Advanced Formulas

8/8/2019 Advanced Formulas

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University Technology ServicesComputer Training

Advanced Formulas and Functions

Microsoft Excel 2003

Reference Guide


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Copyright NoticeCopyright 2003 EBook Publishing. All rights reserved. No part of this publication may be reproduced, transmitted, or translated into any language, in any form or by any means, electronically or mechanical, including photocopying,recording, storage in a database or retrieval system, or otherwise, without the prior written permission of EBookPublishing.

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2003 ComputerTrainingManual.com

MicrosoftExcel 2003TABLE OF CONTENTS

P ERFORMING C ALCULATIONS .....................................................................1Using Simple Formula ................................................................................................ 2

How To Enter A Formula Using Keyboard............................................................ 4How To Enter A Cell or A Range Reference Using Mouse................................... 4How To Use AutoSum To Calculate Total Quickly............................................... 5How To Use Relative References ........................................................................... 6How To Use Absolute References.......................................................................... 7

Using Simple Functions.............................................................................................. 9How To Enter A Function Directly ...................................................................... 11How To Use Insert Function................................................................................. 12

Using AutoCalculate And Labels ............................................................................. 14

How To Use AutoCalculate To Do Calculation Without Using Formula............ 14How To Accept Labels In Formulas..................................................................... 15How To Use Label (Natural Language) In Formula............................................. 16

U SING A DVANCED F UNCTIONS ..................................................................17

Using Financial Functions ........................................................................................ 18How To Use PMT Function.................................................................................. 19

Using Logical Functions ........................................................................................... 21How To Use Logical Test ..................................................................................... 22How To Use IF Function To Return Text............................................................. 23How To Use IF Function To Return A Value....................................................... 24

How To Use Nested IF Function .......................................................................... 25How To Use OR Function .................................................................................... 26How To Use AND Function ................................................................................. 27How To Use COUNTIF Function......................................................................... 28


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MicrosoftExcel 2003ADVANCED FORMULAS

PerformingCalculations

Objectives:When you have completed theselessons, you will be able to:

Understand formulas

Use simple calculations

Use AutoSum to add

Apply Absolute and Relative References

Create formula with functions

Use AutoCalculate and Labels


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Using Simple Formula

Formula helps you to calculate and analyze data on your worksheet. Formula containsoperands and operators as illustrated below.

Formula:

Operand ExampleConstant value 2Cell reference A1Range reference A1:B2Label Jan SalesRange name RevenueFunction Sum(A1:B4)

Operators: SymbolsAddition +Subtraction -Multiplication *Division /Percent %Exponential ^

Microsoft Excel syntax, includes an equal sign (=) followed by the operands and theoperators like

= 2 + 3= A1 - B6=3 * A5=Sales / Months=5 ^ 4

OperandOperand

Operator

a + b


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The order of the elements in a formula determines the final result of the calculation.Excel performs the operations from left to right according to the order of operator

precedence.

Operator precedence

Operator Description: (colon)

(single space), (comma)

Reference operators

Negation (as in 1)% Percent^ Exponentiation

* and / Multiplication and division+ and Addition and subtraction& Connects two strings of text (concatenation)= < > = Comparison

For example:= 2 + 3 * 2equals to 8Not 10 because Excel calculates multiplication before addition.

You can control the order of calculation by using parentheses to group operations thatshould be performed first.

For example:= (2 + 3) * 2equals to 10


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How To Enter AFormula UsingKeyboard

1. Click the cell that youwant to place theformula.

2. Type = (equal sign)and the formula.

3. Press .

1. Click the cell B5 .You want to enter a formula in this cell.

2. Type =B2+B3+B4 . The formula always starts with = (equal sign) as illustrated below.

3. Press .The total is calculated. If you click at the cell B5, the formula appears inthe formula bar.

How To Enter ACell or A RangeReference UsingMouse


2. Type = (equal sign)and use the mouse toclick at the cell or range references.

3. Press .

1. Click the cell B5 .You want to enter a formula in this cell.

2. Type = , click B2 , type + , click B3 , type + , click B4 .The formula appears, as shown below.

3. Press .The total is calculated.

SUMMARY

SUMMARY


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How To UseAutoSum ToCalculate TotalQuickly


2. Click .3. Press .

1. Click the cell B5. You want to calculate the contents in the cells above the active cell.

2. Click AutoSum button on the Standard toolbar.The formula is created automatically. Excel adds the number above theactive cell. If no number is found above the active cell, the numbers on theleft of the active cell are added up. The formula appears, as shown below.

3. Press .The total is calculated.

If the active cell is not located at thebottom or on the right of a list of numbers. You can still use theAutoSum button to calculate the total.

Click at the cell and click the AutoSum button. Formula appears asdisplayed on the right.

2) Click to select the cells to becalculated.

3) Press to get the total.

SUMMARY


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How To UseRelativeReferences

1. Click the cell thatcontains the formulayou want to copy.

2. Use AutoFill or Copy command to copy theformula to another cell.

3. The destination cell

contains referencesthat are relative to thesource formula.

If you drag theAutoFill Handle downor copy the formuladown, the rangereference B2:B4changes to B3:B5.This means the rownumber changes,while the columnletter remainsunchanged.

By default, when a formula is created, references to cells or ranges are usually based on their position relative to the cell

that contains the formula.

When you copy the formula, Excel will automatically pastethe adjusted references in the destination cells relative to theposition of the formula. Before you begin, type in the data for Feb column, as shown below.

1. Click the cell B5. You are going to copy the formula =SUM(B2:B4) in cell B5 to cell C5.

2. Drag the AutoFill Handle to the right to fill the cell C5 withthe formula.

AutoFill Handle is the small dot at the lower-right corner of the active cell B5.

The formula is copied from cell B5 to cell C5.

3. Click the cell C5 to see the formula =SUM(C2:C4).The range reference B2:B4 changes to C2:C4 when the formula is copied to the right. Since you drag the AutoFill to the right, the column letter changes relatively to the right but row number remains unchanged.

SUMMARY

TIPS


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How To UseAbsoluteReferences

1. Click the cell thatcontains the formula.

2. Edit the formula byadding dollar signs`$' to the cellreference you want toset as an absolutereference.

Use absolute references if you do not want Excel to adjustthe references in the formula when copying a formula to

another cell.

Before you begin, type in the Sales column and the UnitPrice, as shown below. The formula in cell C2 is =B2*B7 .When you copy the formula to cell C3 using AutoFill, theformula changes from =B2*B7 to =B3*B8 . However, you donot want B7 to change to B8 because the unit price is storedin cell B7. So, you need to set the cell reference B7 as anabsolute reference. This prevents the cell reference fromchanging when you paste the formula to another cell. To setthe cell reference as an absolute reference, add dollar signs($) in the cell reference.

1. Click the cell C2 .You are going to copy the formula =B2*B7 to C3:C5.

2. Click the AutoFill Handle at cell C2 and drag to fillC3:C5 .This is to find the sales for Mary, Steve and Total. You will get wrong results as shown below.

3. Click the cell C3 to see the formula.The formula is =B3*B8 , which is a relative reference of =B2*B7 in cell C2.However, the correct formula should be =B3*B7 instead.

SUMMARY


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You may press function key to apply$ to B7 instead of typing the dollar sign($) manually in theformula bar. Click atB7 in the formula bar and press .

If you press toapply $, it will firstchange B7 to $B$7 . If you press again, it changes to

B$7 and then to $B7 and finally back toB7 .

$B sets the column Bto be absolute.

$7 sets the row 7 tobe absolute.

4. Click the cell C2 again. Change the formula in cell C2 byadding dollar signs ($) to the cell reference B7 . The newformula should be =B2*$B$7 .This is to set the cell B7 to become an absolute reference. You canchange the formula in the formula bar.

5. Click and drag the AutoFill handle down to cell C5. The sales are recalculated.

Click at cell C3, the formula appears to be =B3*$B$7. The cell reference B7 (absolute reference) remains unchanged while cell reference B2 (relativereference) changes to B3.

TIPS


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Using Simple Functions

Functions are used to simplify and shorten formula. Functions are predefined formulasthat perform calculations with specific input (arguments) in a particular structure.

For example:

=A1+A2+A3+B1+B2+B3+C7

could be replaced using functions as below:

=SUM(A1:B3,C7)

A function begins with the function name , followed by an opening parenthesis , thearguments (multiple arguments are separated using commas), and ends with a closingparenthesis .

An Equal sign = is used if the function is at the beginning of a formula.Arguments can also be constants, formulas, or functions.

For Example:The SUM function adds up the values found within the parentheses.=SUM(1,4,7) equals 12

Comma separators arguments

Equal sign

Function name

Arguments


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Other commonly used functions are shown in the following table.

Function Name Description Result

MAX() Find the largest number from the arguments =MAX(20,25,15)Result: 25

MIN() Find the smallest number from the arguments =MIN(20,25,15)Result: 15

AVERAGE() Find the average for the arguments =MIN(20,25,15)Result: 15

COUNT() Counts number of cells that contains number fromthe arguments

=COUNT(1,4,B,3,20)Result: 4

COUNTA() Counts number of cells that are not empty from

the arguments

=COUNTA(1,4,B,3,20)

Result: 5

Some functions do not need an argument in the parenthesis.

Function Name Description Result

Today() Returns current date =Today()Result: 9/4/03

Now() Returns current date and time =Now()Result: 9/4/03 12:20


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How To UseInsert Function

1. Click the cell whereyou want to place thefunction.

2. Click .3. Click the Select a

category drop-downarrow, and then clickthe function categoryyou want.

4. In the Select afunction box, double-click the function youwant.

5. Click .6. Press twice.

1. Click the cell C6 This is where you want to place the total. Press to delete thecontent in cell C6, if any.

2. Click Insert function button on the formula bar.The Insert Function dialog box appears.

3. Click the select a category drop-down arrow and clickMost Recently Used from the list.

A list of functions in that category appears in the Select a function box.For the Most Recently Used category, the functions listed depend on thelatest functions being used in that specific computer.

4. In the Select a function box, double-click the SUM function . If the Sum function does not appear in the list, you can find the Sumfunction in the All Function category. The Function Arguments dialog box appears after you double-click the function you want.

SUMMARY


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If there is more than 1argument (multipleranges of cells), useNumber2 box for thesecond range.

5. In Number1 box, click Select Range button.The Function Arguments dialog box collapses, so that you can select the

range you want more easily. You do not need to collapse the dialog box if you can see the cell range on the screen.

6. Select the range B2:B4 . Notice that the range reference appears in the formula bar.

7. Press twice to confirm.The total is calculated, as shown below.

TIPS


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Using AutoCalculate And Labels

You can perform some simple calculation like finding the total, the maximum, theminimum or the average of a range without having to create a formula.

Before you begin, type the table as shown below.

How To UseAutoCalculateTo DoCalculationWithout UsingFormula

1. Select the range of cells.

2. Right-click thecalculation thatappears on the statusbar.

3. Click to select thefunction you want.

1. Select the range B2:B4 .You want to find the total sales for Jan, as show below.

You can see that the total value Sum=610 appears on the status bar. Thedefault function for the selected range is Sum function.

2. Right-click the result on the status bar. A shortcut menu appears to show you all the functions available for AutoCalculate.

3. Click the Max function to find the largest value of therange.The maximum value Max=230 appears at the status bar.

SUMMARY


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How To AcceptLabels InFormulas

1. Click Tools >>Options .

2. Click the Calculation tab.

3. Under Workbookoptions , click toselect the Acceptlabels in formulascheck box.

4. Click the OK button.

Instead of using cell references in formula, you can also use

the labels if the data is arranged in a table. By default, Exceldoes not interpret the data as labeled in a table unless youenable the option Accept labels in formulas. Thus, you haveto enable the option before using the label in the formulas.

1. From the menu, click Tools >> Options .The Options dialog box appears.

2. Click the Calculation tab. Under Workbook options ,click to select the Accept labels in formulas checkbox.This enables the option so that Excel could use the column and row heading as the label for the data in a table.

3. Click the OK button.Labels are now accepted in formulas.

SUMMARY


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How To Use

Label (NaturalLanguage) InFormula


2. Type in a formulacontains labels that

comprise of the tablecolumn headings androw headings.

3. Press .

1. In the cell D6 , type the formula =SUM(Jan) .Excel uses the column heading as the label for all the values that appear under the column heading. In this example, Jan is used as the label torepresent the numbers in range B2:B4.

2. Press .The total for Jan appears in cell D6.

3. In the cell D7 , type the formula =Jan John+Mar John .Jan John is the label for cell B2 and Mar John is the label for cell D2.

Alternatively, you can also use the formula =John Jan+John Mar.

4. Press .The total for John in Jan and Mar appears in cell D7, as shown below.

SUMMARY


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UsingAdvanced

Functions

Objectives:When you have completed theselessons, you will be able to:

Use PMT function

Use ABS function

Build logical test function

Use IF function to return a text

Use IF function to return a value

Use nested IF function

Use OR function

Use AND function

Use COUNTIF function


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Using Financial Functions

Excel provides many useful Financial Functions to help you analyze and calculate your financialwork such as PMT().

PMT(Rate,Nper,Pv,Fv,Type)- calculates the periodic payment for a loan on a mortgage, house etc, base on a constantpayments and a constant interest rate.

Argument Description

Rate Interest Rate (If the Nper refer to month, the yearly rate should bedivided by 12)

Nper Number of paymentPv Present value The loan amount currently worthFv Future value The balance you wish to attain after the final

payment. Assume to be 0 (zero) if leave blank.Type 0 (zero) payment is due at the end of the payment period

1 (one) payment is due at the beginning of the payment periodAssume to be 0 (zero) if leave blank.

Before you begin, enter the following table in a new worksheet.


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How To UsePMT Function

1. Click the cell for themonthly payment.

2. Click .3. In the select a

category box, clickFinancial . In theSelect a function list box, click PMT .

4. Click the OK button.5. Enter the value in the

Rate box, Nper boxand Pv box.

6. Click the OK button.

1. Click the cell B6 .You want to calculate the monthly payment to the bank.

2. Click Paste Functions button on the formula bar.The Insert Function dialog box appears.

3. In the select a category box, click Financial . In theSelect a function list box, click PMT.The settings are shown as shown below.

4. Click the OK button. A dialog box appears.

SUMMARY


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5. In the Rate box, type B4/12 .In the Nper box, type B5 and in the Pv box, type B3 .Rate, Nper and Pv arguments are compulsory. Fv and Type are optional

6. Click the OK button.The monthly payment is calculated. The monthly payment appears as anegative value in a bracket by default. If you wish to change it to a positivevalue, use Abs function.


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Using Logical Functions

Excel provides many useful Logical Functions to help you compare the values or expressionthat Excel can evaluate as TRUE or FALSE. Excel then uses the results to perform actions or return the answers you are looking for.


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How To UseLogical Test

1. Click the cell2. Enter a comparison

formula.3. Press .

If the total sales moreor equal to the target(C2>=B2), the logicaltest will return theresult TRUE,otherwise it will returnFALSE.

Use IF function if youwant to customize theword TRUE or FALSEas the result.

Logical test is to compare the values or expression that Excelcan evaluate as TRUE or FALSE .

1. Click the cell D2 . Enter the formula =C2>=B2 This formula compares the 2 value to evaluate as TRUE or FALSE.

2. Press .The result appears.

3. Click cell D2 and drag the AutoFill handle down to cellD5.The AutoFill copy the formula down, as shown below .

SUMMARY

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How To Use IFFunction ToReturn Text

1. Click the cell2. Enter =IF(logical text,

text_if_true,text_if_false).

3. Press .

Use quotation mark () for the text stringresult in the IFfunction

You use IF function to perform an action that meets thecondition.

=IF (logical test, value_if_true, value_if_false) - Returns the value_if_true if the condition in logical test istrue, returns value_if_false if the condition in logical test isfalse .


Logical test Any value or expression that Excel canevaluate as TRUE or FALSE

Value_if_true Value that will be returned if logical test istrue. Return the word TRUE if leave blank.

Value_if_false Value that will be returned if logical test isfalse. Return the word FALSE if leave blank.

1. Click the cell E2 . Enter the formula

=IF(C2>=B2,Yes,No). The formula means if C2 more or equals to B2, display Yes, else display No.


3. Click cell E2 and drag the AutoFill handle down to cellE5 .The AutoFill copy the formula down, as shown below .

TIPS

SUMMARY


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How To Use IFFunction ToReturn A Value

1. Click the cell2. Enter =IF(logical text,

value_if_true,value_if_false).

3. Press .

No quotation mark () is needed for valueor formula

1. Click the cell F2 . Enter the formula =IF(E2="Yes",(C2-B2)*15%,0). The formula calculates the commission based on a commission rate of 15% fromthe Total Sales. This formula means if the cell E2 equals to Yes, the differenceof cell C2 and cell B2 will multiple by 15% commission rate, else no commissionis payable. Note: the column D is hidden in this illustration.


3. Click cell F2 and drag the AutoFill handle down to cellF5 .The AutoFill copy the formula down, as shown below .

TIPS

SUMMARY


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How To UseNested IFFunction

If you have a few conditions (logical tests) and a few returnvalues , you may use nested IF function (an IF function within

another IF function). You can nest up to 7 (seven) IFfunctions.

For example ,$200 bonus is given to those who earn commission > $1000.$100 bonus is given to those who earn commission > $500.No bonus is given to those who earn commission 1000,200,IF(F2>500,100,0)) This formula means that if the commission is more than 1000, than 200 bonus isgiven, else if the commission is in between 500-1000, 100 bonus is given, elseno bonus will be given.

2. Press .The bonus is calculated

3. Click cell G2 and drag the AutoFill handle down to cellG5 .The AutoFill copy the formula down, as shown below .


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How To Use ORFunction

=OR(Logical_test1,Logical_test2,)To evaluate if ANY of the arguments (logical tests) is

TRUE . You can enter up to 30 arguments in the function.As long as one of the arguments is TRUE, it will return aTRUE.


Logical_test Any value or expression that Excel canevaluate as TRUE or FALSE

Example Return

OR(TRUE,TRUE,TRUE) TRUE

OR(TRUE,TRUE,FALSE) TRUEOR(FALSE,TRUE,FALSE) TRUE

OR(FALSE,FALSE,FALSE) FALSE

1. Click the cell D7 . Enter the formula =OR(D2:D5) The formula validate if ANY of the content in D2 to D5 is TRUE.

2. Press .The answer is TRUE because there is at least one TRUE item in the list.


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How To UseCOUNTIFFunction

COUNTIF(range,criteria)Counts the number of cells within the range that meets the

criteria.


range Cells that you want to compare with the criteria

criteria A condition in a form of text, number or expressionthat defines which cells will be counted

1. Click the cell D9 . Enter the formula=COUNTIF(D2:D5,TRUE) .The formula means count the number of TRUE items in the list.

2. Press .The result shows that there are 3 TRUE items in the list.

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