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Excel 2003 Functions References

The document provides an overview of using functions, references, and ranges in Microsoft Excel 2003, including how to utilize the Function Wizard for calculations. It explains the differences between relative, absolute, and mixed references, as well as how to name and delete ranges. Additionally, it covers the order of operations in calculations and lists commonly used functions such as SUM, AVERAGE, MIN, MAX, COUNTA, and COUNT.

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R.Raghu Nathan
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© © All Rights Reserved
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Download as PDF, TXT or read online on Scribd
4 views

Excel 2003 Functions References

The document provides an overview of using functions, references, and ranges in Microsoft Excel 2003, including how to utilize the Function Wizard for calculations. It explains the differences between relative, absolute, and mixed references, as well as how to name and delete ranges. Additionally, it covers the order of operations in calculations and lists commonly used functions such as SUM, AVERAGE, MIN, MAX, COUNTA, and COUNT.

Uploaded by

R.Raghu Nathan
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Microsoft Excel 2003

Understanding Functions, Orders, References, & Ranges


OTS PUBLICATION :E03 • REVISED 07-01-2006 • TRAINING @ TOWSON . EDU • OFFICE OF TECHNOLOGY SERVICES
=Shortcut =Advice =Caution

Summary
Functions Wizard
Performing Calculations
The Function Wizard allows you to choose from a large selection of
functions. It places the equal sign and the function name in the cell 1. Functions
automatically, and you select the arguments (range of cells). 2. References

1. Select the cell where the result should go. • Relative


2. Click on the PASTE FUNCTION button on the toolbar • Absolute
3. Select the category of function you are looking for at the top or 3. Ranges
Search for a function. • Naming
4. Select the function name, and click OK.
• Deleting
5. Either type in the range or collapse the box and select the range,
and click OK.

References
Relative References
Excel makes moving and copying formulas easy by interpreting cell references in a formula relative
to the formula’s position. By default Excel uses relative references when you create a formula. A
relative reference is a cell reference that changes if the formula is copied into another location. If
you are totaling the information in each column all you need to do is set up the first formula,
=sum(D7:D17), and when you AutoFill the formula to the right for the next column, Excel knows
to change the references to the cells in that column. The formula in column E would read
=sum(E7:E17).

Absolute References
In order to refer to a specific cell in a formula you must make the cell reference absolute. An
absolute cell reference will always refer to the same exact cell location regardless of where the
formula is copied. To make a cell reference absolute you simply put a $ in front of the column letter
and in front of the row number.

$A$4 is an absolute
reference, D7 is a
relative reference.

© 2005 Towson University -This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivs License.
Details available at http://www.towson.edu/OTStraining. 410-704-4070.
U NDERSTANDING F ORMULA R EFERENCES WITH E XCEL 2003

Creating an Absolute Reference


1. Select the cell where the formula will go.
2. Create the formula as usual.
3. Place your cursor in the formula bar where the cell reference is that you need to change.
4. Press F4 on the keyboard. (You will notice $’s before the column label and the row number).
5. Press Enter.

Mixed References
A mixed reference is a cell reference that holds either the row or column constant when the formula
is copied to another location. Unlike an absolute reference, a mixed reference will contain only one
dollar sign. By entering a $ in front of A, B, or C, etc. it indicated that no matter where the formula
is copied it will always look in that column for the cell.

In example 1, the formula multiplies the Grand Total from January (B8) and the Discount Vendor1
(B15). Both of the cell references used in the calculation are relative, which means that the
references will change as the formula is copied. Once the formula is copied into the next column for
February, it changes to C8*C15. This causes a problem because C15 does not contain the Discount
Vendor. In Example 2, the formula is the same except the reference to Discount Vendor ($B15) is a
mixed reference. The $ in front of B indicated that no matter where the formula is copied, it will
always look in column B for the Discount Vendor.

Example 1: Example 2: B8 is a relative


reference and $B15 is a
B8 and B15 are mixed reference.
relative
references.

2
U NDERSTANDING F ORMULA R EFERENCES WITH E XCEL 2003

Ranges
Naming Ranges
If you frequently reference a range of cells in formulas or you need to get to a certain place in the
workbook quickly, you can give a name to that range. The name can then be used in place of the
cell range whenever you reference it. For example Quantity may be easier to remember than
D7:G17.

Range names cannot have spaces and must start with a letter.

To name ranges:

1. Select the cell (s) that you would like to name.


Figure 1
2. Click in the NAME BOX (Figure 1, 1).
3. Type in the name for the range.
4. Press Enter. 1
Deleting Range Names
Deleting a range name may be required if you change your worksheet. Each named range in Excel
must have a different name. It is also very easy to name a range by mistake.

Steps:

1. Go to the Insert menu and select Name, then Define.


2. Select the name that you want to delete.
3. Click on Delete button.

List of all named


ranges in the
entire workbook.

If you need to get to a named range quickly, simply type in the name of the range in the NAME BOX
and press Enter on the keyboard.

3
U NDERSTANDING F ORMULA R EFERENCES WITH E XCEL 2003

Using Multiple Operators


If your calculation requires more than one operator (example 1, B1+B2*B3), Excel obtains the result
of the formula by performing any multiplication first, followed by division, addition and finally
subtraction, not just moving from left to right. (Using example 1, B2 is multiplied by B3 and the
result is then added to B1) If this is not how you want the calculation to be performed, you must
group the operations using parentheses. Then, Excel performs the operations inside the parentheses
first and then continues working outside of the parentheses.

Operator Order of Operations

1st: Calculations inside of parenthe-


()
ses are performed.

2nd: Exponential Multiplication is


^
performed from left to right.

3rd: Division and Multiplication from


/ and *
left to right.

4th: Addition and Subtraction from


+ and -
left to right.

Example 1

In Example 1: (B1+B2)*B3, Excel would first add B1 + B2 since they are in parentheses, and then
multiply that result by B3.

It is often more helpful to use a predefined Function rather than a basic formula to arrive at the
value you need. Functions are often time savers because they allow you to specify ranges instead of
naming each cell individually. (See Table 1.1)

Functions have two parts: the Function Name and the Arguments. The function name indicates
the type of calculation to be performed and the arguments tell Excel which cells to use. The function
name always follows the equal sign (=) and the arguments follow in parentheses. For example:
=SUM(B1:C3)

4
U NDERSTANDING F ORMULA R EFERENCES WITH E XCEL 2003

Commonly Used Functions

Function Description
Adds all the values for the specified
SUM
cells.

Returns the average value of all the


AVERAGE
cells specified.

Returns the lowest value of all the


MIN
cells specified.

Returns the highest value of all the


MAX
cells specified.

Returns the number of cells contain-


COUNTA
ing information.

Returns the number of cells contain-


COUNT
ing numeric information.

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