notsi maalumu kwaajili ya kujifunza Microsoft office excel,

1. Level one second semester
ALPHONCE F.STEPHANO ASSENGA
FORMULA AND FUNCTION

2. The main propose of a spread sheet is to analyze information,
and without formulas ,most analysis would be impossible.
Here we will describe basic math factions and how to use
them in excel, as well as how to create formulas to manipulate
and analyze the information in spread sheet.
Keys to understand before starting building formulas, you
need to understand two keys.
1. Cell referencing
2. operators

3. 1. CELL REFERANCES
Cell reference :- is simply a reference to a cell
example:
Cell B5 refers to column B,row 5 in a spreadsheet
 You can combine cell reference to create range reference
(a range reference includes two or more cells reference and one or
more reference operator)
Understand reference operator
The colon (:)is the common reference operator .
Uses of : as reference operator
 Specifies the range of cells between two bracketing cells.
Example: - B3:B7 refers to the range of cells B3,B4,B5,B6
and B7.

4. TYPES OF REFERANCING
1. Absolute reference
2. Relative reference
3. Mixed reference
A B S O L U T E R E F E R E N C E
• Specifies the exact address of a cell
Form
$C$R - C_ represents the column and R_ represents the row
Example: $B$6 –identifies column B, row 6
If you specify an absolute reference the formula will continue to use
the value of explicit cell.

5. R E L A T I V E R E F E R E N C E
Specifies the address of cell based on the relative position of the cell that
contains the formula and the referenced cell.
FORM
CR :- C –represent column ,R – represent row.
Example: B6 :- B-for column,6-row.
If you move or copy the formula it contains relative references the cell to
which the formula refer will change.
example:=A2 * C2 in cell D2 multiplies A2 by C2 to give
products

6. M I X E D R E F E R E N C E
Is a combination of relative and absolute reference.
example:- the reference $A2 absolutely reference column
A but relatively reference Row 2
If you use $A2 in the formula rather than $A$2 and then copied
formula would be
=$A3*C3
=$A4*C4
=$A5*C5
Each subsequent formula increases the row by one but column A
remain in each formula.

7. “ You can think of operator as the language you use to build formulas and
preforms in excel”
E x c e l 2 0 0 3 s u p p o r t f o u r ( 4 ) t y p e s o f o p e r a t o r s
1. Arithmetic operation
2. Comparison operators
3. Text operators
4. Reference operators
Arithmetic operator
Enable you to perform math operation on values
example:-
calculating sale tax, commission, average grade
and so on…

8. TABLE
OPERATOR PURPOSE EXAMPLE
+ Addition B2 + C4
- Subtraction C3 – D31
* Multiplication A2*B6
/ Division C5/3
% Percent A4*15%
^ Exponential B3^3

9. C O M P A R I S O N O P E R A T O R
Used to compare two values and return either true or false.
Table
O P E R A T O R P U R P O S E E X A M P L E
= Equal to B3=C2
> Greater than B5>10
< Less than C4< 100
>= Grater than or equal to B4>=100
<= Less than or equal to R3<=75
<> Not equal B3<>C5

10. T E X T O P E R A T O R
There is only one text operator in excel known as ampersand (&).
The ampersand concatenate text string into single string.
Example:- =“hob” & “nob” results to hob nob
Use
 Used to merge two text strings.

11. R E F E R A N C E O P E R A T O R
• Combines cell or ranges of cells
example:assume that you want to add up cell D3
through D19, you don’t have to use
=sum(D3+D4+ D5+D6…) and include all cells in the range instead,
you can specify the first and last cells,separated by colon (:)
eg. =sum(D3:D19)

12. TABLE
O P E R A T I O N P U R P O S E E X A M P L E
: Range operation, specifies a range
between two cells.
B4:B18
, Union operator, combines
multiple reference into one
reference
Sum(C4:C6,D6:D8)
( SPACE ) Intersection operator, produces
one reference to cells common
two ranges
(C3:E8 A4:D5)

13. FORMULA :- Is an expression which calculates the values of a cell.
We can use math operators to create simple formulas.
example
assume that you want to add cells B2 and B3,
See the formula to do that!
= B2 + B3
= sign at the beginning of the formula, its indicates to excel that
this is a formula, if you omit the = sign excel treats the formula as
simple text and does not perform any calculation.
But also you can use other operators, as well and you can nest
operations , see the example below
The example adds cell B2 and B3,multiplies the result by 4 ad
divides by the value in cell D5
=((B2 +B3)*4) / D5

14. To display formula results,
s i m p l y c l i c k i n c e l l w h e r e y o u w a n t t h e v a l u e t o
a p p e a r a n d t y p e t h e f o r m u l a , w h e n y o u p r e s s e n t e r
e x c e l p e r f o r m t h e c a l c u l a t i o n a n d d i s p l a y t h e
r e s u l t i n t h e c e l l

15. This are predefined formulas and are already available in excel.
Example
=sum(C5:C9)
H o w t o u s e f u n c t i o n
S t e p s
1. Click in a cell you want to add function.
2. Go to insert menu tab, to open insert function dialog box or
shift + F3
3. Select categories of function you want from drop-down list
box
4. Elect will prompts you for function arguments
5. Provide argument (s) depends on the functions.
6. Some functions require a cell or range reference, some
required numbers etc..

16. The basic excel function
function Example Description
Sum =sum(A1:A10) Find the sum of cells A1
through A10
Average =average(B1:B10) Finds the average of cell
B1 through C10
Max =max (C1:C10) Returns the highest
number from cell C1
through D10
Min =Min(D1:D10) Returns the lowest
number from cell D10
sqrt =Sqrt (D10) Finds the square root of
the value in cell D10
Today =Today Returns the current date
(leave the parentheses
empty)

17. the faction allow you to make logical comparisons between a value and
what you expect.
Form
if(something is true, then do something otherwise do something else)
if statement can have two results the first result is if your comparison is true, the
second result is if your comparison is false.
example
=if(C2 =“yes”,1,2)
The above example, cell D2 says if(C2 = yes ,then return a 1 ,otherwise return a 2)
Example 2:
=if(C2=1,”yes”,”No”)
Formula says if(C2 =1,then return yes, otherwise return No)

18. Use
The “if” function does not limit you to only checking if one thing is equal to
another and returning a single result. You can also do the following below.
1. Used to value both text and values
2. Used to evaluate errors
3. Used in mathematical operations depending on your criteria
Note: it text is used in formulas, need to be wrapped by the quotes.
e.g. “text”
The only exception to that is using “true” or “false", which excel automatically
understands.

19. N e s t e d i f . .
the IF function in excel can be nested, when you have multiple
conditions to meet.
The false value is being replaced by another if function to make a further test