Excel Formulas and Functions

• Simple formulas: Use only addition, subtraction, multiplication, or division to work with data.
• Functions: Use powerful mathematical formulas built into Excel to perform higher-level calculations.

How to Write Simple Formulas in Excel

How to Write a Simple Formula in a Single Cell

1. Select the cell where you’d like the answer to appear.
2. Type the = sign. (All formulas in Excel must begin with an = sign.)
3. Type in a mathematical equation using + (plus), - (minus), * (multiplied by), / (divided by), or ^ (to the nth power) and parentheses to mark the order of operations, as necessary. For instance, you could write out the expression =(10+5)*3.
4. Press Enter. The cell will show the answer to the mathematical expression (45 for the above example).
5. To edit the mathematical expression, select the cell and click in the formula bar or double-click in the cell.

How to Write Simple Formulas Involving Multiple Cells

1. Select the cell in which you’d like the answer to appear.
2. Type the = sign to start the formula.
3. Click the cell that contains the first number upon which you want to perform the calculation, or write the cell’s address.
4. Type an operation (+, –, *, /, ^) and/or parentheses to define the order of operations.
    
   
5. Click the cell that contains the second number that figures into the formula.
    
   
6. Repeat steps 4–5 (if needed) until you’ve included all the cells you need into the formula.
    
   
7. Press Enter.
    
   

How to Use Functions in Excel

• SUM: Calculates the sum of a range of cells
• AVERAGE: Calculates the average of a range of cells
• COUNT: Counts the number of cells in a range that contain a number
• COUNTA: Counts the number of cells in a range that contain either text or a number
• MIN: Identifies the smallest number in a range of cells
• MAX: Identifies the largest number in a range of cells

How to Insert a Function

If you know a particular function, you can type it right into a cell. If you’re less familiar with a function (or functions in general) you’re probably better off inserting functions using the Insert Function icon at Formula > Function Library. Clicking the icon opens the Insert Function dialog box.

 

1. Click OK on the dialog box to insert the function into your spreadsheet. (Make sure to select the cell where you’d like the function to appear before you open the dialog box.)
2. The Function Arguments dialog box will open. This dialog box provides fields listed as Number 1, Number 2, and so on into which you can enter the numbers or cells upon which you want to perform the function. You can enter either a single cell or a range of cells into one of these fields. To enter a cell or range of cells, type in the correct address or, with your cursor still in the dialog box field, select a cell or range of cells on the spreadsheet with your mouse.
3. To make the selection process easier, you can click the Minimize button to minimize the dialog box so that only the field in which you’re entering numbers is visible. You can bring the entire dialog box back into view by clicking the Maximize button .
4. When you’ve entered all the arguments on which you want the function to operate, click OK.

How to Use the AutoSum Feature

The AutoSum icon engages an Excel feature that makes it easier to insert a function into a spreadsheet. When you use AutoSum, Excel automatically selects the range of cells on which to operate.

• If the selection is correct: Press Enter to insert the function.
• If the selection is incorrect: Edit the range in the formula bar or in the cell itself.