1. Lesson 3: Using Formulas
© CCI Learning Solutions Inc.

2. Lesson 3 Objectives what formulas are create and edit simple formulas
use math operators and understand order of calculations
reference other worksheets
use common functions
use SUBTOTAL function
use a conditional function
use conditional summary functions
use text functions
use absolute and relative cell references
use mixed absolute and relative cell addresses
display and print formulas
use data validation
Pg 67
The Exam objectives covered in this lesson are:
1.3.8 set data validation
display formulas
4.1.1 demonstrate how to use references (relative, mixed, absolute)
4.1.2 define order of operations
4.1.3 reference cell ranges in formulas
4.2.1 demonstrate how to apply the SUM function
4.2.2 demonstrate how to apply the MIN and MAX functions
4.2.3 demonstrate how to apply the COUNT function
4.2.4 demonstrate how to apply the AVERAGE function
4.3.1 demonstrate how to apply the SUMIF function
4.3.2 demonstrate how to apply the AVERAGEIF function
4.3.3 demonstrate how to apply the COUNTIF function
4.4.1 demonstrate how to apply the RIGHT, LEFT, and MID functions
4.4.2 demonstrate how to apply the TRIM function
4.4.3 demonstrate how to apply the UPPER and LOWER functions
4.4.4 demonstrate how to apply the CONCATENATE function
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

3. Creating and Editing Simple Formulas
A formula is a calculation using any combination of:
values entered directly
values in worksheet cells
functions
A powerful feature of formulas is ability to get data from other worksheet cells using cell references
First character of every formula must be ‘=‘ (equal sign)
Formula can have more than one cell reference
Formula results automatically update any time data is changed (or added or deleted)
Pg 67
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

4. Creating and Editing Simple Formulas
Example formulas:
If the value in cell A1 is changed, all other formulas that use this value directly or indirectly will also change
Cell
Formula/Value
Results
Description A1 10
A constant value B1
=A1
References value in cell A1 C1
=A1*8 80
Multiply value in A1 by 8 D1
=C1/5 16
Divide value in C1 by 5 E1
=SUM(A1:D1)
116
Built-in function that calculates sum of cells A1 to D1
Pg 68
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

5. Creating and Editing Simple Formulas
If Excel detects error or inconsistency in formula, displays message with suggestion on how to fix
Displays to mark this formula as different from the formulas used in adjacent cells
Clicking on the smart tag displays a menu of options:
Pg 68
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

6. Cell References Can enter cell references into formula by:
typing cell reference directly into cell, or
clicking on cells to be referenced
Most formulas have one or more cell references
Formulas may also use a function that uses a range of cells
Example: =SUM(A1:D1)
Note use of “:” to separate the two cell addresses
Other rules about cell ranges:
Can only be used in functions or arrays, not on their own in a formula
Can be any rectangular block of multiple rows and columns of cells, or a single column or row
Can be an entire row or column, example: =SUM(B:C), =SUM(3:3)
Pg 69
Objective 4.1.3
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

7. Mathematical Operators
Perform calculations in “natural order” (precedence):
1. Exponents and roots
2. Multiplication and division
3. Addition and subtraction
Can be altered by placing components of formula within parentheses
Standard mathematical operators:
* Multiplication
/ Division
+ Addition
- Subtraction
Pg 70
Objective 4.1.2
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

8. What-If Analysis
Simple arithmetic can be done using paper and a basic calculator
Spreadsheets are better when many calculations need to be repeated many times with different numbers
What-if describes the trial-and-error method of repeating calculations with different numbers
Pg 72
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

9. Referencing Other Worksheets
Can reference cells in other worksheets in same workbook
General format is: ‘<worksheet name>’!<cell reference>
! indicates cell is located in different worksheet
need single quotes if worksheet name has spaces
Can use the point-and-click method to enter the cell reference
Pg 75
Objective 4.1.3
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

10. Using Common Functions
Large library of functions for mathematical and data operations
Functions accept values (usually numbers) and cell references as arguments in parentheses
General format:
=FUNCTION(numbers or values or cell reference)
Most commonly used are SUM, MIN, MAX, AVERAGE, and COUNT
Pg 76
Objective 4.2.1, 4.2.2, 4.2.3, 4.2.4
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

11. Using Common Functions
AutoSum is shortcut method to enter a SUM function:
On Formulas tab, in Function Library group, click AutoSum, or
on Home tab, in Editing group, click AutoSum, or
click Insert Function
Always verify you have correct cell range in formula
Excel automatically selects range of cells immediately above or to left of selected cell, and displays it to accept or change
Arrow for AutoSum displays other common functions
Pg 77
Objective 4.2.1, 4.2.2, 4.2.3, 4.2.4
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

12. Using the Subtotal Function
Enter as:
=SUBTOTAL(function #,cell range)
Calculates a variety of common statistics, such as:
1 – Average 4 – Max
2 – Count 5 – Min
3 – CountA 9 - Sum
Ignores other SUBTOTAL calculations in the cell range
Pg 80
Objective 2.3.7
© CCI Learning Solutions Inc.

13. =IF(logical test,value if true,value if false)
Conditional Function
=IF(logical test,value if true,value if false)
Logical Test can include comparison operators or qualifiers:
= Equal to (or the same as)
> Greater than
< Less than
>= Greater than or equal to
<= Less than or equal to
<> Not equal to
Value if True/False can contain text string, values, or other functions
Example: =IF(B10=0,0,C10/B10)
Pg 84
© CCI Learning Solutions Inc.

14. Conditional Function Nesting IF statements
=IF(A1=10, “text A”, IF(A1=20, “text B”, “text C”))
If A1 contains Then cell will display
10 text A
20 text B
Any other value text C
Pg 84
© CCI Learning Solutions Inc.

15. Using Conditional Summary Functions
Conditional versions of AVERAGE, COUNT, and SUM
Combines IF function with AVERAGE, COUNT, and SUM
Example:
=SUMIF(D4:D207,"Visa",F4:F207)
Logical test is "Visa" - value to look for
Criteria range is D4:D207 – the cell range to look for the test value
Sum range is F4:F207 – apply sum to this range if the logical test is true
The logical test is applied to every cell in the criteria range
If no comparison operator is used, “=“ is assumed
Advanced topic - the logical test can be put into a worksheet cell, and a cell reference to it is placed into the function
Sum range is optional
If not specified, the sum is applied to criteria range
Pg 87
Objective 4.3.1, 4.3.2, 4.3.3
© CCI Learning Solutions Inc.

16. Using Text Functions LEFT
Extract the specified number of characters starting from the left side of the text string.
RIGHT
Extract the specified number of characters starting from the right side of the text string.
MID
Extract the specified number of characters starting from any position in the text string.
UPPER
Convert all characters in a text string to uppercase.
LOWER
Convert all characters in a text string to lowercase.
PROPER
Convert the first letter of the text string to uppercase. All other characters are set to lowercase.
CONCATENATE
Join two or more strings together to create one text string. Alternatively, use the & operator to join strings together.
Pg 89
Objective 4.4.1, 4.4.2, 4.4.3, 4.4.4
© CCI Learning Solutions Inc.

17. Using Absolute and Relative Cell References
Most formulas use relative addressing
when formula is copied, cells automatically adjusts for new location
address is not adjusted if formula is moved to another location
Absolute addressing - cell addresses are not adjusted when copied elsewhere on worksheet
To change to absolute cell address:
type dollar sign before row number and/or column letter, or
press F4
first time makes both column and row reference absolute
second time makes only row references absolute
third time makes only column reference absolute
fourth time removes absolute references on both column and row
Pg 91
Objective 4.1.1
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

18. Using Mixed Absolute and Relative Cell References
Select what needs to stay absolute when formula is copied to another cell:
Column
Data must be from same column
=C10*$D2
Row
Data must be from same row
=C10*D$2
Both
Must always be this cell
=C10*$D$2
Pg 92
Objective 4.1.1
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

19. Displaying and Printing Formulas
To see formula, select cell and examine in formula bar
To see all formulas at same time:
File tab, click Options, click Advanced, click Show formulas in cells instead of their calculated results
Formulas tab, in Formula Auditing group, click Show Formulas
Useful for verifying accuracy of spreadsheet
Pg 94
Objective
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

20. Data Validation Prevent errors when data entered
Validation check types:
Any value
No data validation.
Whole number
Numeric values without decimal digits.
Decimal
Any numeric value.
List
Selection only from a defined list of values. Also known as a pick list.
Date
Date values only. Earliest date is January 1, 1900.
Time
Time values only.
Text length
Text only, up to specified number of characters.
Custom
Enter a formula to validate the data. Result is True or False.
Pg 96
Objective 1.3.8
© CCI Learning Solutions Inc.

21. Data Validation
Displays icon and error message when incorrect data is entered
Displays helpful message when user selects the cell
Pg 96
Objective 1.3.8
© CCI Learning Solutions Inc.

22. Lesson Summary what formulas are create and edit simple formulas
use math operators and understand order of calculations
reference other worksheets
use common functions
use SUBTOTAL function
use a conditional function
use conditional summary functions
use text functions
use absolute and relative cell references
use mixed absolute and relative cell addresses
display and print formulas
use data validation
Review the objectives as a quick summary so students recognize the skills they are starting to build.
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

23. Review Questions
1. List which standard math operators Excel uses and what is their order of precedence.
2. Give examples of how using formulas to perform a what-if analysis is beneficial to you.
3. Which of the following are invalid?
a) =MAX(B5:B15)
b) =MAX(B5,B6,B7,B8,B9,B10,B11,B12,B13,B14)
c) =MAX(B5:B7,B8:B10,B11:B15)
d) =MAX(B1,B5:B8,B9:B15)
e) All of the above are invalid formulas
f) None – all are valid formulas
g) c
h) b, c, and d
Answers to the Review questions are found in the Instructor Resources and can be used at the end or beginning of a class. Alternatively, you can also assign these for homework and then mark them at the beginning of the next class.
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.

24. Review Questions
4. Define the different parts of a reference to other worksheets using the reference Tours!B4 as an example. 5. What is the main difference between an IF function and other functions discussed in this lesson such as SUM, AVERAGE, and UPPER? 6. Are the LEFT and MID functions fully interchangeable? In other words, can you always use the LEFT function instead of MID, as well as using MID instead of LEFT. 7. Explain the difference between absolute and relative cell references. 8. Provide examples of when or why it may be beneficial to print the formulas in the worksheet
Answers to the Review questions are found in the Instructor Resources and can be used at the end or beginning of a class. Alternatively, you can also assign these for homework and then mark them at the beginning of the next class.
© CCI Learning Solutions Inc.
© CCI Learning Solutions Inc.