Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall. 1 by Mary Anne Poatsy, Keith Mulbery, Lynn Hogan, Amy Rutledge, Cyndi Krebs, Eric Cameron, Rebecca Lawson Chapter 2 Formulas and Functions

Excel offers 3 types of cell REFERENCES for use when a formula is COPIED – ABSOLUTE $A$1 – RELATIVE A1 – MIXED $ A1 or A $ 1 $ indicates that the ROW NUMBER or COLUMN LETTER will NOT be modified during a copy 2 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall. F4 key toggles between the different types

A relative cell reference (default) indicates a cell’s relative location from the cell containing the formula. 3 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

An absolute cell reference provides a permanent reference to a specific cell – Absolutely will NOT change when COPIED 4 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

In mixed reference $ B4, the column (“B ”) is fixed, but the row (“4 ”) may be altered during a copy In mixed reference B $ 4, the row (“4 ”) is fixed, but the column (“B ”) may be altered during a copy 5 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

A circular reference error occurs if a formula refers to itself 6 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

An Excel function is a predefined formula that performs a calculation 7 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Syntax is the set of rules that govern correct formation of a function (order of items, comma, brackets, spaces, etc.) An argument is an input, such as a cell or range A function begins with the equal sign (=) followed by the function NAME and arguments in parentheses Example: =SUM(A1:A3) 8 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

When a function is typed, Formula AutoComplete displays a list of functions matching the partial entry 9 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

A function ScreenTip is a small pop-up description that displays the function arguments. 10 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Use the Insert Function dialog box to search for a function or select one from a list 11 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The Function Arguments dialog box offers HELP on each argument 12 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The SUM function returns the mathematical sum of some number of cells or ranges; for example: =SUM(A1:A3) =SUM(A1,B3,C5) =SUM(A1:B3,C5:E8) 13 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Common STATISTICAL functions include: – AVERAGEarithmetic mean – MEDIANmidpoint value – MINminimum value – MAXmaximum value – COUNTnumber of values in a range – COUNTBLANKnumber of empty cells – COUNTAnumber of NONempty cells 14 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

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=FREQUENCY(Number) 17 Returns how often values occur within a set of data =FREQUENCY(B2:B10,D2) Result: 2 =FREQUENCY(B2:B10,D3) Result: 3 =FREQUENCY(B2:B10,D5) Result: 7 (There are 7 Test Scores in cells B2:B10 that are <= 89.)

=FREQUENCY(Number) 18 Returns how often values occur within a set of data {=FREQUENCY(B2:B12,D2:D5)} into cells E2:E6 The 1st value in the array would display in cell E2. The result would be 2 (because there are 2 Test Scores <= 59). The 2nd value in the array would display in cell E3. The result would be 1 (because there is 1 Test Score between 60 and 69). The 3rd value in the array would display in cell E4. The result would be 2 (because there are 2 Test Scores between 70 and 79).

= =RANK RANK(number,ref,[order]) 19 Returns the rank of a number in a list of numbers The RANK function syntax has the following arguments: Number Required. The number whose rank you want to find. Ref Required. An array of, or a reference to, a list of numbers. Nonnumeric values in ref are ignored. Order Optional. A number specifying how to rank number.

= =ROUND(A1, 2) 20 The ROUND function rounds a number to a specified number of digits. FormulaDescriptionResult =ROUND(2.15, 1) Rounds 2.15 to one decimal place 2.2 =ROUND(2.149, 1) Rounds to one decimal place 2.1 =ROUND(-1.475, 2) Rounds to two decimal places -1.48

The following 6 slides are for Information purposes only (for future reference) 21 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

=ABS(Number) 22 Displays the absolute value of a number FOR YOUR INFORMATION ONLY (FOR FUTURE REFERENCE)

=INT(Number) 23 Rounds a value number down to the nearest whole number Data 19.5 FormulaDescriptionResult =INT(8.9) Rounds 8.9 down 8 =INT(-8.9) Rounds -8.9 down. Rounding a negative number down rounds it away from =A2-INT(A2) Returns the decimal part of a positive real number in cell A2 0.5 FOR YOUR INFORMATION ONLY (FOR FUTURE REFERENCE)

= =MODE.SNGL(number1,[number2,...) 24 Returns the most frequently occurring, or repetitive, value in an array or range of data. Data FormulaDescriptionResult =MODE.SNGL(A2:A7) Mode, or most frequently occurring number above 4 FOR YOUR INFORMATION ONLY (FOR FUTURE REFERENCE)

= =RANK.AVG function) =RANK(Y9,$Y$8:$Y$30) 25 Returns the rank of a number in a list of numbers: its size relative to other values in the list; if more than one value has the same rank, the average rank is returned. DayTemp (F) 7/1/ /2/ /3/ /4/ /5/ /6/ /7/ FormulaDescriptionResult =RANK.AVG(94,B2:B8) Finds the rank (the position) of the value 94 in the cell range B2:B8. In this case, 7/5/11, when the temperature reached 94, was the 4th hottest day of the days listed. FOR YOUR INFORMATION ONLY (FOR FUTURE REFERENCE)

= =RANK.EQ(number1,ref,order) 26 Returns the rank of a number in a list of numbers. Its size is relative to other values in the list; if more than one value has the same rank, the top rank of that set of values is returned. If you were to sort the list, the rank of the number would be its position. FOR YOUR INFORMATION ONLY (FOR FUTURE REFERENCE)

= =RANK.EQ(number1,ref,order) 27 Data FormulaDescriptionResult =RANK.EQ(A2,A2:A6,1) Rank of 7 in the list contained in the range A2:A6. Because the Order argument (1) is a non- zero value, the list is sorted lowest to highest. 5 =RANK.EQ(A6,A2:A6) Rank of 2 in the same list. Because the Order argument is omitted, the list is sorted, by default, highest to lowest. 4 =RANK.EQ(A3,A2:A6,1)Rank of 3.5 in the same list.3 FOR YOUR INFORMATION ONLY (FOR FUTURE REFERENCE)

A nested function occurs when 1 function is embedded as an argument to another function; for example: =IF(A1<A2,MIN(B1:B5),MAX(B1:B5)) – Compute the MIN function if A1 is less than A2 – Compute the MAX function if A1 is not less than A2 28 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Since dates are numeric, calculations can be performed, such as subtraction The TODAY function displays the CURRENT date The NOW function displays the current date and TIME 29 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Calculates the fraction of the year represented by the number of whole days between 2 dates (the start_date and the end_date). 30 DATADESCRIPTION 1/1/2012Start date 7/30/2012 End date FORMULADESCRIPTION RESULT =YEARFRAC(A2,A3) Fraction of the year between 1/1/2012 and 7/30/12, omitting the Basis argument

=IF(logical_test, value_if_true,value_if_false) The =IF function has 3 arguments: – A condition that is tested to determine if it is either true or false – The resulting value IF the condition is true – The resulting value IF the condition is false 31 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The logical test is built from the logical operators 32 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

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Lookup functions are used to look up values in a table to perform calculations or display results – For example, a teacher may want to look up an average in order to assign a grade 34 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

When searching a range, the BREAKPOINT is the lowest value for a category or series A lookup table typically lists breakpoints in 1 column and return values in a 2nd column 35 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall = “ F ” =“ D ” =“ C ” -and so on…..

The VLOOKUP function searches a lookup table for a value and returns the result from the related column VLOOKUP has 3 required arguments: – Lookup value – Table array (range of lookup table) – Column index of return value ADD a 4 th argument: FALSE if you want an EXACT MATCH 36 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

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The HLOOKUP function is used when the breakpoints and return data are placed in ROWS The 3rd argument now lists the ROW index 38 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

A range NAME is a word or string of characters assigned to 1 or more cells Range names make formulas easier to read 39 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Range names use the following rules: – 1 to 255 characters – Begin with a letter OR underscore (_) – Contain letters, digits, periods, underscores Valid names include Rate, OR: Tax_Rate, OR: Rate_ Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Excel offers a variety of methods to enter a range name after selecting the cells: – Type the range name in the Name Box area – Enter the name using New Name dialog box 41 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Use the: FORMULAS > NAME MANAGER dialog box to edit or delete a range name 42 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.