Reference chart – overview of spreadsheet features and functions

At times you will want to switch between the datasheet view and the formula sheet view:
• The Excel keyboard shortcut is Ctrl + ` to toggle between the views.
• Or, select Formulas from the main menu and use the Show Formulas button.
Here are the formulas you have covered with examples of their syntax and results:

The formula bar

Once a formula is typed into a cell and the
return key is pressed the calculation is made.
The formula bar allows the formula to be still
seen and edited as required.

Basic mathematics
The equals, add, minus, divide and
multiplication symbols are used for basic
calculations.
Note: The ‘=’ symbol must be used before
every formula.

The SUM function

Probably the most commonly used function.
It totals the values of a selection of cells.
Note:
• Blank cells within a selection will be
counted as zero.
• Text cannot be included; it will
produce an error.
• =SUM(A1:B5) would give an answer
of 236.

The SUMIF function

Counts up the values in a range of cells when
they match a criterion.
The AVERAGE function
Calculates the average (mean) of a specified
number of cells by adding them together and
dividing by the number of cells.
Note:
• Text or empty cells are not included.
• Cells containing the value zero are
included.

The MIN function

Returns the lowest number from a selection
of values.
Note:
• Text or empty cells are not counted.
• Cells containing errors will cause the
function to error.

The MAX function

Returns the highest number from a selection
of values.
Note:
• Text or empty cells are not counted.
• Cells containing errors will cause the
function to error.

The IF function
Tests a value to see if it meets either a true
or false condition that you specify.
Note: Multiple IF functions can be linked to
the same cell.

The COUNT function

Counts the number of cells within a selection
that contain numbers.
Note:
• Text or error messages are not
included.
• Blank entries are not included.
The COUNTIF function
Counts the number of cells within a selection
that matches a criterion.

The INTEGER function

Rounds a value down to its nearest integer (a
positive or negative number with no decimal
places).

The ROUND function

Rounds a value to a specified number of
decimal places.
Note: Adding negative numbers to the
specified numbers of decimal places rounds
to the number of digits to the left of the
decimal point.

The ROUNDDOWN function

Rounds a value down to a specified number
of decimal places.

The ROUNDUP function

Rounds a value up to a specified number of
decimal places.
 The LOOKUP function
Looks in a column of a table for a specific
value, then returns the value in the columns
besides it.
Note:
• To work correctly, data should be
sorted in ascending order.
• When looking for numbers with
decimal places, the smallest number
that is closest to what is looked for
will be used.

The VLOOKUP function

Looks in the left most column of a table for a
specific value, then returns the value in the
indicated column of that table.
Note: To work correctly, data should be
sorted in ascending or numerical order.

The HLOOKUP
function
Looks in the top row of
a table for a specific
value, then returns the
value in the indicated
row of that table.
Note: To work
correctly, data should
be sorted in ascending
or numerical order.

Nested functions
A nested formula contains one formula as an
element of another, inserting a SUM or
AVERAGE formula inside an IF, for example.
 Named cells
Name The cell reference of any cell can be changed to
Box a specific name. This can then be used in
creating formulas. Click within any cell and
replace the reference with a new name in the
‘Name Box’.

Absolute cell referencing

Enables any cell reference to be locked to a
specific cell.

Clicking and dragging the bottom right corner

of any cell, like the one shown here, will
recreate the formula, adjusting the cell
references to match.

In the example shown here, there is only one

value in the D column. Absolute cell
referencing will lock this reference in all the
formulas below it.

Add the Dollar sign $ to the element that needs

to be locked. For example: =A1*$D$1. When
the formula is dragged down from cell B1, the
D1 cell reference remains the same.
 Sorting data
Columns of data can be sorted into numerical or
alphabetical order.
Selecting more than one column allows sorting to be
carried out, and values in the same row are linked
together. For example, a list of names and ages can be
sorted, keeping names and ages linked. 
Basic sort