Using Functions

Creating simple formulas is easy, but creating complex formulas is hard. To make complex formulas easier to create, Excel comes with prebuilt formulas called functions. Table show lists some of the many functions available.

Common Excel FunctionsFunction NameWhat It DoesAVERAGECalculates the average value of numbers stored in two or more cellsCOUNTCounts how many cells contain a number instead of a label (text)MAXFinds the largest number stored in two or more cellsMINFinds the smallest number stored in two or more cellsROUNDRounds a decimal number to a specific number of digitsSQRTCalculates the square root of a numberSUMAdds the values stored in two or more cells

Excel literally provides hundreds of functions that you can use by themselves or as part of your own formulas. A function typically uses one or more cell references:

• Single cell references, such as =ROUND(C4,2), which rounds the number found in cell C4 to two decimal places.
• Contiguous (adjacent) cell ranges, such as =SUM(A4:A9), which adds all the numbers found in cells A4, A5, A6, A7, A8, and A9
• Noncontiguous cell ranges, such as =SUM(A4,B7,C11), which adds all the numbers found in cells A4, B7, and C11

To use a function, follow these steps:

1. Click in the cell where you want to create a formula using a function.
2. Click the Formulas tab.
3. Click one of the following function icons in the Function Library group:
   • Financial: Calculates business-related equations, such as the amount of interest earned over a specified time period
   • Logical: Provides logical operators to manipulate True and False (also known as Boolean) values
   • Text: Searches and manipulates text
   • Date & Time: Provides date and time information
   • Lookup & Reference: Provides information about cells, such as their row headings
   • Math & Trig: Offers mathematical equations
   • More Functions: Provides access to statistical and engineering functions
4. Click a function category, such as Financial or Math & Trig. A pull-down menu appears.
5. Click a function. The Function Arguments dialog box appears.
6. Click the cell references you want to use.
7. Repeat Step 6 as many times as necessary.
8. Click OK.
   Excel displays the calculation of your function in the cell you selected in Step 1.