Using Basic Formulas and Functions in Microsoft Excel: A Simple Guide for Everyone

Microsoft Excel is one of the most useful programs on a computer. You can use it to track things like money, homework grades, or even your favorite sports teams. If you’ve never used Excel before, it can seem a little tricky, but don’t worry! In this guide, we will show you how to use basic formulas and functions in Excel, and soon, you’ll be a pro!

In this post, you will learn about:

How to create an account in Microsoft Office 365 and upload a file to open with Excel.
How to write formulas to do simple math like addition, subtraction, multiplication, and division.
How to use the SUM and SUMIF functions to analyze data, and calculate averages and percentages.
How to become confident in using Excel for real-world tasks, and get ready for job skills!

1. Getting Started with Microsoft Excel

Before you can use Excel, you need to have it on your computer. Excel is part of Microsoft Office, which you can get through Office 365.

How to create an account in Microsoft Office 365:

Go to Office 365 website: You can visit the website at www.office.com.
Sign Up or Log In: If you don’t have an account, create one! If you already have one, just log in.
Access Excel: Once logged in, you will see many options, including Excel. Click on Excel to open it.

You can also upload files you’ve created on your computer into Excel. This is helpful if you already have a file but want to use Excel to do calculations or organize the data better.

Uploading a File to Excel:

Open Excel in Office 365.
Click on "Upload" to select a file from your computer or cloud storage.
Once the file is uploaded, you can start working with it in Excel!

2. Writing Basic Formulas

Excel isn’t just a place to store data—it’s also a powerful tool for doing math. The easiest way to do this is by writing formulas. A formula is like a recipe that tells Excel what to do with the numbers in the cells.

Here’s how you can write a basic formula in Excel:

Addition: To add two numbers, you use the + sign. For example, if you want to add the numbers in cells A1 and B1, you would write:
```
=A1 + B1
```
Subtraction: To subtract, use the - sign. For example, if you want to subtract the number in B1 from the number in A1, you would write:
```
=A1 - B1
```
Multiplication: To multiply numbers, use the * sign. For example, if you want to multiply the numbers in A1 and B1, you would write:
```
=A1 * B1
```
Division: To divide, use the / sign. If you want to divide the number in A1 by the number in B1, write:
```
=A1 / B1
```

When you press Enter, Excel will show the result of your formula.

3. Using Excel Functions to Analyze Data

Excel has many built-in functions that can make analyzing data easier. Let’s look at two popular ones: the SUM and SUMIF functions.

The SUM Function

The SUM function adds up numbers in a range of cells. Let’s say you want to add the numbers in cells A1, A2, and A3. Instead of adding them by hand, you can use the SUM function like this:

scss
=SUM(A1:A3)

This will add all the numbers in cells A1 to A3. The range of cells is written as A1:A3. Excel will add all the numbers in that range and show you the result.

The SUMIF Function

The SUMIF function is a little more advanced. It lets you add up numbers in a range only if they meet a certain condition. For example, let’s say you have a list of sales numbers in column A and the product names in column B. If you want to add up all the sales for a specific product, you can use SUMIF.

Here’s an example:

less
=SUMIF(B1:B5, "Shoes", A1:A5)

This formula adds up all the numbers in cells A1 to A5, but only if the corresponding cell in column B says “Shoes.”

4. Working with Percentages and Averages

In Excel, you can also calculate averages and percentages to analyze data better.

Finding the Average

The AVERAGE function calculates the average of a set of numbers. For example, if you want to find the average of numbers in cells A1, A2, and A3, you can use:

scss
=AVERAGE(A1:A3)

This will give you the average of the numbers in those cells.

Finding Percentages

To find a percentage in Excel, you can use a simple formula. For example, if you want to calculate what percentage the number in cell A1 is of the number in B1, you would use:


=A1 / B1 * 100

This will give you the percentage value.

5. Real-Life Examples of Using Excel

Let’s now put everything we’ve learned together with some examples. Imagine you have a small store and you want to track the sales of different products.

Example 1: Adding Sales Numbers

You could list the sales for different products in column A, like this:

Product	Sales
Shoes	50
Shirts	30
Pants	20

If you want to know the total sales, use the SUM function:

scss
=SUM(B2:B4)

This will add up the sales for all three products and give you the total sales.

Example 2: Finding the Average Sales

Now, let’s say you want to find the average sales for the products. You can use the AVERAGE function:

scss
=AVERAGE(B2:B4)

This will calculate the average of the sales numbers in column B.

Example 3: Analyzing Popularity Using SUMIF

If you want to know how much sales came from a specific product, you can use SUMIF. For example, if you want to add up the sales of only the “Shoes,” you would write:

less
=SUMIF(A2:A4, "Shoes", B2:B4)

This will add up the sales for “Shoes” only.

6. Tips for Becoming a Pro in Excel

Practice: The more you practice using Excel, the easier it will get. Try working with different types of data to get used to formulas and functions.
Use Templates: Excel has many templates that can help you get started. Try using templates for budgeting, tracking school grades, or planning events.
Ask for Help: If you get stuck, don’t be afraid to ask a teacher, parent, or friend. There are also many online videos and tutorials that can help you.

7. Key Functions and Formulas You Should Know

Here are some more important formulas and functions in Excel that can help you with basic tasks:

SUM: Adds numbers in a range of cells.
AVERAGE: Calculates the average of numbers in a range.
MIN: Finds the smallest number in a range.
MAX: Finds the largest number in a range.
COUNT: Counts how many cells contain numbers.
COUNTIF: Counts how many cells meet a certain condition.
IF: Performs a check and returns one value if true, and another if false.

Conclusion

Excel is a powerful tool that can help you with many things, from simple math to analyzing data. By using basic formulas and functions like SUM, AVERAGE, and SUMIF, you can perform many different types of analysis. Remember to practice, use examples, and most importantly, have fun while learning! Soon, you’ll be able to use Excel confidently for school projects, jobs, and much more!

Now that you understand how to use Excel’s basic formulas and functions, you’re ready to start practicing. Whether it’s for schoolwork, managing money, or tracking sports scores, Excel is a great tool to have in your skillset! Happy learning!

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