Excel’s built‑in functions let you calculate, summarize, and analyse data quickly and accurately. This training article introduces the most commonly used basic functions—SUM, AVERAGE, COUNT, COUNTA, MAX, MIN, IF, ROUND, TODAY, and NOW—with clear examples, practical tips, common pitfalls, and hands‑on exercises.
SUM — Add Values
Purpose: Adds numbers in a range.
Syntax: =SUM(number1, [number2], …
Typical use:
- =SUM(A1:A10) (Adds all values from A1 to A10)
- =SUM(A1, A3, A5) (Adds specific cells)
- =SUM(A1:A10, C1:C10) (Adds multiple ranges)
AVERAGE — Mean of Values
Purpose: Returns the arithmetic mean of a range.
Syntax: =AVERAGE(number1, [number2], …)
Typical use:
- =AVERAGE(B2:B20)
Tips: Use AVERAGEIF or AVERAGEIFS to average conditionally (e.g., only “Completed” items).
MAX and MIN — Largest and Smallest Values
Purpose: Finds extremes in a range.
- MAX: Returns the largest value in a range.
Example:=MAX(E1:E10) - MIN: Returns the smallest value in a range.
Example:=MIN(E1:E10)
COUNT — Count Numeric Cells
Purpose: Counts cells containing numbers.
Syntax: =COUNT(value1, [value2], …)
Typical use:
- =COUNT(C1:C100)
Tips: Use COUNT for purely numeric datasets (e.g., prices, quantities).
COUNTA — Count Non‑Empty Cells #
Purpose: Counts all non‑empty cells (numbers, text, logical values, errors).
Syntax:
- =COUNTA(value1, [value2], …)
Tips: Useful for counting entries (e.g., number of responses, filled rows).