ICT00010 Information Technology

Week 7.3: Perform operations with formulas and functions

We continue with Microsoft Excel relate to the application of functions and formulas. Specifically, the
following objectives are associated:
7.3 Summarize data by using
functions
7.3.1 Perform conditional operations by using functions

Simple formulas and more complex functions provide the means to interpret raw data stored in a
workbook in meaningful ways. They also provide a useful structure for processing information. You can
increase the consistency and reliability of information by using formulas to calculate, evaluate, and
express data.

Summarize data by using functions

Reference cells and cell ranges in formulas

Formulas in an Excel worksheet usually involve functions performed on the values contained in one or
more other cells on the worksheet (or on another worksheet). A reference that you make in a formula to
the contents of a worksheet cell is either a relative reference, an absolute reference, or a mixed
reference. It is important to understand the difference and know which to use when creating a formula.

A relative reference to a cell takes the form A1. When you copy or fill a formula from the original cell to
other cells, a relative reference changes to maintain the relationship between the cell containing the
formula and the referenced cell. For example, copying a formula that refers to cell A1 one row down
changes the A1 reference to A2; copying the formula one column to the right changes the A1 reference
to B1.

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An absolute reference takes the form $A$1; $A indicates an absolute reference to column A, and $1
indicates an absolute reference to row 1. When you copy or fill a formula from the original cell to other
cells, an absolute reference will not change—regardless of the relationship to the referenced cell, the
reference stays the same.

The customer discount is calculated by using an absolute reference to the discount

A mixed reference refers absolutely to either the column or row and relatively to the other. The mixed
reference A$1 always refers to row 1, and $A1 always refers to column A.

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Selecting one or more cells creates a relative reference

To insert a cell or range reference into a formula

1. In the cell or Formula Bar, position the cursor within the formula where you want to insert the
reference.

2. Use the reference procedure that corresponds to the type of reference you want to insert.

To relatively reference the contents of a cell

Enter the column letter followed by the row number, like this:

A1

To relatively reference the contents of a range of cells

Enter the upper-left cell of the range and the lower-right cell of the range, separated by a colon,
like this:

A1:B3

Drag to select the cell range and insert the cell range reference.

To absolutely reference the contents of a cell

Precede the column letter and row number by dollar signs, like this:

$A$1

Enter the relative reference, click in or select the reference, and then press F4.

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To absolutely reference the contents of a range of cells

Enter the upper-left cell of the range and the lower-right cell of the range, separated by a colon,
and precede each column letter and row number by dollar signs, like this:

$A$1:$B$3

Enter the relative range reference, select the range, and then press F4.

Perform calculations by using functions

Formulas in Excel can be made up of values that you enter, values that you reference (cell references,
named ranges, named objects), mathematical operators, and the functions that ultimately structure and
control the formula. A function can be thought of as a service provided by Excel to do a specific task.

The following table describes the purpose of each of the functions that you can use to summarize data
from a set of cells, and the types of arguments the functions accept.

Probably the most common formula used in Excel, and certainly the simplest to understand, is the SUM()
function. The SUM() function returns the total value of a set of numbers. Rather than individually adding
the values of all the cells you want to total, you can use the SUM function to perform thistask.

Each of these functions takes up to 255 arguments, either numbers or values, as follows:

An argument specified as a number can be a number that is entered directly in the formula, a text

representation of a number (a number inside of quotation marks), a cell reference, a range reference,
or a named reference. The function ignores any cells that contain text that can’t be translated to a

number, that are empty, or that contain an error.

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 An argument specified as a value can be any type of value. For example, the COUNT() functionwill

evaluate the specified cells and return the count of only those that contain values it identifies as
numbers, whereas the COUNTA() function will evaluate the cells and return the count of
those that contain any content (are not blank).

You can enter arguments directly in the formula structure, through a dialog box interface, by clicking to
select cells, or by dragging to select ranges.

Arguments for the AVERAGE() and COUNTA() functions

To sum values

In the cell or formula bar, enter the following formula, including up to 255 numbers, which can be
in the form of cell references, a data range, or specific numbers:

=SUM(number1,[number2],[number3]…)

On the Formulas tab, in the Function Library group, click the AutoSum arrow (not the button),
and then click Sum. Select or enter the numeric arguments you want to sum, and then press
Enter.

In the Function Library group, click the AutoSum button (not the arrow) and press Enter to
accept the logical range of values selected by Excel (the range immediately above or to the left
of the active cell).

Click the AutoSum button. Click or drag to select the input values you want (press and hold
Ctrl to select multiple cells and ranges). Then press Enter

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To count cells containing numeric values

In the cell or formula bar, enter the following formula, including up to 255 cell references or
data ranges:

=COUNT(value1,[value2],[value3]…)

In the Function Library group, click the AutoSum arrow, and then click Count Numbers.
Select or enter the cells you want to count, and then press Enter.

To count non-empty cells

In the cell or formula bar, enter the following formula, including up to 255 cell references or
data ranges:

=COUNTA(value1,[value2],[value3]…)

To count empty cells

In the cell or formula bar, enter the following formula, including up to 255 cell references or
data ranges:

=COUNTBLANK(range)

To average values in a data range

In the cell or formula bar, enter the following formula, including up to 255 cell references or
data ranges:

=AVERAGE(number1,[number2],[number3]…)

In the Function Library group, click the AutoSum arrow, and then click Average. Select or
enter the cells you want to average, and then press Enter.

To return the lowest value in a data range

In the cell or formula bar, enter the following formula, including up to 255 cell references or
data ranges:

=MIN(number1,[number2],[number3]…)

In the Function Library group, click the AutoSum arrow, and then click Min. Select or enter
the cells you want to evaluate, and then press Enter.

To return the highest value in a data range

In the cell or formula bar, enter the following formula, including up to 255 cell references or
data ranges:

=MAX(number1,[number2],[number3]…)

In the Function Library group, click the AutoSum arrow, and then click Max. Select or enter
the cells you want to evaluate, and then press Enter.

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Tutorial task 1

The practice file for these tasks is located in the Week 7 documents file folder. The folder also contains a
result file that you can use to check your work.

Open the Excel_4-1a workbook and do the following:

On the Multiplication Table worksheet, create a formula in cells B2:T20 to complete the
multiplication table of the numbers 1 through 20.

Save the Excel_4-1a workbook. Open the Excel_4-1a_results workbook, and compare
the two workbooks to check your work. Then close the open workbooks.

Open the Excel_4-1b workbook and do the following:

On the Summary worksheet, display the total sales for each period in cells B2:B5 by
referencing the corresponding worksheets.

Save the Excel_4-1b workbook. Open the Excel_4-1b_results workbook, and compare
the two workbooks to check your work. Then close the open workbooks.

Open the Excel_4-1c workbook, display the Seasonal worksheet, and do the following:

In cell B18, create a formula that returns the number of non-empty cells in the Period

range. In cell C18, create a formula that returns the average value in the Sales range.

In cell D5, create a formula that returns the lowest Sales value for the Fall period.

On the Sales By Category worksheet, do the following:

In cells C95, C101, and C104, calculate the sales total for each category by using a
relative cell range reference.

In cell C86, calculate the Cacti sales total, using an absolute cell range reference.

On the Sales By Region worksheet, create formulas to do the following:

Create subtotals of sales amounts first by Period and then by Region.

Find the average sales by Period and then by Region.

Find the maximum and minimum values by Period and then by Region.

Save the Excel_4-1c workbook.

Open the Excel_4-1c_results workbook. Compare the two workbooks to check your work.

Close the open workbook.

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