MS Excel Tutorial About Function

How we use The Functions in MS Excel

Excel functions are used to perform mathematical calculations. in this tutorials you can learn how we use the Function in Microsoft Excel. There are many built in function in excel which perform some specific task for example Sum . Average , Count ete.

Introduction to Reference

Before using the function you must understand the cell reference . Cell Reference refer to a cell or a group of cells. in excel mostly we use the reference operator instead of actual value for example if we have a cell A1 with fill with value 20 and A2 is other cell fill with value 30 then if we want to add the two number then we write the following formula in cell A3:

=A1 + A2

So A1 and A2 are the cell reference. We can user single cell reference or Range of More the one cell for example if we say that A1:A10 its means all the cell starting for A1 to A10. A union reference consists of two or more numbers, range references, or cell addresses separated by a comma. The reference A7,B8:B10,C9,10 refers to cells A7, B8 to B10, C9 and the number 10.

Function and Regular formula

Functions are pre define formulas. The difference between function and simple regular formulas which is define by user is that Function perform mathematical and other calculation but not contain any operators, such as +, -, *, or /.

For example:

=Sum(A1:A10)

on the other hand

=A1+A2 is an regular formula.

Writing Function:

Use an equal sign to begin the function.
Specify the function name.
Enclose arguments within parentheses. Arguments are values on which you want to perform the calculation. For example, arguments specify the numbers or cells you want to add.
Use a comma to separate arguments.

=sum(A1:A10)

The Sum is name of the function and A1:A10 are argument which are reference range.

When we write function after the equal to sign then a list of the function name is appear. You can double-click on an item in the list to complete your entry quickly. Excel will complete the function name and enter the first parenthesis. You can also insert the function form Formula menu. Where different group are created for different operation. After inserting the function form formula bar the dialog box appear which ask for enter the argument after input all argument click on ok.


Example:

The SUM function adds argument values. Fist we write this function manually and then we also take an example of inserting this function from formula bar:

  1. Open Microsoft Excel.

  2. Type Sum Number one column. as in above image the number 30 enter in cell B4 and up to so on.

  3. Now in the cell below your numbers as in our example Type =SUM(B4:B8) in cell B9.

  4. Press Enter. The sum of cells B4 to B3 is calculate in Cell B9.

ok I explain little more this function writing method

B4 is first cell of your range and B9 is last cell Of your range. When you are going to write this range then you have many option for example you manually write you first cell then insert full colon (:) and then write last cell address.

You can also do this by writing

=sum(

then click on first cell of you range.

then write full colon (:)

then click on last cell of your range.

you can also write you range by clicking on first cell and then drag to last cell.

 Enter a Function from Formula Tab in excel Ribbon

The above image show the each and every step:

  1. Enter the numbers in Column in my example i enter 30 in B4 and up to son on.

  2. Select cell where you want to calculate in my example above B9.

  3. Click on the Formulas tab.

  4. Click the Insert Function button. The Insert Function dialog box appears.

  5. Choose Math & Trig in the Or Select A Category box.

  6. Click Sum in the Select A Function box.

  7. Click OK. The Function Arguments dialog box appears.

  1. Type B4:B8 in the Number1 field. Note : if you are calculate the formula below your list this range will be appears automatically.

  2. Click OK. The sum of cells B4 to B8 will be calculate in Cell B9.