Cell References

Relative Reference | Absolute Reference | Mixed Reference

Cell references in Excel are very important. Understand the difference

between relative, absolute and mixed reference, and you are on your way
to success.

Relative Reference
By default, Excel uses relative references. See the formula in cell D2
below. Cell D2 references (points to) cell B2 and cell C2. Both references
are relative.

1. Select cell D2, click on the lower right corner of cell D2 and drag it down
to cell D5.

Cell D3 references cell B3 and cell C3. Cell D4 references cell B4 and cell
C4. Cell D5 references cell B5 and cell C5. In other words: each cell
references its two neighbors on the left.

Absolute Reference
See the formula in cell E3 below.

1. To create an absolute reference to cell H3, place a $ symbol in front

of the column letter and row number ($H$3) in the formula of cell E3.
2. Now we can quickly drag this formula to the other cells.

The reference to cell H3 is fixed (when we drag the formula down and
across). As a result, the correct lengths and widths in inches are
calculated. Visit our page about absolute reference to learn more about
this type of reference.

Mixed Reference
Sometimes we need a combination of relative and absolute reference
(mixed reference).

1. See the formula in cell F2 below.

2. We want to copy this formula to the other cells quickly. Drag cell F2
across one cell, and look at the formula in cell G2.

Do you see what happens? The reference to the price should be

a fixed reference to column B. Solution: place a $ symbol in front of the
column letter ($B2) in the formula of cell F2. In a similar way, when we
drag cell F2 down, the reference to the reduction should be
a fixed reference to row 6. Solution: place a $ symbol in front of the row
number (B$6) in the formula of cell F2.

Result:

Note: we don't place a $ symbol in front of the row number of $B2 (this
way we allow the reference to change from $B2 (Jeans) to $B3 (Shirts)
when we drag the formula down). In a similar way, we don't place a $
symbol in front of the column letter of B$6 (this way we allow the
reference to change from B$6 (Jan) to C$6 (Feb) and D$6 (Mar) when we
drag the formula across).

3. Now we can quickly drag this formula to the other cells.

The references to column B and row 6 are fixed.

Copy a Formula
Copy 101 | Fill Handle | Absolute Reference | Move a Formula | Exact
Copy | Copy Magic

When you copy a formula, Excel automatically adjusts the cell

references for each new cell the formula is copied to.

Copy 101
Simply use CTRL + c and CTRL + v to copy and paste a formula in Excel.

1. For example, to copy a formula, select cell A3 below and press CTRL +
c.

2. To paste this formula, select cell B3 and press CTRL + v.

3. Click in the formula bar to clearly see that the formula references the
values in column B.

Fill Handle
Use the fill handle in Excel to quickly copy a formula to other cells.

1. For example, select cell A3 below, click on the lower right corner of cell
A3 (the fill handle) and drag it across to cell F3.

Result.

You can also use the fill handle to quickly copy a formula down a column.

2. For example, select cell C1 below, click on the lower right corner of cell
C1 (the fill handle) and drag it down to cell C6.
Result.

Tip: instead of dragging the fill handle down, simply select cell C1 and
double click the fill handle. If you have hundreds of rows of data, this can
save time!

Absolute Reference
Create an absolute reference to fix the reference to a cell or range of cells.
When you copy a formula, an absolute reference never changes.

1. For example, fix the reference to cell E2 below by placing a $ symbol in

front of the column letter and row number.
2. Select cell C2, click on the lower right corner of cell C2 and drag it down
to cell C7.

Check:

Explanation: the absolute reference ($E$2) stays the same, while the
relative reference (B2) changes to B3, B4, B5, B6 and B7. Visit our page
about absolute reference to learn more about this topic.

Move a Formula
To move a formula in Excel, simply use cut (CTRL + x) and paste (CTRL +
v). Excel pros use the following trick to move a formula.

1. Select a cell with a formula.

2. Hover over the border of the selection. A four-sided arrow appears.

3. Click and hold the left mouse button.

4. Move the formula to the new position.

5. Release the left mouse button.

Exact Copy
To make an exact copy of a formula, without changing the cell references,
execute the following easy steps.

1. Click in the formula bar and select the formula.

2. Press CTRL + c and press Enter.

3. Select another cell and press CTRL + v.

Result:

Conclusion: cell A3 and cell B3 contain the exact same formula.

Copy Magic
To make an exact copy of multiple formulas, repeat the previous steps for
each formula. You can also use the following magic trick.

1. Select multiple formulas.

2. Replace all equal signs with xxx.

Result.

3. Use CTRL + c and CTRL + v to copy and paste the text strings.
4. Select the range B6:B10, hold down CTRL, select the range E6:E10
and replace all occurrences of 'xxx' with equal signs (the exact opposite of
step 2).

Result.

Conclusion: cell B6 and cell E6 contain the exact same formula, cell B7
and cell E7 contain the exact same formula, etc.

3D-reference
A 3D-reference in Excel refers to the same cell or range on multiple
worksheets. First, we'll look at the alternative.

1. On the Company sheet, select cell B2 and type an equal sign =

2. Go to the North sheet, select cell B2 and type a +

3. Repeat step 2 for the Mid and South sheet.

Result.

4. This is quite a lot of work. Instead of doing this, use the following 3D-
reference: North:South!B2 as the argument for the SUM function.

5. If you add worksheets between North and South, this worksheet is

automatically included in the formula in cell B2.
Name Box
You can use the name box in Excel to select a cell, range or named
range. You can also use the name box to quickly create a named range
(important).

1. We start simple. The name box below displays the address of the active
cell (B6).

2. You can use the name box to select a cell, range or named range. For
example, click in the name box and type E2:F8.
3. Press Enter.

Note: the name box only displays the upper-left cell of a selected range.

4. Use the name box to quickly create a named range. For example,
select the range A2:A9 below, click in the name box and type Scores.
5. Press Enter.

6. Now let's use this named range in a formula.

Note: use the Name Manager to edit and delete named ranges. Visit our
page about named ranges for more information and formula examples.

7. Finally, click the drop-down arrow in the name box to see a list of all the
named ranges in a workbook. For example, click Ages.

8. Excel selects the named range Ages on Sheet2.

External References
Create External Reference | Alert | Edit Links

An external reference in Excel is a reference to a cell or range of cells in

another workbook. Below you can find the workbooks of three divisions
(North, Mid and South).
Create External Reference
To create an external reference, execute the following steps.

1. Open all workbooks.

2. In the Company workbook, select cell B2 and type the equal sign =
3. On the View tab, in the Window group, click Switch Windows.

4. Click North.

5. In the North workbook, select cell B2.

6. Type a +

7. Repeat steps 3 to 6 for the Mid workbook.

8. Repeat steps 3 to 5 for the South workbook.

9. Remove the $ symbols in the formula of cell B2.

Result:

10. Copy the formula to the other cells.

Alert
Close all workbooks. Change a number in the workbook of a division. Close
all workbooks again. Open the Company workbook.

A. To update all links, click Enable Content.

B. To not update the links, click the X.

Note: if you see another alert, click Update or Don't Update.

Edit Links
On the Data tab, in the Queries & Connections group, click Edit Links to
launch the Edit Links dialog box.
1. If you didn't update the links, you can still update the links here. Select
a workbook and click Update Values to update the links to this workbook.
Note how the Status changes to OK.

2. If you don't want to display the alert and update the links automatically,
Click Startup Prompt, select the third option, and click OK.
Hyperlinks
Existing File or Web Page | Place in This Document | Edit Hyperlink
Style | Hyperlink Function

Use the 'Insert Hyperlink' dialog box in Excel to create a hyperlink to an

existing file, a web page or a place in this document. You can also use the
HYPERLINK function.

Existing File or Web Page

To create a hyperlink to an existing file or web page, execute the
following steps.

1. Select cell A1.

2. On the Insert tab, in the Links group, click Link.

The 'Insert Hyperlink' dialog box appears.

3a. To create a hyperlink to an existing file, select a file (use the Look in
drop-down list, if necessary).
3b. To create a hyperlink to a web page, type the Text to display, the
Address, and click OK.

Result:

Note: if you want to change the text that appears when you hover over the
link, click ScreenTip.

Place in This Document

To create a hyperlink to a place in this document, execute the following
steps.

1. Select cell A2.

2. On the Insert tab, in the Links group, click Link.

The 'Insert Hyperlink' dialog box appears.

3. Click 'Place in This Document' under Link to.

4. Type the Text to display, the cell reference, and click OK.

Result:

Note: if you want to change the text that appears when you hover over the
hyperlink, click ScreenTip.

Edit Hyperlink Style

You can quickly change the style of all hyperlinks in a workbook.

1. First, create at least one hyperlink (and click on it).

2. After completing step 1, you'll find two new styles on the Home tab in
the Styles group: Hyperlink and Followed Hyperlink (the style of a clicked
link).

For example, to prevent hyperlinks from changing color in Excel, execute

the following steps.

3. Right click on Followed Hyperlink and click Modify.

4. Click Format.

5. On the Font tab, change the color to #0563C1 (same as Hyperlink).

6. Click OK twice.

7. Click a hyperlink (the color won't change).

Hyperlink Function
You can also use the HYPERLINK function in Excel to create hyperlinks. The
HYPERLINK function has two arguments.
Note: instead of creating a hyperlink to a web page, create a hyperlink to
an existing file. For example, replace the first argument with "C:\Reports\
sales2020.docx" and the second argument with "Open Report".

Union and Intersect

This example illustrates how to use the union and intersect operators
in Excel (borders below for illustration only).

1. The union operator (comma) adds two ranges.

Explanation: the SUM function reduces to =SUM(C4:D8) + SUM(D7:E11),

20.

2. The intersect operator (single space) returns the intersection of two

ranges.
Explanation: the SUM function reduces to =SUM(D7:D8), 2.

Let's look at a few cool examples.

3. Excel automatically adds union operators (commas). For example, type

=SUM( and hold down CTRL to select the ranges below.

Note: press Enter to insert this function. Excel adds the closing
parenthesis for you.

4. You can use the intersect operator (space) to return the intersection of
two named ranges.
Note: the named range Feb refers to the range B3:D3 and the named
range Chocolate refers to the range B2:B13.

Percent Change
The percent change formula is used very often in Excel. For example,
to calculate the Monthly Change and Total Change.

1a. Select cell C3 and enter the formula shown below.

1b. Select cell C3. On the Home tab, in the Number group, apply a
Percentage format.

1c. Select cell C3, click on the lower right corner of cell C3 and drag it
down to cell C13.

1d. Check if everything went alright.

2a. In a similar way, we can calculate the Total Change. This time we fix
the reference to cell B2. Select cell D3 and enter the formula shown below.

2b. Select cell D3. On the Home tab, in the Number group, apply a
Percentage format.
2c. Select cell D3, click on the lower right corner of cell D3 and drag it
down to cell D13.

2d. Check if everything went alright.

Explanation: when we drag the formula down, the absolute

reference ($B$2) stays the same, while the relative reference (B3)
changes to B4, B5, B6, etc.

Add a Column
To add a column in Excel, right-click the column letter and click Insert.
When you insert a column or row, cell references update automatically.

1. First, select cell A10 below and press ALT + = to quickly sum a column
of numbers.
2. Select column A.

Note: new columns will be added to the left of the selection.

3. Right click, and then click Insert.

Result:

To add multiple columns, execute the following steps.

4. Select multiple columns by clicking and dragging over the column

headers. For example, select column A and column B.
5. Right click, and then click Insert.

Result:

6. Double click cell D10.

Note: when you insert a column or row, cell references update
automatically.

You can also use the Insert option on the Home tab.

7. For example, select column A, B, C and D.

8. On the Home tab, in the Cells group, click Insert, Insert Sheet Columns.
Result:

To quickly add a column, select a column and use the shortcut CTRL SHIFT
+.

9. For example, select column F.

10. Press CTRL SHIFT +.

Result:
Note: to quickly add multiple columns, select multiple columns and use
the same shortcut.

Absolute Reference
Cell | Range | Named Range | F4

An absolute reference in Excel refers to a fixed location on a

worksheet. When you copy a formula, an absolute reference never
changes.

Cell
Let's start with fixing a reference to a cell.

1. Cell C2 below refers to cell B2 and cell E2. Both references are relative.

2. This is what happens when we copy the formula in cell C2 to cell C3.
3. Fix the reference to cell E2 by placing a $ symbol in front of the column
letter and row number.

4. To quickly copy the formula in cell C2 to the other cells, select cell C2,
click on the lower right corner of cell C2 and drag it down to cell C7.

Check:
Explanation: the absolute reference ($E$2) stays the same, while the
relative reference (B2) changes to B3, B4, B5, B6 and B7.

Range
Sometimes you need to fix a reference to a range. For example, when
using the RANK function to rank numbers in a data set.

1. Cell C2 below refers to cell B2 and the range B2:B7. Both references are
relative.

2. This is what happens when we copy the formula in cell C2 to cell C3.
3. Fix the reference to the range B2:B7 by placing $ symbols in front of the
column letters and row numbers.

4. To quickly copy the formula in cell C2 to the other cells, select cell C2,
click on the lower right corner of cell C2 and drag it down to cell C7.

Check:
Explanation: the absolute reference ($B$2:$B$7) stays the same, while
the relative reference (B2) changes to B3, B4, B5, B6 and B7.

Named Range
Instead of using absolute range references, create a named range. This
way you can make your formulas easier to understand.

1. Select the range B2:B7, type a name in the Name box and press Enter.

2. Now you can use this named range in your formulas. Select cell C2,
enter the RANK function shown below and copy this formula to the other
cells.
Check:

Note: visit our page about named ranges to learn more about this topic.

F4
Use the F4 key to quickly toggle between all 4 types of cell references.

1. For example, select cell C2 below, click in the formula bar and move the
insertion point in or to the right of E2.

2. Press F4 to create an absolute reference.

3. Press F4 again to create a mixed reference where the column is relative
and the row is absolute.

4. Press F4 again to create a mixed reference where the column is

absolute and the row is relative.

Note: visit our page about cell references to learn more about mixed
reference in Excel.

ADDRESS
The ADDRESS function in Excel creates a cell reference as text, based
on a given row and column number.

1. The ADDRESS function below returns $E$8. The row number is 8 and
the column number is 5.

2. The ADDRESS function below returns $G$3. The row number is 3 and
the column number is 7.

3. The ADDRESS function returns a text value. Use the INDIRECT

function in Excel to convert this text value into a valid cell reference.
4. By default, the ADDRESS function creates an absolute reference. To
create a relative reference, use 4 for the third argument.

5. The ADDRESS function below returns Sheet2!G3. Simply use the fifth
argument of the ADDRESS function to create a sheet reference.
Explanation: the INDIRECT function converts the text value into a valid
sheet reference. As a result, the formula refers to the value in cell G3
(200) on the worksheet named Sheet2.

6. For example, use the ADDRESS function in Excel to find the cell
address of the maximum value in a column.

Note: visit our page about locating the maximum value in a column for
detailed instructions on how to create this formula.

7. Simply use the INDEX function in Excel to return a specific value in a

two-dimensional range.

Explanation: 92 found at the intersection of row 3 and column 2 in the

range E4:F7. Use INDEX and MACTH in Excel to perform advanced lookups.