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Creating Formulas to Calculate Values
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You can use a similar technique when you add a formula to an Excel table column. If the sale price and rate data were in an Excel table and you created the formula =B4*C4 in cell D4, Excel would apply the formula to every other cell in the column. Because you used relative references in the formula, the formulas would change to reflect each cell s distance from the original cell.
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Performing Calculations on Data
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If you want a cell reference to remain constant when the formula using it is copied to another cell, you can use an absolute reference. To write a cell reference as an absolute reference, type $ before the row letter and the column number. For example, if you want the formula in cell D16 to show the sum of values in cells C10 through C14 regardless of the cell into which it is pasted, you can write the formula as =SUM($C$10:$C$14).
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Tip Another way to ensure your cell references don t change when you copy the formula to another cell is to click the cell that contains the formula, copy the formula s text in the formula bar, press the Esc key to exit cut-and-copy mode, click the cell where you want to paste the formula, and press Ctrl+V. Excel doesn t change the cell references when you copy your formula to another cell in this manner.
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One quick way to change a cell reference from relative to absolute is to select the cell reference in the formula box and then press F4. Pressing F4 cycles a cell reference through the four possible types of references:
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Relative columns and rows (for example, C4) Absolute columns and rows (for example, $C$4) Relative columns and absolute rows (for example, C$4) Absolute columns and relative rows (for example, $C4)
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Creating Formulas to Calculate Values
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In this exercise, you ll create a formula manually, revise it to include additional cells, create a formula that contains an Excel table reference, create a formula with relative references, and change the formula so it contains absolute references. SET UP You need the ITExpenses_start workbook located in your 03 practice file folder to complete this exercise. Open the ITExpenses_start workbook, and save it as ITExpenses. Then follow the steps.
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1. If necessary, display the Summary worksheet. Then, in cell F9, type =C4, and
press Enter. The value $385,671.00 appears in cell F9.
2. Select cell F9 and type =SU.
Excel erases the existing formula, and Formula AutoComplete displays a list of possible functions to use in the formula.
3. In the Formula AutoComplete list, click SUM, and then press Tab.
Excel changes the contents of the formula bar to =SUM(.
4. Select the cell range C3:C8, type a right parenthesis ( ) ) to make the formula
bar s contents =SUM(C3:C8), and then press Enter. The value $2,562,966.00 appears in cell F9.
5. In cell F10, type =SUM(C4:C5), and then press Enter. 6. Select cell F10, and then in the formula box, select the cell reference C4, and
press F4. Excel changes the cell reference to $C$4.
7. In the formula box, select the cell reference C5, press F4, and then press Enter.
Excel changes the cell reference to $C$5.
8. On the tab bar, click the JuneLabor sheet tab.
The JuneLabor worksheet opens.
9. In cell F13, type =SUM(J.
Excel displays JuneSummary, the name of the table in the JuneLabor worksheet.
10. Press Tab.
Excel extends the formula to read =SUM(JuneSummary.
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Performing Calculations on Data
11. Type [, and then in the Formula AutoComplete list, click Labor Expense, and
press Tab. Excel extends the formula to read =SUM(JuneSummary[Labor Expense.
12. Type ]) to complete the formula, and then press Enter.
The value $637,051.00 appears in cell F13. CLEAN UP Save the ITExpenses workbook, and then close it.
Summarizing Data That Meets Specific Conditions
Another use for formulas is to display messages when certain conditions are met. For instance, Consolidated Messenger s VP of Marketing, Craig Dewar, might have agreed to examine the rates charged to corporate customers who were billed for more than $100,000 during a calendar year. This kind of formula is called a conditional formula; one way to create a conditional formula in Excel is to use the IF function. To create a conditional formula, you click the cell to hold the formula and open the Insert Function dialog box. From within the dialog box, click IF in the list of available functions, and then click OK. When you do, the Function Arguments dialog box opens.
Summarizing Data That Meets Specific Conditions
When you work with an IF function, the Function Arguments dialog box has three boxes: Logical_test, Value_if_true, and Value_if_false. The Logical_test box holds the condition you want to check. If the customer s year-to-date shipping bill appears in cell G8, the expression would be G8>100000. Now you need to have Excel display messages that indicate whether Craig Dewar should evaluate the account for a possible rate adjustment. To have Excel print a message from an IF function, you enclose the message in quotes in the Value_if_true or Value_if_false box. In this case, you would type High-volume shipper evaluate for rate decrease. in the Value_if_true box and Does not qualify at this time. in the Value_if_false box. Excel also includes several other conditional functions you can use to summarize your data, shown in the following table.
Function AVERAGEIF AVERAGEIFS COUNT COUNTA COUNTBLANK COUNTIF COUNTIFS IFERROR SUMIF SUMIFS Description Finds the average of values within a cell range that meet a given criterion Finds the average of values within a cell range that meet multiple criteria Counts the number of cells in a range that contain a numerical value Counts the number of cells in a range that are not empty Counts the number of cells in a range that are empty Counts the number of cells in a range that meet a given criterion Counts the number of cells in a range that meet multiple criteria Displays one value if a formula results in an error and another if it doesn t Finds the sum of values in a range that meet a single criterion Finds the sum of values in a range that meet multiple criteria
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