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8/14/2019 Microsoft Office - Excel - Formulaes
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Microsoft Office
Excel 2003 Training
Enter formulas
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Course contents
Overview: Simple calculations in Excel
Lesson 1: Get started
Lesson 2: Use cell references
Lesson 3: Simplify formulas by usingfunctions
Each lesson includes a list of suggested tasks and aset of test questions.
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After you try Excel, youll nevergo back to a calculator. In thiscourse youll learn how to add,divide, multiply, and subtract bytyping formulas into Excel
worksheets.
Overview: Simple calculations in Excel
Youll also learn how to usesimple formulas thatautomatically update their results
when values change.
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Course goals
Do math by typing simple formulas to add, divide,multiply, and subtract.
Use cell references in formulas, so that Excel canautomatically update results when values change
or when you copy formulas.
Use functions (prewritten formulas) to add upvalues, calculate averages, and find the smallest or
largest value in a range of values.
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Lesson 1
Get started
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Begin with an equal sign
Two CDs purchased in Februarycost $12.99 and $16.99. Thetotal of these two values is theCD expense for the month.
You do math in Excel by typingsimple formulas into cells. Excelformulas always begin with anequal sign (=).
Typing a formula in aworksheet
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Begin with an equal sign
Heres how to add 12.99 and16.99 in cell C6:
Typing a formula in aworksheet
Type the formula=12.99+16.99. The plus
sign (+) is a math operatorthat tells Excel to add thevalues.
Press ENTER to display the
formula result, 29.98.
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Use other math operators
To do more than add, you canuse other math operators asyou type formulas intoworksheet cells.
You start each formula with anequal sign and then use aminus sign (-) to subtract, anasterisk (*) to multiply, and a
forward slash (/) to divide.
Excel uses familiarsigns to buildformulas.
=10*5Multiply
(*) =10/5Divide (/)
=10-5Subtract(-)
=10+5Add (+)Math operators
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Total all the values in a column
To add up the total of expensesfor January, as shown in thepicture, you wouldnt have totype all those values again.
Instead, you could use aprewritten formula, called afunction.
Using the AutoSumbutton to total column
values
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Total all the values in a column
To get your January total:
1. A colored marquee surroundsthe cells in the formula, and
the formula appears in cellB7.
Using the AutoSumbutton to total column
values
Select cell B7, and then clickthe AutoSum button onthe Standard toolbar. The
AutoSum button adds up allthe values in a range of cells.
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Total all the values in a column
To get your January total:
Using the AutoSumbutton to total column
values
1. Press ENTER. This displaysthe SUM function result 95.94in cell B7.
1. Select cell B7 to display theformula =SUM(B3:B6) in theformula bar.
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Total all the values in a column
B3:B6 is the information, calledthe argument, that tells theSUM function what to add.
Using the AutoSumbutton to total column
values
By using a cell reference
(B3:B6) instead of the values inthose cells, Excel canautomatically update results ifvalues change later on.
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Total all the values in a column
The colon (:) in B3:B6 indicatesa cell range in column B, cells3 through 6. The parenthesesare required to separate theargument from the function.
Using the AutoSumbutton to total column
values
op a orm a nstea o creat ng a
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opy a ormu a nstea o creat ng anew one
Sometimes its easier to copyformulas than to create newones. In this example, youll seehow to copy the Januaryformula and use it to add up the
February expenses.
Start by selecting cell B7, whichcontains the January formula.
Then position the mouse pointerover the lower-right corner ofthe cell until the black cross (+)appears.
Copying a formula
opy a ormu a nstea o creat ng a
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opy a ormu a nstea o creat ng anew one
Next:
Copying a formula
Drag the fill handleover cell C7 and then releaseit. The February total 126.93
appears in cell C7. After the formula is copied,
the AutoFill Options buttonappears to give you some
formatting options.
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Suggestions for practice
1. Create a formula to add.
2. Create formulas for other arithmetic.
3. Add up a column of numbers.
4. Copy a formula.
5. Add up a row of numbers.
Online practice (requires Excel 2003)
http://office.microsoft.com/training/Training.aspx?AssetID=RP011870921033&CTT=6&Origin=RC011870911033http://office.microsoft.com/training/Training.aspx?AssetID=RP011870921033&CTT=6&Origin=RC0118709110338/14/2019 Microsoft Office - Excel - Formulaes
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Test 1, question 1
What do you type into an empty cell tostart a formula? (Pick one answer.)
1. *
2. (
3. =
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Test 1, question 1: Answer
=
An equal sign tells Excel that a calculation follows it.
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Test 1, question 2
What is a function? (Pick one answer.)
1. A prewritten formula.
2. A math operator.
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Test 1, question 2: Answer
A prewritten formula.
Functions are prewritten formulas, such as SUM, thatsave time.
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Test 1, question 3: Answer
Select cell C6.
Its that simple. The formula is visible in the formulabar near the top of the worksheet whenever youselect cell C6. Or you can double-click cell C6 to seethe formula in cell C6. Then press ENTER to see theformula result again in the cell.
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Lesson 2
Use cell references
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Use cell references
Cell references identifyindividual cells or cell ranges ina worksheet. They tell Excelwhere to look for values to usein a formula.
In this lesson youll see whyExcel can automatically updatethe results of formulas that use
cell references, and how cellreferences work when youcopy formulas.
Cell references
the range of cellsin columns Athrough E and
rows 10 through20
A10:E20
Refer to values
in
the range of cellsin column A and
rows 10 through20
A10:A20
the range of cellsin row 15 andcolumns Bthrough E
B15:E15
cell A10 and cellA20
A10,A20
the cell in columnA and row 10
A10
Cellreference
s
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Update formula results
Suppose it turned out that the11.97 in cell C4 for video rentalsin February was incorrect. Arental of 3.99 was left out.
To add 3.99 to 11.97, you wouldselect cell C4 and type thisformula into the cell:
Excel canautomatically update
totals to includechanged values.
=11.97+3.99
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Update formula results
As the picture shows, when thevalue in cell C4 changes, Excelautomatically updates theFebruary total in cell C7 from126.93 to 130.92.
Excel canautomatically update
totals to includechanged values.
Excel can do this because theoriginal formula =SUM(C3:C6) incell C7 contains cell references.
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Update formula results
If you had entered 11.97 andother specific values into aformula in cell C7, Excel wouldnot be able to update the total.
Excel canautomatically update
totals to includechanged values.
Youd have to change 11.97 to15.96 not only in cell C4, but inthe formula in cell C7 as well.
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O h ll f
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Other ways to enter cell references
Imagine that you want to knowthe combined cost for videorentals and CDs in February.
Selecting cell
references to add afew values
You dont need to store the
total, so you could enter theformula into an empty cell anddelete it later. The exampleuses cell C9.
O h ll f
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Other ways to enter cell references
Heres how to enter theformula:
Selecting cell
references to add afew values
Type the equal sign, typeSUM, and type an openingparenthesis in cell C9.
Click cell C4, then type acomma in cell C9.
Oth t t ll f
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Other ways to enter cell references
Heres how to enter theformula:
Selecting cell
references to add afew values
1. Click cell C6. Then type aclosing parenthesis in cell C9.
1. Press ENTER to display theformula result of 45.94. Thearguments C4 and C6 tell theSUM function what values tocalculate with.
R f t
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Reference types
Now that youve learned moreabout using cell references, itstime to talk about the differenttypes of references that areused in formulas: absolute,
relative, and mixed.
Relative and absolutecell references
R f t
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Reference types
Relative and absolutecell references
Relative referencesautomatically change as theyare copied down a column or
across a row.
Absolute references are fixed;they dont change if you copya formula from one cell to
another. Absolute referenceshave dollar signs ($) like this:$D$9.
Here are the details:
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U b l t ll f
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Use an absolute cell reference
Say you receive a package of
entertainment coupons offeringa 7 percent discount for videorentals. How much could yousave in a month by using the
coupons?
To figure it out, you couldcreate a formula to multiplythose February expenses by 7percent, using absolutereferences to refer to cells thatyou dont want to change as theformula is copied.
Using an absolute cellreference
U b l t ll f
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Use an absolute cell reference
Type the discount rate of0.07
in the empty cell D9, and thentype a formula in cell D4,starting with =C4*. Then entera dollar sign ($) and D to make
an absolute reference to columnD, and $9 to make an absolutereference to row 9.
Using an absolute cellreference Your formula will multiply the
value in cell C4 by the value incell D9.
U b l t ll f
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Use an absolute cell reference
Next, copy the formula from cell
D4 to D5 by using the fill handle.
Using an absolute cellreference
As the formula is copied, therelative cell reference changes
from C4 to C5, while theabsolute reference to thediscount in D9 does not changeit remains $D$9 in each row itis copied to.
Use an absolute cell reference
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Use an absolute cell reference
So, to recap the relative and
absolute cell references in theexample:
Using an absolute cellreference
1. Relative cell referenceschange from row to row.
2. The absolute cell referencealways refers to cell D9.
3. Cell D9 contains the value forthe 7 percent discount.
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Test 2 question 1
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Test 2, question 1
What is an absolute cell reference? (Pick
one answer.)
1. The cell reference automatically changeswhen the formula is copied down a column or
across a row.
2. The cell reference is fixed.
3. The cell reference uses the A1 referencestyle.
Test 2 question 1: Answer
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Test 2, question 1: Answer
The cell reference is fixed.
Absolute cell references wont change if you copy aformula from one cell to another.
Test 2 question 2
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Test 2, question 2
Which cell reference refers to a range of
cells in column B, rows 3 through 6? (Pickone answer.)1. (B3:B6)
2. (B3,B6)
Test 2 question 2: Answer
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Test 2, question 2: Answer
(B3:B6)
The colon indicates a range of cells starting at B3and including B4, B5, and B6.
Test 2 question 3
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Test 2, question 3
If you copy the formula =C4*$D$9 from cell
C4 to cell C5, what will the formula be incell C5? (Pick one answer.)
1. =C5*$D$9
2. =C4*$D$
3. =C5*$E$10
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Lesson 3
Simplify formulas by using
functions
mp y ormu as y us ng
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mp y ormu as y us ngfunctions
SUM is just one of the many
Excel functions. Theseprewritten formulas simplifythe process of enteringcalculations, making it easy
and quick to create formulasthat might be difficult to buildfor yourself.
In this lesson youll see how tospeed up tasks with a few easyfunctions.
Function namesexpress long formulasquickly.
Calculate
s
the
smallestnumber
MIN
the largestnumber
MAX
an averageAVERAGEFunction
Find an average
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Find an average
You could use the AVERAGE
function to find the averagecost of all entertainment for
January and February:
Using the AVERAGEfunction
Click in cell D7, click thearrow on the AutoSumbutton , and then clickAverage in the list.
1. Press ENTER to display the
result in cell D7.
Find an average
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Find an average
The formula =AVERAGE(B7:C7)
appears in the formula barnear the top of the worksheet.
Using the AVERAGEfunction
You could also type this formula
directly into the cell.
Find the largest or smallest value
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Find the largest or smallest value
The MAX function finds the
largest number in a range ofnumbers, and the MIN functionfinds the smallest number in arange.
Using the MAXfunction
Find the largest or smallest value
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Find the largest or smallest value
Heres a formula to find the
largest value in the set:
Using the MAXfunction
Click in cell F7, click thearrow on the AutoSum
button, and then click Max inthe list.
Press ENTER to display theresult in F7.
The largest value is 131.95.
Find the largest or smallest value
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Find the largest or smallest value
Finding the smallest value in
the range is a similar process:Youd click Min in the list andpress ENTER.
Using the MAXfunction
The smallest value would be131.75.
Print formulas
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Print formulas
You can print formulas to put up
on your bulletin board to remindyou how to create them.
Formulas displayedon the worksheet
On the Tools menu, point to
Formula Auditing, and thenclick Formula AuditingMode.
1. Print as you usually would.
W ats t at unny t ng n my
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y g yworksheet?
Sometimes Excel cant calculate
a formula because the formulacontains an error.
If that happens, youll see an
error value instead of a result ina cell.
The ##### errorvalue
W ats t at unny t ng n my
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y g yworksheet?
Here are three common error
values:
The ##### errorvalue
##### The column is notwide enough to display thecontents of the cell. Increasecolumn width, shrink thecontents to fit the column, orapply a different numberformat.
#REF! A cell reference is notvalid. Cells may have beendeleted or pasted over.
W ats t at unny t ng n myk h
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y g yworksheet?
Here are three common error
values:
The ##### errorvalue
#NAME? You may havemisspelled a function name orused a name that Excel doesnot recognize.
Find more functions
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Find more functions
Excel offers many other useful
functions, such as date andtime functions and functionsyou can use to manipulate text.
You can see these otherfunctions by clicking MoreFunctions in the AutoSum list.
This opens the Insert Functiondialog box, which helps you
search for a function andprovides another way to enterformulas.
The Insert Functiondialog box
Find more functions
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Find more functions
When the dialog box is open,
you can type what you want todo in the Search for afunction box, or select acategory and then scroll
through the list of functions.
The Insert Functiondialog box
Suggestions for practice
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Suggestions for practice
1. Find an average.
2. Find the largest number.
3. Find the smallest number.
4. Display and hide formulas.
5. Create and fix error values.
6. Create and fix the error value #NAME.
Online practice (requires Excel 2003)
Test 3, question 1
http://office.microsoft.com/training/training.aspx?AssetID=RP011870941033&CTT=6&Origin=RP011871121033http://office.microsoft.com/training/training.aspx?AssetID=RP011870941033&CTT=6&Origin=RP0118711210338/14/2019 Microsoft Office - Excel - Formulaes
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Test 3, question 1
How would you print formulas? (Pick one
answer.)
Click Print on the File menu.
Click Normal on the View menu, and thenclick Print.
Point to Formula Auditing on the Toolsmenu, click Formula Auditing Mode, andthen print as usual.
Test 3, question 1: Answer
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Test 3, question 1: Answer
Point to Formula Auditing on the Tools menu,
click Formula Auditing Mode, and then print asusual.
This displays the formulas on your worksheet beforeyou print.
Test 3, question 2
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Test 3, question 2
What does ##### mean? (Pick one
answer.)
1. The column isnt wide enough to display thecontent.
2. The cell reference isnt valid.
3. Youve misspelled a function name or used aname that Excel doesnt recognize.
Test 3, question 2: Answer
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Test 3, question 2: Answer
The column isnt wide enough to display the content.
You can increase the column width to display thecontent.
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