# How to create a formula in Excel using the Function Library in Excel 2007 and Excel 2010

## Introduction

Hi and welcome to my latest hub on Excel. The number of functions Excel offers can seem overwhelming at times and it is often difficult to know which function to use and once you know which function you want, it is not always easy to write a formula that works. Microsoft has created some excellent tools to help with this and we will look at these in this hub.

Today, I am going to look at using the built in **Function Library** to help you to create a formula in Excel quickly and easily. We will also look at **Insert Function** tool which allows you to search for a function, or to select a function from drop down lists. We will work through two examples, creating formulas using the **MAX** (Excel will return the largest number from your data range) and **MID** (Excel will return characters from the middle of a cell’s contents) functions.

Once you have selected the function you would like to use, if you use the **Insert Function** tool Excel then helps you to build your formula by providing you with dialogue boxes complete with instructions for each. It will even display the result of your formula for you so that you can adjust the parameters on the fly if you need to.

## Using the Insert Function to search for the best function for you to use in Excel 2007 and Excel 2010

The **Insert Function** tool allows you to search for a function, or to choose one from a drop down list. In our first example, we have a short list of numbers and we would like Excel to tell us which of those numbers is the biggest.

I select cell A10 and then click the **Insert Function** button which is in the **Function Library** group on the **Formulas** tab

We don’t know what formula we want to use, so in the **Search for a function **box type in **Biggest Number**

- Click
**Go**

Excel then comes back with some suggestions based on what we asked:

- The first is
**DMAX**which according to the description is used to return the largest number in the column of records in a database. As we don’t have a database, we will keep looking down the list. - The next function is
**MAXA**. This function returns the largest value, but does not ignore logical values and text, so we will skip this too as we want it to ignore any cells containing text. **MAX**is the next in the list. This also returns the largest value and does ignore logical values and text so we will choose**MAX**.

- Select
**MAX** - Click
**OK**

Excel now shows how clever the **Insert Function** tool is. Without me even typing anything in, it has completed the formula for me based on the cells nearby the cell containing the formula.

Excel shows you the answer that your current formula will give you as well as explaining once more what the function does.

It also gives you an example of what to put into the **Number1** field should you wish to change what Excel has already inputted for you.

If we click **OK**, you can see that we have created a formula using the **MAX **function without even typing anything in!

## Using the Function Library to create a formula in Excel 2007 and Excel 2010

Excel collects functions together in the library into a number of groups on the **Formulas** tab. These include:

**Recently Used**– Excel stores functions you have recently used here**Financial**– e.g.**NPV**(Net Present Value),**PV**(Present Value)**Logical**– e.g.**IF**,**AND****OR****Text**– e.g.**CONCATENATE**(join together content from different cells) and**LEN**(find out the number of characters in a cell)**Date & Time****Lookup & Reference**– e.g.**CHOOSE**and**VLOOKUP****Math & Trig**– e.g.**SIN**,**TAN**and**DEGREES****More Functions**– Includes Statistical (e.g.**AVERAGE**,**MAX**), Engineering, Cube and Informational (e.g.**ISBLANK**,**ISERROR**) functions

If you know which group your formula is in, you can open that group and then select the function you would like to use from the list.

**Note:** *If you can’t find the function you are looking for, each group has the Insert Function tool we used above at the bottom of the list.*

For this example, we will use the **MID** function from the **Text** group

We have the word Elephant in cell D4 and we want to extract some characters from the middle of it.

- I click on D5 and then select the
**Text**button from the**Functional Library**group - Select
**MID**from the drop down list - Each dialogue box has an explanation of what is expected as we saw above with
**MAX** - Select
**Text**and then cell D4 which contains the text Elephant **Start_num**is the position of the first character you want to extract; we will choose 4 for this**Num_chars**is the number of characters you want to extract, we will again choose 4

Excel now displays the Formula result (which is phan in this example). If this is not the result we want, we can change any of the above boxes to change the result

- Once you are happy, click OK

You can see once again, Excel has created the formula for us and the results are displayed in cell D5

## Conclusion

To assist users in navigating the numerous functions that Excel has available, Microsoft has introduced two tools into Excel.

- First, they have grouped all of their functions into logical groups to create the
**Function Library**. - Secondly, within the
**Insert Function**tool, you can search for the best function for your situation (we searched for**biggest number**in our first example) - Lastly, again with the
**Insert Function**tool you can create a formula using the function of your choice. Each part of the formula is represented by a dialogue box complete with instructions to further assist you. You can even adjust the formula easily should the answer provided not meet your expectations

Both of these two tools allow you to create formulas simply and quickly. They allow you to harness the power of Excels wide array of functions without worrying about the syntax or their complexity when using them in formulas. Thanks for reading; I hope that you have found this hub useful and informative. Please feel free to leave any comments you may have below.

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