Formulas are used to perform calculations.
To create formulas follow the steps shown on the screen.
I will follow these steps to calculate 8 plus 2
First, I select the cell where I want to enter the formula, which is cell A1
Second, I type in the equal sign
Remember that an Excel formula always starts with the equal sign
Third, I type in the number 8
the symbol "+"
and the number 2
Finally, to finish the formula I press the "Enter" key.
As you can see,
the cell A1 displays the formula result instead of the formula.
To view the formula, I need to select the cell A1
and you can see that the formula is displayed in the "Formula Bar".
The mathematical operators used to create formulas are:
The plus (+) sign for Addition,
Minus sign (-) for Subtraction,
Asterisk (*) for Multiplication,
Forward slash (/) for Division
and Caret (^) for Exponentiation
Let's see how this is used.
I select the cell E6
to see its contents in the Formula Bar.
This formula is raising the value in cell C6
to the power of the value in cell D6.
So it calculates 4 to the power of 2 which is 16.
You can also get the square root of a number
by raising the number to the power of 0.5.
Let's see how this is used.
I select the cell E7.
To see its contents in the Formula Bar.
This formula is raising the value in cell C7
to the power of the value in cell D7.
So it calculates 4 to the power of 0.5 which is 2.
Now, let's see what happens
when several operators are used in a formula.
For instance
The formula in the yellow cell has addition,
exponentiation and division.
So, which operation is calculated first?
The answer is in the table on the screen.
As you can see
Excel first calculates the "Exponentiation",
then the multiplication and division
and finally the addition and subtraction.
Let's see how the formula in the yellow cell gets calculated.
First, the exponentiation gets calculated.
So, 4 is raised to the power of 2 that is 16
Second, the division is calculated.
So, 16 divided by 2 is 8.
Finally, the addition gets calculated and the result is 10
Now, let's see what happens
when a formula has operators that have the same precedence.
For instance, the formula in cell B3 has division and multiplication.
So, which operation is calculated first?
When this happens
Excel calculates the operators from left to right.
Let's see how the formula in cell B3 gets calculated.
Since multiplication and division have the same precedence;
Excel will calculate from left to right.
So, it calculates the division first.
So, 8 divided by 4 is 2.
Then, it calculates the multiplication and the result is 4.
Now, just to emphasize this concept,
let's see what would be the result
if the multiplication gets calculated first.
So, 4 times 2 is 8
and finally 8 divided by 8 is 1.
This is wrong and you will never get this result from Excel.
Now, let's see what happens when a formula includes parentheses.
Parentheses are used to change the order of the calculation in a formula.
Let's see how this works with the two formulas in the yellow cells.
In the first formula the multiplication has precedence over the addition.
So, Excel calculates 3 times 3 which is 9
and then calculates 4 + 9, which is 13.
In the second formula the addition is enclosed within parentheses.
This means that the operations inside it
need to be calculated before anything else.
So, Excel first calculates 4 plus 3 which is 7
and then calculates 7 times 3, which is 21.
As you can see,
the use of parentheses
changed the order in which the formula was calculated.
As a tip,
a common technique for remembering the order of operations
is the abbreviation "PEMDAS"
which is turned into the phrase "Please Excuse My Dear Aunt Sally".
It stands for "Parentheses,
Exponents,
Multiplication and Division,
and Addition and Subtraction".
This tells you the precedence of operations.
Operations inside parentheses get calculated before anything else,
exponentiation is second,
multiplication and division are third,
and addition and subtraction are last.
When there are several operations with the same priority,
the operations are just calculated from left to right.
As shown on the screen
I've calculated the sum of Values 1 and 2.
The Formula bar displays the formula I entered in cell B3
which is adding up these two values.
I just realized that value 1 is 3 instead of 9.
So, I change it to 3
But the calculated total now is incorrect.
So, the formula needs to be corrected.
The way in which this formula was built is very inefficient
because it has to be updated
every time we have different values to calculate.
To build formulas that update automatically
use cell locations instead of values.
I will illustrate this in cell B5
First I begin the formula with the equal sign
Then, instead of typing in the value 3, I type in its cell location which is B1
Next, I type in the plus symbol
Then, instead of typing in the value 5, I type in its cell location which is B2
Finally, I press the Enter key.
As you can see, Excel calculates the formula.
Now, I replace value 2 with 8
and you can see the formula gets automatically recalculated.
This is because the formula is reading the values in cells B1 and B2
and gets updated anytime these values are changed.
Let's look at the formula in the "Formula Bar".
We can see that the formula is composed of cell locations.
In a formula cell locations are called "cell references".
Now, I will demonstrate an easier method to build a formula with cell references.
By using this method, I do not need to type in the cell locations.
I will do this in cell B6
First,
I start the formula
with the equal sign
Then,
instead of typing in B1,
I select the cell B1 with the mouse.
As you can see, the cell location
gets automatically typed in.
Next, I type in the plus symbol
Then, instead of typing in B2,
I select the cell B2 with the mouse,
Finally, I press the enter key
As you can see,
this method saved me time and prevented me from making errors.
Now, I select the cell B6.
We can see in the Formula Bar
that its formula is referencing
cells B1 and B2.
To highlight the cells that this formula is referencing,
I double click the cell B6.
As you can see,
the borders of the two cells that the formula is referencing
are highlighted with the same colors used for each cell reference
displayed in cell B6.
this is an excellent way to visualize the cells that are part of a formula
To edit a formula follow the steps shown on the screen.
Take a look at the calculated total of the 2 values in cell B3.
The result is Zero when it should be 11.
This means that the formula in cell B3 is wrong and it needs to be edited.
I will follow the steps shown on the screen to edit this formula.
I first select cell B3.
You can see in the formula bar
that the formula is adding the values of cell C1 and C2
instead of the values in cells B1 and B2.
That is why the result is zero.
I need to correct this formula to make it add the values of cells B1 and B2.
Second, I click the "Formula Bar".
Third, it is time to edit the formula.
With the help of the left arrow key,
I position the formula bar cursor just after the first letter "C".
Then, I press the "backspace" key to delete the letter "C".
Now, I type in the letter "B".
Now, with the help of the right arrow key,
I place the formula bar cursor just after the second letter "C".
Then, I press the "backspace" key to delete the letter "C".
Now, I enter the letter "B".
Finally, I press the "Enter" key.
As you can see, the formula in cell B3 has been corrected
and displays 11 as its result.
A range is a set of two or more cells.
To select a range
follow the steps shown on the screen
Let's follow these steps
to select a range from cell C3 to cell D5
I first place the mouse cursor on cell C3
Second,
I press the left button of the mouse
and keep it pressed while moving the mouse towards cell D5.
Finally,
I release the left button of the mouse
As you can see,
the range gets highlighted
The first cell of a range is the one located on the upper left corner
and the last cell of a range is the one located in the bottom right corner.
Ranges are identified by their first and last cells.
In this case,
the selected range starts from cell "C3" and ends in cell "D5".
So,
Excel identifies the range by "C3" colon "D5"
which means from cell "C3" to cell "D5"
The Formula Bar displays the formula built in cell B5.
This formula calculates the total of all the values in the yellow cells.
As you can see,
this is a long formula that took me a lot time to build.
There is an easier and faster way to calculate the total of all these numbers
and that is by using what are called "functions".
I select cell E5
and we see the SUM function in the formula bar.
The SUM function gives the same result as the long formula shown before.
However, this function is very short.
The SUM function contains between parentheses
the range A1 to E4
which is exactly the range that contains all the yellow cells.
So, what this function does is to sum all the values in a range
starting from cell A1 and ending in cell E4.
As you can see,
this function is easy to build and understand.
As an advice,
anytime you need to sum numbers
use the SUM function instead of building a formula that adds up each number.
Now, I click cell E6
and we see the AVERAGE function in the formula bar.
The AVERAGE function contains between parentheses the range A1 to E4.
So, what this function does is to get the average of all the values in a range
starting from cell A1 and ending in cell E4.
As you can see,
this function is easy to build and understand too.
Now, I click cell E7
and we see the MAX function in the formula bar.
The MAX function contains between parentheses the range A1 to E4.
So, what this function does
is to get the maximum value of all the values in a range
starting from cell A1 and ending in cell E4.
In summary,
functions are built in Excel formulas
that make it very easy to perform long or complex operations.
Excel has hundreds of functions for you to make use of.
The SUM function is used to return the sum
of the values in a range.
To build the function we start by typing in the equal symbol,
then the word SUM and within parentheses
we enter a range which contains the values to be added.
For example,
I will build the SUM function in cell B6
to calculate the total payments shown on the screen.
So, I start by entering the equal sign.
Then, I type in SUM.
and type in the symbol to open parenthesis "(" .
Now, I select the range B2:B5.
and I close parenthesis.
and finally, I hit the "Enter" key.
As you can see,
the SUM function returns the result
by adding the values in the selected range of cells.
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