• Analyze the words Formula and Function.
Think of the words associated to them in
• A function is a preset formula in Excel. Like
formulas, functions begin with the equal sign ( = )
its arguments. The function name tells Excel what
calculation to perform. The arguments are
contained inside round brackets.
• For example, the most used function in Excel is
the SUM function, which is used to add together
the data in selected cells. The SUM function is
written as –
= SUM ( D1 : D6 )
Here the function adds the contents of
cell range D1 to D6 and displays the answer in cell
Before adding the function to
the spreadsheet, it is a good idea to enter
the data that it will use as its arguments
first. This way the cell references of the
data will be correct when entered into the
• A formula is an equation that you
create. In Excel, a typical formula
contain cells, constants and even
functions. After entering data into
your first worksheet, you can already
learn how to use formulas. Excel has
basic built-in formulas such as sums
Formula with Operators
1. Enter numbers on two different cells.
2. Click another cell where you want to
perform the operation for the two
values, type an equal sign (=).
3. Click or type the first cell address or the
first value you want to include in he
4. A color border will surround the cell
reference you made.
5. Type an operation:
• The plus sign (+)
• The asterisk (*) to multiply
• The minus sign (-)
• The slash (/) to divide
• The percentage symbol (%)
• The exponential symbol (^)
6. Type the second cell address or the second
value you want to include in the formula
7. Press Enter and the result of the calculations will
appear in the selected cell.
Copying and Pasting Data
1. Select the area of data you want to copy.
2. Choose Home>Copy. A marquee will
surround the cells.
3. Click the cell to which you want to copy
the selected area.
4. Choose Home>Paste. The selected cells
are pasted into the new location.
5. Paste the cells into another location or
press Esc key to cancel the marquee.
Copying Values Using Paste
1. Select a cell (or group of cells) containing a
formula then choose Home>Clipboard>Copy or
press Ctrl + C from the keyboard. (A marquee
(marching ants) will appear around the selected
2. Select the cell where you want the answer to be
placed. Click the arrow under the Paste button
on the Home tab, or click the cell destination.
3. Choose Paste Special.
4. From the Paste Special dialog box, select the
Paste link option.
5. Click OK. The changes you make in the source
cell will change the value of the copied cell.
Adding Numbers with AutoSum
1. Click the cell beneath a sequence of
2. Click Formulas>Function
Library>AutoSum. A marquee will
appear around the cells directly
above the current cell.
3. Press Enter key to display the sum
total of the selected cells.
1. What is the difference between
formula and functions?
2. How will you create a formula?
3. Why is it advisable to first type the
data before entering the formula?
4. What is the purpose of Paste
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