Day 3 (Basic): Working with Basic Excel Functions
Topic: Structure of Functions in Excel
1. Understanding Excel Functions:
○ Functions in Excel follow a specific structure:
=FUNCTION_NAME(argument1, argument2, ...)
○ Every function starts with an equal sign (=), followed by the function name, and
then a set of parentheses enclosing the arguments.
○ Example: To add values in cells A1, A2, and A3 using the SUM function:
=SUM(A1, A2, A3).
Topic: SUM Function
1. Using the SUM Function to Add Values:
○ Select the cell where you want the sum to appear.
○ Type =SUM( and then select the range of cells to sum (e.g., A1:A5).
○ Close the parentheses ) and press Enter.
○ Example: =SUM(A1:A5) adds all the numbers in cells A1 to A5.
2. Using AutoSum:
○ Select the cell where you want the sum to appear.
○ Go to the Home tab.
○ In the Editing group, click on AutoSum (Σ symbol).
○ Excel will automatically select a range of adjacent cells. If the selection is correct,
press Enter. Otherwise, manually adjust the range before pressing Enter.
Topic: MIN and MAX Functions
1. Finding the Minimum Value with MIN:
○ Select the cell where you want to display the minimum value.
○ Type =MIN( and then select the range of cells (e.g., A1:A10).
○ Close the parentheses and press Enter.
○ Example: =MIN(A1:A10) returns the smallest value from A1 to A10.
2. Finding the Maximum Value with MAX:
○ Select the cell where you want to display the maximum value.
○ Type =MAX( and then select the range of cells.
○ Close the parentheses and press Enter.
○ Example: =MAX(A1:A10) returns the largest value in the selected range.
Topic: AVERAGE Function
1. Calculating the Average with AVERAGE:
○ Select the cell where you want the result.
○ Type =AVERAGE( and then select the range of cells.
○ Close the parentheses and press Enter.
○ Example: =AVERAGE(B1:B10) calculates the average of the values from B1 to
B10.
Topic: COUNT Function
1. Counting Numbers with the COUNT Function:
○ Select the cell where you want the count to appear.
○ Type =COUNT( and then select the range of cells.
○ Close the parentheses and press Enter.
○ Example: =COUNT(C1:C20) counts the number of numeric entries in cells C1 to
C20.
Topic: Adjacent Cells Error
1. Understanding the Adjacent Cells Error:
○ When using functions like AutoSum, Excel automatically selects adjacent cells.
However, if there are gaps (empty cells) or unrelated data, this can cause errors.
○ Always double-check the range that Excel selects, especially when using
AutoSum, MIN, or MAX.
Topic: AutoSum Command
1. Using the AutoSum Command:
○ Select the cell where you want to display the result.
○ Go to the Home tab.
○ In the Editing group, click AutoSum (Σ symbol).
○ Excel will suggest a range of adjacent cells to sum. If correct, press Enter. If
incorrect, select the appropriate range before pressing Enter.
2. Applying AutoSum to Multiple Rows/Columns:
○ Select multiple cells, including the empty ones where you want the results to
appear.
○ Click AutoSum in the Home tab, and Excel will automatically calculate the sums
for each row or column.
Topic: AutoFill Command
1. Using AutoFill to Copy Functions:
○ Enter the formula in one cell (e.g., =SUM(A1:A5)).
○ Position the cursor in the bottom-right corner of the cell until a small black cross
(called the fill handle) appears.
○ Click and drag the fill handle across the adjacent cells (either horizontally or
vertically) to apply the same formula to other cells.
2. Using AutoFill for Sequences:
○ If you enter a number or date in a cell and use the fill handle to drag across
adjacent cells, Excel will auto-fill a sequence of numbers or dates.
○ For example, typing "1" in a cell and dragging the fill handle will generate the
sequence 2, 3, 4, etc.
