Microsoft Excel offers users hundreds of different functions and formulas for a variety of purposes. Whether you have to analyze your personal finance or any large data set, it's the functions that make the job easy. Also, it saves a lot of time and efforts. However, finding the right function for your data set can be very tricky.

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So if you've been struggling to find the appropriate Excel function for data analysis, then you've come to the right place. Here's a list of some essential Microsoft Excel functions that you can use for data analysis and you can boost your productivity in the process.

Note: For the uninitiated, the functions mentioned in this post need to be added in the Formula Bar of an Excel spreadsheet containing data or within the cell in which you want the result.

Microsoft® Excel Cheat Sheet Basic Skills The Excel Program Screen Keyboard Shortcuts Getting Started Create a Workbook: Click the File tab and select New or press Ctrl + N. Double-click a workbook. Open a Workbook: Click the File tab and select Open or press Ctrl + O. Select a recent file or navigate to the location where the file is saved. This is a handy formula to calculate the number of days between two dates (so there’s no.

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1. CONCATENATE

=CONCATENATE is one of the most crucial functions for data analysis as it allows you to combine text, numbers, dates, etc. from multiple cells into one. The function is particularly useful for combining data from different cells into a single cell. For instance, it comes handy for creating the tracking parameters for marketing campaigns, build API queries, add text to a number format, and several other things.

In the example above, I wanted the month and sales together in a single column. For that, I have used the formula =CONCATENATE(A2, B2) in the cell C2 to get Jan$700 as the result.

Formula: =CONCATENATE(cells you want to combine)

2. LEN

=LEN is another handy function for data analysis that essentially outputs the number of characters in any given cell. The function is predominantly usable while creating title tags or descriptions that have a character limit. It can also be useful when you're trying to find out the differences between different unique identifiers which are often quite lengthy and not in the correct order.

In the example above, I wanted to count the figures for the number of views I was getting each month. For this, I made use of the formula =LEN(C2) in the cell D2 to get 5 as the result.

Formula: =LEN(cell)

3. VLOOKUP

=VLOOKUP is probably one of the most recognizable functions for anyone familiar with data analysis. You can use it to match data from a table with an input value. The function offers two modes of matching — exact and approximate, which is controlled by the range of the lookup. If you set the range to FALSE, it'll look for an exact match, but if you set it to TRUE, it'll look for an approximate match.

In the example above, I wanted to look up the number of views in a particular month. For that, I used the formula =VLOOKUP('Jun', A2:C13, 3) in the cell G4 and I got 74992 as the result. Here, 'Jun' is the lookup value, A2:C13 is the table array in which I'm looking for 'Jun' and 3 is the number of the column in which the formula will find the corresponding views for June.

The only downside of using this function is that it only works with data that has been arranged into columns, hence the name — vertical lookup. So if you've got your data arranged in rows, you'll first need to transpose the rows into columns.

Formula: =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

4. INDEX/MATCH

Much like the VLOOKUP function, the INDEX and MATCH function come in handy for searching specific data based on an input value. The INDEX and MATCH, when used together, can overcome the VLOOKUP's limitations of delivering the wrong results (if you are not careful). So when you combine these two functions, they can pinpoint the data reference and search for a value in a single dimension array. That returns the coordinates of the data as a number.

In the example above, I wanted to look up the number of views in January. For that, I used the formula =INDEX (A2:C13, MATCH('Jan', A2:A13,0), 3). Here, A2:C13 is the column of data I want the formula to return, 'Jan' is the value I want to match, A2:A13 is the column in which the formula will find 'Jan' and the 0 signifies that I want the formula to find an exact match for the value.

If you want to find an approximate match you will have to substitute the 0 with 1 or -1. So that the 1 will find the largest value less than or equal to the lookup value and -1 will find the smallest value less than or equal to the lookup value. Do note that if you don't use 0, 1, or -1, the formula will use 1, by.

Now if you don't want to hardcode the name of the month, you can replace it with the cell number. So we can replace 'Jan' in the formula mentioned above with F3 or A2 to get the same result.

Formula: =INDEX(column of the data you want to return, MATCH(common data point you're trying to match, column of the other data source that has the common data point, 0))

5. MINIFS/MAXIFS

=MINIFS and =MAXIFS are very similar to the =MIN and =MAX functions, except for the fact that they allow you to take the minimum/maximum set of values and match them on particular criteria as well. So essentially, the function looks for the minimum/maximum values and matches it with input criteria.

In the example above, I wanted to find the minimum scores based on the student's gender. For that, I used the formula =MINIFS (C2:C10, B2:B10, 'M') and I got the result 27. Here C2:C10 is the column in which the formula will look for the scores, B2:B10 is a column in which the formula will look for the criteria (the gender), and 'M' is the criteria.

Similarly, for maximum scores, I used the formula =MAXIFS(C2:C10, B2:B10, 'M') and got the result 100.

All Excel Formulas Pdf

Formula for MINIFS: =MINIFS(min_range, criteria_range1, criteria1,...)

Formula for MAXIFS: =MAXIFS(max_range, criteria_range1, criteria1,...)

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6. AVERAGEIFS

The =AVERAGEIFS function allows you to find an average for a particular data set based on one or more criteria. While using this function, you should keep in mind that each criteria and average range can be different. However, in the =AVERAGEIF function, both the criteria range and sum range need to have the same size range. Notice the difference of singular and plural between these functions? Well, that's where you need to be careful.

In this example, I wanted to find the average score based on the gender of the students. For that I used the formula, =AVERAGEIFS(C2:C10, B2:B10, 'M') and got 56.8 as the result. Here, C2:C10 is the range in which the formula will look for the average, B2:B10 is the criteria range, and 'M' is the criteria.

Formula: =AVERAGEIFS(average_range, criteria_range1, criteria1,...)

7. COUNTIFS

Now if you want to count the number of instances a data set meets specific criteria, you'll need to use the =COUNTIFS function. This function allows you to add limitless criteria to your query, and thereby makes it the easiest way to find the count based on the input criteria.

In this example, I wanted to find the number of male or female students who got passing marks (i.e. >=40). For that I used the formula =COUNTIFS(B2:B10, 'M', C2:C10, '>=40'). Here, B2:B10 is the range in which the formula will look for the first criteria (gender), 'M' is the first criteria, C2:C10 is the range in which the formula will look for the second criteria (marks), and '>=40' is the second criteria.

Formula: =COUNTIFS(criteria_range1, criteria1,...)

8. SUMPRODUCT

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The =SUMPRODUCT function helps you multiply ranges or arrays together and then returns the sum of the products. It's quite a versatile function and can be used to count and sum arrays like COUNTIFS or SUMIFS, but with added flexibility. You can also use other functions within SUMPRODUCT to extend its functionality even further.

In this example, I wanted to find the sum total of all the products sold. For that, I used the formula =SUMPRODUCT(B2:B8, C2:C8). Here, B2:B8 is the first array (the quantity of products sold) and C2:C8 is the second array (the price of each product). The formula then multiples the quantity of each product sold with its price and then adds all of it up to deliver the total sales.

Formula: =SUMPRODUCT(array1, [array2], [array3],...)

9. TRIM

The =TRIM function is particularly useful when you're working with a data set that has several spaces or unwanted characters. The function allows you to remove these spaces or characters from your data with ease, allowing you to get accurate results while using other functions.

In this example, I wanted to remove all the extra spaces between the words Mouse and pad in A7. For that I used the formula =TRIM(A7).

The formula simply removed the extra spaces and delivered the result Mouse pad with a single space.

Formula: =TRIM(text)

10. FIND/SEARCH

Rounding things off are the FIND/SEARCH functions which will help you isolate specific text within a data set. Both the functions are quite similar in what they do, except for one major difference — the =FIND function only returns case-sensitive matches. Meanwhile, the =SEARCH function has no such limitations. These functions are particularly useful when looking for anomalies or unique identifiers.

In this example, I wanted to find the number of times 'Gui' appeared within Guiding Tech for which I used the formula =FIND(A2, B2), which delivered the result 1. Now if I wanted to find the number of times 'gui' appeared within Guiding Tech instead, I'd have to use the =SEARCH formula because it isn't case sensitive.

Formula for Find: =FIND(find_text, within_text, [start_num])

Formula for Search: =SEARCH(find_text, within_text, [start_num])

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Master the Data Analysis

These essential Microsoft Excel functions will definitely help you with data analysis, but this list only scratches the tip of the iceberg. Excel also includes several other advanced functions to achieve specific results. If you're interested in learning more about those functions, let us know in the comments section below.

Next up: If you wish to use Excel more efficiently, then you should check out the next article for some handy Excel navigation shortcuts that you must know.

The above article may contain affiliate links which help support Guiding Tech. However, it does not affect our editorial integrity. The content remains unbiased and authentic.Read NextThe Complete List of MS Excel Function Key (F1 to F12) ShortcutsAlso See#msexcel #productivity

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It’s easy to use Excel for many of your day-to-day number-crunching tasks, like determining your business’s average sale, computing classroom grades, or forecasting college expenses. Use this handy Cheat Sheet to discover great functions and tips to help you get the most out of Excel.

Excel Functions You’re Likely to Use

Some Excel functions apply to specific subject areas, but others are general and apply to all needs. The following list shows an array of Excel functions used by one and all. Check here for a quickie reference to the purpose of each Excel function.

Excel Function	Description
SUM	Calculates the sum of a group of values
AVERAGE	Calculates the mean of a group of values
COUNT	Counts the number of cells in a range that contains numbers
INT	Removes the decimal portion of a number, leaving just the integer portion
ROUND	Rounds a number to a specified number of decimal places or digit positions
IF	Tests for a true or false condition and then returns one value or another
NOW	Returns the system date and time
TODAY	Returns the system date, without the time
SUMIF	Calculates a sum from a group of values, but just of values that are included because a condition is met
COUNTIF	Counts the number of cells in a range that match a criteria

Excel Text Functions You’ll Find Helpful

Excel’s text functions are very helpful when you’re working with names, addresses, customer lists, or any other text-based data. Here is list of Excel functions associated with text, along with a description of what each function does:

Function	Description
LEFT	Extracts one or more characters from the left side of a text string
RIGHT	Extracts one or more characters from the right side of a text string
MID	Extracts characters from the middle of a text string; you specify which character position to start from and how many characters to include
CONCATENATE	Assembles two or more text strings into one
REPLACE	Replaces part of a text string with other text
LOWER	Converts a text string to all lowercase
UPPER	Converts a text string to all uppercase
PROPER	Converts a text string to proper case
LEN	Returns a text string’s length (number of characters)

Excel Order of Operations to Keep in Mind

Mathematics dictates a protocol of how formulas are interpreted, and Excel follows that protocol. The following is the order in which mathematical operators and syntax are applied both in Excel and in general mathematics. You can remember this order by memorizing the mnemonic phrase, “Please excuse my dear aunt Sally.”

1. Parentheses

2. Exponents

3. Multiplication and division

4. Addition and subtraction

Excel Cell References Worth Remembering

In Excel formulas, you can refer to other cells either relatively or absolutely. When you copy and paste a formula in Excel, how you create the references within the formula tells Excel what to change in the formula it pastes. The formula can either change the references relative to the cell where you’re pasting it (relative reference), or it can always refer to a specific cell.

You can also mix relative and absolute references so that, when you move or copy a formula, the row changes but the column does not, or vice versa.

Preceding the row and/or column designators with a dollar sign ($) specifies an absolute reference in Excel.

Example	Comment
=A1	Complete relative reference
=$A1	The column is absolute; the row is relative
=A$1	The column is relative; the row is absolute
=$A$1	Complete absolute reference

Excel Error Messages to Get to Know

If you create a formula in Excel that contains an error or circular reference, Excel lets you know about it with an error message. A handful of errors can appear in a cell when a formula or function in Excel cannot be resolved. Knowing their meaning helps correct the problem.

Error	Meaning
#DIV/0!	Trying to divide by 0
#N/A!	A formula or a function inside a formula cannot find the referenced data
#NAME?	Text in the formula is not recognized
#NULL!	A space was used in formulas that reference multiple ranges; a comma separates range references
#NUM!	A formula has invalid numeric data for the type of operation
#REF!	A reference is invalid
#VALUE!	The wrong type of operand or function argument is used