Essential Excel Formulas Explained with Examples

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

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.

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.

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.

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.

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.