Reference Data in Formulas


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Reference Data in Formulas

  1. 1. MicrosoftExcel 2007Objective 3: Creating andModifying Formulas
  2. 2. In the Objective you will learnhow to:1. Reference data in formulas2. Summarize data using formulas3. Summarize data using subtotals4. Conditionally summarize data using a formula5. Lookup data using a formula6. Use conditional logic in a formula7. Format or modify text using formulas, and8. Display and print formulas
  3. 3. Reference Data inFormulas• Use relative, absolute, and mixed cell references• Troubleshoot formulas
  4. 4. Relative References Relative references will change if they are copied and pasted or filled to a different location to reflect that locationHow-To1. Type an equal sign, “=“, in the formula bar or directly in the cell2. Insert your cell reference by typing the cell address into the cell or by selecting the cell3. Finish the formula using operators and additional cell references, then click Enter.
  5. 5. Absolute References Absolute references will not change based on where the “$” is located in the reference.How-To1. After entering the cell references, select the cell reference, one at a time, that you want to make an absolute reference and press F4  The reference should now read $A$12. Press Enter or Tab
  6. 6. Troubleshoot Formulas byTracing Precedents Precedents are cells or ranges that affect the active cell’s value.1. Click a cell that contains a formula2. Click the Formulas tab, then click the Trace Precedents button in the Formula Auditing group3. Double-click one of the blue arrows to navigate between the cell containing the formula and the precedent cell(s)
  7. 7. Troubleshoot Formulas byTracing Dependents Dependents are cells or ranges affected by the active cell.1. Click a cell that is referenced in a formula2. Click the Formulas tab, then click the Trace Dependents button in the Formula Auditing group3. Double-click one of the blue arrows to navigate between the cells
  8. 8. Troubleshoot byTracing, Locating andResolving Errors1. Click the cell that shows the error  Common errors are shown on the next slide2. Click the Formulas tab, click the Error Checking list arrow in the Formula Auditing group, then click Trace Error3. Make edits to the formula in the formula bar
  9. 9. Common ErrorsError Means#DIV/0! Value is divided by zero#NAME? Excel does not recognize text#N/A Value is not available for the formula#NULL! Formula specifies an intersection of two areas that do not intersect#NUM! Invalid formula number(s)#REF! Invalid cell reference#VALUE! Operand or argument is incorrect
  10. 10. Troubleshoot Using ErrorChecking1. Click the Formulas tab then click the Error Checking button in the Formula Auditing Group2. In the Error Checking dialog box click the appropriate button3. View and fix the error as prompted, click the resume button, then click OK
  11. 11. Error Checking Dialog BoxOptionsButton ActionHelp on this error Opens the Microsoft Excel Help Window and displays an article about this type of function or formula errorShow Calculation Opens the Evaluate Formula dialog boxStepsIgnore Error Moves to the next error without modifying the current oneEdit in Formula Activates the cell containing the errorBar in the formula bar
  12. 12. Troubleshoot by EvaluatingFormulas1. Click a cell that contains the formula2. Click the Formulas tab then click Evaluate formula3. In the dialog box, click the appropriate button(s)
  13. 13. Using References to Data inOther Worksheets If necessary, open the workbook containing the data In the current workbook: 1. Click the cell that will contain the formula and type = 2. Click the workbook, or worksheet, containing the value you want to include and click the cell 3. Type an operand (such as + or -) to continue the formula and select other cells as necessary 4. Press [Enter]
  14. 14. Name One or More CellRanges A cell range is a group of cells1. Select the range2. Click the Formulas tab then click the Define Name button3. In the New Name dialog box type the range name in the text box4. Click OK
  15. 15. Use Labels to Create RangeNames1. Select the range, including any row or column labels2. Click the Formulas tab then click the Create from Selection button3. In the dialog box click the appropriate check box then click OK
  16. 16. Modify Named Ranges
  17. 17. Insert a Named Range in aFormula1. Click in the cell where the formula will appear and begin typing the formula2. When you need to insert the named range, click the Formulas tab, the Use in Formula button, then the range name in the drop-down menu3. Complete the formula as appropriate
  18. 18. Lesson Review Complete the Get to know Excel 2007 – Enter formulas activity above this presentation.