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Spreadsheets
Formulas and Functions
Summer Session
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Summer Session
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The distinguishing feature of
a spreadsheet program such
as Excel is that it allows you
to create mathematical
formulas and execute
functions. Otherwise, it is
not much more than a large
table for displaying text and
numbers. This presentation
will show you how to create
these calculations
Last session we covered some
basic skills like – Copying,
formatting, Charts and Graphs,
etc in Excel
This session we will be covering
formulas and functions in detail.
This is the objective for Session
2 of Excel. This presentation will
show us how to use formulas
and functions to perform
calculations in Excel. We will
also be covering the Auto fill
feature in Excel.
Unit 2 Objectives
Use Excel (Excel Skill Checklist)
Create and format spreadsheets
Use formulas and functions
Create charts and graphs
Analyze data in spreadsheets
Use analysis to make decisions
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Formulas
Basic operators
+ - * /
Formula format
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=
 Must begin with an = sign
 Parenthesis
 Cell references
 Appropriate operators
 e.g. =(A1+A2) or = Sum(A2:A7)
Functions
Functions – pre set formulas
 Type in a function
 Formula bar icon
 Insert menu
Formulas in functions
 Function name
 Cell references and operators
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Excel can do many mathematical
functions for us and makes the
job of analyzing numbers easier.
Basic operators are Add +,
subtract -, multiply *, and divide /
Formulas are entered in the
worksheet cell where the
result will appear and must
begin with an equal sign
"=". The formula then
includes the cell references
whose values will be
manipulated with
appropriate operators placed
in between.
After the formula is typed
into the cell, the calculation
executes immediately and
the formula itself is visible in
the formula bar and the
result appears in the cell.
Functions are pre-set formulas
that can be used for calculations.
Functions differ from regular
formulas in that you supply the
value but not the operators, such
as +, -, *, or /.
Use them by typing in the
function name, clicking the
insert function icon on the
formula bar or inserting a
function from the Insert menu.
We will cover this in detail later.
When using functions begin with
the equal sign, name for formula,
open parentheses, the cell
references and operators, close
parentheses. Functions can be
nested within other functions by
using parentheses. There are
some examples on the next
slide.
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Adding
=A1+B1+C1 or
=SUM(A1:C1)
Subtracting
=A1-B1 or
=IMSUB(A1,B1)
Multiplying
=A1*B1 or
=PRODUCT(A1,B1)
Dividing
=A1/B1
=QUOTIENT(A1,B1)
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Notice that the first formula in
each example has been typed in
using cell references and
operators and the second
example used a function name
with parentheses and the cell
names or ranges.
Formula Examples
Functions
Some other functions
 Average: =Average(B1:B9)
 Minimum: =Min(B1:B9)
 Maximum: =Max(B1:B9)
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You can use the AVERAGE
function to calculate an average
from a series of numbers.
You can use the MIN function to
find the lowest number in a
series of numbers
You can use the MAX function to
find the highest number in a
series of numbers.
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Add A1, B2, and C 3 =A1+B2+C3
Add A1 through A14 =SUM(A1:A14)
Multiply A1 by C5 =PRODUCT(A1,C5) or =A1*C5
Subtract B3 from A1 =IMSUB(A1,B3) or =A1-B3
Divide D4 by D6 =D4/D6
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Formulas –
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This slide shows how the
formula appears in the formula
bar and how the result appears
in the cell.
examples
Formula Bar
=(B3*C3)
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Slide 9
Students may open Excel and
practice these formulas. The
answers will pop up separately
on a mouse click
Basic Operators
Practice
Multiple Formulas
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Here is a fairly complicated
formula that calculates the
sub total for four different
textbooks. Notice that one
single formula multiplies the
quantity and price of each
textbook and adds the
subtotal for each book.
Example: The formula
begins with the Biology
textbook in A2, 4 books in
B2 sold at a price of $99.99
each are represented by the
formula (B2*C2). This total
is added to the totals for
each of the other text books
and the final subtotal is
shown in cell C7. Notice the
double parentheses
surrounding the entire
formula. Each separate
calculation within the
formula is within
parentheses and the overall
summing formula is also in
parentheses.
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Inserting Functions
from Menu Bar
Click on
in the menu bar
Choose function from dialog box
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The next two slides will show
you how to insert the function
from the menu bar. The
functions are grouped into
categories for easy use. The
functions within each category
appear on the right under
Function name. When a function
is selected a definition of it
appears at the bottom of the
selection window.
Place your cursor in the cell in
which you want the answer to
appear and click on fx icon on
the tool bar. Select the desired
function category and function
name and click OK.
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Inserting Functions,
continued
Select the data ranges or cells
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Excel : Auto Fill
Dates
Numbers
 Consecutive
 Series
Text
 Days
 Months
 Words
AutoFill Cursor
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Excel will anticipate which data
will be used in the formula and
will put the cell or range in the
formula. If this is correct, select
OK. Otherwise you will have to
select the cells for the formula. If
the function box is hiding the
data to be selected, the box can
be moved by clicking and
dragging it away from the data.
When the cell or data range is
selected on the spreadsheet it
will be placed into the function
box. Some functions will require
selections in both available
boxes.) Click OK and the answer
will appear in the cell that holds
the function.
CAUTION: don’t click in any
cells you don’t want to be in the
formula before clicking OK – it is
easy to get more cells in the
formula than you want to have
there.
Excel will automatically fill in
cells with dates, numbers, text,
or formulas. Begin the series
and then highlight a significant
portion of the data and move the
cursor to the lower right corner of
the selection. The cursor
changes to a cross and will now
perform the auto fill function.
Click the mouse button and drag
the selection to auto fill the cells
that are being selected. In this
example clicking and dragging
the mouse to the right will put the
number 3 in cell C2, the number
4 in cell D2, etc. If you click and
drag down the cells will just be
copied (A3 will have a 1, and B3
will have a 2).
This feature is very useful with
dates and numbers once the
beginning word or number has
been entered. Auto fill works up
and down and left and right.
Play with it to find out how it
works best – try different series
of numbers 1-3-7 and months
and days of the week.
The next slide shows examples
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Auto Fill Examples
Number series
Month series
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Auto Fill Formulas
Relative cell references
Absolute cell references
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Remember, the cursor changes
to a cross when the cursor rests
on the lower right corner of the
selected cells. Numbers will be
filled consecutively 1, 2, 3, etc.,
or in a series. The series must
be typed in first and then the
program will complete the series
that was chosen.
The word January begins a
series for months when the
cursor is dragged to the right.
This works with days of the week
as well.
Formulas can be auto filled also.
This is really useful if the same
formula works for many columns
or rows of numbers. Put the
formula in the first cell for a row
or column and when it is correct,
auto fill it across the remaining
columns or down the remaining
rows. It is also useful for
complicated formulas that need
to be repeated in other places.
Relative references When you
create a formula, references to
cells or ranges are usually based
on their position relative to the
cell that contains the formula. In
this example, cell B6 contains
the formula =A5; Microsoft Excel
finds the value one cell above
and one cell to the left of B6.
This is known as a relative
reference.
When you copy a formula that
uses relative references, Excel
automatically adjusts the
references in the copied formula
to refer to different cells relative
to the position of the formula. In
this example, if the formula in B6
is auto filled (or copied) to cell
B7 Excel would adjust the
formula in cell B7 to =A6, which
refers to the cell that is one cell
above and to the left of cell B7.
In other words the relationship
remained the same.
Absolute references If you don't
want Excel to adjust references
when you copy a formula to a
different cell, use an absolute
reference. For example, if your
formula multiplies cell A5 with
cell C1 (=A5*C1) and you copy
the formula to another cell, Excel
will adjust both references. You
can create an absolute reference
to cell C1 by placing a dollar sign
($) before the parts of the
reference that do not change. To
create an absolute reference to
cell C1, for example, add dollar
signs to the formula as shown on
the slide =A5*$C$1. Notice on
the example that the formula in
B7 has been auto filled from A7
and it shows the absolute cell
reference $C$1 hasn’t changed.
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Cell References
Relative
 Relationship to other cells
 Can be copied or moved
 Excel adjusts relationships when cells are
added or removed
Absolute




Specific cell
Formula always uses cell referenced
Does not change when copied or moved
Denoted by $ symbol (e.g., $A$1)
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Auto fill : Relative Cell
Reference
= Sum(B7:D7)
=Sum(B10:D10)
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Cell references are used to
determine which numbers to use
in the formulas. These
references can be either relative
or absolute.
Relative references refer to the
location of a cell in relationship
to other cells. This can change
as rows or columns are added or
deleted from a worksheet, but
the formula will still work.
Absolute cell references refer to
a specific cell and they will never
change even if rows or columns
are added or subtracted in the
spreadsheet. We will see how
relative and absolute references
are significant while copying
formulas later during the
presentation.
Using Auto fill to copy a formula
in an Excel sheet provides a
quick and easy way to be sure
that the formula is correct for all
rows or columns. In this
example the formula is auto filled
(copied) from Cell E 7 down the
column through E10 and the
formulas have been adjusted
relatively.
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Auto fill: Absolute
Cell Reference
=(E6+$B$1)
=(E8+$B$1)
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Baseball Project – 20 points
Open Baseball Project.doc for
project directions
Open the file Baseball.xls
 Calculate season statistics with
Formulas and Functions
 Format the spreadsheet for
readability
You don’t need to
understand baseball –
just read directions!
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In this example for Absolute cell
referencing and auto fill we are
working with student grades.
Each student is receiving 20
points for participation as shown
in cell B1. Because each
student is receiving the points
and the points are not changing
we can use an absolute cell
reference in the formula that will
compute the total points. The
formula in the sub total column
adds the points for each subject.
Then, the formula for total points
adds the participation points to
the subtotal. This formula has
been auto filled down the column
for every student. Because the $
sign was used to show an
absolute cell reference that part
of the formula remained the
same for each student.
This spreadsheet contains
statistics for some players on the
Richfield Barons baseball team
over the first 20 games of their
season. The data has been
entered for Games 1-10 and
Games 11-20 and need to be
totaled for the entire season to
date. You will be using different
formula and functions in this
exercise to calculate the season
statistics for the team.
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You should upload the Baseball
Project to your www folder and
hyperlink it to your website. Also,
send your work to your instructor
through the digital drop box.
Baseball Project
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