Introduction

16

In this guide, you will learn how to calculate cell values using various functions in Microsoft Excel 2019.

Excel formulas allow users to perform calculations on large amounts of data in a very short time and simplified manner. For an example, what if a teacher wants to calculate the average grade scored by thousands of students in a subject? It would take him hours to calculate the average using a calculator, but through Excel, a simple drag of cells containing grades and a simple formula can do the work in a few seconds. Excel formulas play an important role in the lives of students, auditors, business professionals, an many others.

There are various functions present in the Excel 2019 version to calculate cell values:

- SUM
- PRODUCT
- AVERAGE
- COUNT & COUNTA
- IF
- MAX & MIN
- TRIM
- DEC2BIN

This guide will walk through each of these functions.

The `SUM`

function is used to add values from multiple cells. Here's the syntax:

`1`

`=SUM(n1, n2, n3, ...)`

Consider the example given below:

A | B | C | D | E | F | G |
---|---|---|---|---|---|---|

Sr. Number | Value1 | Value2 | Value3 | Value4 | Formula | Result |

1 | 103 | 53 | 21 | 3423 | =SUM(B1:E1) | ? |

2 | 122 | 25 | 51 | 321 | =SUM(B2, C2, D2, E2) | ? |

3 | 88 | 50 | 15 | 12 | =SUM(88, 50, 15, 12) | ? |

4 | 62 | 57 | 17 | 343 | =SUM(B4, D4) | ? |

5 | 15 | 51 | 11 | 87 | =SUM(B2:E2, B5:E5) | ? |

After applying the formula, the result column will be updated as given below:

A | B | C | D | E | F | G |
---|---|---|---|---|---|---|

Sr. Number | Value1 | Value2 | Value3 | Value4 | Formula | Result |

1 | 103 | 53 | 21 | 3423 | =SUM(B1:E1) | 3600 |

2 | 122 | 25 | 51 | 321 | =SUM(B2, C2, D2, E2) | 519 |

3 | 88 | 50 | 15 | 12 | =SUM(88, 50, 15, 12) | 165 |

4 | 62 | 57 | 17 | 343 | =SUM(B4, D4) | 79 |

5 | 15 | 51 | 11 | 87 | =SUM(B2:E2, B5:E5) | 683 |

As the name suggests, all the numbers passed inside the `PRODUCT`

function gets multiplied. Here's the syntax:

`1`

`=PRODUCT(n1, n2, n3, ...)`

Consider the example given below:

A | B | C | D | E | F | G |
---|---|---|---|---|---|---|

Sr. Number | Value1 | Value2 | Value3 | Value4 | Formula | Result |

1 | 13 | 3 | 21 | 3 | =PRODUCT(B1:E1) | ? |

2 | 22 | 2 | 5 | 31 | =PRODUCT(B2:E2, 3) | ? |

3 | 8 | 50 | 5 | 2 | =8 50 5 * 2 | ? |

4 | 6 | 7 | 17 | 3 | =PRODUCT(C4, E4) | ? |

5 | 15 | 5 | 11 | 8 | =PRODUCT(B2:E2, B5:E5) | ? |

After applying the formula, the result column will be updated as given below:

A | B | C | D | E | F | G |
---|---|---|---|---|---|---|

Sr. Number | Value1 | Value2 | Value3 | Value4 | Formula | Result |

1 | 13 | 3 | 21 | 3 | =PRODUCT(B1:E1) | 2457 |

2 | 22 | 2 | 5 | 31 | =PRODUCT(B2:E2, 3) | 20460 |

3 | 8 | 50 | 5 | 2 | =8 50 5 * 2 | 4000 |

4 | 6 | 7 | 17 | 3 | =PRODUCT(C4, E4) | 21 |

5 | 15 | 5 | 11 | 8 | =PRODUCT(B2:E2, B5:E5) | 45012000 |

If you want to calculate the arithmetic mean of given numbers, use the `AVERAGE`

function. Here's the syntax:

`1`

`=AVERAGE(n1, n2, n3, ...)`

Consider the example given below:

A | B | C | D | E | F | G |
---|---|---|---|---|---|---|

Sr. Number | Value1 | Value2 | Value3 | Value4 | Formula | Result |

1 | 13 | 3 | 21 | 3 | =AVERAGE(B1:E1) | ? |

2 | 22 | 2 | 5 | 31 | =AVERAGE(B2:E2, 3) | ? |

3 | 6 | 7 | 17 | 3 | =PRODUCT(C3:E3) | ? |

4 | 15 | 5 | 11 | 8 | =PRODUCT(B2:B4) | ? |

After applying the formula, the result column will be updated as given below:

A | B | C | D | E | F | G |
---|---|---|---|---|---|---|

Sr. Number | Value1 | Value2 | Value3 | Value4 | Formula | Result |

1 | 13 | 3 | 21 | 3 | =AVERAGE(B1:E1) | 10 |

2 | 22 | 2 | 5 | 31 | =AVERAGE(B2:E2, 3) | 12.6 |

3 | 6 | 7 | 17 | 3 | =PRODUCT(C3:E3) | 9 |

4 | 15 | 5 | 11 | 8 | =PRODUCT(B2:B4) | 14 |

The `COUNT`

function is used "to get the number of entries in a number field that is in a range or array of numbers," whereas the `COUNTA`

function "counts the number of cells that are not empty in a range," according to Excel's documentation.

The `COUNT`

and `COUNTA`

functions have the following syntax:

`1 2`

`=COUNT(n1, n2, n3, ...) =COUNTA(n1, n2, n3, ...)`

Consider the example given below to understand the use of `COUNT`

and `COUNTA`

functions better:

A | B | C | D | E | F | G |
---|---|---|---|---|---|---|

Sr. Number | Value1 | Value2 | Value3 | Value4 | Formula | Result |

1 | 13 | 3 | 21 | 3 | =COUNT(B1:E1) | ? |

2 | 22 | 2 | 5 | 31 | =COUNTA(B2:E2) | ? |

3 | 6 | 7 | NAME | =COUNT(B3:E3) | ? | |

4 | TOM | 5 | 11 | =PRODUCT(B4:E4) | ? |

After applying the formula, the result column will be updated as given below:

A | B | C | D | E | F | G |
---|---|---|---|---|---|---|

Sr. Number | Value1 | Value2 | Value3 | Value4 | Formula | Result |

1 | 13 | 3 | 21 | 3 | =COUNT(B1:E1) | 4 |

2 | 22 | 2 | 5 | 31 | =COUNTA(B2:E2) | 4 |

3 | 6 | 7 | NAME | =COUNT(B3:E3) | 2 | |

4 | TOM | 5 | 11 | =COUNTA(B4:E4) | 3 |

When you have a logical condition that can either be true or false, use the `IF`

function. The `IF`

function has the following syntax:

`1`

`=IF(condition, response_on_true, response_on_false)`

Consider the example given below to understand this function:

A | B | C | D | E | F | G |
---|---|---|---|---|---|---|

Sr. Number | Value1 | Value2 | Value3 | Value4 | Formula | Result |

1 | 13 | 3 | 21 | 3 | =IF(B1 > D1, C1, FALSE) | ? |

2 | 22 | 2 | 5 | 31 | =IF(NOT(B2 = E2), TRUE, FALSE) | ? |

3 | 8 | 50 | 5 | 2 | =IF(B3 > 20, C1, D1) | ? |

4 | 6 | 7 | 17 | 3 | =IF(C4 = E4, TRUE, FALSE) | ? |

After applying the formula, the result column will be updated as given below:

A | B | C | D | E | F | G |
---|---|---|---|---|---|---|

Sr. Number | Value1 | Value2 | Value3 | Value4 | Formula | Result |

1 | 13 | 3 | 21 | 3 | =IF(B1 > D1, C1, FALSE) | FALSE |

2 | 22 | 2 | 5 | 31 | =IF(NOT(B2 = E2), TRUE, FALSE) | TRUE |

3 | 8 | 50 | 5 | 2 | =IF(B3 > 20, C1, D1) | 5 |

4 | 6 | 7 | 17 | 3 | =IF(C4 = E4, TRUE, FALSE) | FALSE |

You can rely on the `MAX`

and the `MIN`

functions to return the maximum and minimum value from a range of values respectively. Here's the syntax for both the functions:

`1 2`

`=MAX(n1, n2, n3, ...) =MIN(n1, n2, n3, ...)`

Consider the example given below to understand the use of both of the functions:

A | B | C | D | E | F | G |
---|---|---|---|---|---|---|

Sr. Number | Value1 | Value2 | Value3 | Value4 | Formula | Result |

1 | 13 | 3 | 21 | 3 | =MAX(B1:E1) | ? |

2 | 22 | 2 | 5 | 31 | =MIN(B1:B4) | ? |

3 | 6 | 7 | 17 | 3 | =MAX(B1:E4) | ? |

4 | 15 | 5 | 11 | 8 | =MIN(B1:E4) | ? |

After applying the formula, the result column will be updated as given below:

A | B | C | D | E | F | G |
---|---|---|---|---|---|---|

Sr. Number | Value1 | Value2 | Value3 | Value4 | Formula | Result |

1 | 13 | 3 | 21 | 3 | =MAX(B1:E1) | 21 |

2 | 22 | 2 | 5 | 31 | =MIN(B1:B4) | 6 |

3 | 6 | 7 | 17 | 3 | =MAX(B1:E4) | 31 |

4 | 15 | 5 | 11 | 8 | =MIN(B1:E4) | 2 |

The `TRIM`

function "removes all spaces from text except for single spaces between words," according to Excel's documentation.

The `TRIM`

function has the following syntax:

`1`

`=TRIM(text_with_unwanted_spaces)`

Consider the example given below to understand the functionality better:

A | B | C | D |
---|---|---|---|

Sr. Number | TEXT | FORMULA | RESULT |

1 | APPLE | =TRIM(" APPLE ") | ? |

2 | I AM A DOCTOR | =TRIM(" I AM A DOCTOR ") | ? |

3 | GRADES | =TRIM("GRADES") | ? |

After applying the function, the result column will be updated as given below:

A | B | C | D |
---|---|---|---|

Sr. Number | TEXT | FORMULA | RESULT |

1 | APPLE | =TRIM(" APPLE ") | "APPLE" |

2 | I AM A DOCTOR | =TRIM(" I AM A DOCTOR ") | "I AM A DOCTOR" |

3 | GRADES | =TRIM("GRADES") | "GRADES" |

The `DEC2BIN`

function is used "to convert a decimal number to binary," according to Excel's documentation.
The `DEC2BIN`

function has the following syntax:

`1`

`=DEC2BIN(num, char_required)`

You can convert a **Decimal** number to either **Binary/Octal/Hex** with formulas available in Excel and also vice versa with a slight modification to the formula. Consider an example below to illustrate this:

A | B | C | D | E |
---|---|---|---|---|

Sr. Number | DECIMAL | BINARY | HEX | OCTAL |

1 | 4 | =DEC2BIN(B1) | =DEC2HEX(B1) | =DEC2OCT(B1) |

2 | 120 | =DEC2BIN(B2) | =DEC2HEX(B2) | =DEC2OCT(B2) |

2 | 356 | =DEC2BIN(B3) | =DEC2HEX(B3) | =DEC2OCT(B3) |

After applying the formulas, the result will be updated as shown below:

A | B | C | D | E |
---|---|---|---|---|

Sr. Number | DECIMAL | BINARY | HEX | OCTAL |

1 | 4 | 100 | 4 | 4 |

2 | 120 | 1111000 | 170 | 78 |

2 | 356 | 101100100 | 544 | 164 |

Similarly, you can convert **Binary** to **Decimal/Octal/Hex**, **Hex** to **Decimal/Octal/Binary** and **Octal** to **Decimal/Binary/Hex**.

In this guide, you have learned a few of the formulas that calculate cell values, but there are hundreds more Excel formulas you can explore in Excel to make your work a lot easier. You may also like to look at the following guides on Excel topics:

16