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Excel Formulas

Essential Excel Formulas Explained with Examples

📝 Cheat Sheet

Excel Formulas

Formulas are commands that do calculations automatically in spreadsheet software. They always start with =. There are 10 essential formulas to know:

  1. SUM: adds all numbers in a range. Example: =SUM(A2:A7)
  2. AVERAGE: finds the average of a range. Example: =AVERAGE(B2:B10)
  3. MAX: finds the largest number in a range. Example: =MAX(C2:C25)
  4. MIN: finds the smallest number in a range. Example: =MIN(C2:C25)
  5. COUNT: counts how many cells in a range have a number. Example: =COUNT(D2:D30)
  6. COUNTA: counts all non-empty cells, including text. Example: =COUNTA(A2:A30)
  7. IF: checks a condition and shows one result if true, another if false. Example: =IF(E2>50, "Pass", "Fail")
  8. TODAY: shows the current date, updates automatically. Example: =TODAY()
  9. NOW: shows the current date and time, updates when the sheet changes. Example: =NOW()
  10. TRIM: removes extra spaces from text in a cell. Example: =TRIM(A2)

Formulas are special commands that do calculations in spreadsheet software. They always start with an equals sign =.

Formulas do the math for you automatically.

1. SUM

Purpose
To add up all the numbers in a group of cells.
Example
=SUM(A2:A7)
Explanation
This formula adds all the numbers in the cells from A2 down to A7.
❓ Pop Quiz
A teacher enters student marks in cells B2 to B10 and wants the software to find the average mark automatically. Which formula should the teacher use?

2. AVERAGE

Purpose
To find the average of the numbers in a group of cells.
Example
=AVERAGE(B2:B10)
Explanation
This formula calculates the average mark from the scores listed in cells B2 to B10.

3. MAX

Purpose
To find the largest number in a group of cells.
Example
=MAX(C2:C25)
Explanation
This formula finds and shows the highest score from a list of marks in cells C2 to C25.

4. MIN

Purpose
To find the smallest number in a group of cells.
Example
=MIN(C2:C25)
Explanation
This formula finds and shows the lowest score from the same list of marks.
Flashcard
What is the difference between COUNT and COUNTA in Excel?
Tap to reveal
Answer

COUNT counts only cells with numbers.

COUNTA counts all non-empty cells, including text.

Use COUNTA to count student names. Use COUNT to count how many marks have been entered.

5. COUNT

Purpose
To count how many cells in a group have a number in them.
Example
=COUNT(D2:D30)
Explanation
This formula can count how many students have a mark entered next to their name.

6. COUNTA

Purpose
To count how many cells in a group are not empty. It counts both text and numbers.
Example
=COUNTA(A2:A30)
Explanation
This formula can count the total number of students by counting the cells with their names.
❓ Pop Quiz
A teacher wants a formula that shows 'Pass' if a student's mark in cell E2 is above 50, and 'Fail' if it is not. Which formula does this?

7. IF

Purpose
To check if something is true, and then show one result if it is true and a different result if it is false.
Example
=IF(E2>50, "Pass", "Fail")
Explanation
This formula checks if the mark in cell E2 is greater than 50. It will show “Pass” if it is, and “Fail” if it is not.

8. TODAY

Purpose
To show the current date in a cell.
Example
=TODAY()
Explanation
This puts today’s date into the cell. The date will update automatically every time the file is opened.

9. NOW

Purpose
To show the current date and the exact time in a cell.
Example
=NOW()
Explanation
This puts today’s date and the current time into the cell. It updates whenever the sheet is changed.
Flashcard
What does a formula in Excel always start with?
Tap to reveal
Answer

An equals sign ( = )

Without the = sign, Excel treats the entry as plain text, not a calculation.

Examples: =SUM(A2:A7), =AVERAGE(B2:B10), =IF(E2>50,"Pass","Fail")

10. TRIM

Purpose
To remove extra spaces from the text in a cell.
Example
=TRIM(A2)
Explanation
This formula cleans up text by removing any accidental spaces from the beginning or end. It is useful for making lists of names neat.
Last updated on • Talha
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