Common Excel Functions

Excel has built-in functions that help you perform calculations quickly. Some important ones
are:

Function Purpose

SUM Adds numbers in a range.

PRODUCT Multiplies numbers in a range.

AVERAGE Finds the average (mean) of numbers.

COUNT Counts how many cells have numbers.

MAX Finds the highest number in a range.

MIN Finds the lowest number in a range.

Example:
If you have the marks of a student in cells B2 to F2:

• =SUM(B2:F2) will give the total marks.

• =AVERAGE(B2:F2) will give the average marks.

• =MAX(B2:F2) will give the highest marks.

• =MIN(B2:F2) will give the lowest marks.

Entering a Formula Using “Insert Function”

Instead of typing a formula manually, you can use Excel’s Insert Function button.

Steps:

1. Click the cell where you want the result.

2. Go to the Formulas tab → click Insert Function.

3. In the “Search for a function” box, type the function name (e.g., SUM) → click Go.

4. Select the function → click OK.

5. Enter the required cell ranges in the boxes → click OK.

Using AutoSum Feature

AutoSum is a quick way to calculate totals and other functions without typing formulas.

Steps:
 1. Select the cell where you want the result.

2. On the Home tab, in the Editing group, click the AutoSum arrow.

3. Choose the function you want: Sum, Average, Count, Max, Min.

4. Press Enter.

Example:
To calculate the total marks of a student in cells B2 to F2:

• Select cell G2.

• Click AutoSum → choose Sum.

• Press Enter → result appears in G2.

• Drag the fill handle down to calculate for other students.

Example – Cricket Players’ Scores

Suppose we have runs scored by players in 5 matches (B3:F3).

• Total Runs: =SUM(B3:F3) → in cell G3.

• Average Runs: =AVERAGE(B3:F3) → in cell H3.

• Maximum Runs: =MAX(B3:F3) → in cell I3.

• Minimum Runs: =MIN(B3:F3) → in cell J3.

• Drag the fill handle to calculate for all players.

Common Errors in Excel

Sometimes Excel shows an error instead of a number.

Error Meaning

##### Column too narrow to display the number.

#VALUE! Formula has invalid data (e.g., text instead of a number).

#DIV/0! Trying to divide by zero.

#N/A A value needed by the formula is not available.

#NAME? Excel doesn’t recognize the formula name.

#REF! Invalid cell reference.

#NUM! Invalid numeric calculation.

. Circular References

A circular reference happens when a formula refers to its own cell, directly or indirectly.
Example: If in cell A1 you type =A1+10, Excel will be stuck in a loop because A1 depends on
itself.

Why it’s a problem:

• It causes incorrect or endless calculations.

How to fix:

• Check the formula and remove the reference to the same cell.

• Use other cells to perform the calculation.

Key Takeaways

• Use functions like SUM, AVERAGE, MAX, MIN to save time.

• AutoSum is a shortcut for adding and other calculations.

• Watch out for errors and fix them using the given reasons.

Section:E answer the following (textbook question and answer)

1. Write the different ways to enter a cell reference in a formula.

You can enter a cell reference in Excel in three ways:

1. Typing the reference directly

o Example: Type =A1+B1 in a cell to add the values in A1 and B1.

2. Clicking the cell

o While typing a formula, click the desired cell to insert its reference
automatically.

3. Dragging to select a range

o While creating a formula, click and drag over the required range to insert the
range reference (e.g., A1:A5).
2. Explain the three types of cell references in Excel.

1. Relative Reference

o Changes automatically when copied to another cell.

o Example: If =A1+B1 in C1 is copied to C2, it becomes =A2+B2.

2. Absolute Reference

o Does not change when copied; fixed using the $ sign.

o Example: =$A$1+$B$1 always refers to A1 and B1.

3. Mixed Reference

o Either row or column is fixed.

o Example:

▪ $A1 → Column fixed, row changes.

▪ A$1 → Row fixed, column changes.

3. What is a function? Write any four functions in Excel with their uses.

• Definition:
A function is a predefined formula in Excel that performs a specific calculation using
given values (arguments).

Examples:

1. =SUM(A1:A5) → Adds all values from A1 to A5.

2. =AVERAGE(B1:B5) → Finds the average of values from B1 to B5.

3. =MAX(C1:C10) → Returns the largest value in the range C1 to C10.

4. =IF(D1>50, "Pass", "Fail") → Checks if D1 is greater than 50 and returns "Pass" or

4. What is the AutoSum feature? Name the functions available with the AutoSum
feature.

• Definition:
AutoSum is a quick tool in Excel used to automatically insert formulas for common
calculations without typing them manually.
• Functions available with AutoSum:

1. SUM – Adds numbers in a range.

2. AVERAGE – Calculates the mean of values.

3. COUNT – Counts numeric values in a range.

4. MAX – Finds the highest value.

5. MIN – Finds the lowest value.

5. Describe any five errors that occur while using formulas in Excel.

1. #DIV/0! → Division by zero or empty cell.

o Example: =5/0

2. #NAME? → Typing mistake in a function name or using undefined text.

o Example: =SUME(A1:A5) (wrong spelling).

3. #VALUE! → Wrong data type in a formula.

o Example: Adding a number to text.

4. #REF! → Invalid cell reference (deleted cell).

o Example: Referring to a cell that no longer exists.

5. #NUM! → Invalid numeric calculation.

o Example: Square root of a negative number =SQRT(-4).

6. What is a circular reference? Explain with an example.

• Definition:
A circular reference occurs when a formula refers to its own cell directly or indirectly,
causing an endless loop.

• Example:
If cell A1 contains the formula =A1+10, Excel cannot calculate because A1’s value
depends on itself.