16688581-microsoft-office-excel-formulaes.ppt

8/10/2019 16688581-Microsoft-Office-Excel-Formulaes.ppt

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MicrosoftOffice

Excel2003 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 using functions

Each lesson includes a list of suggested tasks and a set oftest questions.


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After you try Excel, youll never goback to a calculator. In this courseyoull learn how to add, divide,multiply, and subtract by typingformulas into Excel worksheets.

Overview: Simple calculations in Excel

Youll also learn how to use simpleformulas that automatically updatetheir 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 up values,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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Get started

In this lesson, youll learn how touse Excel as your calculator bytyping simple formulas into cells.

Youll also learn how to total all the

values in a column with a formulathat updates its results if valueschange later on.

Well start with the exampleworksheet shown in the picture.

A budget worksheetneeds an amount in cell

C6.


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Begin with an equal sign

Two CDs purchased in February cost$12.99 and $16.99. The total ofthese two values is the CD expensefor the month.

You do math in Excel by typingsimple formulas into cells. Excelformulas always begin with an equalsign (=).

Typing a formula in aworksheet


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Heres how to add 12.99 and 16.99in cell C6:


1. Type the formula=12.99+16.99. The plus sign

(+) is a math operatorthat tellsExcel to add the values.

2. Press ENTER to display theformula result, 29.98.


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Heres how to add 12.99 and 16.99in cell C6:


3. The formula appears in theformula bar near the

top of the worksheet wheneveryou select cell C6.


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Use other math operators

To do more than add, you can useother math operators as you typeformulas into worksheet cells.

You start each formula with an equal

sign and then use a minus sign (-)to subtract, an asterisk (*) tomultiply, and a forward slash (/) todivide.

Excel uses familiar signsto build formulas.

Math operatorsAdd (+) =10+5

Subtract (-) =10-5

Multiply (*) =10*5

Divide (/) =10/5


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Total all the values in a column

To add up the total of expenses forJanuary, as shown in the picture,you wouldnt have to type all thosevalues again.

Instead, you could use a prewrittenformula, called a function.

Using theAutoSumbutton to total column

values


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To get your January total:

2. A colored marquee surrounds thecells in the formula, and the

formula appears in cell B7.


values

1. Select cell B7, and then click theAutoSumbutton on theStandardtoolbar. TheAutoSum

button adds up all the values in arange of cells.


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To get your January total:


values

3. Press ENTER. This displays theSUM function result 95.94 in cellB7.

4. Select cell B7 to display theformula =SUM(B3:B6) in theformula bar.


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The colon (:) in B3:B6 indicates acell rangein column B, cells 3through 6. The parentheses arerequired to separate the argumentfrom the function.


values


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Copy a formula instead of creating a new one

Sometimes its easier to copyformulas than to create new ones.In this example, youll see how tocopy the January formula and use itto add up the February expenses.

Start by selecting cell B7, whichcontains the January formula. Thenposition the mouse pointer over the

lower-right corner of the cell untilthe black cross (+) appears.

Copying a formula


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Copy a formula instead of creating a new one

Next:

Copying a formula

1. Drag the fill handle overcell C7 and then release it. TheFebruary total 126.93 appears in

cell C7.2. After the formula is copied, the

AutoFill Optionsbuttonappears 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 to start aformula? (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, that savetime.


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Test 1, question 3

A formula result is in cell C6. You wonder howyou got the result. To see the formula, you dowhich of the following? (Pick one answer.)

1. Select cell C6, and then press CTRL+SHIFT.

2. Select cell C6, and then press F5.

3. Select cell C6.


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Select cell C6.

Its that simple. The formula is visible in the formula barnear the top of the worksheet whenever you select cell C6.Or you can double-click cell C6 to see the formula in cell C6.Then press ENTER to see the formula result again in thecell.


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Lesson 2

Use cell references


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Use cell references

Cell referencesidentify individualcells or cell ranges in a worksheet.They tell Excel where to look forvalues to use in a formula.

In this lesson youll see why Excelcan automatically update theresults of formulas that use cellreferences, and how cell references

work when you copy formulas.Cell references

Cell

references Refer to values in

A10 the cell in column Aand row 10

A10,A20 cell A10 and cell A20

A10:A20 the range of cells incolumn A and rows

10 through 20

B15:E15 the range of cells inrow 15 and columnsB through E

A10:E20 the range of cells incolumns A through Eand rows 10 through

20


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Update formula results

Suppose it turned out that the 11.97in cell C4 for video rentals inFebruary was incorrect. A rental of3.99 was left out.

To add 3.99 to 11.97, you wouldselect cell C4 and type this formulainto the cell:

Excel can automaticallyupdate totals to include

changed values.=11.97+3.99


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As the picture shows, when thevalue in cell C4 changes, Excelautomatically updates the Februarytotal in cell C7 from 126.93 to130.92.


changed values.

Excel can do this because theoriginal formula =SUM(C3:C6) in cellC7 contains cell references.


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If you had entered 11.97 and otherspecific values into a formula in cellC7, Excel would not be able toupdate the total.


changed values.

Youd have to change 11.97 to 15.96not only in cell C4, but in theformula in cell C7 as well.

h ll f


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Other ways to enter cell references

You can type cell references directlyinto cells, or you can enter cellreferences by clicking cells, whichavoids typing errors.

In the first lesson you saw how touse the SUM function to add all thevalues in a column. You could alsouse the SUM function to add just afew values in a column, by selectingthe cell references to include.

Selecting cell references

to add a few values

O h ll f


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Imagine that you want to know thecombined cost for video rentals andCDs in February.


to add a few values

You dont need to store the total, so

you could enter the formula into anempty cell and delete it later. Theexample uses cell C9.

O h ll f


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Heres how to enter the formula:


to add a few values

1. Type the equal sign, type SUM,and type an opening parenthesisin cell C9.

2. Click cell C4, then type a commain cell C9.

Oth t t ll f


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Heres how to enter the formula:


to add a few values

3. Click cell C6. Then type a closingparenthesis in cell C9.

4. 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 more aboutusing cell references, its time to talkabout the different types ofreferences that are used informulas: absolute, relative, and

mixed.

Relative and absolute cellreferences

R f t


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Reference types


1. Relative references automaticallychange as they are copied down acolumn or across a row.

2. Absolute references are fixed;they dont change if you copy aformula from one cell to another.

Absolute references have dollar

signs ($) like this: $D$9.

Here are the details:

R f t


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Reference types


A mixed cell reference has either anabsolute column and a relative row,or an absolute row and a relativecolumn.

As a mixed reference is copied fromone cell to another, the absolutereference stays the same but therelative reference changes.

U b l t ll f


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Use an absolute cell reference

Say you receive a package of

entertainment coupons offering a 7percent discount for video rentals.How much could you save in amonth by using the coupons?

To figure it out, you could create aformula to multiply those Februaryexpenses by 7 percent, usingabsolute references to refer to cellsthat you dont want to change asthe formula is copied.

Using an absolute cellreference

U b l t ll f


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Type the discount rate of 0.07in

the empty cell D9, and then type aformula in cell D4, starting with=C4*. Then enter a dollar sign ($)and Dto make an absolute

reference to column D, and $9 tomake an absolute reference to row9.

Using an absolute cellreference Your formula will multiply the value

in cell C4 by the value in cell D9.

Use an absol te cell efe ence


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Next, copy the formula from cell D4

to D5 by using the fill handle .


As the formula is copied, the relativecell reference changes from C4 to

C5, while the absolute reference tothe discount in D9 does notchangeit remains $D$9 in eachrow it is copied to.



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So, to recap the relative and

absolute cell references in theexample:


1. Relative cell references changefrom row to row.

2. The absolute cell reference alwaysrefers to cell D9.

3. Cell D9 contains the value for the7 percent discount.



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1. Type cell references in a formula.

2. Select cell references in a formula.

3. Use an absolute reference in a formula.

4. Add up several results.

5. Change values and totals.


Test 2 question 1
http://office.microsoft.com/training/training.aspx?AssetID=RP011870931033&CTT=6&Origin=RP011871071033http://office.microsoft.com/training/training.aspx?AssetID=RP011870931033&CTT=6&Origin=RP011871071033


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Test 2, question 1

What is an absolute cell reference? (Pick one

answer.)

1. The cell reference automatically changes when theformula is copied down a column or across a row.

2. The cell reference is fixed.

3. The cell reference uses the A1 reference style.

Test 2 question 1: Answer


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The cell reference is fixed.

Absolute cell references wont change if you copy a formulafrom 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? (Pick one answer.)

1. (B3:B6)

2. (B3,B6)



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(B3:B6)

The colon indicates a range of cells starting at B3 andincluding 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 in cell C5?(Pick one answer.)

1. =C5*$D$9

2. =C4*$D$

3. =C5*$E$10



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=C5*$D$9

As the formula is copied, the relative cell reference, C4,changes to C5. The absolute cell reference, $D$9, does notchange; it remains the same in each row it is copied to.


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Lesson 3

Simplify formulas by usingfunctions

Simplify formulas by using functions


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Simplify formulas by using functions

SUM is just one of the many Excel

functions. These prewrittenformulas simplify the process ofentering calculations, making iteasy and quick to create formulas

that might be difficult to build foryourself.

In this lesson youll see how tospeed up tasks with a few easyfunctions.

Function names expresslong formulas quickly.

Function CalculatesAVERAGE an average

MAX the largestnumber

MIN the smallest

number

Find an average


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Find an average

You could use the AVERAGE function

to find the average cost of allentertainment for January andFebruary:

Using the AVERAGEfunction

1. Click in cell D7, click the arrow ontheAutoSumbutton , andthen clickAveragein the list.

2. 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 of numbers, andthe MIN function finds the smallestnumber in a range.

Using the MAX function



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Heres a formula to find the largest

value in the set:


1. Click in cell F7, click the arrow ontheAutoSumbutton, and then

click Maxin the list.2. Press ENTER to display the result

in F7.

The largest value is 131.95.



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Finding the smallest value in the

range is a similar process: Youdclick Minin the list and pressENTER.


The smallest value would be 131.75.

Print formulas


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Print formulas

You can print formulas to put up on

your bulletin board to remind youhow to create them.

Formulas displayed onthe worksheet

1. On the Toolsmenu, point to

Formula Auditing, and thenclick Formula Auditing Mode.

2. Print as you usually would.

Whats that funny thing in my worksheet?


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What s that funny thing in my worksheet?

Sometimes Excel cant calculate a

formula because the formulacontains an error.

If that happens, youll see an error

value instead of a result in a cell.

The ##### error value


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Whats that funny thing in my worksheet?


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What s that funny thing in my worksheet?

Here are three common error

values:

The ##### error value

#NAME? You may have misspelleda function name or used a namethat Excel does not recognize.

Find more functions


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Find more functions

Excel offers many other useful

functions, such as date and timefunctions and functions you can useto manipulate text.

You can see these other functionsby clicking More Functionsin theAutoSumlist. This opens theInsert Functiondialog box, whichhelps you search for a function and

provides 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 to do in theSearch for a functionbox, orselect a category and then scrollthrough 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.


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.)

1. Click Printon the Filemenu.

2. Click Normalon theViewmenu, and then clickPrint.

3. Point to Formula Auditingon the Toolsmenu,click Formula Auditing Mode, and then print asusual.



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Point to Formula Auditingon the Toolsmenu, click

Formula Auditing Mode, and then print as usual.

This displays the formulas on your worksheet before youprint.

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 a namethat Excel doesnt recognize.



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The column isnt wide enough to display the content.

You can increase the column width to display the content.

16688581-microsoft-office-excel-formulaes.ppt

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