Cell References in Formulas

Most formulas we create include references to cells or ranges.

•These references enable our formulas to work dynamically with
the data contained in those cells or ranges.
•For example, if your formula refers to cell C2 and you change
the value contained in C2, the formula result reflects new value
automatically.
•If we didn’t use references in our formulas, we would need to
edit the formulas themselves in order to change the values used
in the formulas.
When we use a cell (or range) reference in a formula, we can use
three types of references:
 Relative
 Absolute
 mixed references.
 Relative Cell References
• The row and column references can change
when we copy the formula to another cell
because the references are actually offsets
from the current row and column.
• By default, Excel creates relative cell
references in formulas as follows:
 Absolute Cell References
• The row and column references do not change when we copy
the formula because the reference is to an actual cell address.
• An absolute reference uses two dollar signs in its address: one
for the column letter and one for the row number (for
example, $A$5).
 Mixed Cell References
• Both the row or column reference is relative and the
other is absolute. Only one of the address parts is
absolute (for example, $A5 or A$5).
 Functions in Formula
• Many formulas we create were uses available worksheet
functions.
• These functions enable us to greatly enhance the power of
our formulas and perform calculations that are difficult if
we use only the operators.
• For example, we can use the LOG or SIN function to
calculate the Logarithm or Sin ratio.
• we can’t do this complicated calculation by using the
mathematical operators alone.
 Using Functions
• When we type = sign and then type any
alphabet, we will see the searched functions
as below.
• Suppose we need to determine the largest value in a range.
• A formula can’t tell us the answer without using a function.
• We will use formula that uses the MAX function to return the largest value
in the range B3:B8 as =MAX(B3:B8).
• Another example of functions. Suppose we want to find if the cell of
month is greater than 1900 then we can give Bonus to Sales
representative.
• The we can achieve it with writing formula with IF functions
as =IF(B9>1900,"Yes","No")
 Function Arguments
• In the above examples, we may have noticed that all
the functions used parentheses.
• The information inside the parentheses is the list of
arguments.
• Functions vary in how they use arguments. Depending
on what it has to do, a function may use.
• No arguments − Examples − Now(), Date(), etc.
• One argument − UPPER(), LOWER(), etc.
• A fixed number of arguments − IF(), MAX(), MIN(),
AVERGAGE(), etc.
• Infinite number of arguments
• Optional arguments
 Built In Functions
• Excel provides a large number of built-in
functions that can be used to perform specific
calculations or to return information about our
spreadsheet data.
• These functions are organised into categories
(text, logical, math, etc.) to help us to locate the
function we need from the Excel menu.
• To see all the functions by category,
choose Formulas Tab » Insert Function. Then
Insert function Dialog appears from which we can
choose the function.
 Functions by Categories
• Let us see some of the built in functions in MS Excel.

• Text Functions:
• LOWER − Converts all characters in a supplied text string to lower case
• UPPER − Converts all characters in a supplied text string to upper case
• TRIM − Removes duplicate spaces, and spaces at the start and end of a text
string
• CONCATENATE − Joins together two or more text strings.
• LEFT − Returns a specified number of characters from the start of a supplied
text string.
• MID − Returns a specified number of characters from the middle of a supplied
text string
• RIGHT − Returns a specified number of characters from the end of a supplied
text string.
• LEN − Returns the length of a supplied text string
• FIND − Returns the position of a supplied character or text string from within a
supplied text string (case-sensitive).
• Date & Time functions:
• DATE − Returns a date, from a user-supplied year, month and day.

• TIME − Returns a time, from a user-supplied hour, minute and

second.
• DATEVALUE − Converts a text string showing a date, to an integer
that represents the date in Excel's date-time code.
• TIMEVALUE − Converts a text string showing a time, to a decimal
that represents the time in Excel.
• NOW − Returns the current date & time.

• TODAY − Returns today's date.

• Statistical functions:
• MAX − Returns the largest value from a list of supplied
numbers.
• MIN − Returns the smallest value from a list of supplied
numbers.
• AVERAGE − Returns the Average of a list of supplied numbers.
• COUNT − Returns the number of numerical values in a supplied
set of cells or values.
• COUNTIF − Returns the number of cells (of a supplied range),
that satisfies a given criteria.
• SUM − Returns the sum of a supplied list of numbers
• Logical functions:

• AND − Tests a number of user-defined conditions and

returns TRUE if ALL of the conditions evaluate to TRUE, or
FALSE otherwise
• OR − Tests a number of user-defined conditions and returns
TRUE if ANY of the conditions evaluate to TRUE, or FALSE
otherwise.
• NOT − Returns a logical value that is the opposite of a user
supplied logical value or expression i.e. returns FALSE if the
supplied argument is TRUE and returns TRUE if the supplied
argument is FAL
• Maths & Trignometry functions:
• ABS − Returns the absolute value (i.e. the modulus) of a
supplied number.
• SIGN − Returns the sign (+1, -1 or 0) of a supplied number.
• SQRT − Returns the positive square root of a given number.
• MOD − Returns the remainder from a division between
two supplied numbers.
 Filters in MS Excel
• Filtering data in MS Excel refers to displaying
only the rows that meet certain conditions.
(The other rows gets hidden.)
• Using the store data, if you are interested in
seeing data where Shoe Size is 36, then you
can set filter to do this. Follow the below
mentioned steps to do this.
• Place a cursor on the Header Row.
• Choose Data Tab » Filter to set filter
• Click the drop-down arrow in the Area Row
Header and remove the check mark from
Select All, which unselects everything.
• Then select the check mark for Size 36 which
will filter the data and displays data of Shoe
Size 36.
• Some of the row numbers are missing; these
rows contain the filtered (hidden) data.
• There is drop-down arrow in the Area column
now shows a different graphic — an icon that
indicates the column is filtered.
 Using Multiple Filters
• We can filter the records by multiple
conditions i.e. by multiple column values.
• Suppose after size 36 is filtered, we need to
have the filter where color is equal to Coffee.
• After setting filter for Shoe Size, choose Color
column and then set filter for color.
 Sorting in MS Excel
• Sorting data in MS Excel rearranges the rows
based on the contents of a particular column.
• We may want to sort a table to put names in
alphabetical order or we want to sort data by
Amount from smallest to largest or largest to
smallest.
• To Sort the data follow the steps mentioned
below.
Select the Column by which you want to sort data.
Choose Data Tab » Sort -- Below dialog appears.
• If we want to sort data based on a selected
column, Choose Continue with the selection.
• if we want sorting based on other columns,
choose Expand Selection.
• We can Sort based on the below Conditions.
Values − Alphabetically or numerically.
Cell Color − Based on Color of Cell.
Font Color − Based on Font color.
Cell Icon − Based on Cell Icon.
• Clicking Ok will sort the data.
• Sorting option is also available from the Home
Tab. Choose Home Tab » Sort & Filter. We can
see the same dialog to sort records.
 Ranges in MS Excel
• A cell is a single element in a worksheet that can hold a value,
some text, or a formula.
• A cell is identified by its address, which consists of its column
letter and row number.
• For example, cell B1 is the cell in the second column and the first
row.
• A group of cells is called a range.
• We designate a range address by specifying its upper-left cell
address and its lower-right cell address, separated by a colon.
• Example of Ranges −
 C24 − A range that consists of a single cell.
 A1:B1 − Two cells that occupy one row and two columns.
 A1:A100 − 100 cells in column A.
 A1:D4 − 16 cells (four rows by four columns).
 Selecting Ranges
• We can select a range in several ways:
 Press the left mouse button and drag, highlighting
the range. Then release the mouse button. If we drag
to the end of the screen, the worksheet will scroll.
 Press the Shift key while we use the navigation keys
to select a range.
 Press F8 and then move the cell pointer with the
navigation keys to highlight the range. Press F8 again
to return the navigation keys to normal movement.
 Type the cell or range address into the Name box and
press Enter. Excel selects the cell or range that we
specified.
Selecting Complete Rows and Columns
• When we need to select an entire row or
column. We can select entire rows and columns
in much the same manner as we select ranges:
 Click the row or column border to select a single
row or column.
 To select multiple adjacent rows or columns, click a
row or column border and drag to highlight
additional rows or columns.
 To select multiple (nonadjacent) rows or columns,
press Ctrl while we click the row or column borders
that we want.
 Data Validation
• MS Excel data validation feature allows us to
set up certain rules that dictate what can be
entered into a cell.
• For example, we may want to limit data entry
in a particular cell to whole numbers between
0 and 10. If the user makes an invalid entry, you
can display a custom message as shown below.
 Validation Criteria
• To specify the type of data allowable in a cell or
range, follow the steps below, which shows all the
three tabs of the Data Validation dialog box.
Select the cell or range.
Choose Data » Data Tools » Data Validation. Excel
displays its Data Validation dialog box having 3
tabs settings, Input Message and Error alert.
 Settings Tab
• Choose an option from the Allow drop-down list. The contents
of the Data Validation dialog box will change, displaying
controls based on our choice.
• Any Value − Selecting this option removes any existing data
validation.
• Whole Number − The user must enter a whole number. For
example, we can specify that the entry must be a whole
number greater than or equal to 50.
• Decimal − The user must enter a number. For example, we can
specify that the entry must be greater than or equal to 10 and
less than or equal to 20.
• List − The user must choose from a list of entries provided. We
will create drop-down list with this validation. We need to give
input ranges then those values will appear in the drop-down.
• Date − The user must enter a date. We specify a valid date range
from choices in the Data drop-down list. For example, we can
specify that the entered data must be greater than or equal to
January 1, 2013, and less than or equal to December 31, 2013.
• Time − The user must enter a time. We specify a valid time
range from choices in the Data drop-down list. For example, we
can specify that the entered data must be later than 12:00 p.m.
• Text Length − The length of the data (number of characters) is
limited. We specify a valid length by using the Data drop-down
list. For example, we can specify that the length of the entered
data be 1 (a single alphanumeric character).
• Custom − To use this option, we must supply a logical formula
that determines the validity of the user’s entry (a logical formula
returns either TRUE or FALSE).
 Input Message Tab
• We can set the input help message with this tab. Fill
the title and Input message of the Input message tab
and the input message will appear when the cell is
selected.
 Error Alert Tab
• We can specify an error message with this tab. Fill the title
and error message.
• Select the style of the error as stop, warning or Information as
per our need.
 Charts
• A chart is a visual representation of numeric values.
• Charts (also known as graphs) have been an integral part
of spreadsheets.
• Charts generated by early spreadsheet products were
quite crude, but they have improved significantly over
the years.
• Excel provide us with the tools to create a wide variety of
highly customizable charts.
• Displaying data in a well-conceived chart can make our
numbers more understandable. Because a chart presents
a picture, charts are particularly useful for summarizing a
series of numbers and their interrelationships.
 Types of Charts
• There are various chart types available in MS Excel as
shown in the below screen-shot.
• Column − Column chart shows data changes over a period of
time or illustrates comparisons among items.
• Bar − A bar chart illustrates comparisons among individual
items.
• Pie − A pie chart shows the size of items that make up a data
series, proportional to the sum of the items. It always shows
only one data series and is useful when you want to
emphasize a significant element in the data.
• Line − A line chart shows trends in data at equal intervals.
• Area − An area chart emphasizes the magnitude of change
over time.
• X Y Scatter − An xy (scatter) chart shows the relationships among the
numeric values in several data series, or plots two groups of numbers as
one series of xy coordinates.
• Stock − This chart type is most often used for stock price data, but can also
be used for scientific data (for example, to indicate temperature changes).
• Surface − A surface chart is useful when you want to find the optimum
combinations between two sets of data. As in a topographic map, colors
and patterns indicate areas that are in the same range of values.
• Doughnut − Like a pie chart, a doughnut chart shows the relationship of
parts to a whole; however, it can contain more than one data series.
• Bubble − Data that is arranged in columns on a worksheet, so that x values
are listed in the first column and corresponding y values and bubble size
values are listed in adjacent columns, can be plotted in a bubble chart.
• Radar − A radar chart compares the aggregate values of a number of data
series.
 Creating Chart
• To create charts for the data by below mentioned steps:
• Select the data for which we want to create the chart.
• Choose Insert Tab » Select the chart or click on the Chart group to see
various chart types.
• Select the chart of our choice and click OK to generate the chart.
 Editing Chart
• We can edit the chart at any time after we have created it.
• We can select the different data for chart input with Right click on chart »
Select data. Selecting new data will generate the chart as per the new
data, as shown in the below screen-shot.

• we can change the X axis of the chart by giving different inputs to X-axis of chart.
• we can change the Y axis of chart by giving different inputs to Y-axis of chart.
 Pivot Charts
• A PivotTable is an interactive way to quickly summarize large
amounts of data. We can use a PivotTable to analyze numerical
data in detail, and answer unanticipated questions about our data.
• A PivotTable is especially designed for: Querying large amounts of
data in many user-friendly ways.
• A pivot chart is a graphical representation of a data summary,
displayed in a pivot table.
• A pivot chart is always based on a pivot table. Although Excel lets us
to create a pivot table and a pivot chart at the same time, we can’t
create a pivot chart without a pivot table.
• All Excel charting features are available in a pivot chart.
• Pivot charts are available under Insert tab » PivotTable dropdown »
PivotChart.
• MS Excel selects the data of the table. We can select the
pivot chart location as an existing sheet or a new sheet.
• Pivot chart depends on automatically created pivot table by
the MS Excel. You can generate the pivot chart in the below
screenshot.
 MS Excel Keyboard Short-cuts
• MS Excel offers many keyboard short-cuts. Below is the list of all the major
shortcut keys in Microsoft Excel.
• Ctrl + A − Selects all contents of the worksheet.
• Ctrl + B − Bold highlighted selection.
• Ctrl + I − Italicizes the highlighted selection.
• Ctrl + K − Inserts link.
• Ctrl + U − Underlines the highlighted selection.
• Ctrl + 1 − Changes the format of selected cells.
• Ctrl + 5 − Strikethrough the highlighted selection.
• Ctrl + P − Brings up the print dialog box to begin printing.
• Ctrl + Z − Undo last action.
• Ctrl + F3 − Opens Excel Name Manager.
• Ctrl + F9 − Minimizes the current window.
• Ctrl + F10 − Maximize currently selected window.
• Ctrl + F6 − Switches between open workbooks or windows.
• Ctrl + Page up − Moves between Excel work sheets in the same Excel
document.
• Ctrl + Page down − Moves between Excel work sheets in the same Excel
document.
• Ctrl + Tab − Moves between Two or more open Excel files.
• Alt + = − Creates a formula to sum all of the above cells
• Ctrl + ' − Inserts the value of the above cell into cell currently selected.
• Ctrl + Shift + ! − Formats the number in comma format.
• Ctrl + Shift + $ − Formats the number in currency format.
• Ctrl + Shift + # − Formats the number in date format.
• Ctrl + Shift + % − Formats the number in percentage format.
• Ctrl + Shift + ^ − Formats the number in scientific format.
• Ctrl + Shift + @ − Formats the number in time format.
• Ctrl + Arrow key − Moves to the next section of text.
• Ctrl + Space − Selects the entire column.
• Shift + Space − Selects the entire row.
• Ctrl + - − Deletes the selected column or row.
• Ctrl + Shift + = − Inserts a new column or row.
• Ctrl + Home − Moves to cell A1.
• Ctrl + ~ − Switches between showing Excel formulas or their values in cells.
• F2 − Edits the selected cell.
• F3 − After a name has been created F3 will paste names.
• F4 − Repeat last action. For example, if we changed the color of text
in another cell pressing F4 will change the text in cell to the same
color.
• F5 − Goes to a specific cell. For example, C6.
• F7 − Spell checks the selected text or document.
• F11 − Creates chart from the selected data.
• Ctrl + Shift + ; − Enters the current time.
• Ctrl + ; − Enters the current date.
• Alt + Shift + F1 − Inserts New Worksheet.
• Alt + Enter − While typing text in a cell pressing Alt + Enter will
move to the next line allowing for multiple lines of text in one cell.
• Shift + F3 − Opens the Excel formula window.
• Shift + F5 − Brings up the search box.