AutomatieCalculations

with Functionss and Formula_

Objectives: Dear student, by the end of this chapter, you
willbe able to:
Distinguish between a formula and a
function in an spreadsheet.
Apply arithmetic and relationaloperators in
formulas.
d Workwith some common functions in
Excel.
Apply logical functions to handle multiple
conditions.

Targeted Skill Set: Design and apply formulas. Applyfunctions. Use cell
referencing.
We have better understanding of basic concepts of electronic spreadsheets. The main
feature of electronicspreadsheets is to let the user perform automatic calculations by the
help of formulas and functions. Automatic calculation means that once a formula or a
function isapplied in acell then on changing the input values, the formula or function
will recalculate the new result automatically.
Formula in MS Excel Function Operator Formula |Output
A formula is an expression to perform a Addition -5+5 10|
calculation._ For example, speed = Subtraction =5-5 0
distance/time. If we substitute the distance
Multiplication * =S*5 25|
with 300and time by 60 minutes then the Divislon
speed of the vehicle can be calculated by =S/5
dividing distance by time. Here, / is the Percentage =5% 0.05
division operator. Exponent 5A5 3125

Aformula is defined by the user according to

the requirement. Formula performs the calculation on the values with the help of
various arithmetic operators. To design a formula, we need to have the knowledge ot
required arithmetic operators. Following table summarises the arithmetic operators in
Excel andtheir usage.

18
 orform basic marnematical
example, +(plus sign) for addition,operations, arithmetic
-(Minus sign) operators*(asterisk
for subtraction, are used.
sign) For
for
multiplication. / (forvward slash) for division, %(Percentage sign) for
percentage
and
(^) caret for exponents.
Note
Precedence of basic mathematical operators: Example of order of calculation
1 ()Parenthesis (evaluate items in parenthesis) The equation: =6 +5-4 *3/2
will be calculated in the following
2. % Percentage order:
3. ^ Exponent 1. Multiplication: 6+5-12/2
4. *./ Multiplication, division 2. Division: 6+5-6
3. Addition: 11-6
5. +, - Addition, subtraction 4. Subtraction: 5
6. =, <>,<=, >= Comparison operators
The operators that are equal in precedence are Answer:
performed left to right.
ComparisOn/Relational Operators
To compare two values, comparison operators are used. The result iseither True
or False. For example, = (Equal to), > (Greater than), < (Less than), >= (Greater
than or Equal to), <= Less than or Equal to) and <> (Not Equal to).
Function pperator A1 B1 Formula Output
Equal to 1 7 =A1=B1 FALSE
Greater than 2 8 =A1>B1 FALSE
Less than 3 =A1<B1 TRUE
Greaterthan or equal to =A1>=B1i FALSE
Less than oe equal to 7 =A1<=B1 TRUE
Not Equal to 6 |=A1>81 FALSE

Applying Simple Formula

O Every formula must begin with an equal sign '='.
O There must be an operator(s) to operate on the data.
The data, which can be text, number, date, time or a cell address.
For example:
S5+2
1. Select the cell where the answer willappear.
2. Type the equal sign = with the formula that you want 2+10
Excelto calculate and press Enter key. For example, =5 +5.

19
Applying Compound Formula
In a compound formula, more than one operator are uSed.
For example: Consider the worksheet shown here.
In cell D2 the formula for discounted price is shown.
Cell B2 refers to the Price of CTV i.e.
26000.
Cell C2 refers to the % Discount for CTV i.e. 15.
rormula B2 - (B2*C2)/100) will translate to 26000 - (26000*15)/1o0).
This will return 22100.
NOw, coPy this formula down to other cells by dragging the Fill Handle by mouse.
D
ITEM CATEGORY PRICE %DISCOUNT DIScoUNTED PRICE

3 WASH MACH
26000
15
1s=B2-((B2
12
*C2)/100)
4 HEATER 4300 10
S COoLER
7500 13.5
6 AC 45900

B C
1 ITEM CATEGORY PRICE %DISCOUNT DISCOUNTE
2 CTV 26000 15
3 WASH MACH 15400 12
2210
4 HEATER 13552
4300 10 3870
5 COOLER 7500 13.5 64875
6 AC
42223

Trainyour brain
Open MS Excel and create aworksheet as per the
1,
guidelines given below:
Create four headings in the first row and
See the figure for reference. enter the data in first three
columns.
2. Calculate the total
value of the item as = B2*C2 in the
3. Copy the same formula in the cell D2
cells D3 to D6
B C (using and drop). mouse/drag
1 ten MRP (pes Klunit stodk (e) Total value of the item
wheat flour 25.00 Si=B* 1 ltem
BasmatiRice 2 wheat flour MP (per Kg)
45.00| Unt in stock (Kg) Total value of the ltem
Moong Dal
5 Chana Dai
95.00
Basmati Rlce 25.00 25

6 Urad Dal
80.00
Moong Dal 45.00
90.00
Chana Dal 95.00
Urad Dal 80.00 6
90.00

20
 Bee Informed

If the value in any of the cells is changed, whose address is used in

the formula,
the result in the corresponding cell changes automatically.

Note
Error Results

You may get a few errors while performing calculations. Let's see some of the
error
results with their reason.
1. ##### : The column is not wide enough to display the
value.
2. #NAME? : The text is not recognized in a
formula.
3. #VALUE! : The formula has the wrong type of
argument.
4. #DIV/0! : The formula tries to divide a number by 0 or an empty cell.
5. #REF! The formula refers to a cell that is not valid.
6. #N/A : Data is not available.

Editing a Formula
Formula can be edited in many ways. Click in the formula bar or double click in the
cell or go to the desired cell and press F2 key. Once done, press Enter key.
Deleting a Formula
To delete formulas, select the cells that contain the formula and press Delete key on
the keyboard.
lodelete formulas without removing their resulting values, do the following:
I. On Home tab, in Clipboard group., click on Copy option.
. Click on the drop-down arrow on Paste and select Paste Values option.
Faste Values option pastes the value instead of the copied formula.

21
 Cell Range
(A set of adjacent cells is called a
range) See the following figures.
A horizontal range
from A vertical range from
cell B3 to cell E3. (B3:E3)
cell G3 to cell G6. (G3:G6)

B C D
1 F G H
2
3 55 62 79 25 56
85
6 12
7 MATH 39
ENG HINDI
8
78 87 99
10
76 85 84 78 A range from cell
45
11
76 87 49 B8 to cell E10. (B8:E10)

Cell ranges are denoted by the

Ending celladdress of the rangeshorthand
that includes Starting celladdress of the range,
and a : (colon) in between them. This
in the formulatoperform
calculations on aset of values inarange. shorthand is used
Range Name
a ran ao.
Arangecan be identified by±narneBalso.To do so:
1. Select the desired cell range then click on Define
group under Formulas tab. Name option in Define Names
2. In the New Name dialog box, type the
name you want to give to the range. 3
3. Select Scope as Workbook (range name is
specific sheet and click OK available in allthe sheets) or select a

A B C E New Name
1 MATH ENG HÍNDI IT
2 89 78 Name: MARKS
87 99
3 76 85 Scope: Workbook
84 78
4 45 76 87 49 Comment

Formulas Data Review View

Develope Help 9 Tell me

A BDefine Name Refers to:

ext Date & Lookup & Math & More Name a Define Name..
=Sheet2!$BS2:$E$4
Time Reference Trig Functions Manager Apply Narnes... OK Cancel
ibrary Defined Names

22
Functionsin Excel
Cunctions are Predefined Formulas that perform calculations by accepting values
called arguments in a particular order or structure.
Bunctions help us pertorm calculations on ranges. For example, =SUM(A1:A20) will
return thhe total of all the values in the cells A1 to A10.
Afunction begins with an equal sign '=", followed by the function name, and then
0 The arguments are passed, within the parentheses. Mulitple arguments are
separated by comma. For example, SUM(A1, A5, A9, B2, B3, BI5).
Built-in Functions
There are lots of functions available in Excel. These functions fall under different
categories such as Text, Mathematical, Trigonometry, Financial, Date and time, etc.
Let's have a look at some functions
I Sum : This is the most popular function. The SUM function takes all the values
in each of the specified cells and returns their total.
Syntax: =SUM (valuel,value2, etc.) OR =SUM(range of cells)
Example =SUM (15, 25, 65) Output=105
aAverage: Thisfunction returns the average of the given values.
Syntax: =AVERAGE (valuel, value2, etc.)
Example =AVERAGE (10. 20. 30) Output=20
: This function returns the largest value from the given values.
Max
Syntax: =MAX (valuel, value2, etc.)
Example =MAX (15, 25, 65) Output= 65
|Min : This function returns the lowest value from the given values.
Syntax: =MIN (valuel, value2, etc.)
Example =MIN (15,25, 65) Output=15
SRound This function takes a number and number of decimal place. It returns the
rounded value to the given decimal places.
Syntax: =ROUND (decimal value, no. of digits)
Example =ROUND (1525.24876, 2) Output= 1525.25
: This function returns the square root of passed number.
Syntax: =SQRT (value to find square root)
23
 Example =SQRT (15625) Output= 125
TPower : This function takes base and exponent as
arguments and returns +
power value the base to the exponent.
Syntax: =POWER (decimal value, round-number)
Example =POWER (15, 4) Output= 50625
8 Lower : This function returns lowercase (Small letter) of the given text.
Syntax: =LOWER ("Text")
Example=LOWER ("Edusoft IT Solutions")
Output= edusoft it solutions
1Upper : This function returns the uppercase (capital letter) of the given text.
Syntax: =UPPER ("Text")
Example =UPPER ("Edusoft IT Solutions Pvt. Ltd.")
Output= EDUSOFT IT SOLUTIONS PVT. LTD.
lo Today : This function returns the current system date in the selected cell.
The syntax is: =Today () Output= 30-08-22
Applying ASimple Function
Let's learn about using a simple function with the help of an example. Let's
calculate
total sale using SUM) function on this data set.
A B D E
1 ITEM JAN SALE FEB SALE MAR SALE TOTAL
2 CTV 2890 3460 2075
3 WASH MACH 3068 2312 3283
4 HEATER 4369 1578 1489
5 COOLER 3515 1826 3896
6 AC 2529 3105 3399

1. Go to the cell where you need to display the sum of the values. For example, E2.
2. Under the Formulas tab, in the Function Library group, click on the Insert
Function option. The Insert Function dialog box will pop-up.
3. Select SUM function from the list and click OK. The Function Arguments dialog
box will pop-up.
4. In the field Numberl type the argument that is range of cells which contain the
values whose sum needs to be calculated. For example, B2:D2. Click OK button.
Copy this function down to other cells by dragging with Fill Handle using mouse.
 Insert Page Layout Formulas Data Review View
File
Home
Number B2:D2 4
Logical Toxt Date & Lookup & Math & More Number2
Insert AutoSum Recently Financial " Time Referonce Trig Functions
Function Used
Function Library
2
Functlon Alquments
SUM

Numbert B2:02 (28903460.2075)

Insert Function
Number2
function:
Searchfor a Go
want to do and then cick Go
nneabrief description of what you

Most Recently Used

Or select a gategory:
B425
Adds al the numbers in a range of cells.
Selecta function:
Numbert: number1number2. are 1to 255 numbers to sum. Logical values and text are ignored in
AMERAGE cells, incuded if typed as arguments.
SUM 3
HYPERUNK Formula result = 8425
COUNT OK Cancel
MAX
Help on.thisfunstion
SIN
SUM(number1,numnber2,...)
Adds all the numbers in a range of cells.
Shorteut
Todisplay Insert Function dialog box:
Helo on this function Cancel
Shift+F3

A B C D E
1 ITEM JAN SALE
2890
FEB SALE
3460
MAR SALE
2075
TOTAL
8425
Total sales calculated in cell E2 and
2 CTV
3 WASH MACH 3068
4369
2312
1578
3283
1489
8663
7436
function copied down to other cells.
HEATER
5 COOLER 3515 1826 3896 9237
6 AC 2529 3105 3399 9033

AA

Train your brain

1. In the previous example, calculate average sales in cells B7, C7 and D7 for Jan,
Feb and Mar respectively.
B C D
1 ITEM JAN SALE FEB SALE MAR SALE TOTAL
2 CTV 2890 3460 2075 8425
3 WASH MACH 3068 2312 3283 8663
4 HEATER 4369 1578 1489 7436
5 COOLER 3515 1826 3896 9237
6 AC 2529 3105 3399 9033
7

.Now, calculate the above sales values by using Range Names as JAN SALE,
FEB_ SALE and MAR SALE. For hint, the usage of SUM) for cell B7 is given here:
=SUM(JAN SALE)
25
Logical Functions
Logical functions allow
check. For combining more
more tha
than one condition to perform
example. a a
yearlosSgica
person allowed to
is
her address is verifled, Both of theseote if he or she is at least 18
and his or her
person to cast his or her vote. conditions need to be satisfied f old
MS-ENcel provides three functions to perform such logical checks. These al for
summarised below: function.
functions are
Functions Explanation Example
AND
Returns true only if all the AND(A1=100, B1="YES")
conditions are true. Returns false AND(A1-A2>10)
if any of the conditions is false.
AND(A1="P"B1=1o,C1<0)
OR
Returns true if any of the given OR(A1=100, B1="YES")
conditions is true. Returns false OR(A1-A2>10)
if all the conditions are
false. OR(A1="P", B1=1o,C1<0)
NOT Checks reverse of the condition.
It takes only one condition at a NOT(A1=100)
time to check. NOT(A1-A2>10)
NOT(C1<o)
Logical functions are generally used with other functions like IF to
making. perform decision
For example:
=IF(AND(A1=5, A2=10),"Okay","Retry")
=|F(OR(Al>=75, B1 > =75),"YES","NO")
Consider the following worksheet:

A C D
1 STUDENT NAME ACADEMICS SPORTS
2 Ravi Kumar 60 80
CO-CURRICULARELIGIBLETO GOON EXCURSION
60 NO
3 Raj Verma 70 95 87 YES
4 Anu Singh 85 78 78 YES
s Pawan Kumar 73 80 92 NO
6 Md. Kashif 83 75 87 YES
7 Savita Kumari 92 75 79 YES

26
 The students who have secured 75% or more in their academic performance or
secured 85% in sports as well as cO-curricular activities can go for the exCursion. The
formula for the first student is:
=IF(OR(B2>=75, AND(C2>=85,D2 >=85), "YES", "NO")
.ice the use of parentheses in this formula. AND) has 2 conditions to check:
ea2=85 and D2>=85. If they both are true it will return True otherwise False. The
woctt (true/ false) returned by AND) will be used by OR() and it has one more
Rndition to check: B2>=75. lt will return true if student has 75% or more in
academics or 85% or more in sportsas well as co-curricular activities.

cell Referencing
Accessing the value of a cell by its address in any formula or function is called cell
referencing. It identifies the location of a cell in the worksheet. The 3 types of cell
referencing are described here.
1. Relative cell referencing
Relative cell referencing is by default. If you move or copy aformula to another cell,
the cells addresses in the formula will change accordingly. As shown here, SUM) is
used in cell A6 to get the sum of the range A1 to A5 0.e. =SUM (A1:A5). Then, it is
-

copied to cell B6. The cell referenges are changed to B1: B5 i.e., =SUM (B1:B5).
A6 X =SUM(Al:AS)
A C E Cell containing function
1 1 6 to calculate sum of values
2 7 of cells A1 toA5.
3
4 4 9
5 10
6 =SUM(A1:A5)

B6 SUM(B1:85)
B C D
1 1 6
2 2
CellB6, where. 3
function is copied. 4 4
5 5 10
6 15 40

27
 2. Absolute cell referencing
In absolute cell reference if formula is moved or copied to another cell, the cel
addresses in the formula willnot change. This is done by preceding a '$" (dollar) sign
in front of the columns letter as well as the rownumber. As shown here, formula in
cell C4 is =B4*$A$4 and after copying the formula in cell C5 it is =B5*$A$4. In cell
C5, reference of cell A4 is not changed.
B4
=B4*$AS4 C5
-B5*$A^4
Cell containing the formula to D
Formula is copied D
1 calculate the amount after discount.
2
to cell C5.
2
3 Discount in % Price (in Rs) |Dis Amount
3 Discount in %|Price (in Rs) Dis. Amount
0.15 50]=B4*SA S 4 0.15 50 7.5
5 60
5 60 9
70
70
7 80
80

3. Mixed cell referencing

Mixed cell,reference consists of both relative and absolute cell reference. Excel adjusts
the relative part of the reference while the absolute part is not adjusted. In a mixed
cell reference, only the rowor only the column remains fixed in a formula. To make
a mixed reference, add a dollar ($) sign in front of only the column name or the row
number as shown here.

AVERAGE =$A4*B$2
: D

Books with different discounts

D0scount 0.15 0.25 0.35
3 Prlce (ln Rs)
50 =$A4*B$2
60
70 Cellcontaining the formula to calculate
the amount after discount of o.15. C4 -$A4"C$2
7 80

Formula is copied D
1 to cell C4. different discounts
Discount O15 0.25 0.35
3 Prlce (in Rs)
50 7.5 12.5
5 60
6 70
80

28
 GLOSSARY Define
Formula :A formula is an equation that performs a
calculation.
Function : A function is a predefined formula that performs
calculations by using specified values called
arguments in aparticular order or structure.
Range : A set of adjacent cells is called a range.
Relative Referencing :Cell addresses change with reference to the new
location.
Absolute Referencing : Cell addresses do not change with reference to the
new location.

Mixed Referencing : Either row reference or column reference change

with reference to the new location.

Key Points
Arithmetic operators are used to perform basic mathematical operations.
To çompafe two values, comparison operators are used.
Aformula and function begins with an equal sign '='.
eneatis oun aguren in a nchon?,
An argument in a function is the valie on which calculation is done.
Set
Whot is calld
of adjacent cells is-Snge
a Yange.
2600
A (old an agumertz
Functionsperform calculationsby accepfing specified values called arguments.
Logical functions performoheal
logicaltncions
çheck on multiple conditions.
ANDQ: are logical function.
9andCellOR(0uleenirg
Cellreferencing is accessing cell value by its address in any formula/function.
AInrelative referencing, cell addresses change accordingly when formula is
moved or copied to another cell.
Inabsolute referencing, celladdresses reYmain unchanged when formula is
moved or is miel
what copied to
pnot-n
In mixed referencingeither columH or row reference is fixed.

29
 Exercise
A. Choose the correct answer.
1. To perform basic mathematical
operations, operators are used.
a) Arithmetic b)Comparison
c) Relational d) All of these
2. $B7 and B$7 are examples of which of the following referencing types?
a) Relative b) Absolute
c) Mixed d) None of these
3. A set of adjacent cells is called a
a) Data set b) Referencing
) Formula d) Range
4. function returns false if all of the given conditions are false.
a) AND b) OR
c) NOT d) Allof these
5. In the function, =AVERAGE(MY MARKS), MY MARKS is a
a) Cell range b) Cell range name
c) Cell address O d) Formula
B. Fill in the blanks.

Today(). Relational, Paste Values, 3221.116, Mixed

1. Mizel cell reference consists of both relative and absolute cell
reference.
2. To compare two values in Excel,
3.
Relaionaloperators are used.
=Round(3221.11611, 3) will return 322||16
4. function is used to display current system date.
5. PachaValuooption pastes the value instead of the
copied formula.

30
 iek (/) the correct statement and cross (X)
out the wrong one.
1. =Upper(10, 5, 100) willreturn 100.
2. Comparison operators either return True or False.
3. NOT) takes one argument.
4 IFO is used to evaluate more than one condition.
6 In =SUM(A1,A2), A1 and A2 are
arguments.
D. Answer the following questions.
1 How is relative referencing different from
absolute referencing?
Relatia Keferencng Aosokuho Raljanisa

2. What do you mean by Range and Range Name?

3. List any 2 differences between formula and function.

fotunula
Oe haua o craasta

4. How does AND) and OR)work? Explain with a small example.

E, Value based learning for critical thinking and open discussion.

l. spreadsheets increase our productivity. How? Discuss with teacher.
<. Do you think, electronic spreadsheets help you improve your arithmetic?
 NO.

Lab-Session e
AY In the given worksheet, calculate the total sale in colun E and in
renmarke
(column F) display HIGH if the total sale is more than 2500000 otherwise
display LOW.
A B D E
TEM JAN (RS.) FEB (RS.) MAR (RS.) TOTAL SALE REMARKS
2 Mixy 10000O 1317392 1399890
3 TV 125000 S27975 379059
4 Washing Machine 802538 1087423 1152706
Oven 20000ó 106606
6 AC
'1432967
126500 S15169 1225519

B. In the following data set, the discount oage is g0ven at the top as 5, 8.5, 10
and 12
Apply and copy formula to calculate the discounted prices for each company. Four
calculationsare done for you to understand the problem.
[Hint: Apply mixed referencing]
A B C D E F
1 MODEL MRP 5 8.5 10 12
"2 LENOVO 35400 1770
3 SAMSUNG t45300 3850.5
4 HP 34000 3400
5 DELL 43200
5184
6 ACER 29800

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