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Unit 5 - 6. Excel Functions For Beginners - Simplify Your Formulas

This document provides an introduction to basic Excel functions for beginners, focusing on the SUM, AVERAGE, MAX, MIN, and COUNT functions. It explains how to use the AutoSum feature for quick calculations and outlines various methods for applying it to different ranges of data. Additionally, it covers the structure of these functions and introduces the AutoFill feature for copying formulas efficiently.

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5 views9 pages

Unit 5 - 6. Excel Functions For Beginners - Simplify Your Formulas

This document provides an introduction to basic Excel functions for beginners, focusing on the SUM, AVERAGE, MAX, MIN, and COUNT functions. It explains how to use the AutoSum feature for quick calculations and outlines various methods for applying it to different ranges of data. Additionally, it covers the structure of these functions and introduces the AutoFill feature for copying formulas efficiently.

Uploaded by

bencatim
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Excel Functions for Beginners:

Simplify Your Formulas


1. What is an Excel function?
A function (or a combination of functions) is used within a formula to simplify it and do the
things that you need to do.
For example, the formula =A1+B1+C1+D1+E1+F1+G1+H1 could be replaced with
=SUM(A1:H1) which offers the advantage of being easier to read and easier to maintain.
SUM is the function. Its sole purpose is to add up a series of numbers.
There are over 500 functions in Excel. Many of these are specialised high-end functions
which would only be used by engineers, scientists and mathematicians. However, there
are still many Excel functions for beginners to use. You know, ordinary’ folk!
Formulas and functions are the engine of every decent spreadsheet The more functions
you can master, the more you’ll be able to achieve in Excel.
But first things first. Let's master the baby steps.
In this post you’ll learn the 5 simplest functions that Excel offers – SUM, AVERAGE, MAX,
MIN and COUNT.

2. AUTOSUM
AutoSum is a button/feature that gives you quick access to the 5 aforementioned
functions. It is the perfect tool to use if you are just starting out and want a smarter and
easier way to work with your data.

• The AutoSum Feature lists the SUM, AVERAGE, COUNT, MIN and
MAX functions.
• The AutoSum Icon is the Greek Sigma symbol and looks like a
sideways 'M' or a crooked 'E' (see below)

The quickest and easiest place to find the AutoSum button on the Home ribbon. You’ll
also find it on the Formulas ribbon.
Here are some different ways to use AutoSum to calculate a total for a series of numbers.

METHOD 1: Select just a column of numbers


1. Select a vertical range of numbers

2. Click the AutoSum button on the Home tab.

The total is added to the cell beneath the range you selected.

METHOD 2: Select a column of numbers and an extra


cell
1. Select a vertical range of numbers and an extra blank cell for the total.

2. Click the AutoSum button on the Home tab.


The total is inserted into the blank cell.
METHOD 3: Select just a blank total cell
1. Select a blank cell at the bottom of a column of figures

2. Click the AutoSum button on the Home tab.

Excel looks up and left to find some data. If it discovers some, it displays the cell range for
you.

3. If the cell range is correct, press Enter. The total is calculated.

4. If the cell range is incorrect or empty, use your mouse to directly select the range
you wish to use then press Enter to calculate the total.
METHOD 4: Select just a row of numbers
1. Select a horizontal range of numbers.

2. Click the AutoSum button on the Home tab.


The total is added to the cell to the right of the range you selected.

METHOD 5: Select a row of numbers and an extra cell


1. Select a horizontal range of numbers and an extra blank cell for the total.

2. Click the AutoSum button on the Home tab.

The total is inserted into the blank cell.


METHOD 6: Select a row of blank total cells
1. Select a horizontal range of blank cells directly beneath two or more columns of
data.

2. Click the AutoSum button on the Home tab.


The column totals are inserted into the blank cells you selected.

METHOD 7: Select a column of blank total cells


1. Select a vertical range of blank cells directly to the right of two or more rows of data.

2. Click the AutoSum button on the Home tab.

The row totals are inserted into the blank cells you selected.
METHOD 8: All in One
1. Select a 2-dimensional range of data plus a blank total row and a blank total column

2. Click the AutoSum button on the Home tab.

The column totals and the row totals are inserted into the blank cells you selected.

3. Anatomy of a SUM function


By default, the AutoSum, creates a SUM function, which adds together the values in the
selected cells.
To see what the SUM function looks like, click on any total cell and study the formula bar.

• The structure of a SUM function is =SUM(number1, number 2 …)


• Each number may be a constant (e.g. 5), cell reference (e.g. A1)
or cell range (e.g A1:A3).
• Every item within the brackets is added up.
• number1, number2 etc. are called arguments. A SUM function may
have up to 32 arguments, each separated by a comma.
• All formulas containing one or more functions like SUM are preceded
with ‘=’.
• A cell range is written as start cell then a colon ( : ) then the end cell,
e.g. A1:G5.

You don’t have to use AutoSum. As you get more experienced, you will begin to just type
the SUM function directly and use your mouse to select the cell or cell range.
The following formulas are valid examples of the SUM function.

• =SUM (1, 2, 3)
• =SUM (A1, A2, A3)
• =SUM (A1:A3)
• =SUM (1000, A1, A5:Z10)

4. The AVERAGE Function


The AVERAGE function divides the total by the number of items. It can be selected from
the AutoSum drop down menu, or by typing it directly into the cell.
The structure of the Average function is =AVERAGE(number1, number 2 …)

5. The COUNT Function


The COUNT function counts how many cells in the specified range that contain a
numerical value.
The structure of the COUNT function is =COUNT(number1, number 2 …)

6. The MAX Function


The MAX function returns the largest value within the specified range. This can be used to
find the longest, tallest, deepest, widest, biggest etc.
The structure of the MAX function is =MAX(number1, number 2 …)

7. The MIN Function


The MIN function returns the smallest value within the specified range. This can be used
to find the shortest, shallowest, smallest, quickest etc.
The structure of the MIN function is =MIN(number1, number 2 …)
8. More functions for beginners
Excel contains over 500 different functions. If you know what the function is called, you
can just start typing it into a cell. But to search for a suitable function:

1. Click the fx icon next to the formula bar.

2. Typing a related search word or explore the categories.

3. Choose a function.

4. Each argument is given a box. Complete the boxes.

9. Using AutoFill to copy a formula


Autofill allows a formula in one cell to be copied into adjacent cells quickly and efficiently.

1. Select a cell or range.

2. Place the mouse pointer over the small solid square at the bottom right of the cell.
This is called the Autofill handle. The pointer will change to a solid cross.

3. Click and hold the left mouse button and select adjacent cells beneath (or to the
right).

10. Using AutoFill to copy just the formula


(without the formatting)
1. AutoFill a formula cell as described above.

2. When the button is released a small icon appears at the bottom right of the selected
range. Click this icon to display the AutoFill options.
3. Choose Fill Without Formatting.

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