SUM, AVERAGE, MIN & MAX
Functions are ready-made formulas — SUM adds a whole range, AVERAGE finds the middle, MIN and MAX find the extremes.
What you will learn
- Add up a range with SUM
- Find the average, smallest and largest values
- Pass a range into a function
What is a function?
A function is a ready-made formula that Excel already knows. You give it some data and it gives back an answer. You write a function as its name, then round brackets holding the data, like =SUM(...). The data inside the brackets is called the arguments.
SUM adds everything up
The most-used function of all is SUM. Instead of typing =B2+B3+B4+B5, you just hand SUM the whole range:
=SUM(B2:B5)Note: Output: For sales 120, 90, 60 and 30, the cell shows 300. SUM added every number in the range B2:B5. If you change a sale inside that range, the total updates by itself.
Three more everyday functions
Once you know SUM, three siblings work exactly the same way — give them a range and they answer:
| Function | What it gives you | Example |
|---|---|---|
SUM | The total of all the numbers | =SUM(B2:B5) |
AVERAGE | The average (the mean) | =AVERAGE(B2:B5) |
MIN | The smallest number | =MIN(B2:B5) |
MAX | The largest number | =MAX(B2:B5) |
Using the same sales 120, 90, 60 and 30, here is what each one returns:
=AVERAGE(B2:B5)
=MIN(B2:B5)
=MAX(B2:B5)Note: Output: 75 (the average: 300 divided by 4) 30 (the smallest sale) 120 (the largest sale) Each function looked at the same four numbers and answered a different question about them.
Tip: There is a shortcut button called AutoSum (the sigma sign on the toolbar). Click an empty cell below a column of numbers and press it — Excel guesses the range and writes the SUM for you.
Watch out: AVERAGE, MIN and MAX quietly ignore empty cells and text, but they DO count a cell that holds 0. An accidental 0 can pull your average down, so check for stray zeros.
Q. Which function would you use to find the highest sales figure in the range B2:B20?
✍️ Practice
- Type the numbers 5, 10, 15, 20 down column A, then use SUM and AVERAGE on the range.
- Add MIN and MAX for the same range and check the answers are 5 and 20.
🏠 Homework
- List your daily steps for one week down a column, then show the total, the average, your best day (MAX) and your worst day (MIN).