Lesson 4: Working with Formulas and Functions

Learning Objectives After studying this lesson, you will be able to:  Create formulas to calculate values, utilizing correct syntax and order of operations  Create IF and statistical functions to determine the sum, average, count, maximum, and minimum of a range of numbers  Use relative, absolute, and mixed cell references in formulas  Modify and copy formulas  Display the formulas contained within cells rather than the resulting values 2

3 Formulas and Functions Formula  Simply a math problem done in Excel Function  Prewritten formula that helps simplify complex procedures (for numbers and text)

AutoSum Automatically sums a column or row of numbers 4 Here, cell I16 was active and then the AutoSum command was issued; Excel will propose to add the numbers above the cell.

5 Status Bar Functions & Customization Right-clicking on the status bar displays a menu from which you can add items to or delete them from the Status Bar Notice the functions displayed on the status bar

6 Creating Formulas Start with “ = ” Combine values and/or cell references with mathematical operators to produce a result. Use cell and range references when possible.

7 Cell and Range References Advantages:  When references are used, formulas can be copied to other cells.  Since a reference refers to a cell or a range of cells, the formula results are automatically recalculated when the data is changed in the referenced cell(s).

8 Arithmetic Operators Arithmetic operators in formulas:  Addition: +  Subtraction: -  Multiplication: *  Division: /  Exponentiation: ^  Percent: %  Grouping: ( )

9 Please Excuse My Dear Aunt Sally Determines the order of operations in formulas:  Parentheses  Exponents  Multiplication  Division  Addition  Subtraction Tip! To remember the order of operations, use the pseudonym “Please excuse my dear Aunt Sally.”

10 Using Cell References in Formulas Relative: When you copy a formula, the cell references update automatically and refer to new cells relative to the new formula cell. Absolute: Absolute references always refer to the same cell, regardless of which cell the formula is moved or copied to. Note! Absolute cell references are denoted with $ signs. Relative cell reference Absolute cell reference

11 Modifying Formulas Can modify in one of two places:  Formula Bar  In cell Notice the insertion point in the active cell (B6) that is being edited. Referenced cells are outlined in various colors.

12 Copying Formulas Copy and Paste  OR AutoFill If you use the fill handle, you can click the AutoFill Options button to choose how to copy or fill the information from the source to destination cells.

Displaying Formulas Choose to display formulas, rather than the resulting values, in cells 13 Tip! Use the Show Formulas button to toggle between displaying formulas and values.

Formula AutoComplete Jumps into action once you type “ = ” and the beginning letters of a function in a cell 14 Choose from the wide variety of functions suggested by Formula AutoComplete.

Insert Function Clicking the Insert Function button displays the Insert Function dialog box 15 The Function Arguments dialog box allows you to determine the cell or range of cells to be included in the function.

16 Creating Formulas with the IF Function IF function displays a value or message based on a logical test you design.

Lesson 4: Working with Formulas and Functions