Microsoft Office
Microsoft
Office
Excel 2013 Core
Excel 2013 Core
Courseware # 3253
Lesson 3: Using Formulas
Microsoft Office
Excel 2013 Core
Lesson 3 Objectives
• what formulas are
• create and edit simple
formulas
• use math operators and
understand order of
calculations
• reference other
worksheets
• use common functions
• use SUBTOTAL function
• use a conditional function
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• use conditional summary
functions
• use text functions
• use absolute and relative
cell references
• use mixed absolute and
relative cell addresses
• display and print formulas
• use data validation
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Microsoft Office
Excel 2013 Core
Creating and Editing Simple Formulas
• A formula is a calculation using any combination of:
– values entered directly
– values in worksheet cells
– functions
• A powerful feature of formulas is ability to get data from other
worksheet cells using cell references
• First character of every formula must be ‘=‘ (equal sign)
• Formula can have more than one cell reference
• Formula results automatically update any time data is changed (or
added or deleted)
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Microsoft Office
Excel 2013 Core
Creating and Editing Simple Formulas
• Example formulas:
Cell Formula/Value
Results
Description
A1
10
10
A constant value
B1
=A1
10
References value in cell A1
C1
=A1*8
80
Multiply value in A1 by 8
D1
=C1/5
16
Divide value in C1 by 5
E1
=SUM(A1:D1)
116
Built-in function that calculates sum of
cells A1 to D1
• If the value in cell A1 is changed, all other formulas that use
this value directly or indirectly will also change
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Microsoft Office
Excel 2013 Core
Creating and Editing Simple Formulas
• If Excel detects error or inconsistency in formula, displays message
with suggestion on how to fix
• Displays
to mark this formula as different from the formulas used
in adjacent cells
• Clicking on the smart tag displays a menu of options:
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Excel 2013 Core
Cell References
• Can enter cell references into formula by:
– typing cell reference directly into cell, or
– clicking on cells to be referenced
• Most formulas have one or more cell references
• Formulas may also use a function that uses a range of cells
– Example: =SUM(A1:D1)
– Note use of “:” to separate the two cell addresses
• Other rules about cell ranges:
– Can only be used in functions or arrays, not on their own in a formula
– Can be any rectangular block of multiple rows and columns of cells, or a
single column or row
– Can be an entire row or column, example: =SUM(B:C), =SUM(3:3)
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Excel 2013 Core
Mathematical Operators
• Perform calculations in “natural order” (precedence):
1. Exponents and roots
2. Multiplication and division
3. Addition and subtraction
• Can be altered by placing components of formula within parentheses
• Standard mathematical operators:
* Multiplication
/ Division
+ Addition
- Subtraction
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Excel 2013 Core
What-If Analysis
• Simple arithmetic can be done using paper and a
basic calculator
• Spreadsheets are better when many calculations need to
be repeated many times with different numbers
• What-if describes the trial-and-error method of
repeating calculations with different numbers
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Excel 2013 Core
Referencing Other Worksheets
• Can reference cells in other worksheets in same workbook
• General format is:
‘<worksheet name>’!<cell reference>
– ! indicates cell is located in different worksheet
– need single quotes if worksheet name has spaces
• Can use the point-and-click method to enter the cell reference
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Excel 2013 Core
Using Common Functions
• Large library of functions for mathematical and data
operations
• Functions accept values (usually numbers) and cell references
as arguments in parentheses
• General format:
=FUNCTION(numbers or values or cell reference)
• Most commonly used are SUM, MIN, MAX, AVERAGE, and
COUNT
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Excel 2013 Core
Using Common Functions
• AutoSum is shortcut method to enter a SUM function:
– On Formulas tab, in Function Library group, click AutoSum, or
– on Home tab, in Editing group, click AutoSum, or
– click Insert Function
• Always verify you have correct cell range in formula
– Excel automatically selects range of cells immediately above or to left of
selected cell, and displays it to accept or change
• Arrow for AutoSum displays other common functions
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Excel 2013 Core
Using the Subtotal Function
• Enter as:
=SUBTOTAL(function #,cell range)
• Calculates a variety of common statistics, such as:
1 – Average
2 – Count
3 – CountA
4 – Max
5 – Min
9 - Sum
• Ignores other SUBTOTAL calculations in the cell range
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Excel 2013 Core
Conditional Function
=IF(logical test,value if true,value if false)
• Logical Test can include comparison operators or qualifiers:
=
>
<
>=
<=
<>
Equal to (or the same as)
Greater than
Less than
Greater than or equal to
Less than or equal to
Not equal to
• Value if True/False can contain text string, values, or other
functions
• Example: =IF(B10=0,0,C10/B10)
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Conditional Function
• Nesting IF statements
=IF(A1=10, “text A”, IF(A1=20, “text B”, “text C”))
If A1 contains
Then cell will display
10
text A
20
text B
Any other value
text C
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Excel 2013 Core
Using Conditional Summary Functions
•
Conditional versions of AVERAGE, COUNT, and SUM
– Combines IF function with AVERAGE, COUNT, and SUM
•
Example:
=SUMIF(D4:D207,"Visa",F4:F207)
– Logical test is "Visa" - value to look for
– Criteria range is D4:D207 – the cell range to look for the test value
– Sum range is F4:F207 – apply sum to this range if the logical test is true
•
The logical test is applied to every cell in the criteria range
•
If no comparison operator is used, “=“ is assumed
•
Advanced topic - the logical test can be put into a worksheet cell, and a
cell reference to it is placed into the function
•
Sum range is optional
– If not specified, the sum is applied to criteria range
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Using Text Functions
LEFT
Extract the specified number of characters starting from the left side
of the text string.
RIGHT
Extract the specified number of characters starting from the right side
of the text string.
MID
Extract the specified number of characters starting from any position
in the text string.
UPPER
Convert all characters in a text string to uppercase.
LOWER
Convert all characters in a text string to lowercase.
PROPER
Convert the first letter of the text string to uppercase. All other
characters are set to lowercase.
CONCATENATE Join two or more strings together to create one text string.
Alternatively, use the & operator to join strings together.
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Using Absolute and Relative Cell References
• Most formulas use relative addressing
– when formula is copied, cells automatically adjusts for new location
– address is not adjusted if formula is moved to another location
• Absolute addressing - cell addresses are not adjusted when
copied elsewhere on worksheet
• To change to absolute cell address:
– type dollar sign before row number and/or column letter, or
– press F4
•
•
•
•
first time makes both column and row reference absolute
second time makes only row references absolute
third time makes only column reference absolute
fourth time removes absolute references on both column and row
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Using Mixed Absolute and Relative
Cell References
• Select what needs to stay absolute when formula is copied to
another cell:
Column
Data must be from same column
=C10*$D2
Row
Data must be from same row
=C10*D$2
Both
Must always be this cell
=C10*$D$2
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Excel 2013 Core
Displaying and Printing Formulas
•
To see formula, select cell and examine in formula bar
•
To see all formulas at same time:
– File tab, click Options, click Advanced, click Show formulas in cells instead of
their calculated results
– Formulas tab, in Formula Auditing group, click Show Formulas
•
Useful for verifying accuracy of spreadsheet
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Excel 2013 Core
Data Validation
• Prevent errors when data entered
• Validation check types:
Any value
No data validation.
Whole
number
Numeric values without decimal
digits.
Decimal
Any numeric value.
List
Selection only from a defined list of values. Also known as a pick
list.
Date
Date values only. Earliest date is January 1, 1900.
Time
Time values only.
Text length
Text only, up to specified number of characters.
Custom
Enter a formula to validate the data. Result is True or False.
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Excel 2013 Core
Data Validation
• Displays icon and error
message when incorrect data is
entered
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• Displays helpful message when
user selects the cell
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Microsoft Office
Excel 2013 Core
Lesson Summary
• what formulas are
• create and edit simple
formulas
• use math operators and
understand order of
calculations
• reference other
worksheets
• use common functions
• use SUBTOTAL function
• use a conditional function
© CCI Learning Solutions Inc.
• use conditional summary
functions
• use text functions
• use absolute and relative
cell references
• use mixed absolute and
relative cell addresses
• display and print formulas
• use data validation
22
Microsoft Office
Excel 2013 Core
Review Questions
1. List which standard math operators Excel uses and what is
their order of precedence.
2. Give examples of how using formulas to perform a what-if
analysis is beneficial to you.
3. Which of the following are invalid?
a)
=MAX(B5:B15)
b)
c)
d)
e)
f)
g)
h)
=MAX(B5,B6,B7,B8,B9,B10,B11,B12,B13,B14)
=MAX(B5:B7,B8:B10,B11:B15)
=MAX(B1,B5:B8,B9:B15)
All of the above are invalid formulas
None – all are valid formulas
c
b, c, and d
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Microsoft Office
Excel 2013 Core
Review Questions
4. Define the different parts of a reference to other worksheets
using the reference Tours!B4 as an example.
5. What is the main difference between an IF function and other
functions discussed in this lesson such as SUM, AVERAGE, and
UPPER?
6. Are the LEFT and MID functions fully interchangeable? In
other words, can you always use the LEFT function instead of
MID, as well as using MID instead of LEFT.
7. Explain the difference between absolute and relative cell
references.
8. Provide examples of when or why it may be beneficial to print
the formulas in the worksheet
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