Microsoft® Office - Excel - Formulaes

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Microsoft Office

Excel 2003 Training

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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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To get your January total:

1. A colored marquee surroundsthe cells in the formula, and

the formula appears in cellB7.


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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To get your January total:


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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B3:B6 is the information, calledthe argument, that tells theSUM function what to add.


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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The colon (:) in B3:B6 indicatesa cell range in column B, cells3 through 6. The parenthesesare required to separate theargument from the function.


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=RC011870911033


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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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A prewritten formula.

Functions are prewritten formulas, such as SUM, thatsave time.


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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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As the picture shows, when thevalue in cell C4 changes, Excelautomatically updates theFebruary total in cell C7 from126.93 to 130.92.



Excel can do this because theoriginal formula =SUM(C3:C6) incell C7 contains cell references.


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If you had entered 11.97 andother specific values into aformula in cell C7, Excel wouldnot be able to update the total.



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.

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Heres how to enter theformula:

Selecting cell


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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Heres how to enter theformula:

Selecting cell


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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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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Next, copy the formula from cell

D4 to D5 by using the fill handle.


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.



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So, to recap the relative and

absolute cell references in theexample:


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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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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(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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The MAX function finds the

largest number in a range ofnumbers, and the MIN functionfinds the smallest number in arange.

Using the MAXfunction



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Heres a formula to find the

largest value in the set:


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.



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Finding the smallest value in

the range is a similar process:Youd click Min in the list andpress ENTER.


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

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y g yworksheet?

Here are three common error

values:


##### 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:


#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



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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=RP011871121033


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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.



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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.



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The column isnt wide enough to display the content.

You can increase the column width to display thecontent.


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USING THIS TEMPLATE

See the notes pane or viewthe full notes page (View

menu) for detailed help onthis template.

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Microsoft® Office - Excel - Formulaes