Exploring Microsoft Office Excel 2007 Chapter 2 Formulas

Exploring Microsoft Office Excel 2007 Chapter 2: Formulas and Functions Robert Grauer, Keith Mulbery, Judy Scheeren Committed to Shaping the Next Generation of IT Experts. 1 Copyright 2008 Pearson Prentice Hall. rights reserved. Copyright© © 2008 Prentice-Hall. All rights reserved.

Objectives n n n Create and copy formulas Use relative and absolute cell addresses Use Auto. Sum Insert basic statistical functions Use date functions Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2

Objectives (continued) n n Use Use the the IF function VLOOKUP function PMT function FV function Copyright © 2008 Pearson Prentice Hall. All rights reserved. 3

Formula Basics n n Formulas are used to perform mathematical operations and arrive at a calculated result Must begin with an equals (=) sign Contain mathematical operators Used to automate calculations that were once done manually Copyright © 2008 Pearson Prentice Hall. All rights reserved. 4

Creating a Formula n n Rather than typing a cell address, use an alternative method that involves minimal typing Pointing uses the mouse or arrow keys to select the cell directly when creating a formula Copyright © 2008 Pearson Prentice Hall. All rights reserved. 5

Copy Formulas with Fill Handle n n n Use the fill handle, a small black square in the bottom right corner of a selected cell, to copy formulas Provides a clear-cut alternative method for copying the contents of a cell Can be used to duplicate formulas Copyright © 2008 Pearson Prentice Hall. All rights reserved. 6

Relative vs. Absolute Addressing n Relative cell references change relative to the direction n in which the formula is copied Absolute cell references are exact; they do not change when a formula is copied q q n Indicated by dollar ($) signs in front of the column letter and row number Most often used when the value need not change, such as a sales tax percentage. Use the F 4 key to toggle between relative and absolute cell referencing Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7

Functions n n A predefined formula that can be selected from a list Already has the formula information; just requires cell references Do not replace all formulas Take values, perform operations, and return results Copyright © 2008 Pearson Prentice Hall. All rights reserved. 8

Functions (continued) n SUM is the most commonly used function q q n Syntax refers to the grammatical structure of a formula q n n represented by a sigma ( ) Adds values within a specified range Must adhere to stated structure of formula Arguments are values ─ used as input and returned as output Function Wizard automates entering the function formulas Copyright © 2008 Pearson Prentice Hall. All rights reserved. 9

Using Auto. Sum ( ) n n n Automates the SUM function Click the cell where you want the result Click Auto. Sum button Select the range of cells you want to sum Press Enter to complete An example of Auto. Sum, q =Sum(C 4: C 10) represents sum of all the cells in the cell range C 4 to C 10 Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10

Basic Statistical Functions n Perform a variety of calculations to aide in decision making process q q q AVERAGE calculates the average of a range of numbers MIN calculates the minimum value in a range MAX calculates the maximum value in a range COUNT counts the number of values within a range MEDIAN finds the midpoint value in a range Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11

Date Functions n n n Efficiently handle time-consuming procedures Help analyze data related to the passing of time TODAY function places the current date in the selected cell q n Updates when file is opened again NOW function displays current date and time, side by side Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12

Logical and Lookup Functions n n Logical functions help in decision making Lookup functions are very useful for looking up data entered in a specific range of cells q q q Example: Well suited well for tax tables Searches for a value based on a cell reference Two types: VLOOKUP and HLOOKUP n n VLOOKUP arranges data vertically HLOOKUP arranges data horizontally Copyright © 2008 Pearson Prentice Hall. All rights reserved. 13

IF Function n n Used to determine whether a condition has been met Has three arguments: q q q n a condition tested to determine if it is true or false the resulting value if the condition is true the resulting value if the condition is false When the condition is met, the formula performs one task; when it is not met, the formula performs another task Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14

VLOOKUP n n n Allows for lookup within a vertical table of information Well suited for large tables of data, such as tax tables Has three arguments: q q q a lookup value stored in a cell a range of cells containing a lookup table the number of the column within the lookup table that contains the value to return Copyright © 2008 Pearson Prentice Hall. All rights reserved. 15

VLOOKUP (continued) n n The lookup value ─ value to look up in a reference table The lookup table ─ a range of cells containing the reference table q n A breakpoint ─ is the lowest numeric value for a category or series The column index number ─ the column number in the lookup table that contains return values Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16

Financial Functions n n Used for decisions involving payments, investments, interest rates, etc. Allows you to consider several alternatives Copyright © 2008 Pearson Prentice Hall. All rights reserved. 17

PMT Function n n Used to calculate loan payments Has three arguments: q q q n the interest rate period the number of periods the amount of the loan Computes the associated payment on a loan Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18

FV Function n n Used to determine the future value of an amount, such as an investment Has three arguments: q q q The interest rate (also called the rate of return) The number of periods (how long you will pay into the investment) The periodic investment (how much you will invest per year) Copyright © 2008 Pearson Prentice Hall. All rights reserved. 19

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 20