Cell Reference Review

and Functions

Relative Address
 Absolute Address
 Functions
 Decision Making in Excel
 Using the If function
 Examples

Slide No. 1
 Relative Address
 Relative addressing changes cell
addresses as you copy a formula to a
new cell
 Cell Address Wrap
 Example: copy the formula
=sum(A1:A4) found in A5 to D1
 Result: =sum(D16381:D16384)
 Cell row references wrap
Slide No. 2
 Relative Address
 Example - copy the formula
=sum(A1:A4) found in D6 to A6
 Result: =sum(IT1:IT5)
 Cell column references wrap

Slide No. 3
 Absolute Address
 When you want a cell address always to
refer to a specific cell or range of cells,
you must use an absolute address
 Works uses a dollar sign in front of the
row or column portion of a cell address
to indicate the portion that will not
change

Slide No. 4
 The Special Chars $ and ,
 When entering numbers in a cell, never
add a dollar sign or comma to the
number. These are reserved for use in
formulas.
 If you want them, use the formatting
option!

Slide No. 5
 Mixed Address
 With a mixed cell address, the row or
column can change without the other
part changing

Slide No. 6
 Functions
 Functions are pre-built formulas
provided by Excel (over 300 functions).
 Are grouped into the following
categories:
 Database Date and Time Financial
 Information Logical
 Lookup and Reference Math and Trig
 Statistical Text

Slide No. 7
 Functions
 Enable you to speed up your
calculations compared to writing a
formula
 For example, you could create
 =(A1+A2+A3+A4+A5+A6+A7+A8)
 or
 use the function =SUM(A1:A8)

Slide No. 8
 Understanding Functions
 Functions act on data
 Functions accept information, referred
to as arguments and return a result
 the general syntax of a function is:
 =FunctionName(arguments)
 each function takes on specific types of
arguments, such as numbers,
references, text or logical values
Slide No. 9
 The Function SUM
 The SUM function, uses the numbers in
selected cells.
 The selected cells make up the
argument portion of the function.
 The argument of a function can be a
single cell, a range of cells, a named
range, or a number

Slide No. 10
 Using the Wizard Function
 Creating functions can seem difficult
 especially with potentially different ways
of spelling a function name (AVG, AVE,
AVERAGE) and the potential number of
arguments possible
 That is why Excel created the Function
Wizard

Slide No. 11
 Using the Wizard Function
 Select a cell where you want to enter the
function
 Choose Insert->Function (or you can click the
Wizard Function Button - the fx button
 Section the type of function you want from the
categories
 Choose the specific function
 The Wizard provides you with a series of
windows to guide your completion of the
function arguments
Slide No. 12
Slide No. 13
Slide No. 14
Slide No. 15
 Decision Making in Excel
 When you will be using a spreadsheet,
you will undoubtedly find situations
where the result depends on different
conditions
 Excel provides a number of features to
facilitate analysis and lookups
 IF() and LOOKUP()

Slide No. 16
 Using the If Function
 The IF function checks for certain
conditions and then takes actions
based on the results of that check
 Conditions are the result of a
comparison that uses relational
operators

Slide No. 17
 Relational Operators
 Meaning
Operator
 =
Equal to
 <
Less than
 >
Greater than
 <> than or equal to
Less
 <=
Greater than or equal to
 >=

Slide No. 18
 Condition
 The condition lets you set up an
equation using the relational operators
to check for specific results or cell
contents
 Examples:
 A5 > 10, H14 = 0, D19 < 1985
 The answers to these equations are
 True (Yes) or False (No)
Slide No. 19
 Actions
 Since there are only two outcomes to a
condition, there can be only two actions
to take
 1. The action to perform if the condition
is true
 2. The action to perform if the condition
is false

Slide No. 20
 The If Function Format
 The format:
 IF(condition, true action, false action)
 What happens, Excel evaluates the
condition, if the condition is true, Excel
performs the true action and that’s it!
But if the condition is false, Excel
performs the false action and that’s it!

Slide No. 21
 If Example
 Assume that you have a spreadsheet
that calculates the commissions for the
sales representatives of a company.
 Suppose that the dollar amount that a
rep has sold is in cell H5. If the sales
rep sells more than $1000, he/she gets
a commission of 10% else the
commission is 0.

Slide No. 22
 If Example
 Notice that we have two actions to
perform:
 1. Sales * .10
 2. 0
 Which one we do is based on selling
over $1000.
 Sales > 1000
 Now we can put the IF function together
Slide No. 23
 If Example
 We know that “Sales” is stored in H5
and we want the commission to be
printed out in cell I5
 So in cell I5 we enter the following IF
function:
 =IF(H5>1000,H5 * .1,0)

Slide No. 24
 Text Actions in If Functions
 The IF function also lets you perform
text actions
 Example:
 You have a grade book spreadsheet.
Your final grade is “PASS” or “FAIL”. A
PASS is assigned for a grade greater
than or equal to 70.
 =IF(D27<70,”FAIL”,”PASS”)
Slide No. 25
 Text Actions
 You could have also said
 =IF(D27>=70,”PASS”,”FAIL”)
 Note that any text to be entered in the
cell must be included in quotes
 Text can also be used in the condition
part of the If function

Slide No. 26
 Text Comparison in an If
Function
 Suppose you ran a business that
collects sales taxes on mail orders
received only from the Makati
 To check if the value of a cell (D7)
contains a state code and calculate 5%
sales tax only if the value in D7 is IN
 IF(D7=“IN”,D15*.05,”No Tax”)

Slide No. 27
 More Complex Decisions
 You can use the logical operators: And,
Or, and Not to form more complex
conditions
 You can use nested If functions to make
more complex decisions. (using an If
function in a true or false action)

Slide No. 28
 AND Function
 AND() function produces a TRUE
response only when all the elements
within the parentheses meet the
conditions => otherwise FALSE
 When you want to check for a number
within a range => use AND
 =IF(AND(D7>30,D7<61),D7,0)

Slide No. 29
 OR Function
 OR()function is another logical test. It
produces a TRUE response when any
one of its arguments is TRUE.
 When you want to match one value
against multiple values
 =IF(OR(B12=“red”,B12=“blue”),”OK”,”“)

Slide No. 30
 Evaluating Complex Decisions
 To make sure that your function is
evaluated correctly, you must know the
order of operations !

Slide No. 31
 Evaluation Order
 We have looked at the order in which
arithmetic operations are performed.
 Arithmetic order of operations:
 negative or positive (negation)
 exponentiation
 multiplication or division
 addition or subtraction

Slide No. 32
 Order
 But where do these new
operator/functions fit in?
 First in line are the logical functions -
(Not, And, OR)
 Second are arithmetic operations
 Finally are the relational operators
 Use () when in doubt

Slide No. 33
 Complex examples
 =IF(H9>.894,”A”,if(H9>.794,”B”,if(H9>.6
94,”C”,if(H9>.594,”D”,”F”))))
 What do you think this IF function does?
 =IF(OR(D7=“IN”,D7=“In”),D15*.05,”NO
TAX”)

Slide No. 34
 Other Counting Techniques
 The function Countif
 example:
 =countif(range,criteria) =>
 =countif(A1:A14,12)
 counts the number of of nonempty cells
in the range (A1:A14) that meet a
specified critieria (12)

Slide No. 35
 Other Countif Examples
 =countif(A1:A12,1)+countif(A1:A12,12)
 tallies the number of cells containing 1 or 12
 =countif(A1:A12,”>=1”)-
countif(A1:A12,”<=10”)
 count the number of cells that contain a value
from 1 to 10
 =countif(A1:A12,”yes”)
 counts the number of cells containing the
word yes
Slide No. 36
Questions

Slide No. 37