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1 RAVASMARTSOLUTIONS - TECH TIPS Excel: Common Calculation Tips Purpose This Tech Tip goes over some of the more common Excel 2007 Calculation Tips. This Tech Tip shows what should be done to more efficiently use the features of Excel Hard Coding Calculation Results Let s say that you created a document in MS Excel 2007 see the following sample: Average Units on Hand Let s look at how the calculations were computed for the Average Units On Hand Author: Rick Rava Page 1 of 13 Revised: 11/7/2009
2 When placing your mouse in cell B10 where this item is stored, note that the formula window shows the value The person that created this calculation manually figured out the answer using a calculator and typed the answer in this cell. Why is this a poor practice? Let s say one of the values in the spreadsheet changed. For this example let s say the Caps Units On Hand changed from 4283 to The following screen shows what happens. Average Units on Hand Note that the Average Units On Hand did not change! The correct way to use calculations in Excel is illustrated below: Author: Rick Rava Page 2 of 13 Revised: 11/7/2009
3 Average Units on Hand In the Average Units On Hand is the following formula: Instead of manually calculating the answer, a formula is used to automatically calculation the average of all values starting in cell B4 through cell B8. Why is this better? Let s see what happens when the Caps Units On Hand changed from 4283 to The following screen shows what happens. Author: Rick Rava Page 3 of 13 Revised: 11/7/2009
4 Average Units on Hand Note that the Average Units on Hand changed to the correct answer! Author: Rick Rava Page 4 of 13 Revised: 11/7/2009
5 Results Let s say that you created a document in MS Excel 2007 see the following sample: Highest Units on Hand What does the formula look like in a cell with Highest Units On Hand field.? For this example, let s look at what is in the This formula looks fine then why the? Upon further review, the only thing that needs to be changed is the column width! Author: Rick Rava Page 5 of 13 Revised: 11/7/2009
6 Make the column wider Move your cursor to the column that needs to be widened and then drag it until the values appear. Author: Rick Rava Page 6 of 13 Revised: 11/7/2009
7 Calculations can now be! Author: Rick Rava Page 7 of 13 Revised: 11/7/2009
8 Individual Calculations Versus Ranges Let s say that you created a document in MS Excel 2007 see the following sample: Total Total Cost Let s look at Total Total Cost formula This formula sums up all the values in the cells D4 through D8. A more efficient method of accomplishing this is to use the SUM Function that is built into Excel. Just move your cursor to where you wish to store the sum Author: Rick Rava Page 8 of 13 Revised: 11/7/2009
9 AutoSum Click on the AutoSum icon Author: Rick Rava Page 9 of 13 Revised: 11/7/2009
10 Select the desired cells that you wish to sum and then press enter This results in the SUM function being entered into the formula window. This is much quicker than just manually entering each cell address and then entering the + sign! Author: Rick Rava Page 10 of 13 Revised: 11/7/2009
11 Copying and Pasting Calculations Let s say that you created a document in MS Excel 2007 see the following sample: Hats Total Cost You have entered the following formula in the Hats Total Cost Instead of entering the formulas for Total Cost Caps, Socks, Pants, and Shirts, you should use the Copy feature in Excel to get this done quickly. Move your mouse to the Hats Total Cost cell Move to the bottom right corner of the cell until you see the + symbol Author: Rick Rava Page 11 of 13 Revised: 11/7/2009
12 Drag your mouse downward to select the rest of the desired cells Let go of your mouse and the following occurs Moving to any of the cells shows the correct formula entered due to the Relative Addressing feature of MS Excel Author: Rick Rava Page 12 of 13 Revised: 11/7/2009
13 Correct Formula is copied using Relative Addressing Author: Rick Rava Page 13 of 13 Revised: 11/7/2009
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