Introduction to Calculations in Excel 2016
Formulas
Formulas are used to perform calculations on values
entered into the cells of a worksheet. They consist of the
addresses of the cells containing the values (e.g. A1) and the
appropriate mathematical operators.
The mathematical operators that can be used in a formula
are listed below:
+ (plus sign)
Addition
- (minus sign)
Subtraction
* (asterisk)
Multiplication
/ (slash)
Division
( ) (parentheses)
Controls the order of
operation. See next
column.
% (percent)
Converts the number
into a percentage. For
example, when you
type 10%, Excel reads
the value as .10.
^ (caret)
Exponentiation,
e.g.
when you type 2^3,
Excel reads the value
as 2*2*2.
Entering Formulas
Formulas begin with an equal sign (=).
1.
Select the cell into which you want to enter the
formula.
2.
Begin the formula with an equal sign (=).
3.
4.
To add the values in B4 and C5 =B4+C5
To divide the value in C4 by 5 type =C4/5
To multiply value in H7 by that in H1 = H7*H1
Press the Enter key.
NB: There is an order of precedence among the symbols listed
above:
(1) Brackets (parentheses)
(2) ^ Exponential
(3) * and / (multiply and divide)
(4) + and – (plus and minus)
Anything in brackets is worked out first; then the real number of
an exponential is determined so it can be used in the calculation.
At (3) and (4) if two symbols are in a formula Excel will use the
operators from left to right
Example
=B4+C4/G3 will divide C4 by G3 and then add the result to B4.
To add B4 and C4 first and then divide by G3 enter
=(B4+C4)/G3
Using the AutoSum Button
Excel has built-in functions that are
shortcuts for formulas. The most
commonly used function is the
AutoSum function, which calculates the
total for the values in a range of cells.
Since the AutoSum function is used so
frequently, there is an AutoSum button on the Editing
group of the Home tab that enters the formula into the
active cell.
1.
Select the cell into which you want to enter the
formula.
Complete the rest of the formula by clicking on cells
and typing in symbols or numbers. Clicking on a cell
places its reference into a formula.
2.
Click the AutoSum button
Editing group of the Home
ribbon.
Examples
3.
Adjust the range as necessary.
4.
Press [Enter].
1
in the
TIP: If a SUM function is placed in a cell below a range of
cells with numbers is selected the SUM function will select that
range of numbers
Next to the SUM button is a drop down arrow which
displays a list of other commonly used functions. These are
AVERAGE, C O U N T N U M B E R S , MA X a n d
MIN.
Click on any of these functions to use them, and adjust the
range if necessary.
AVERAGE works out the arithmetic mean. It totals the
values in the cells and divides the total by the number of
cells containing numbers.
MAX shows the highest value in the cells.
MIN shows the lowest value in the cells.
COUNT NUMBERS shows the number of cells that
contain a number.
TIP:
The keyboard shortcut for AutoSum is Alt+=
Using a Function on More than One Range of
Cells
Often you will want to SUM or AVERAGE (or one of the
many other functions) on cells that are not adjacent to one
another.
1.
Select the cell that you want the formula to be in.
2.
Either
type
=SUM(
(or
another
function)
or click the Sum button and choose the function.
3.
Select the first cell or range of cells for the function.
4.
Type a comma and then select the next cell or range.
Continue selecting cells/ranges, placing a comma
between them.
5.
Finish the function by closing the brackets.
e.g. =SUM(B2, C4:D6, F9:H15)
Introduction to Calculations in Excel 2016
6.
Press Enter.
TIP You can refer up to 255 such cells or ranges in a function.
Adjusting the Cells that a Formula/Function Refers
To
1.
2.
Double-click the cell that contains the formula you
want to change. Microsoft Excel highlights each cell or
range of cells with a different colour
b)
To move a cell or range reference
to a different cell or range, drag the
colour-coded border of the cell or
range to the new cell or range; or
c)To include more or fewer cells in a
reference, drag a corner of the border.
Press ENTER
Tip: For information on calculating across worksheets see the
Working with Workbooks reference guide
Relative and Absolute Referencing
So far on this guide, all the cell references mentioned in
formulas have been Relative (A1). This means that the
formula treats the cell reference as being relative to its own
position, i.e. if the formula is in cell D5 and it refers to the
cell C4, this is one cell to the left and up one cell. If you
were to Copy and Paste this formula in to cell H10, it
would use the cell G9 it its calculation.
2.
Right-click the AutoCalculate area to display a shortcut
menu at the bottom of which you can change the type
of calculations displayed.
3.
Observe the result in the status bar
Changing a Reference from Relative to Absolute
1.
Select the cell that contains the formula
2.
Click into the formula bar and highlight the reference in
the formula that you wish to change.
3.
Type $ in front of the column letter and/or the row
number of the cell(s) that you want to make absolute.,
or:
4.
Position the cursor against the cell reference that you
want to make absolute and press F4. The reference
will appear with $ in front of the column letter and row
number.
Do one of the following:
a)In the formula, select the reference and type a new
one; or
3.
change. To stop this from happening you make the cell
references Absolute ($C$4). The $ sign in front of the
column letter means that if the formula is placed in a
different column it will not adjust the column of the cell
reference in the formula. The $ sign in front of the row
number means that if the formula is placed in a different
row it will not adjust the row of the cell reference in the
formula.
Note: If you press F4 repeatedly the reference will change
through 2 mixed states (with either the row or the column set as
absolute but not both) and then back to relative.
5. Press Enter.
AutoCalculate
The AutoCalculate feature is displayed on the status bar.
This feature performs a simple calculation on a selected
range of cells without the need for a formula. The result of
an auto calculation is temporary and will not be placed in
the worksheet. To use AutoCalculate:
1.
Select the cells to be calculated. By default, the
AutoCalculate area displays the Average, Count and Sum
of the selected cells.
Sometimes when you use a formula and you know it will be
copied, you do not want some of the cell references to
2