Cells on an Excel worksheet can contain one of three things...
(1) Nothing -- most cells on most worksheets contain nothing, i.e. they are blank,
(2) Data -- can be text or numbers (and numbers can be formatted in various ways, e.g. as decimal numbers, currency, dates, times or scientific notation). Data can fill cells in multiple columns and rows to form a database, and
(3) Formulas -- consist of an equals sign followed by instructions that tell Excel which calculation to perform and what data to use in the calculation -- but some formulas are special. They're called functions.
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A function is a pre-defined formula that is built in to Excel -- and functions are very useful. They can perform many complex calculations or other operations, and they save us from having to try to write our own formulas to do the same calculations or other operations.
There are hundreds of worksheet functions in Excel and they all consist of three basic components...
(1) An equals sign -- tells Excel it is a formula, albeit a special type of formula,
(2) A function name -- e.g. SUM, that tells Excel it's a function and which function it is, and
(3) Parentheses -- enclose the function argument(s). Arguments are the operands (data or references to data) used by a function to perform its pre-defined calculation or operation.
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Not all functions have arguments, but they still have the parentheses. For example, enter =TODAY() into a cell and today's date (if it's set correctly on the computer) will be displayed in the cell -- and it will update to the current date every day thereafter.
Some functions have only one argument, e.g. the YEAR function has one argument, a date (which is stored in Excel as a number). Enter =YEAR(A1) into a cell and the function will return the year of the date in cell A1 as an integer (providing of course, that cell A1 contains a date).
Some functions have multiple arguments. For example, the ACCRINT function (which returns the accrued interest for a security that pays periodic interest) has eight arguments... issue, first interest, settlement, rate, par, frequency, basis and calc method, the last couple being optional.
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Some functions even have a variable number of arguments. For example the SUM function can have between one, e.g. =SUM(A1:A30) and thirty, each separated by a comma, e.g. =SUM(1,2,3... 30) -- and you may have noticed, function names are always in UPPER CASE.
A function can be entered into a cell in two different ways... (1) if you know the syntax, it can be typed directly into a cell or (2) the Function Arguments dialogue box can be used.
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You soon get to know the syntax of simple or regularly used functions, e.g. the IF function which has the syntax =IF(logical test, value if true, value if false) or put simply, IF, THEN, ELSE.
The easiest way to find a function name and / or display the Function Arguments dialogue box is to click on the fx button, which is at the left of the Formula Bar (immediately above column heading B or C). Clicking on fx displays the Insert Function dialogue box which has fields to "Search for a function", "Select a category" and "Select a function".
Functions are grouped into the following categories... Most Recently Used, All, Financial, Date & Time, Math & Trig, Statistical, Lookup & Reference, Database, Text, Logical and Information and from Excel 2007 onwards, there are two additional categories, Engineering and Cube.
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After finding and selecting a function, the Function Arguments dialogue box is displayed. It contains fields for all of the function arguments into which data (constants) or cell / range references can be entered. The Function Arguments dialogue box also has prompts that show what each argument is for and progressive results are displayed. There is also a link at the bottom left of the dialogue box that accesses "Help on this function".
Functions are really useful for summarising data in a database and for performing complex (or not so complex) calculations or other operations, e.g. concatenating text or determining the difference between two dates.
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If you have not used them, or if you have only used a few, you should investigate others that are available. Display the Insert Function dialogue box by clicking on the fx button and scroll through the functions (in each category), in the "Select a function" field. A brief description is displayed under the "Select a function" field as each function name is highlighted. When you see one that looks of interest, click on the OK button and the Function Arguments dialogue box will be displayed. Click on the "Help on this function" link to find out more about it. Then... experiment, experiment, experiment.
There's a lot more to know about Excel functions than what is in this short article, but hopefully this has aroused your curiosity enough to find out more.
James F. Pearson (Jim) has 16+ years experience using Excel and is the author of the JP Excel Training Files, a couple of comprehensive and unique books about Excel, written in Excel work books. The JP Excel Training Files contain a complete explanation about formulas and functions, and a full list of Excel worksheet functions, many with examples. Visit Jim's web site and download a copy of the JP Excel Training Files today.
- 2012/02/08(水) 15:35:17|
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- 2012/02/08(水) 15:32:21|
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So you've wanted to get yourself that Louis Vuitton bag but are not sure if you really ought to? I know, they don't come cheap and you want to make sure that your money is well spent. Well, I'll walk you through why you must get yourself a Vuitton - it's an investment of a lifetime. Here we go:
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- 2012/02/08(水) 15:31:38|
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Almost everyone who is able to use computers knows how to use Microsoft Office Products. However, few of them can claim to be true experts at using this software. People who induct in professional training programs to learn the use of this impeccable software are able to increase their productivity massively, as people who are novices tend to take more time to accomplish tasks. Therefore an effective way for companies to increase efficiency of its staff is to make Microsoft Office training compulsory for their employees.
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Microsoft claims that its users are not aware of the level of functionality its products offer to the user. A simple survey revealed that people considered the capabilities of MS Office to be limited and used it as a simple word processor. Similarly MS Excel, although in reality very powerful software, is perceived to be a mathematical processor. MS Excel can be used as relational software and various spreadsheets can be integrated together.
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- 2012/02/06(月) 14:37:39|
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- 2012/02/06(月) 14:35:59|
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