Index For Micorsoft Worksheet Func

IF COUNTA
AND COUNT
OR CONCATENATE
SUMIF UPPER
SUMPRODUCT LOWER
AVERAGE PROPER
COUNTIF TRIM
COUNTBLANK AutoSUM
CHARTS
sheet Functions
AutoSum Shortcut Key INDEX
Instead of using the AutoSum button from the toolbar,
you can press Alt and = to achieve the same result.

Try it here :
Move to a blank cell in the Total row or column, then press Alt and =.
or
Select a row, column or all cells and then press Alt and =.

Jan Feb Mar Total

North 10 50 90
South 20 60 100
East 30 70 200
West 40 80 300
Total
AVERAGE
Mon Tue Wed Thu Fri Sat Sun
Temp 30 31 32 29 26 28 27
Rain 0 0 0 4 6 3 1

Mon Tue Wed Thu Fri Sat Sun

Temp 30 32 29 26 28 27
Rain 0 0 4 6 3 1

Mon Tue Wed Thu Fri Sat Sun

Temp 30 No 32 29 26 28 27
Rain 0 Reading 0 4 6 3 1

What Does It Do ?
This function calculates the average from a list of numbers.
If the cell is blank or contains text, the cell will not be used in the average calculation.
If the cell contains zero 0, the cell will be included in the average calculation.

Syntax
=AVERAGE(Range1,Range2,Range3... through to Range30)

Formatting
No special formatting is needed.

Note
To calculate the average of cells which contain text or blanks use =SUM() to get the total and
then divide by the count of the entries using =COUNTA().

Mon Tue Wed Thu Fri Sat Sun

Temp 30 No 32 29 26 28 27
Rain 0 Reading 0 4 6 3 1

Mon Tue Wed Thu Fri Sat Sun

Temp 30 32 29 26 28 27
Rain 0 0 4 6 3 1
 INDEX
Average
29 =AVERAGE(D4:J4)
2 =AVERAGE(D5:J5)

Average
28.67 =AVERAGE(D8:J8)
2.33 =AVERAGE(D9:J9)

Average
28.67 =AVERAGE(D12:J12)
2.33 =AVERAGE(D13:J13)

Average
24.57 =SUM(D31:J31)/COUNTA(D31:J31)
2 =SUM(D32:J32)/COUNTA(D32:J32)

Average
28.67 =SUM(D35:J35)/COUNTA(D35:J35)
2.33 =SUM(D36:J36)/COUNTA(D36:J36)
SUMPRODUCT INDEX
Item Sold price
Tyres 5 100
Filters 2 10
Bulbs 3 2

Total Sales Value : 526 =SUMPRODUCT(D4:D6,E4:E6)

What Does It Do ?
This function uses at least two columns of values.
The values in the first column are multipled with the corresponding value in the second column.
The total of all the values is the result of the calculation.

Syntax
=SUMPRODUCT(Range1, Range, Range3 through to Range30)

Formatting
No special formatting is needed.

Example
The following table was used by a drinks merchant to keep track of stock.
The merchant needed to know the total purchase value of the stock, and the potential
value of the stock when it is sold, takinging into account the markup percentage.

The =SUMPRODUCT() function is used to multiply the Cases In Stock with the Case Price to
calculate what the merchant spent in buying the stock.

The =SUMPRODUCT() function is used to multiply the Cases In Stock with

the Bottles In Case and the Bottle Setting Price, to calculate the potential value of the
stock if it is all sold.

Bottle
Cases In Case Bottles Bottle Selling
Product Stock Price In Case Cost Markup Price
Red Wine 10 £120 10 £12.00 25% £15.00
White Wine 8 £130 10 £13.00 25% £16.25
Champagne 5 £200 6 £33.33 80% £60.00
Beer 50 £24 12 £2.00 20% £2.40
Lager 100 £30 12 £2.50 25% £3.13
=D39/E39 =F39+F39*G39

Total Value Of Stock : £7,440 =SUMPRODUCT(C35:C39,D35:D39)

Total Selling Price Of Stock : £9,790 =SUMPRODUCT(C35:C39,E35:E39,H35:H39)

Profit : £2,350 =E44-E43

SUMIF INDEX
Item Date Cost
Brakes 1-Jan-98 80
Tyres 10-May-98 25
Brakes 1-Feb-98 80
Service 1-Mar-98 150
Service 5-Jan-98 300
Window 1-Jun-98 50
Tyres 1-Apr-98 200
Tyres 1-Mar-98 100
Clutch 1-May-98 250

Total cost of all Brakes bought. 160 =SUMIF(C4:C12,"Brakes",E4:E12)

Total cost of all Tyres bought. 325 =SUMIF(C4:C12,"Tyres",E4:E12)
Total of items costing £100 or above. 1000 =SUMIF(E4:E12,">=100")

Total of item typed in following cell. service 450 =SUMIF(C4:C12,E18,E4:E12)

What Does It Do ?
This function adds the value of items which match criteria set by the user.

Syntax
=SUMIF(RangeOfThingsToBeExamined,CriteriaToBeMatched,RangeOfValuesToTotal)

=SUMIF(C4:C12,"Brakes",E4:E12)This examines the names of products in C4:C12.

It then identifies the entries for Brakes.
It then totals the respective figures in E4:E12

=SUMIF(E4:E12,">=100") This examines the values in E4:E12.

If the value is >=100 the value is added to the total.

Formatting
No special formatting is needed.
OR INDEX
Payment Handling
Order No. Cost Type Charge
AB001 1000 Cash £- =IF(OR(E4="Visa",E4="Delta"),5,0)
AB002 1000 Visa £5 =IF(OR(E5="Visa",E5="Delta"),5,0)
AB003 2000 Cheque £- =IF(OR(E6="Visa",E6="Delta"),5,0)
AB004 5000 Delta £5 =IF(OR(E7="Visa",E7="Delta"),5,0)

What Does It Do?

This function tests two or more conditions to see if any of them are true.
It can be used to test that at least one of a series of numbers meets certain conditions.
Normally the OR() function would be used in conjunction with a function such as =IF().

Syntax
=OR(Test1,Test2)
Note that there can be up to 30 possible tests.

Formatting
When used by itself it will show TRUE or FALSE.

Example
The following table shows a list of orders taken by a company.
A handling charge of £5 is made on all orders paid by Visa or Delta cards.
The =OR() function has been used to determine whether the charge needs to be applied.

Payment Handling
Order No. Cost Type Charge
AB001 1000 Cash £- =IF(OR(E27="Visa",E27="Delta"),5,0)
AB002 1000 Visa £5
AB003 2000 Cheque £-
AB004 5000 Delta £5
AND INDEX
Items To Test Result
500 800 TRUE =AND(C4>=100,D4>=100)
500 25 FALSE =AND(C5>=100,D5>=100)
25 500 FALSE =AND(C6>=100,D6>=100)
12 TRUE =AND(D7>=1,D7<=52)

What Does It Do?

This function tests two or more conditions to see if they are all true.
It can be used to test that a series of numbers meet certain conditions.
It can be used to test that a number or a date falls between an upper and lower limit.
Normally the AND() function would be used in conjunction with a function such as =IF().

Syntax
=AND(Test1,Test2)
Note that there can be up to 30 possible tests.

Formatting
When used by itself it will show TRUE or FALSE.

Example 1
The following example shows a list of examination results.
The teacher wants to find the pupils who scored above average in all three exams.
The =AND() function has been used to test that each score is above the average.
The result of TRUE is shown for pupils who have scored above average in all three exams.

Name Maths English Physics Passed

Alan 80 75 85 TRUE
Bob 50 30 40 FALSE
Carol 60 70 50 FALSE
David 90 85 95 TRUE
Eric 20 30 Absent FALSE
Fred 40 60 80 FALSE
Gail 10 90 80 FALSE
Harry 80 70 60 TRUE
Ian 30 10 20 FALSE
Janice 10 20 30 FALSE
=AND(C38>=AVERAGE($C$29:$C$38),D38>=AVERAGE($D$29:$D$38),E38>=AVERAGE($E$29:$E$38))

Averages 47 54 60
IF INDEX
Name Sales Target Result
Alan 1000 5000 Not Achieved=IF(C4>=D4,"Achieved","Not Achieved")
Bob 6000 5000 Achieved =IF(C5>=D5,"Achieved","Not Achieved")
Carol 2000 4000 Not Achieved=IF(C6>=D6,"Achieved","Not Achieved")

Syntax
=IF(Condition,ActionIfTrue,ActionIfFalse)
The Condition is usually a test of two cells, such as A1=A2.
The ActionIfTrue and ActionIfFalse can be numbers, text or calculations.

Formatting
No special formatting is required.

Example 1
The following table shows the Sales figures and Targets for sales reps.
Each has their own target which they must reach.
The =IF() function is used to compare the Sales with the Target.
If the Sales are greater than or equal to the Target the result of Achieved is shown.
If the Sales do not reach the target the result of Not Achieved is shown.
Note that the text used in the =IF() function needs to be placed in double quotes "Achieved".

Name Sales Target Result

Alan 1000 5000 Not Achieved=IF(C31>=D31,"Achieved","Not Achieved")
Bob 6000 5000 Achieved =IF(C32>=D32,"Achieved","Not Achieved")
Carol 2000 4000 Not Achieved=IF(C33>=D33,"Achieved","Not Achieved")

Example 2
The following table is similar to that in Example 1.
This time the Commission to be paid to the sales rep is calculated.
If the Sales are greater than or equal to the Target, the Commission is 10% of Sales.
If the Sales do not reach Target, the Commission is only 5% of Sales.

Name Sales Target Commission

Alan 1000 5000 50 =IF(C43>=D43,C43*10%,C43*5%)
Bob 6000 5000 600 =IF(C44>=D44,C44*10%,C44*5%)
Carol 2000 4000 100 =IF(C45>=D45,C45*10%,C45*5%)

Example 3
This example uses the =AND() within the =IF() function.
A builders merchant gives 10% discount on certain product lines.
The discount is only given on products which are on Special Offer, when the Order Value
is £1000 or above.
The =AND() function is used with the =IF() to check that the product is on offer and that
the value of the order is above £1000.

Special Order
Product Offer Value Discount Total
Wood Yes £2,000 £200 £1,800
 Glass No £2,000 £- £2,000
Cement Yes £500 £- £500
Turf Yes £3,000 £300 £2,700
=IF(AND(C61="Yes",D61>=1000),D61*10%,0)

Example 4
This example uses the =OR() within the =IF() function.
The following table shows a list of orders taken by a company.
A handling charge of £5 is made on all orders paid by Visa or Delta cards.
The =OR() function has been used to determine whether the charge needs to be applied.

Payment Handling
Order No. Cost Type Charge
AB001 1000 Cash £- =IF(OR(E27="Visa",E27="Delta"),5,0)
AB002 1000 Visa £5
AB003 2000 Cheque £-
AB004 5000 Delta £5

Note that there can be up to 30 possible tests.

COUNTIF INDEX
Item Date Cost
Brakes 1-Jan-98 80
Tyres 10-May-98 25
Brakes 1-Feb-98 80
Service 1-Mar-98 150
Service 5-Jan-98 300
Window 1-Jun-98 50
Tyres 1-Apr-98 200
Tyres 1-Mar-98 100
Clutch 1-May-98 250

How many Brake Shoes Have been bought. 2 =COUNTIF(C4:C12,"Brakes")

How many Tyres have been bought. 3 =COUNTIF(C4:C12,"Tyres")
How many items cost £100 or above. 5 =COUNTIF(E4:E12,">=100")

Type the name of the item to count. service 2 =COUNTIF(C4:C12,E18)

What Does It Do ?
This function counts the number of items which match criteria set by the user.

Syntax
=COUNTIF(RangeOfThingsToBeCounted,CriteriaToBeMatched)
The criteria can be typed in any of the following ways.
To match a specific number type the number, such as =COUNTIF(A1:A5, 100)
To match a piece of text type the text in quotes, such as =COUNTIF(A1:A5, "Hello")
To match using operators surround the expression with quotes, such as =COUNTIF(A1:A5, ">100")

Formatting
No special formatting is needed.
COUNTBLANK INDEX
Range To Test Blanks
1 2 =COUNTBLANK(C4:C11)
Hello
3
0

1-Jan-98

What Does It Do ?
This function counts the number of blank cells in a range.

Syntax
=COUNTBLANK(RangeToTest)

Formatting
No special formatting is needed.

Example
The following table was used by a company which was balloting its workers on whether
the company should have a no smoking policy.
Each of the departments in the various factories were questioned.
The response to the question could be Y or N.
As the results of the vote were collated they were entered in to the table.
The =COUNTBLANK() function has been used to calculate the number of departments which
have no yet registered a vote.

Admin Accounts Production Personnel

Factory 1 Y N
Factory 2 Y Y N
Factory 3
Factory 4 N N N
Factory 5 Y Y
Factory 6 Y Y Y N
Factory 7 N Y
Factory 8 N N Y Y
Factory 9 Y
Factory 10 Y N Y

Votes not vet registered : 16 =COUNTBLANK(C32:F41)

Votes for Yes : 14 =COUNTIF(C32:F41,"Y")

Votes for No : 10 =COUNTIF(C32:F41,"N")

COUNTA INDEX
Entries To Be Counted Count
10 20 30 3 =COUNTA(C4:E4)
10 0 30 3 =COUNTA(C5:E5)
10 -20 30 3 =COUNTA(C6:E6)
10 1-Jan-88 30 3 =COUNTA(C7:E7)
10 21:30 30 3 =COUNTA(C8:E8)
10 0.11 30 3 =COUNTA(C9:E9)
10 30 2 =COUNTA(C10:E10)
10 Hello 30 3 =COUNTA(C11:E11)
10 #DIV/0! 30 3 =COUNTA(C12:E12)

What Does It Do ?
This function counts the number of numeric or text entries in a list.
It will ignore blanks.

Syntax
=COUNTA(Range1,Range2,Range3... through to Range30)

Formatting
No special formatting is needed.

Example
The following table was used by a school to keep track of the examinations taken by each pupil.
Each exam passed was graded as 1, 2 or 3.
A failure was entered as Fail.

The school needed to known how many pupils sat each exam.
The school also needed to know how many exams were taken by each pupil.

The =COUNTA() function has been used because of its ability to count text and numeric entries.

Exams
Taken
Maths English Art History
By Each
Pupil
Alan Fail 1 2
Bob 2 1 3 3
Carol 1 1 1 3
David Fail Fail 2
Elaine 1 3 2 Fail 4
=COUNTA(D39:G39)
How many pupils sat each Exam.
Maths English Art History
4 3 5 2
=COUNTA(D35:D39)
A(D39:G39)
COUNT INDEX
Entries To Be Counted Count
10 20 30 3 =COUNT(C4:E4)
10 0 30 3 =COUNT(C5:E5)
10 -20 30 3 =COUNT(C6:E6)
10 1-Jan-88 30 3 =COUNT(C7:E7)
10 21:30 30 3 =COUNT(C8:E8)
10 0.69 30 3 =COUNT(C9:E9)
10 30 2 =COUNT(C10:E10)
10 Hello 30 2 =COUNT(C11:E11)
10 #DIV/0! 30 #DIV/0! =COUNT(C12:E12)

What Does It Do ?
This function counts the number of numeric entries in a list.
It will ignore blanks, text and errors.

Syntax
=COUNT(Range1,Range2,Range3... through to Range30)

Formatting
No special formatting is needed.

Example
The following table was used by a builders merchant to calculate the number of sales
for various products in each month.

Item Jan Feb Mar

Bricks £1,000
Wood £5,000
Glass £2,000 £1,000
Metal £1,000
Count 3 2 0
=COUNT(D29:D32)
CONCATENATE INDEX
Name 1 NameConcatenated
2 Text
Alan Jones AlanJones =CONCATENATE(C4,D4)
Bob WilliamsBobWilliams =CONCATENATE(C5,D5)
Carol Davies CarolDavies =CONCATENATE(C6,D6)
Alan Jones Alan Jones =CONCATENATE(C7," ",D7)
Bob Williams
Williams, Bob =CONCATENATE(D8,", ",C8)
Carol DaviesDavies, Carol =CONCATENATE(D9,", ",C9)

What Does It Do?

This function joins separate pieces of text into one item.

Syntax
=CONCATENATE(Text1,Text2,Text3...Text30)
Up to thirty pieces of text can be joined.

Formatting
No special formatting is needed, the result will be shown as normal text.

Note
You can achieve the same result by using the & operator.

Name 1 NameConcatenated
2 Text
Alan Jones AlanJones =C25&D25
Bob WilliamsBobWilliams =C26&D26
Carol Davies CarolDavies =C27&D27
Alan Jones Alan Jones =C28&" "&D28
Bob Williams
Williams, Bob =D29&", "&C29
Carol DaviesDavies, Carol =D30&", "&C30
UPPER INDEX
Original Text
Upper Case
alan jonesALAN JONES=UPPER(C4)
bob smithBOB SMITH =UPPER(C5)
carOl wiLLiamS
CAROL WILLIAMS =UPPER(C6)
cardiff CARDIFF =UPPER(C7)
abc123 ABC123 =UPPER(C8)

What Does It Do ?
This function converts all characters in a piece of text to upper case.

Syntax
=UPPER(TextToConvert)

Formatting
No special formatting is needed.

Example
See the example for FREQUENCY.
LOWER INDEX
Upper Case Text
Lower Case
ALAN JONESalan jones =LOWER(C4)
BOB SMITHbob smith =LOWER(C5)
CAROL WILLIAMS
carol williams=LOWER(C6)
CARDIFF cardiff =LOWER(C7)
ABC123 abc123 =LOWER(C8)

What Does It Do ?
This function converts all characters in a piece of text to lower case.

Syntax
=LOWER(TextToConvert)

Formatting
No special formatting is needed.
PROPER INDEX
Original Text Proper
alan jones Alan Jones =PROPER(C4)
bob smith Bob Smith =PROPER(C5)
caRol wILLIAMS
Carol Williams=PROPER(C6)
cardiff Cardiff =PROPER(C7)
ABC123 Abc123 =PROPER(C8)

What Does It Do ?
This function converts the first letter of each word to uppercase, and all subsequent letters
are converted to lower case.

Syntax
=PROPER(TextToConvert)

Formatting
No special formatting is needed.

LOWER
Upper Case Text
Lower Case
ALAN JONESalan jones =LOWER(C4)
BOB SMITHbob smith =LOWER(C5)
CAROL WILLIAMS
carol williams=LOWER(C6)
CARDIFF cardiff =LOWER(C7)
ABC123 abc123 =LOWER(C8)

What Does It Do ?
This function converts all characters in a piece of text to lower case.

Syntax
=LOWER(TextToConvert)

Formatting
No special formatting is needed.
TRIM INDEX
Original Text
Trimmed Text
ABCD ABCD =TRIM(C4)
A B C A DB C D =TRIM(C5)
Alan Alan
JonesJones =TRIM(C6)
ABCD ABCD =TRIM(C7)

What Does It Do ?
This function removes unwanted spaces from a piece of text.
The spaces before and after the text will be removed completely.
Multiple spaces within the text will be trimmed to a single space

Syntax
=TRIM(TextToTrim)

Formatting
No special formatting is needed.
 Jan-04 Wk 1 Wk 2 Wk 3 Wk 4
Actual Accuracy 92.30% 93.54% 94.50% 95.56%
SLA Accuracy 99.00% 99.00% 99.00% 99.00%

Performance of XYZ Team for the month of Jan 2004

100%

75%
Accuracy

50%

Performance of XYZ Team for the month of Jan 2004

100%
25%

75%
0%
Wk 1 Wk 2 Wk 3 Wk 4 Wk 5
Accuracy

50%
Actual Accuracy SLA Accuracy

25%

0%
Wk 1 Wk 2 Wk 3 Wk 4 Wk 5

Productivity TAT ActualUtilisation

Accuracy SLA Accuracy
Jan 171.25% 96.06% 64.84%
Feb 165.79% 95.07% 58.88%
Mar 114.01% 99.73% 69.75%
Apr 110.97% 99.87% 74.05%
May 112.26% 99.50% 79.00%
June 126.13% 99.98% 75.40%
 AX
50000
47500
45000
42500
INS OUTS Productivity Utilisation
40000
Jan 48322 37488 171.25% 64.84%
37500
Feb 49186 46282 165.79% 58.88% 35000
Mar 46064 42176 114.01% 69.75% 32500
Apr 49337 48081 110.97% 74.05% 30000
May 36557 34734 112.26% 79.00% 27500
June 41846 39143 126.13% 75.40% 25000
22500
20000
17500
15000
12500
10000
7500
5000
2500
0
Jan
 Wk 5
96.66%
99.00%

an 2004

2004

k4 Wk 5

Wk 5
AXA-BS (AXA I) Performance for 2004
180.00% 180.00%

160.00% 160.00%

140.00% 140.00%
Productivity & TAT

120.00% 120.00%

100.00% 100.00%

80.00% 80.00%

60.00% 60.00%

40.00% 40.00%

20.00% 20.00%

0.00% 0.00%
Jan Feb Mar Apr May June
 60.00% 60.00%

Pro
40.00% 40.00%

20.00% 20.00%

0.00% 0.00%
Jan Feb Mar Apr May June

AXA-BS (AXA I) Productivity & Utilization for INS & OUTS for 2004
50000 180.00%
47500 170.00%
45000 160.00%
42500 150.00%
40000
140.00%
37500
130.00%
35000
32500 120.00%
30000 110.00%
27500 100.00%
25000 90.00%
22500 80.00%
20000 70.00%
17500 60.00%
15000
50.00%
12500
40.00%
10000
7500 30.00%
5000 20.00%
2500 10.00%
0 0.00%
Jan Feb Mar Apr May June
 180.00%

160.00%

140.00%

120.00%

100.00%

80.00%

60.00%

40.00%

20.00%

0.00%
June
 60.00%

40.00%

20.00%

0.00%
June

UTS for 2004

180.00%
170.00%
160.00%
150.00%
140.00%
130.00%
120.00%
110.00%
100.00%
90.00%
80.00%
70.00%
60.00%
50.00%
40.00%
30.00%
20.00%
10.00%
0.00%
ay June