Chapter 11 Creating Formulas that Count and Sum Microsoft Excel 2003

Using Mathematical and Statistical Functions Excel provides a collection of mathematical, trigonometric, and statistical functions, extending beyond the SUM, AVERAGE, MIN, MAX, and COUNT functions. –Counting formula – returns the number of cells in a specified range that meet certain criteria –Summing formula – returns a sum of the values of the cells in a range that meet certain criteria. See Table 11-1 for a list of Excel’s Counting and Summing functions. –Use AutoCalculate feature on the toolbar to get a quick count or sum.

Basic Counting Formulas To count the total number of cells, use the ROWS function and the COLUMNS function (uses a named range): =ROWS(Data)*COLUMNS(Data) To count blank cells, use the COUNTBLANK function: –Also counts cells containing a formula that returns an empty string. –Does not count zero values =COUNTBLANK(Data)

Basic Counting Formulas To count non-blank cells, use the COUNTA function –Counts cells that contain values, text, or logical values (true or false) =COUNTA(Data) To count numeric cells, use the COUNT function –Counts cells that contain numeric values (includes dates and times) =COUNT(Data)

Basic Counting Formulas To count nontext cells, use the ISNONTEXT function –Returns true if its argument refers to any nontext cell (including a blank cell) –The array formula below returns the count of the number of cells not containing text. {=SUM(IF(ISNONTEXT(Data),1))} To count text cells, use the ISTEXT function –Returns true if its argument refers to any text cell –The array formula below returns the count of the number of cells that containing text. –{=SUM(IF(ISTEXT(Data),1))}

Basic Counting Formulas To count logical values, use the ISLOGICAL function –Returns true if its argument refers to any logical values –The array formula below returns the count of the number of cells containing logical values (true or false). {=SUM(IF(ISLOGICAL(Data),1))} To count error values in a range, use the ISERROR, ISERR, OR ISNA functions –See Pg

COUNTIF Function Used for single-criterion counting formulas 2 arguments –The range that contains the values that determine whether to include a particular cell in the count –The logical criteria that determine whether to include a particular cell in the count. Can use constants, expressions, functions, cell references, and wildcard characters. See Pg 228 for examples

Counting Cells using Multiple Criteria Using AND criteria –Counts cells if all specified conditions are met. =COUNTIF(Data, “>0”) - COUNTIF(Data, “>12”) {=SUM((Data>0) * (Data<=12))} To avoid using an array formula, use the SUMPRODUCT function =SUMPRODUCT((Month=“January”)*(Rep=“Jones”) *(Amount>1000))

Counting Cells using Multiple Criteria Using OR criteria –Use multiple COUNTIF functions –Counts cells if any specified conditions are met. =COUNTIF(Data, 1) + COUNTIF(Data, 3) {=SUM(COUNTIF(Data, {1,3}))} If you are basing your criteria on cells other than the ones being counted, use {=SUM(IF((Month=“January”)+(Rep=“Jones),1))} Combining AND & OR Criteria {=SUM(IF((Month=“Jan”)+(Rep=“Jones)*(Amt>10),1))}

Other Counting Functions To count the most frequently occurring entry, use the MODE function –Works only with numeric values =MODE(Data) To count the most frequently occurring entry (text or values), use this formula that uses the MAX function {=MAX(COUNTIF(Data, Data))}

Other Counting Functions To count occurrences of specific text in an entire cell (using named ranges) =COUNTIF(Data,Text) –Case-sensitive {=SUM(IF(EXACT(Data, Text),1))} To count occurrences of specific text in partial cell contents =COUNTIF(Data,”*”&Text&”*”)

Frequency Distributions A Frequency Distribution shows the frequency of each value in a range. –Use the FREQUENCY function –Create your own formulas –Use the Analysis ToolPak add-in. FREQUENCY function –Returns an array so must use it in an array formula entered into a multicell range. –See Pg

Frequency Distributions Using formulas –Use an array formula that counts the number of values that meet a specified criteria –See Pg Use the Analysis ToolPak –Use the Histogram option to create a frequency distribution. –See Pg

Summing Formulas Summing all cells in a range –Using a named range =SUM(Data) –Using cell references for arguments =SUM(A1:A9, C1:C9, E1:E9) –Using complete rows or columns =SUM(A:A)

Cumulative Sums (Running Totals) Use a mixed reference – the first cell in the range reference always refers to the same row. –When the formula is copied down the column, the range argument adjusts so that the sum always starts with row 2 and ends with the current row. =SUM(B$2:B2) –Can use the IF function to hide the cumulative sums for rows in which data has not been entered. =IF(b2<>””, SUM(B$2:B2), “”)

Conditional Sums With a conditional sum, values in a range that meet one or more conditions are included in the sum. Use the SUMIF function with its 3 arguments –the range containing the values that determine whether to include a particular cell in the sum. –The criteria using an expression that determines whether to include a particular cell in the sum. –The sum_range (optional) which contains the cells you want to sum (if omitted, uses the range of the first argument) =SUMIF(Data,”>0”)

Other Conditional Sum Formulas Pg – Summing only negative values Pg 244 – Summing values based on a different range Pg 245 – Summing values based on a text comparison Pg – Summing values based on a date comparison Pgs – Using AND & OR Criteria

The Conditional Sum Wizard Excel ships with an add-in called the Conditional Sum Wizard. –Select Tools  Conditional Sum Can specify various conditions for your summing Wizard creates the formula for you (always an array formula) Can use an AND condition but not an OR condition.