Microsoft Office Excel 2003-2

8/3/2019 Microsoft Office Excel 2003-2

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New Perspectives on Microsoft Office 2003, PremiumEdition Excel Tutorial 2

Microsoft Office Excel 2003

Tutorial 2 Working With Formulas and

Functions


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Use Excels functions

You can easily calculate the sum of a large number ofcells by using a function.

A function is a predefined, or built-in, formula for a

commonly used calculation. Each Excel function has a name and syntax.

The syntax specifies the order in which you must enter thedifferent parts of the function and the location in which youmust insert commas, parentheses, and other punctuation

Arguments are numbers, text, or cell references used by thefunction to calculate a value

Some arguments are optional


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Work with the Insert Function button

Excel supplies more than 350 functions organizedinto 10 categories: Database, Date and Time, Engineering, Financial,

Information, Logical, Lookup, Math, Text and Data, andStatistical functions

You can use the Insert Function button on theFormula bar to select from a list of functions.

A series of dialog boxes will assist you in filling inthe arguments of the function and this process alsoenforces the use of proper syntax.


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Math and Statistical functions


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Define functions, and

functions within functions

The SUM function is a very commonly used math functionin Excel.

A basic formula example to add up a small number of cells

is =A1+A2+A3+A4, but that method would be cumbersomeif there were 100 cells to add up. Use Excel's SUM function to total the values in a range of

cells like this: SUM(A1:A100). You can also use functions within functions. Consider the

expression =ROUND(AVERAGE(A1:A100),1). This expression would first compute the average of all the valuesfrom cell A1 through A100 and then round that result to 1 digit tothe right of the decimal point


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Copy and paste formulas

and functions

Copying and pasting a cell or range of cells is a simple, but

highly effective means for quickly filling out a large

worksheet.

To copy and paste a cell or range:

Select the cell or range to be copied and then click the Copy

button on the standard toolbar

Select the cell or range into which you want to copy the selection

and then click the Paste button on the standard toolbar Once you are finished pasting, press the Esc key to deselect the

selection


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Copy and paste effects

on cell references

Copied formulas or functions that have cell references are

adjusted for the target cell or range of cells.

For example, if cell G5 contains the formula =F5*B5/B7,

and you copy and paste this formula to cell G6, the formula

in cell G6 will be =F6*B6/B8.

This may or may not be correct for your worksheet,

depending upon what you are trying to do.

You can control this automatic adjusting of cell references

through the use of relative and absolute references.


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Problems using copy and paste with

formulas

When Excel does not have enough room to display an entirevalue in a cell, it uses a string of these # symbols to represent thatvalue.

For example, the formula in cell J5 is =F5-(H5+I5) and this waspasted into cell J6 by updating the cell references there to =F6-(H6+I6).

Cell G5 has the formula =F5*B5/B7 and cell G6 contains=F6*B6/B8. This is where things went wrong. Sometimes thisautomatic update is very useful and other times it does not give

you the desired result for your worksheet. In this case, cells B5 and B7 should be referenced in the formulain column G in all 240 payment period rows, but in column J, youwant the cell references to be automatically updated. You cancontrol this result using relative and absolute references.


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Use relative references

A relative reference is a cell reference that shifts

when you copy it to a new location on a worksheet.

A relative reference changes in relation to thechange of location.

If you copy a formula to a cell three rows down and

five columns to the right, a relative reference to cell

B5 in the source cell would become G8 in the

destination cell.


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Use absolute references

An absolute reference is a cell reference that does

not change when you copy the formula to a new

location. To create an absolute reference, you preface the

column and row designations with a dollar sign ($).

For example, the absolute reference for B5 would be

$B$5.

This cell reference would stay the same no matter

where you copied the formula.


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Use mixed references

A mixed reference combines both relative and absolute cellreferences.

You can effectively lock either the row or the column in a

mixed reference. For example, in the case of $B5, the row reference would shift, butthe column reference would not

In the case of B$5, the column reference would shift, but the rowreference would not

You can switch between absolute, relative and mixed

references in the formula easily in the edit mode or on theformula bar by selecting the cell reference in your formulaand then pressing the F4 key repeatedly to toggle throughthe reference options.


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Open the Insert Function dialog box

To get help from Excel to insert a function, first

click the cell in which you wish to insert the

function. Click the Insert Function button. This action will

open the Insert Function dialog box.

If you do not see the Insert Function button, you

may need to select the appropriate toolbar or add

the button to an existing toolbar.


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Examine the Insert Function

dialog box


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Insert Function helpful tips

In the Insert Function dialog box you can type in a description of what

you would like to do in the Search for a function text box and then

click the Go button, and Excel will come up with some suggestions for

you. You may also select a category from the drop-down box, or choose

All, which will list every function in Excel alphabetically.

Once you make your selection and click the OK button, another dialog

box shows you all the arguments for the function.

The arguments shown in boldfaced type are required While the cursor is in an argument's text box, you can either enter a value or

click a cell and that cell will appear in the text box, saving you the trouble

of typing it


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The Average Function

The average function is necessary to calculate the

average of a range of cells.

Like any other formula, the average function maybe copied across cells.


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Use Excel's Auto Fill features

When you need to copy and paste a large number of

rows or columns, you can use a technique called Auto

Fill using the fill handle.

The fill handle is a small black square located in the

lower-right corner of a selected cell or range.

When you drag the fill handle, Excel automatically fills

in the formulas and formats used in the selected cells. The same rules for relative, absolute, and mixed

references apply for Auto Fill as for copy and paste.


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Auto Fill features

The Fill behavior depends on the date(s) with which you start. If you select two or more dates separated by a month, then Excel will

increment the auto filled dates by a month as well.

If you select only one date, Excel will increment the dates by one day only.

When you drag the fill handle, a small Auto Fill Options buttonappears to the lower right of the selected cell or range. Common options are Copy Cells, Fill Series, Fill Formatting Only and Fill

Without Formatting

If you are using the Auto Fill technique for dates, you haveadditional options to either Fill Days, Fill Weekdays, Fill Monthsor Fill Years.


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Using Auto Fill

To use the Auto Fill feature, select the cell range

that contains the values and/or formulas you want

to copy. Click and drag the fill handle in the direction you

want to copy and then release the mouse button.

If needed, click the Auto Fill Options button, and

then select the Auto Fill option you want to apply

to the selected range.


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An example of Auto Fill


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Auto Fill Options button menu options

The Copy Cells option will copy all values andformulas into the selected range as well as theformats used to display those values and formulas.

The Fill Formatting Only option copies only theformats used to display values or formulas withoutcopying the values and formulas themselves.

The Fill Without Formatting option copies only the

values and formulas without any of the formatsused in the source range.


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Date Functions


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Excel's date functions

Excel stores dates as integers, where the integer valuerepresents the number of days since January 1, 1900. For example, the integer value for the date January 1, 2008 is

39448 because that date is 39,448 days after January 1, 1900

You typically do not see these numbers, because Excelautomatically formats them to appear in a date format.

This method of storing dates allows you to work withdates the same way you work with numbers.

Excel's commonly used date functions are DATE, DAY,MONTH, NOW, TODAY, WEEKDAY and YEAR.


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The TODAY and Now functions

The TODAY and NOW functions always display

the current date and time.

You will not normally see the time portion unlessyou have formatted the cell to display it.

If you use the TODAY or NOW function in a cell,

the date in the cell is updated to reflect the current

date and time of your computer each time you open

the workbook.


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Use a formula to enter the date


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Excel's financial functions

Financial functions are very useful to calculate information

about loans.

Common functions are FV, IPMT, PMT, PPMT and PV.

All these financial functions will use similar arguments that

differ based upon which function you are using.

Think of the arguments as members of an equation

The arguments represent the values of the equation that are known

and the function provides the solution for a single variable, orunknown, value


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Use the financial functions

The FV function calculates the future value of aninvestment based on periodic, constant payments and aconstant interest rate per period.

The IPMT function provides the interest payment portion ofthe overall periodic loan payment.

The PMT function calculates the entire periodic payment ofthe loan.

The PPMT function calculates just the principal paymentportion of the overall periodic payment.

The PV function calculates the present value of aninvestment.


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New Perspectives on Microsoft Office 2003, Premium

Edition Excel Tutorial 2

Financial Function descriptions


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Recognize optional arguments

In the preceding figure, note how rate and nperarearguments for each function.

For some of the functions, the final two arguments of each

function are in brackets. These represent optionalarguments, meaning if you do not enter anything, the defaultvalues for these arguments will be used. For example, note the PMT function has fv and type as its final

two arguments, which are optional. The assumed values, if no

others are supplied, are 0 for both Arguments without brackets do not have default values, so

you must supply values or cell references in order for thefunction to be able to return a value.


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Use the Insert Function dialog box to

enter function arguments


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Create logical functions

A function that determines whether a condition is true or false is calleda logical function.

Excel supports several logical functions such as AND, FALSE, IF,NOT, OR and TRUE.

A very common function is the IF function, which uses a logical testto determine whether an expression is true or false, and then returnsone value if true or another value if false.

The logical test is constructed using a comparison operator thatcompares two expressions to determine if they are equal, not equal, if

one is greater than the other, and so forth. The comparison operators are =, >, >=,


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New Perspectives on Microsoft Office 2003, PremiumEditi E l T t i l 2

Using the If function

The arguments for the IF function are: IF(logical_test,value_if_true,value_if_false) For example, the function =IF(A1=10,20,30) tests whether the

value in cell A1 is equal to 10 If it is, the function returns the value 20, otherwise the

function returns the value 30 Cell A1 could be empty or contain anything else besides the

value 10 and the logical test would be false; therefore, thefunction returns the value 30

To insert an IF function, click the Insert Function button andsearch for the IF function, then click OK.

When the Function Arguments dialog box appears, simply fill inthe arguments.

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Microsoft Office Excel 2003-2