Working with Formulas and Functions

1. Working with Formulas and Functions Lesson 5

2. Learning Goals The goal of this lesson is for students to successfully work with formulas and functions in Microsoft Excel 2010. The student will learn to apply build formulas and apply functions to summarize data in a worksheet.

3. Learning Objectives • Build Formulas • Copy Formulas • Use absolute and relative cell references • Edit formulas • Use the SUM and AutoSum functions • Insert Date Functions • Using conditional logic in a formula • Understand basic statistical functions • Work with three-dimensional functions

4. Formulas • A formula instructs the software to perform a calculation • Example: =A1+A2 • Formulas begin with the equal sign (=) or in some cases the plus (+) • Formulas using the following operators: • Addition: + • Division: / • Multiplication: * • Subtraction: - • These are also know as arithmetic operators

5. Order of Operations • Calculations are performed according to the Order of Operations • Parentheses • Exponents • Multiplication and division (from left to right) • Addition and subtraction (from left to right)

6. Order of Operations continued… • Ex: • In the equation =5+2*3, the result is 11 because the multiplication operation is performed first and then added to the number 5. • To change the order of operations, simply place parentheses around the part of the formula to calculated first. • Ex: =(5+2)*3, the results are 21 because you add what is in the parentheses first and then multiply it by 3.

7. Problem • Which operation would be performed first in the following equation? • =(A8+C9)/(H8-L9)

8. Formula Bar • The formula bar allows you to key in the formula. • You may also key a formula directly into a cell. • Formulas are not case specific. They may be keyed in upper or lower case.

9. Building Formulas • When entering a formula can use the point and click method, that is similar to entering a formula manually into a cell, instead of using the formula bar.

10. Using both the equal and plus sign in an equation will give you the same results.

11. Copying Formulas • Copying formulas prevents repeated entry of the same formula. • Most formulas contain relative references (cells that will change) that will automatically adjust to the pasted area. • Hot Keys • Copy: CTRL + C • Paste: CTRL + V

12. Working with Cell References • A cell reference indicates a cell’s location and provides instructions for how cell data is copied or used in calculations.

13. Absolute Cell Reference Working with Cell References continued… Relative Cell Reference A relative cell reference means that the cell value changes “relative” to the cell in which it is copied. • An absolute cell reference means that the cell value remains constant when copied to another cell or used in a formula. • Ex. $A$3 • Toggle Absolute Reference: F4

14. Editing Formulas • A formula can be edited any time after it has been created. You may change it in the formula bar or by double clicking the cell the formula is located and making the changes there. • Hot Key • Edit Mode – F2

15. Exploring Functions • A function is a special formula that does not use arithmetic operators to calculate a result. It is also known as a shortcut formula. • An argument is a value that provides information to an action, event, method, property, function, or procedure.

16. Basic Statistical Functions • Addition Function: = SUM() • Average Function: =AVERAGE() • Maximum Function: =MAX() • Minimum Function: =MIN() • Count Function: =COUNT()

17. AutoSum • AutoSum allows you select a set of cells relative to cell the function is located in to be added. • It resembles the Greek letter sigma and can be found in the editing group on the Home tab. • Hot Key: ALT + =

18. Date Functions • =NOW() returns the current date and time format as date and time to be used in calculations rather than a label (constant). • =TODAY() returns the current date as a date. • We will look at explanation in the Excel help menu to explain how date and time are based upon the computer system’s date and time.

19. Logical and 3D Formulas Lesson 5: Working with Formulas and Functions

20. Using Logic in Formulas • A logical function is one that can return a true value or a false value. They are usually used in doing comparisons and seeing if things are equal to each other or not, or which is higher or lower. The logical functions that Excel provides are: TRUE FALSE AND OR NOT IF • Read more: http://wiki.answers.com/Q/Define_logical_function_in_excel#ixzz1YMRb8U4U

21. Comparison Operators • Excel uses comparison operators in logical functions • Equal to: = • Not equal to: <> • Greater than: > • Less than: < • Greater than or equal to: >= • Less than or equal to: <=

22. IF Statements • The IF function returns one value if a condition you specify evaluates to TRUE, and another value if that condition evaluates to FALSE. For example, the formula =IF(A1>10,"Over 10","10 or less") returns "Over 10" if A1 is greater than 10, and "10 or less" if A1 is less than or equal to 10. • Syntax: =IF(logical_test,value_if_true,value_if_false)

23. IF Statement Logical_Test • logical_test:Any value or expression that can be evaluated to TRUE or FALSE. • For example, A10=100 is a logical expression; if the value in cell A10 is equal to 100, the expression evaluates to TRUE. Otherwise, the expression evaluates to FALSE. This argument can use any comparison operator.

24. IF Statements Value_IF_TRUE • value_if_true:The value that you want to be returned if the logical_test argument evaluates to TRUE. • For example, if the value of this argument is the text string "Within budget" and the logical_test argument evaluates to TRUE, the IF function returns the text "Within budget." If logical_test evaluates to TRUE and the value_if_true argument is omitted (that is, there is only a comma following the logical_test argument), the IF function returns 0 (zero). To display the word TRUE, use the logical value TRUE for the value_if_true argument.

25. IF Statements Value_IF_False • value_if_false:The value that you want to be returned if the logical_test argument evaluates to FALSE. • For example, if the value of this argument is the text string "Over budget" and the logical_test argument evaluates to FALSE, the IF function returns the text "Over budget." If logical_test evaluates to FALSE and the value_if_false argument is omitted, (that is, there is no comma following the value_if_true argument), the IF function returns the logical value FALSE. If logical_test evaluates to FALSE and the value of the value_if_false argument is omitted (that is, in the IF function, there is no comma following the value_if_true argument), the IF function returns the value 0 (zero).

26. 3D Formula • A reference that refers to the same cell or range on multiple worksheets is called a 3D reference. • Using 3D formulas allows you to calculate data throughout a workbook using multiple worksheets. • All 3D formulas are based on the syntax: Sheet1:Sheet4!A2:B5. • A 3D formula is a formula that refers to the same cell (or range of cells) on multiple worksheets. • The 3D formula "=SUM(Sheet1:Sheet4!A2)" can be used to add up the numbers in cell "A2" on 4 different worksheets. 3D Formula

27. Test Your Knowledge Answer Key: FALSEThe / (forward slash) is the division operator. FALSEAbsolute references are fixed references. TRUE TRUE FALSEThe IF function is a logical function. True/False • The arithmetic operator, *, instructs Excel to perform a division operation. • In Excel 2010, fixed references are referred to as relative references. • The = (equal) symbol is used to signify the beginning of a formula. • When a small black square appears in the lower-right corner of the cell, information may be filled using the fill handle. • The If function is considered a financial function.

28. Test Your Knowledge Answer Key: • B(1935) • D( > ) • D(Recalculate All) • B(Increase decimal) • A( # ) Multiple Choice • If the year 35 is entered into a worksheet, Excel automatically changes it to the four-digit year of _____. a. 1735 b. 1935 c. 2035 d. 2135 • When the insert worksheet command is selected, where is the new sheet inserted? a. ^ b. * c. % d. > • Each time a value is entered into the worksheet, Excel automatically ____ formulas. a. Includes the number in b. Recalculates old c. Recalculates new d. Recalculates all • Which button on the Home Ribbon will allow additional decimal spaces to be displayed? a. Alignment b. Increase decimal c. Comma ( , ) style d. Currency Style • Which symbol is displayed throughout a cell when there is not enough width to accommodate the entry? a. # b. * c. + d. &

29. Vocabulary Words Addition Function Average Function Maximum Function Minimum Function Count Function Formula Addition (+) Division ( / ) Multiplication (*) Subtraction (-) Order of Operations Formula Bar Cell Reference Relative Cell Reference Absolute Cell Reference Function Argument Statistical Functions Auto Sum Logical Function IF Logical_Test Value_If_True Value_If_False 3D Formula 3D Reference Please add the following vocabulary terms to your list of terms and definitions.

30. Practice What You Have Learned Complete the following assignments. When complete, save and submit. Assignments Excel Lesson 5 – Exercise 1 Excel Lesson 5 – Project 1