Formulas and Functions

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1 Conventions used in this document: Keyboard keys that must be pressed will be shown as Enter or Ctrl. Controls to be activated with the mouse will be shown as Start button > Settings > System > About. Tips will be shown in this format. The Table of Contents is interactive. Click on any topic to go directly to that section of the document. You can return to the table of contents at any time by holding down the Ctrl key while you press and release the Home key (Ctrl + Home). Table of Contents DATA TYPES... 2 CELL REFERENCES... 2 Relative References... 2 Absolute References... 3 FORMULAS... 4 CONDITIONAL STATEMENTS... 6 FUNCTIONS... 6 SYNTAX... 6 SELECTING AND ENTERING FUNCTIONS... 7 Manual Entry... 7 AutoSum... 7 Insert Function... 9 Function Library... 9 Function Wizard... 9 Page 1 Revised 11/6/18

2 Data Types The power of Excel or any spreadsheet is in its ability to analyze and manipulate the data you have collected and entered. Excel identifies the data you have entered as 2 basic types, Strings and Values. Strings are descriptive pieces of information such as months, names, and other information. Sometimes strings are called Labels. There a number of actions and formulas that can be applied to strings such as sorting a list. A string does not have to be alphabetic and can be a number. A number input as a string cannot be manipulated as a number such as summing a list of numbers to get a total. Quote marks around a data entry will make it a string and can be used to avoid confusion. For example, 1234 is a number but 1234 is a string, just as ABCD or ABCD is a string. Values are basically raw numbers or dates. Cell References The data you have entered into a spreadsheet is contained in individual cells. Each cell has a location identified by the intersection of the Column and Row it is located in such as C5 or AG152. Because each cell address is unique the data contained in the cell can be accessed using the cell address. Accessing a cell by its address is called a Cell Reference. A range address is the junction of the column and row for the top-left and bottom-right cells of the range or a range name assigned to the range. The range address is written with the top-left cell address and bottom-right cell address separated by a colon such as G7:N34 or AB210:CE456. The data in a range can also be accessed by referencing the cells in a range. A range name used as a reference is always enclosed in quote marks and has no spaces in the name such as Players or PlayerData. A cell or range reference tells Excel exactly where data is located that you want to use in a calculation. Use of a cell or range reference tells Excel to find the referenced location and return the data in the location. As we will see shortly the cell or range address can replace one of the parameters of a calculation. When you reference a cell, you are telling Excel to retrieve the value of the data contained in the cell. The physical data will remain in its cell but its value will be used in the calculation. Functions will be visible in the formula box but are not visible by default in a worksheet cell. You can temporarily override the default and toggle the display of all the formulas in a worksheet by selecting in the ribbon Formulas > Formula Auditing > Show Formulas. To return to the default view of formulas activate the same sequence to toggle the formulas off. Cell and range references are also further delineated by how they are referenced. References can be Relative, Absolute, or a mixture of both. Relative and absolute references are applied to the column and/or row of the address of the referenced location. Relative References A relative cell address references a cell or range by how many rows and columns the referenced cell is from the cell containing the calculation. The actual cell referenced will change as the calculation is copied from one cell to another but the relative position will remain the same. In the example, data is placed in the range A1:B5. The formula =A1 is place in cell D2. =A1 tells cell D2 to reference the cell A1 and show the result 100 in cell D2. Because the reference is relative, Excel does not look for the data located in cell A1. Excel actually looks for the data in the relative location of the referenced cell, which is up 1 row and left 3 columns from the formula cell, to get the result. The same formula was then copied into the range D2:E6. As the formula is copied into other cells each formula references the address of the cell that is up 1 row and left 3 columns from each cell the formula was copied into. When the formula is copied into cell E2 it looks up 1 row and left 3 columns to Page 2 Revised 11/6/18

3 cell B1 and returns the value John. The formula was also copied into cell F2 and it references the cell up 1 row and left 3 columns and shows 0 as the result because C1 is blank. Data View Formula View Absolute References Absolute references will always reference the column or row indicated and do not change the reference as they are copied into another cell. You can reference a column, a row, or both a column and a row as absolute. To make a reference absolute you place the $ character in front of the name of a column, row, or both. References to a range name are always absolute. Absolute References Make Absolute Written As Result Column $A1 Column A will be made absolute and the formula will always reference the value in column A. Row 1 will remain relative and will change based on which row the formula is copied into. Row A$1 Row 1 will be made absolute and the formula will always reference the value in Row 1. Column A will remain relative and will change based on which column the formula is copied into. Cell $A$1 When both the column and row are made absolute, you are designating the cell at that address to be absolute. The same cell will be referenced no matter where the formula is copied into. This also holds true for any range that is referenced as absolute. This next example is a very simple tip calculator. Column A contains the tip percentage we will use to calculate the tip for a number of meals. The value of the tip percentage is called a constant does not change value. In this example we are using.15 which is the equivalent of 15%. Because the value.15 will be used in many calculations we can designate cell $A$2 as absolute. This simplifies the worksheet because we only use cell $A$2 for the constant instead of copying it into each row. Column 2 contains the value of the meals. Column 3 contains the formula used to calculate the amount of the tip you should add based on the Meal Price and the Tip Percentage. The algorithm for the formula is, multiply the Meal Price in each row times the absolute Tip Percentage and place the results in Column C. An algorithm is stating the steps you want to take before implementing them. To implement the algorithm, we place a formula in column C in each row containing data. The result will be shown in the formula cells in column C. Page 3 Revised 11/6/18

4 The formula is written as =$A$2*B2 or stated as multiply the Meal Price in the cell to the left of each formula times the value in the absolute cell location $A$2. Now when the formula is copied into row 3 to 5 the Tip Percentage is always referenced as cell $A$2 and the Meal Price is referenced as the cell 1 cell to the left of the formula cell. Note that when you click on a formula cell it highlights which cells are referenced by color. Use of an Absolute Reference Data View Formula View Absolute Reference Formulas Formulas are calculations you create using mathematical notation. You can use multiple formulas and functions together in a single cell to perform as complex a calculation as you need. All formulas and functions must be prefaced by the = equals sign. If a formula of function is entered without the =, the entry will be treated as data and not as a calculation. Excel has 5 mathematical operators, plus, minus, times, divide, and power that you can use to create a formula. Mathematical Operators Listing Operator Action Symbol Order of Precedence Keyboard Plus Addition + Lowest Located next to numeric keypad or use Shift + = Minus Subtraction - Lowest Located next to numeric keypad or left of Backspace key Times Multiplication * Middle Located next to numeric keypad or use Shift + 8 Divide Division / Middle Located next to numeric keypad or left of right shift key Power Exponentiation ^ Highest Use Shift + 6 The operators are placed between the 2 values you want to calculate. You can use as many values and operators in a cell as you need. All calculations are performed from left to right following the order of operator precedence. Using Mathematical Operators in Calculations Example Calculation =6+12 Add the constant values 6 and 12. =B2+F2 Add the value in cell B2 to the value in cell F2. Page 4 Revised 11/6/18

5 =B2-F2 =B2*F2 Working left to right take the value in cell B2 and subtract the value in cell F2 from it. Multiply the value in cell B2 times the value in cell F2 =B2/F2 Working left to right take the value in cell B2 and divide it by the value in cell F2. =B2^2 Take the value in cell B2 and take it to the power of 2. =A2*B2+B3/B4 You can string many calculations together but must consider the order of precedence when you do so. This example, following the order of precedence, will take the value in A2 and multiply times the value in B2. Then take the value in B3 and divide it by the value in B4. Finally add the 2 calculated values together. The order of operator precedence is very important because some calculations are automatically performed before others and you can get some unexpected results. You can change the order of precedence by enclosing calculations in parentheses (). Calculations in parentheses will supersede the order of precedence and anything in a parenthesis will be calculated before any other calculation. Exponentiation has the highest normal precedence and will be calculated next after anything in a parenthesis. Multiplication and division are considered equal in precedence and are calculated after exponentiation. Addition and subtraction are considered equal and lowest in precedence and are calculated last. Items that are considered equal in order of precedence will be evaluated left to right. As an example of operator precedence let s calculate 6*8-2. Following the order of precedence, the result is 6 times 8 which is 48 minus 2 which gives us 46. But what if the subtraction was to be performed first? We can change the formula to 6*(8-2) to change the order of precedence and subtract before we multiply. Now the calculation is 8 minus 2 which is 6 times 6 which is 36. In the example shown previously, =A2*B2+B3/B4, we can override the order of preference with parentheses. Rewriting the formula to =A2*(B2+B3)/B4 will give us drastically different results. This has changed the order of preference so that the addition of B3 and B4 occurs first and then the multiplication by cell A3 and finally the division by cell B5. Data View Formula View Color Coded Reference Page 5 Revised 11/6/18

6 Conditional Statements Conditional statements will test for a condition and take action based on the result. If the results in a cell match the conditional statement the formula will return True. If the results in a cell do not match the conditional statement the formula will return False. Functions Conditional Operators Condition Operator Formula Example Description Equal to = =A1=B1 The formula returns TRUE if a value in cell A1 is equal to the values in cell B1; FALSE otherwise. Not equal to <> =A1<>B1 The formula returns TRUE if a value in cell A1 is not equal to the value in cell B1; FALSE otherwise. Greater than > =A1>B1 The formula returns TRUE if a value in cell A1 is greater than a value in cell B1; otherwise it returns FALSE. Less than < =A1<B1 The formula returns TRUE if a value in cell A1 is less than in cell B1; FALSE otherwise. Greater than or equal to >= =A1>=B1 The formula returns TRUE if a value in cell A1 is greater than or equal to the values in cell B1; FALSE otherwise. Less than or equal to <= =A1<=B1 The formula returns TRUE if a value in cell A1 is less than or equal to the values in cell B1; FALSE otherwise. Functions are calculations that are preprogrammed for you. Each function is designed to perform a series of calculations to produce a desired result. Functions are grouped by categories of similar functions. Activate the Ribbon tab > Formulas > Function Library to access all of the available functions available in Excel Syntax Syntax is the arrangement of words and phrases used to create well-formed sentences in a language. Syntax is used in the computer world as a set of rules. Simply said, syntax tells you how to write a function or programming code. The syntax of a function must be followed exactly or the function will not work. There are many methods you can use to find the correct syntax for a function. All of these methods will give you the correct syntax for a function and some will give you additional guidance on what data is to be used. Excel requires that your entry of a single or multiple functions or formulas in a cell be preceded by the = sign. The = sign indicates to Excel that the cell contains a calculation. The = sign is only required once at the beginning of each cell s entry and is not required before every function or formula. Any use Page 6 Revised 11/6/18

7 of the = sign later in the cell will be used as a mathematical calculation. Because this is an Excel requirement and not an individual formula requirement the = sign is normally not included in a functions syntax definition. All functions have the same basic structure consisting of a name for the function and a set of parentheses and can be demonstrated as FunctionName(). FunctionName is the unique name for the function and often gives you a hint to its use. For example, the function sum() will add up values of a range of data and the function small() will give the smallest value in a range of data. The parentheses are used to indicate which data is to be used by the function. The data you provide is called an argument and can be demonstrated as FunctionName(argument 1, argument 2, ). A comma, is used to separate multiple arguments. There is no space between the name of the function and the left parenthetical bracket. Some functions do not require any arguments to perform their calculations. A function that requires no arguments will be left blank between the parentheses. The function now() will return the current date and time and display it in the cell where you place the function. It references the system clock automatically to perform the calculation and requires no additional data. Functions that require arguments will specify what data is required and in what order the data is to be placed within the parentheses. Some arguments will be noted as optional and you can choose to use them or not. Optional arguments appear at the end of the list of arguments and will be left blank if not used. Arguments can be input as a cell or range reference or as a constant. Selecting and Entering Functions When using a function, always select the cell you want the results to appear in first. Once the function and the referenced data are in place the results of the function will be displayed in the cell where the function was placed. Manual Entry If you know the function you can always select the cell and type in the function manually. If you are not sure of the correct syntax one of the following methods will probably be a better option. AutoSum AutoSum will let you quickly enter 1 of 5 commonly used functions. Select the cell you want to enter the formula into and then go to Ribbon > Formulas to access the AutoSum options. The button or Alt + = will place the sum() function in the selected cell. The button will drop additional functions you can use. Select the function you want to use and activate it to place the formula in the selected cell. Page 7 Revised 11/6/18

8 When an AutoSum function is placed in a cell, Excel will recommend arguments to complete the function based on the placement of the data. You can accept the recommendation by activating the Enter key. If the recommendation is not correct you can modify it and then press the Enter key to lock it in. Range Selected Recommended Arguments Page 8 Revised 11/6/18

9 Insert Function Insert Function is activated by the button. It can be used to insert any function also available in the function library and also gives you the ability to search for a function by description. It also has the Help on this function link which will open the official support page for the selected function. Category Drop-Down Search by Description Function List Function Library The Function Library is organized by category. You can browse for any function available. Tooltips are available as you hover the cursor over each shortcut. Function Wizard When you select a function to use from the Insert Function dialog box or from the Function Library the Function Wizard dialog box will become available. The Function Wizard has text boxes that can be used to enter the criteria needed for the function. You can input cell references or constants. In the example we are calculating the AVERAGEIF (average with a criteria) function for the SalesByDay range. The criteria are specified as less than or Page 9 Revised 11/6/18

10 equal to You can use the Reference button to isolate an arguments text box and select reference cells with the mouse cursor. As the arguments are input the function is completed in the function box. When complete and approved, the function will be inserted into the selected cell. Function Box Page 10 Revised 11/6/18

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