Professional Documents
Culture Documents
Excel 2007
Table of Contents
Absolute Cell Reference .......................................................................................................................................... 1 Naming a Cell or Range of Cells............................................................................................................................... 1 Using Names in Formulas .................................................................................................................................... 2 Finding a Named Cell or Range ........................................................................................................................... 2 Editing a Named Cell or Range ............................................................................................................................ 2 Formula Structure ................................................................................................................................................... 3 How to write a formula using a function ............................................................................................................ 3 Individual Arguments ...................................................................................................................................... 3 Through Arguments ........................................................................................................................................ 3 Calculating Across Worksheets ............................................................................................................................... 3 Referencing Multiple Worksheets ...................................................................................................................... 3 Sheet Separators ................................................................................................................................................. 4 3-D Cell References ............................................................................................................................................. 4 Using formulas for sheets in consecutive order: ............................................................................................ 4 Using formulas for specific sheets .................................................................................................................. 5 Functions ................................................................................................................................................................. 5 Function Categories ............................................................................................................................................ 6 Calculating with Date and Time Function ........................................................................................................... 7 Today Function ................................................................................................................................................ 7 Now Function .................................................................................................................................................. 7 Calculating with Financial Functions ................................................................................................................... 7 PMT Function .................................................................................................................................................. 7 Calculating with Math and Trig Functions .......................................................................................................... 8 Sum Function................................................................................................................................................... 8 SumIf Function ................................................................................................................................................ 9 Calculating with Statistical Functions................................................................................................................ 10 Average ......................................................................................................................................................... 10 Count ............................................................................................................................................................. 10 CountA........................................................................................................................................................... 10 Calculating with Look-up and Reference Functions .......................................................................................... 11 Using the Vlookup function:.......................................................................................................................... 11 Calculating with Logical Functions .................................................................................................................... 13
A named cell or range of cells can be used in formula references. Naming a cell or range of cells is a good time saver when writing formulas that are calculating between multiple sheets. Named cells or ranges can also be used in place of absolute cell references. 1. Select the cell or range of cells to be named 2. To the left of the formula bar is the name box, as shown in the picture to the right. By default, the name box will reference a cell that is selected. 3. Click in the name box 4. Type in a name for the selected cell or range of cells 5. Press the enter key
Page 1
Note: If a cell or range of cells has been named, the cell or range will need to be selected for the name to appear in the name box.
Page 2
Formula Structure
To write complex formulas you will need to know basic formula structure. There are multiple ways to write formulas. Choose the best one that fits your needs for each scenario. Formulas are made up of three basic parts, the equals sign, a function or operator, and arguments. There are two main ways to write Excel formulas, with an operator or with a function. Functions can be used as a short cut to create commonly used formulas. Lastly are the arguments. Arguments are the numbers or cell references that will be used to figure a formula. Example using operator: = B1+B2+B3+B4+B5+B6+B7. The operator in this formula is the + sign. Example using function: =SUM(B1:B7). The function in this formula is SUM (which is for adding values). Formulas using functions have a different format than formulas using operators. Formulas that use function also start with an equals sign, but instead of a mixture of arguments and operators, the function is entered right after the equal sign with the arguments following in parentheses.
Page 3
Library, to reference that sheet name I would type Library! within the parenthesis of the argument area. The cell reference will follow the sheet name.
Sheet Separators
If you will be referencing sheets that are in a consecutive row, use the symbol for through, which is a colon (:). If you will be referencing only specific sheets use a comma(,) between the sheet names. For example, I have a workbook that has a separate expense worksheet for each department. Each worksheet is named by department (Library, IT, Reeve). I want to keep a summary sheet of the total expanses for all departments. I added a separate sheet called Totals, for the total of all department expanses. I will need to calculate across worksheets to determine those totals. There are multiple ways this can be done.
Page 4
Note: All worksheets between the first and last sheet selected will be included in the formula. The example formula uses a colon to sum the Library worksheet through the Reeve worksheet and uses a cell reference of !B9. 7. Type a right parenthesis 8. Push the enter key for the formula results to appear Using formulas for specific sheets Specific sheets can be included in the formula by using a comma instead of the colon. 1. 2. 3. 4. 5. Click in the cell where the formula will be entered Type an equal sign Type in the function to be used. Type a left parenthesis Click on the first sheet that should be included in the formula, using the sheet tabs at the bottom of the workbook. You can reference the formula bar to see that the formula is being built. Select the cell(s) that should be calculated in the formula. Type in a comma between each cell reference Select the next sheet name Select the next cell Proceed with step 7 9 as needed When finished push the enter key to complete the formula and see the results
6. 7. 8. 9. 10. 11.
Functions
There are many functions in Excel that help with writing advanced formulas. To explore the different functions choose one of two methods. Method 1: 1. 2. 3. 4. Select the formulas tab Select the insert function button The function dialog box will open If you know the function name, type it in the search for a function box and select the Go button 5. If you do not know the function name select a category from the drop-down list. By default the most recently used functions will appear. A list of functions pertaining to the selected category will appear below, under select a function. 6. Click on a function to see a brief description
Page 5
7. Click OK to insert the selected function 8. A function arguments dialog box will appear. This is like a wizard that will make the process of writing advanced formulas much easier. Note: The argument fields in the dialog box will change depending on the function that has been selected. 9. In the example at the right when clicked in the box next to Number 1, argument help will appear towards the bottom of the dialog box. 10. Click on the red arrow pointing to the left in the first argument box, this will take you out to the worksheet so that you can select the cell(s) that should be added to the argument. 11. Notice that results will show toward the middle of the dialog box if the formula has been created successfully 12. Click the OK button once all arguments have been entered Note: Argument in bold must be filled in. Arguments that are not in bold can be filled in if needed. Notice in the example above, that the Number 1 argument box is the only one that must be filled in. Method 2: 1. Click on the function button next to the formula bar 2. Follow steps 3 12 in Method 1 above
Function Categories
There are many categories of functions in Excel. Each category has specific functions that pertain to that category. Financial: Performs common business calculations including accounting and finance. Date & Time: Performs functions involving date or time data. Math & Trig: Performs simple to complex mathematical functions. Statistical: Performs statistical analysis on ranges of data. Lookup & Reference: Finds values in a corresponding table or list and incorporates the data into the calculation. Database: Performs a function only on data that meets a criterion. Text: Allows text to be manipulated within a calculation that also contains data. Logical: Performs what-if analysis to see if a condition is true or false. Information: Performs an analysis on a range of data to determine the type of data contained in a cell.
Page 6
Page 7
2. 3. 4. 5. 6. 7. 8. 9.
Open the formula dialog box by using one of the methods discussed above Use the drop-down to select the financial category Scroll down and select the PMT function The function arguments dialog box will open Click on the red arrow next to the Rate field Select the cell in the worksheet that contains the interest rate Click back on the red arrow to return to the function arguments dialog box Type in the division symbol and the rate per period (how often the payment will be made) For example, divide be 4 for quarterly, divide by 12 for monthly. Select the red arrow next to the Nper field Select the cell in the worksheet that contains the number of payments Click back on the red arrow to return to the function arguments dialog box Select the red arrow button next to the PV field Select the cell in the worksheet that contains the cost of the item Click back on the red arrow to return to the function arguments dialog box Click OK for the formula results to appear
Note: To sum individual cells, a comma can be used between each cell. Example of sum function for consecutive cells:
Page 8
Note: For a series of cells the colon is used. Sum a series of cells: 1. Click in the cell were the total should appear 2. Select the home tab, under the editing group select the AutoSum button 3. If there are numbers next to where the formula is being built, Excel will automatically select those values 4. If those are not the values that should be added, simply select the range of values you want 5. Push the enter key on the keyboard for the formula results to appear SumIf Function
The SumIf function can be used to sum certain cells based on meeting a condition within the spreadsheet. In the example sheet above there are work study students indicated by a WS and student assistant students indicated by a SA. Cell G29 will represent the total paid if they are a work study student. Cell G30 will represent the total paid if they are a student assistant. Using the SumIf function: 1. Click in the cell were the total should appear 2. Select the formula button 3. In the search for function box type SumIf 4. Click Go 5. Select SumIf 6. Click OK 7. When using the SumIf function there are three arguments that have to be filled in Note: Arguments that need to be filled in will be in bold. Range: What cells should be evaluated. (In the example the range to be evaluated is B4:B27, which includes the values for work study (WS) or student assistant (SA). Criteria: What criteria should the range chosen meet. (In the example if we are building the formula for cell G29 we would like to add the values if they are a work study student and if we are building the formula for cell G30 we would like to add the values if they are a student assistant). Sum_range: What range of cells should be added for the meet criterion. (In the example we would like to sum the range from G4:G27)
Page 9
8. Select the range, criteria and sum_range by using the red arrow to the right of the field name. Note: The red arrow next to the field name will allow you to toggle between the worksheet and the function argument dialog box. 9. Select OK when all arguments have been entered.
CountA The counta function can be used to count a range of cells with text values. Using the CountA function: 1. Click in the cell were the total count should appear 2. Select the formula button
Page 10
3. 4. 5. 6. 7. 8. 9.
In the search for function box type counta Click Go Select counta Select the red arrow next to the Value1 field to toggle to the spreadsheet Select the cells that should be counted Select the red arrow to toggle to the arguments dialog box Select OK when all arguments have been entered
Page 11
Using the Vlookup function: In the example 06/07 worksheet above we will be using the JobID to fill in the Title, Location, Supervisor and UDDS. All of the information needed for the 06/07 sheet is located on the Vlookup sheet above. The Vlookup sheet will be used to pull the needed information. 1. 2. 3. 4. 5. 6. Click in the cell were the formula should appear Select the formula button In the search for function box type Vlookup Select Go Select Vlookup in the list and click OK There will be three argument fields that need to be filled in for the Vlookup function Lookup_value: The value to be looked-up. Note: The value being looked up must also be in the first column of the lookup table (table_array) and sorted in ascending order. Table_array: Is the lookup table that will be used to retrieve the desired values or data. Note: If the formula will be used multiple times it is best to name the table range, by creating a named range, which is described above. Col_index_num: Is the column number in the lookup table that holds the value or data you want returned. Note: Column A = 1, Column B = 2, Column C = 3, etc. 7. Click on the red arrow next to the lookup_value field 8. Click on cell of the value to be looked up (in the example cell G3 is select from the 06-07 worksheet) 9. Click on the red arrow to toggle back to the argument dialog box 10. Click on the red arrow next to the table_array field 11. Click on the worksheet of the table that will be pulling the values and select the whole table (in the example, the Vlookup sheet was selected and the whole table was selected, the whole table
Page 12
15.
was named Lookup, so it is not showing specific cell references. Note: To name a table use the directions provided above in the Naming a Cell or Range of Cells section of the manual). Click on the red arrow to toggle back to the arguments dialog box Click in the Column_index_num field Type in the column number of the look up table (table_array) that holds the value or data you want returned (in the example we want the value for job title, which is held in column 2 of the Vlookup table). Note: Column A = 1, Column B = 2, Column C = 3, etc. Select OK when all arguments have been entered
Page 13