Your first Excel functions
Summarize a whole range with SUM, AVERAGE, MIN and MAX.
By the end, you’ll be able to:
- Read function syntax and arguments
- Summarize a range with four core functions
- Explain how zeros and empty cells affect an average
A function is a named calculation
Instead of adding individual cells one at a time, give a range to a function. For example, =SUM(B2:B5) adds the numeric values in B2 through B5. It is shorter and easier to review than =B2+B3+B4+B5.
A function has a name followed by parentheses. Inside the parentheses are its arguments: the inputs it uses. A range such as B2:B5 is one argument. A comma separates multiple arguments in the English-style formulas used on this site. Some Excel regional settings use semicolons instead.
Four functions, four different questions
=SUM(number1, [number2], ...)number1 is required: a number, cell reference or range. number2 and later arguments are optional additional inputs. Square brackets describe an optional argument; do not type the brackets or the dots into your formula.
AVERAGE, MIN and MAX follow the same argument pattern:
| Function | Question it answers | Example |
|---|---|---|
| SUM | What is the total? | =SUM(B2:B5) |
| AVERAGE | What is the arithmetic mean? | =AVERAGE(B2:B5) |
| MIN | What is the smallest number? | =MIN(B2:B5) |
| MAX | What is the largest number? | =MAX(B2:B5) |
Worked example: a week of orders
The shop recorded 12, 18, 0 and 10 orders on Monday through Thursday. Friday is still empty because the day has not been recorded.
=SUM(B2:B6) returns 40. =AVERAGE(B2:B6) returns 10: the sum of 40 divided by the four numeric entries. =MIN(B2:B6) returns 0, while =MAX(B2:B6) returns 18.
The zero for Wednesday is a recorded observation. The empty Friday cell is missing information. Treating those as the same would change the story.
| A | B | |
|---|---|---|
| 1 | Day | Orders |
| 2 | Monday | 12 |
| 3 | Tuesday | 18 |
| 4 | Wednesday | 0 |
| 5 | Thursday | 10 |
| 6 | Friday |
Zeros count. Empty cells do not.
For these functions, empty cells and text in a referenced range are ignored. Numeric zeros are included. In the example, the average is 10 rather than 40 ÷ 5 = 8, because Friday is empty.
If you enter 0 for Friday, the average becomes 8. If a range contains no numbers, AVERAGE returns #DIV/0!. SUM, MIN and MAX return 0 for a referenced range with no numeric entries. Errors already present in the referenced range can make the function return an error too.
A quantity stored as text may be ignored when you reference it in a range. Check imported data carefully. A number that looks right on screen may still have the wrong data type.
Choose the function before writing the formula
- State the question: total, mean, smallest or largest?
- Identify the numeric input range, excluding headings.
- Write =, the function name and the range inside parentheses.
- Check the result against a quick estimate.
For an average, also ask whether an empty cell means “not yet recorded” or “zero.” Fix the data definition first. A correct formula cannot resolve an unclear business meaning.
Give it a try.
Work through each exercise, check your answer and use a hint whenever you need one. Formula tasks check changed inputs, including boundary cases.
0 of 4 exercises complete
The bounded practice checker accepts equivalent supported formulas, lowercase function names and text labels, extra spaces, and comma or semicolon separators. Array tasks check the complete result shape and values. It is a teaching tool, not a complete Excel engine. See supported behavior.
Take this with you
SUM totals, AVERAGE finds the mean, MIN finds the smallest number and MAX finds the largest. A zero and an empty cell mean different things.
Practice in Excel
Download the course workbook, follow the tasks, save your completed .xlsx and check its supported formula tasks here. Native Excel features use a separate review checklist.
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Original lesson content. Technical behavior checked against Microsoft documentation. Reviewed 2026-10-16.