DAY 5:EXCEL CHAPTER 2

Tazin AfrinTazin.Afrin@mail.wvu.eduSeptember 03, 2013

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FOMULA BASICS

• Semi selection / pointing• Using cell reference• Basic functions• Logical, lookup and financial functions

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SEMI-SELECTION

• Semi-selection is the process of using the mouse pointer to select cells while building a formula.

• Called pointing because you use the mouse pointer to select cells as you build the formula.

• Used to select cell/ranges.

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CELL REFERENCE

• When copying formula to other cell, ask yourself :– Do the cell references need to adjust for the

copied formulas ?– should the cell references always refer to the

same cell location, regardless where the copied formula is located?

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CELL REFERENCE

• 3 types :– Relative reference– Absolute reference– Mixed reference

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RELATIVE CELL REFERENCE

• Indicates a cell’s relative location from the cell containing the formula– such as two rows up and one column to the

left• The cell reference changes when the

formula is copied– maintain the same relative distance from the

copied formula cell– Example, =A8-B8

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RELATIVE CELL REFERENCERelative cell reference

Selected cell

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RELATIVE CELL REFERENCERelative cell reference

Selected cell

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RELATIVE CELL REFERENCE

• Why this happen ?– Because you copy the formula down the

column to cell C12– the column letters in the formula stay the

same, but the row numbers change, down one row number at a time.

– Using relative cell addresses ensures this calculation for each borrower

• amount financed = house cost - down payment

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ABSOLUTE CELL REFERENCE

• Indicates a cell’s specific location– provides a permanent reference to a specific

cell• the cell reference does not change when

you copy the formula– Regardless of where you copy the formula– Appears with a dollar sign before both the

column letter and row number, such as $B$5.

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ABSOLUTE CELL REFERENCEAbsolute cell reference

Selected cell

Formulas referringto this cell should contain an absolute reference

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ABSOLUTE CELL REFERENCE

Formulas referringto this cell should contain an absolute reference

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ABSOLUTE CELL REFERENCE

• If Down payment rate in cell B5 changes from 20% to 25% then down payment for all the borrowers changes.

• For C8 = A8*$B$5– A8 is relative reference, changes as you copy

the formula to C9– *$B$5 is absolute reference, does not change

to B6

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MIXED CELL REFERENCE

• Contains both an absolute and a relative cell reference in a formula– combines an absolute cell reference with a

relative cell reference• The absolute part does not change but the

relative part does when you copy the formula.– either the column letter or the row number

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MIXED CELL REFERENCE

• Example – – $B5 or B$5 is a mixed cell reference– $B5, the column B is absolute, and the row

number is relative; when you copy the formula, the column letter, B, does not change, but the row number will change.

– B$5, the column letter, B, changes, but the row number, 5, does not change.

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MIXED CELL REFERENCEMixed cell reference

Selected cell

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MIXED CELL REFERENCE

• Because you are copying down the same column, only the row reference 5 must be absolute; the column letter stays the same

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SHORTCUT KEYS• The F4 key toggles through relative, absolute, and

mixed references. Click a cell reference within a formula on the Formula Bar, and then press F4 to change it. – For example, click in B5 in the formula =A8*B5. Press F4, and

the relative cell reference (B5) changes to an absolute cell reference ($B$5).

– Press F4 again, and $B$5 becomes a mixed reference (B$5); – press F4 again, and it becomes another mixed reference

($B5). – Press F4 a fourth time, and the cell reference returns to the

original relative reference (B5).

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AVOIDING CIRCULAR CELL REFERENCE

• A circular reference occurs when a formula directly or indirectly refers to itself.

• =A8-C8 in cell C8

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FUNCTION BASICS• A function is a predefined formula that performs

a calculation.• Syntax is a set of rules that govern the structure

and components for properly entering a function.• An argument is an input, such as a cell

reference or value, needed to complete a function

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INSERTING FUNCTION• Formula AutoComplete displays a list of

functions and defined names as you enter a function.– Select a cell– Type an equal sign– Begin typing the function name

• If you type =SU, Formula AutoComplete displays a list of functions and names that start with SU

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INSERTING FUNCTION

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FUNCTION SCREEN TIP• Function ScreenTip, a small pop-up description

that displays the function’s arguments

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FUNCTION DIALOG BOX

Input

Definition

Function result

Values

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BASIC STATISTICAL FUNCTION

• =AVERAGE(number 1,[number2], . . .)• =MEDIAN(number 1,[number 2], . . .)• =MIN(number 1,[number 2], . . .)• =MAX(number 1,[number 2], . . .)• =COUNT(number 1,[number 2], . . .)• =COUNTBLANK(number 1,[number 2], . .)• =COUNTA(number 1,[number 2], . . .)

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DATE FUNCTION

• =TODAY()• =NOW()

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LOGICAL FUNCTION

• The IF function evaluates a condition and returns one value if the condition is true and a different value if the condition is false.=IF(logical_test,value_if_true,value_if_false)

• The logical test is an expression that evaluates to true or false.– result is either true or false

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LOGICAL OPERATORS

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LOOKUP FUNCTION

• A lookup table is a range that contains data for the basis of the lookup and data to be retrieved

• The breakpoint is the lowest value for a specific category or series in a lookup table

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VLOOKUP FUNCTION

• The VLOOKUP function looks up a value in a vertical lookup table and returns a related result from the lookup table.– =VLOOKUP(lookup_value,table_array,col_ind

ex_number,[range_lookup])

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VLOOKUP FUNCTION

=VLOOKUP(lookup_value,table_array,col_index_number,[range_lookup])– The lookup value is a reference to a cell

containing a value to look up.– The table array is a range containing a lookup

table.– The column index number is the argument in a

VLOOKUP function that identifies which lookup table column from which to return a value.

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VLOOKUP FUNCTION

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HLOOKUP FUNCTION

• The HLOOKUP function looks up a value in a horizontal lookup table where the first row contains the values to compare with the lookup value.– =HLOOKUP(lookup_value,table_array,row_in

dex_number,[range_lookup])

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NEXT CLASS

• PMT function• Range names• Imports• Web queries• Xml

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