Excel Function Dictionary: Find the Right Formula FastExcel is a powerful tool for organizing, analyzing, and presenting data — but its real strength comes from formulas. With hundreds of built‑in functions across categories like math, text, date/time, lookup, logical, and statistical, choosing the right formula can save time and reduce errors. This comprehensive dictionary-style guide helps you find the right Excel function quickly, explains common use cases, and shows practical examples to make each function easier to adopt.
How to use this dictionary
- Scan categories to narrow down functions by task (e.g., text handling, lookups, dates).
- Each entry includes a short description, typical use cases, a concise syntax line, and an example.
- Use the examples as templates — replace cell references with your own data.
- For complex needs, combine functions; many examples show simple combinations to solve real problems.
Basic arithmetic and aggregation
SUM
- Description: Adds numbers.
- Syntax: =SUM(number1, [number2], …)
- Use case: Totaling sales or quantities.
- Example: =SUM(B2:B10)
AVERAGE
- Description: Calculates the arithmetic mean.
- Syntax: =AVERAGE(number1, [number2], …)
- Use case: Finding average score or rate.
- Example: =AVERAGE(C2:C50)
COUNT / COUNTA / COUNTIF / COUNTIFS
- COUNT — counts numeric cells. Syntax: =COUNT(range)
- COUNTA — counts non-empty cells. Syntax: =COUNTA(range)
- COUNTIF — counts cells meeting one condition. Syntax: =COUNTIF(range, criteria)
- COUNTIFS — counts cells meeting multiple conditions. Syntax: =COUNTIFS(range1, crit1, [range2, crit2], …)
- Example: =COUNTIF(D2:D100, “Completed”)
SUMIF / SUMIFS
- Description: Sums values that meet one or more criteria.
- Syntax: =SUMIF(range, criteria, [sum_range]) or =SUMIFS(sum_range, criteria_range1, criteria1, …)
- Example: =SUMIFS(E2:E100, B2:B100, “East”, C2:C100, “>1000”)
Logical functions
IF / IFS
- IF — returns one value if condition is true, another if false. Syntax: =IF(logical_test, value_if_true, value_if_false)
- IFS — evaluates multiple conditions in order. Syntax: =IFS(condition1, value1, condition2, value2, …)
- Example: =IF(F2>0, “Profit”, “Loss”)
AND / OR / NOT
- AND — returns TRUE if all arguments are TRUE. Syntax: =AND(condition1, condition2, …)
- OR — returns TRUE if any argument is TRUE. Syntax: =OR(condition1, condition2, …)
- NOT — reverses logical value. Syntax: =NOT(condition)
- Example: =AND(G2>0, H2<100)
Text functions
CONCAT / CONCATENATE / TEXTJOIN
- CONCAT — joins text from multiple cells. Syntax: =CONCAT(text1, [text2], …)
- CONCATENATE — older form, same purpose.
- TEXTJOIN — joins text with a delimiter and option to ignore empty cells. Syntax: =TEXTJOIN(delimiter, ignore_empty, text1, [text2], …)
- Example: =TEXTJOIN(” “, TRUE, A2, B2)
LEFT / RIGHT / MID
- LEFT — returns leftmost characters. Syntax: =LEFT(text, [num_chars])
- RIGHT — returns rightmost characters. Syntax: =RIGHT(text, [num_chars])
- MID — returns characters from the middle. Syntax: =MID(text, start_num, num_chars)
- Example: =MID(A2, 4, 3)
TRIM / CLEAN / UPPER / LOWER / PROPER
- TRIM — removes extra spaces. Syntax: =TRIM(text)
- CLEAN — removes non-printable characters. Syntax: =CLEAN(text)
- UPPER / LOWER / PROPER — change case. Syntax: =UPPER(text)
- Example: =PROPER(B2)
FIND / SEARCH / SUBSTITUTE
- FIND — locates substring (case-sensitive). Syntax: =FIND(find_text, within_text, [start_num])
- SEARCH — similar but case-insensitive. Syntax: =SEARCH(find_text, within_text, [start_num])
- SUBSTITUTE — replaces occurrences of text. Syntax: =SUBSTITUTE(text, old_text, new_text, [instance_num])
- Example: =SUBSTITUTE(C2, “Inc”, “LLC”)
Date & time functions
TODAY / NOW
- TODAY — returns current date. Syntax: =TODAY()
- NOW — returns current date and time. Syntax: =NOW()
- Use cases: Dynamic timestamps for reports.
DATE / DATEVALUE / TIME
- DATE — constructs a date from year, month, day. Syntax: =DATE(year, month, day)
- DATEVALUE — converts date in text to serial number. Syntax: =DATEVALUE(date_text)
- TIME — constructs time from hour, minute, second. Syntax: =TIME(hour, minute, second)
- Example: =DATE(2025, 9, 2)
NETWORKDAYS / WORKDAY
- NETWORKDAYS — counts working days between two dates (can exclude holidays). Syntax: =NETWORKDAYS(start_date, end_date, [holidays])
- WORKDAY — returns a date after adding working days. Syntax: =WORKDAY(start_date, days, [holidays])
- Example: =NETWORKDAYS(A2, B2, Holidays!A:A)
EDATE / EOMONTH / YEAR / MONTH / DAY
- EDATE — adds months to a date. Syntax: =EDATE(start_date, months)
- EOMONTH — last day of month offset. Syntax: =EOMONTH(start_date, months)
- YEAR/MONTH/DAY — extract components. Syntax: =YEAR(date)
- Example: =EOMONTH(TODAY(), 0)
Lookup & reference
VLOOKUP / HLOOKUP / XLOOKUP
- VLOOKUP — vertical lookup; approximate or exact match. Syntax: =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
- HLOOKUP — horizontal equivalent.
- XLOOKUP — modern, flexible lookup (exact match default, supports searching left). Syntax: =XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])
- Example: =XLOOKUP(A2, Products[ID], Products[Price], “Not found”)
INDEX / MATCH
- INDEX — returns value at specified row/column in an array. Syntax: =INDEX(array, row_num, [column_num])
- MATCH — finds position of a value. Syntax: =MATCH(lookup_value, lookup_array, [match_type])
- Combined: =INDEX(return_range, MATCH(lookup_value, lookup_range, 0))
OFFSET / INDIRECT / ADDRESS
- OFFSET — returns reference offset from a starting cell. Syntax: =OFFSET(reference, rows, cols, [height], [width])
- INDIRECT — returns reference specified by text. Syntax: =INDIRECT(ref_text, [a1])
- ADDRESS — creates a cell address as text. Syntax: =ADDRESS(row_num, column_num, [abs_num], [a1], [sheet_text])
- Use case: Dynamic ranges for charts or formulas.
Financial functions
PMT / PV / FV / NPV / IRR
- PMT — payment for loan based on constant payments and interest. Syntax: =PMT(rate, nper, pv, [fv], [type])
- PV — present value. Syntax: =PV(rate, nper, pmt, [fv], [type])
- FV — future value. Syntax: =FV(rate, nper, pmt, [pv], [type])
- NPV — net present value of cash flows. Syntax: =NPV(rate, value1, [value2], …)
- IRR — internal rate of return. Syntax: =IRR(values, [guess])
- Example: =PMT(0.05/12, 60, -20000)
Statistical & analysis
MEDIAN / MODE / STDEV.P / STDEV.S / VAR.P / VAR.S
- MEDIAN — middle value. Syntax: =MEDIAN(range)
- MODE.SNGL — most frequent value. Syntax: =MODE.SNGL(range)
- STDEV.P / STDEV.S — population/sample standard deviation. Syntax: =STDEV.S(range)
- VAR.P / VAR.S — variance.
- Example: =STDEV.S(B2:B100)
PERCENTILE.EXC / PERCENTILE.INC / QUARTILE.EXC / QUARTILE.INC
- Use for percentile and quartile calculations. Syntax: =PERCENTILE.INC(array, k)
- Example: =PERCENTILE.INC(Scores, 0.9)
UNIQUE / SORT / FILTER
- UNIQUE — returns unique values from a range. Syntax: =UNIQUE(array, [by_col], [exactly_once])
- SORT — sorts an array. Syntax: =SORT(array, [sort_index], [sort_order], [by_col])
- FILTER — returns array filtered by condition. Syntax: =FILTER(array, include, [if_empty])
- Example: =FILTER(Table, Table[Status]=“Active”)
Array & dynamic functions
SEQUENCE / RANDARRAY / SORTBY
- SEQUENCE — generates a sequence of numbers. Syntax: =SEQUENCE(rows, [columns], [start], [step])
- RANDARRAY — produces random numbers in an array. Syntax: =RANDARRAY([rows], [columns], [min], [max], [whole_number])
- SORTBY — sorts based on corresponding array. Syntax: =SORTBY(array, by_array, [sort_order])
- Example: =SEQUENCE(5,1,1,1)
Information & error handling
ISBLANK / ISNUMBER / ISTEXT / ISERROR / IFERROR / IFNA
- IS* functions — test cell types or errors. Syntax: =ISNUMBER(value)
- IFERROR — returns alternate value if formula returns an error. Syntax: =IFERROR(value, value_if_error)
- IFNA — handles #N/A specifically. Syntax: =IFNA(value, value_if_na)
- Example: =IFERROR(VLOOKUP(A2,Range,2,FALSE), “Not found”)
Text & number formatting
TEXT
- Description: Formats a number and converts it to text with a format. Syntax: =TEXT(value, format_text)
- Use case: Concatenate formatted dates or currencies.
- Example: =TEXT(TODAY(),“yyyy-mm-dd”)
VALUE / NUMBERVALUE
- Converts text to number. Syntax: =VALUE(text)
- NUMBERVALUE allows custom decimal and group separators. Syntax: =NUMBERVALUE(text, decimal_separator, group_separator)
Tips for finding the right function fast
- Use Excel’s Insert Function (fx) to search by description.
- Search online for “X function + example” when unsure about syntax.
- Start with the goal (e.g., “combine columns”, “exclude weekends”) and pick category: text, date, lookup, or logical.
- For lookup needs prefer XLOOKUP or INDEX+MATCH for flexibility.
- Use dynamic array functions (FILTER, UNIQUE, SORT) to simplify many older formula patterns.
Example scenarios and recommended functions
-
Combine first and last name, trimming extra spaces:
- =TEXTJOIN(” “, TRUE, TRIM(A2), TRIM(B2))
-
Sum sales for a product in a region over a quarter:
- =SUMIFS(Sales[Amount], Sales[Product], “Widget”, Sales[Region], “North”, Sales[Date], “>=2025-01-01”, Sales[Date], “<=2025-03-31”)
-
Create a dynamic list of active customers:
- =FILTER(Customers[Name], Customers[Status]=“Active”)
-
Replace nested VLOOKUPs across sheets:
- Use XLOOKUP with optional if_not_found and arrays:
- =XLOOKUP(A2, Sheet2!A:A, Sheet2!B:B, “Not found”)
-
Calculate loan monthly payment:
- =PMT(annual_rate/12, years*12, -loan_amount)
Common pitfalls
- Confusing relative vs absolute references — use $ when locking ranges.
- VLOOKUP’s default approximate match — set fourth argument to FALSE or use XLOOKUP.
- Dates stored as text — convert with DATEVALUE or Text to Columns.
- Performance issues with volatile functions (OFFSET, INDIRECT, TODAY, NOW, RAND) in very large workbooks.
Quick reference by task
- Summing with conditions: SUMIF / SUMIFS
- Counting with conditions: COUNTIF / COUNTIFS
- Exact lookups: XLOOKUP / INDEX+MATCH
- Unique lists: UNIQUE
- Dynamic filtering: FILTER
- Text joining: TEXTJOIN
- Date arithmetic: EDATE / WORKDAY / NETWORKDAYS
- Error handling: IFERROR / IFNA
If you want, I can convert this into a printable cheat sheet, an A–Z index of every Excel function with one-line examples, or provide step‑by‑step walkthroughs for any of the example scenarios.