOOKUP gives the #N/A error value.

2. Lookup (array form)

The syntax is LOOKUP (lookup_value, array).
Array is a range of cells that contains text, numbers, or logical
values that we want to compare with lookup_value.
For example –

3. Vlookup – The VLOOKUP function searches vertically (top to

bottom) the leftmost column of a table until a value that
matches or exceeds the one you are looking up is found.
The syntax is
=VLOOKUP(lookup_value,table_array,col_index_num,
[range_lookup])
The elements being looked up must be unique and must be
arranged or sorted in ascending order.
There are two range_lookup argument options; TRUE or FALSE
For example –
4. Hlookup - The HLOOKUP function searches horizontally (left to
right) the topmost column of a table until a value that matches
or exceeds the one you are looking up is found.
The syntax is
=HLOOKUP(lookup_value,table_array,row_index_num,
[range_lookup])
For example –

Financial functions…..
1. Accrint - This function returns the accrued interest for a
security that pays periodic interest.
The syntax of this is as follows:
ACCRINT (issue, first_interest, settlement, rate, par, frequency,
basis, calc_method
 Dates should be entered by using the DATE function, or as
results of other formulas or functions.

Issue - is the security’s issue date.

first_interest - is the security’s first interest date.
Settlement - is the security’s settlement date. The security
settlement date is the date after the issue date when the
security is traded to the buyer.
Rate - is the security’s annual coupon rate.
Par - is the security’s par value. By default Par is 1000.
Frequency - is the number of coupon payments per year. For
annual payments, frequency = 1; for Semiannual, frequency = 2;
for quarterly, frequency = 4.
Basis - is the type of day count basis to use.

For example –
2. Cumipmt - CUMIPMT helps in calculating the cumulative
interest paid on a loan taken out, or earned on an investment
made.
The syntax of the function is:
CUMIPMT (rate, nper, pv, start_period, end_period, type)
rate: The interest rate per payment period (required).
nper: The total number of payment periods in the loan
(required).
pv: The present value of the loan (required).
start_period: The first period for which you want to calculate
cumulative interest (required).
end_period: The last period for which you want to calculate
cumulative interest (required).
type: Indicates whether payments are made at the beginning (1)
or end (0) of the period (optional, defaults to 0).
For example –
3. PV - calculates the present value of a series of future
payments.
The syntax of the function is :
= PV (rate, nper, pmt, fv, type)

rate: The interest rate per payment period (required).

nper: The total number of payment periods in the loan
(required).
Pmt is the payment made each period and cannot be change
over the life of the annuity.
fv The future value you want to achieve at the end of the
investment period. If omitted, it is assumed to be 0.
type: Indicates whether payments are made at the beginning (1)
or end (0) of the period (optional, defaults to 0).

For example –
4. FV - calculates the future value of an investment or series of
cash flows.
The syntax of the function is :
FV (rate, nper, pmt, pv, type)

For example –

5. PMT - calculates the amount of a loan payment or

investment.
The syntax of the function is :
= PMT(rate, nper, pv, [fv], [type])
For example –

6. Rate - This function returns the interest rate per period of an

annuity.
The syntax of the function is :
RATE (nper, pmt, pv, fv, type, guess)

For example –

7. NPV - calculates the net present value (NPV) of a series

of cash flows. It uses a discount rate and a series of cash
flows to determine the value of an investment.
The syntax of the function is :
NPV (rate, value1, value2,…. )

For example –
Data entry, text management and
cell formatting….

In computerized business applications, data input is essential for

various tasks such as processing payroll or updating records. The
data must be accurate, properly formatted, and validated to
ensure correctness. For example, in spreadsheets, numbers are
typically right-aligned, and text is left-aligned, helping the system
distinguish different types of data, such as dates, currency,
percentages, or text. When you input data like "16/04/1980," the
spreadsheet recognizes it as a date. Once the data is processed, it
generates output in a specific format based on context, such as
representing 1.5 as a measurement (e.g., teaspoons) or a
multiplier (e.g., for age).
1. data entry
Excel enables fast data entry by automatically repeating or filling
data across cells, either row-wise or column-wise. For example,
instead of manually typing the days of the week, you can use the
built-in fill options to fill the cells automatically.Some of the
methods for data entry are mentioned below:
The data fill options:
The Fill command in Excel allows you to quickly enter data into
cells by continuing a series, such as numbers, dates, or text
combinations, using the fill handle (the small black square in the
lower-right corner of a selection). To enable or disable the fill
handle, go to Excel Options > Advanced and check/uncheck
"Enable Fill handle and cell drag-and-drop."
To prevent overwriting data when dragging the fill handle, select
the "Alert before overwriting cells" checkbox. After filling, the
Auto Fill Options button appears, letting you choose how the
data is filled, such as filling only the cell contents or formatting.
Option -1 Drag the fill handle to fill data into adjacent cells
1. Select the cells that contain the data that we want to fill into
adjacent cells.
2. Drag the fill handle across the cells that we want to fill.

Option - 2 fill the active cell with the contents of an adjacent cell
1. Select an empty cell and enter the value 10.
2. Go to the Home tab, click Fill in the Editing group, and choose
Series.
3. In the Series window, select the direction (row or column), set
the Step Value (e.g., 10) for incremental increases, and define
the Stop Value (e.g., 100).
4. Click OK to fill the series from 10 to 100 in steps of 10.
Import/Copy Data from other sources:
Another easy method for data entry is by copying or importing
data into Excel. This can be done using text files (e.g., .txt or .csv
files), which can be read with a text editor like Notepad in
Windows and easily imported into Excel.
To import the data from a text file following steps are important:
1. Create a data file in Notepad (Start > All Programs >
Accessories > Notepad).
2. Enter comma-separated values (CSV) in one line for each row,
with commas separating the columns.
3. The first line should have column names.
4. Enter data in subsequent lines, ensuring each value is
separated by a comma, even if it's blank.
5. Open a new Excel worksheet.
6. Go to the Data tab, click "From Text" under Get External Data.
7. Select the Notepad file (.csv) to import data into Excel, and it
will fill the respective rows and columns.
8. The data from Notepad can be saved as an Excel file, which
includes labels, values, dates, formulas, and data validation.
2. Data validation
Data validation ensures that only valid data is entered into a cell
by setting restrictions and displaying warning messages when
incorrect data is entered. These messages guide users on the
correct input, helping maintain data accuracy and
consistency.The different methods for data validation are as
follows:
 Create a drop down list - A drop-down list allows users to
select from predefined options, preventing incorrect data
entry. For example, in an organization, you can limit
department names to Sales, Finance, R&D, Operations, HR,
and IT, or restrict qualifications to MBA, PhD, CA, MCA,
Architect, and MBBS. The Sex Code can be limited to "Male" or
"Female." Drop-down lists can be created in three different
ways for data validation.

To create a drop-down list for data validation:

1. Method 1: Type values separated by commas (e.g., Male,
Female).
2. Method 2: Select a range of values in a row or column.
3. Method 3: Create a Named Range for the list (e.g., DEPT).
Steps:
1. In a blank worksheet, enter column titles like Employee Name
(A1), Department (B1), Qualification (C1), and Sex Code (D1).
2. Enter employee names in column A (A2:A10).
3. Prepare a department list (e.g., G3:G9) and define it as a
Named Range (e.g., DEPT).
4. Select the column to apply validation (e.g., Department in
column B).
5. Go to the Data Tab, click Data Validation, and choose List in
the Settings tab.
6. In the Source box, type =DEPT (the Named Range).
7. Enable Ignore Blank and In-cell drop-down options.
8. To display an input message, use the Input Message tab and
enter the title and message (e.g., "SELECT/ENTER
DEPARTMENT").
9. For error alerts, use the Error Alert tab to set the message and
choose the severity:
o Information: Shows a message but allows invalid data.

o Warning: Displays a warning but allows invalid data.

o Stop: Prevents invalid data entry.

To define data validation in Excel:
1. List Validation: You can define a list in the Source box (e.g.,
Male, Female for the Sex Code). Note that this method is case-
sensitive.
2. Setting Limits: You can set limits like minimum and maximum
values:
o For age, restrict the input to a Whole Number between 18 and

58.
o For text length, you can limit the number of characters (e.g., a

minimum of 10 characters for Employee Name).

3. Setting Limits with a Formula:
o Use the Custom option in the Allow dropdown and enter a

formula in the Formula box.

o The formula should return TRUE for valid entries and FALSE for

invalid ones.
Some examples:
o Prevent duplicate entries (e.g., employee number or product

code).
o Limit the sum of values in a range (e.g., budget exceeding the

total amount).
o Prevent spaces before or after text using the TRIM function.
o Block dates falling on weekends or holidays using the

WEEKDAY function.
These techniques help ensure that data entered is consistent and
meets the specified criteria.
3. Data validation form
Data validation simplifies data entry by allowing users to select
values from drop-down lists or use a data input form. The data
input form is especially useful for large datasets, as it avoids
having to move between columns. To create a data input form,
ensure that all data names are entered in the first row of the
worksheet, as the form refers to these names.
To create an input data form in Excel, add the Form button to
the Quick Access Toolbar:
1. Click the arrow next to the Quick Access Toolbar and choose
More Commands.
2. Select All Commands, then find and add the Form button.
The data form displays column headers as labels in a dialog box
with text boxes for entering data. It supports up to 32 columns
and allows for adding, finding, updating, or deleting rows.
However, formulas cannot be modified through the data form.