This document provides an overview of using formulas and functions in Excel 2007, including mathematical operators, cell references, common functions like SUM and IF, finding the right function, fixing errors, naming cells, and other tips. Key topics covered are basic formulas, relative and absolute cell references, using functions, the IF function, displaying formulas, the function library, and identifying common errors. Users will learn the basics of working with formulas and functions in Excel.

1. LearnIT@Lunch
Understanding Formulas
and Functions
In Excel 2007
IT-User Services

2. Using Formulas
During this session you will learn about:
• Basic mathematical operators
• Relative and absolute cell references
• Using Functions
• Using the IF function
• Finding the right function
• Fixing errors
• Working with range name

3. Formula vs. Function
Formulas are equations that
perform calculations on values.
Functions are predefined
formulas that perform
calculations by using specific
values in a certain order.

4. Mathematical Operators
Basic Mathematical Operators
Control order of operations with ( )

5. Mathematical Operators
Use Parentheses to control operations

6. Exploring Functions
Function syntax
=FunctionName(Argument1, Argument2, Agrument3)
Useful & Simple Functions
=SUM
=AVERAGE
=MIN
=MAX

7. Exploring Functions
=SUM (range or arguments)

8. Copying Formula
Relative References
When a formula is copied, the referenced cells
changes
*Note: The result of cut and paste is different than copy and past

9. Copying Formula
Absolute References
•Use $ to ‘lock’ the row/column reference
•Press (F4) to create the ($) sign

10. Copying Formula
Quick Tips
•Use Ctl + Enter
•Double click the Fill Handle

11. AutoCalculate
Using AutoCalculate
Calculations done by Excel on range of data

12. Display Formulas
Displaying and Printing Formulas
Formulas Tab, Show Formulas button

13. Using the Function Library
Inserting Functions
Type into formula bar or use the function
library

14. Finding Functions
AutoComplete (new in Excel 2007)
Type = then first letter of the function

15. Finding Functions
Function Wizard
Type key words search or browse library

16. Using IF Function
IF Function syntax
=IF (test, if value true, if value false)

17. VLOOKUP Syntax
=VLOOKUP(J2,$N$1:$O$4,2,FALSE)
To Find an Exact Match
J2 = Lookup value (last 4 digits of pro card)
$N$1:$O$4 = Table array (pro card # with employee name)
2 = Column index from table array with value to be returned
False = Tells Excel to return value if exact match is found
This function works differently based on the 4th parameter.

18. Using Functions
Working with Nested Functions
Functions inside other functions

19. Identifying Errors
Error Messages
#VALUE! – Trying to do math with nonnumeric data.
#DIV/0! – Trying to divide by zero.
#REF! – Occurs when a cell reference is not valid. (When a cell
referenced in formula has been deleted.)
#N/A! – Occurs when a value is not available to a function or
formula.

20. Naming a cell or range
Instead of using the cell address, give the
cell or range a name (e.g. grandtotal)

21. Naming a cell or range
• Make formulas easier to understand and
use
• “procardlist” is much more meaningful than
A2:B5.
• Quick navigation

22. Naming a cell or range
Naming Rules
• Up to 255 characters long
• No spaces (may use “_” underscore)
• Cannot contain special characters (!”$)
• Cannot contain operators (+-%)

23. Naming a cell or range
Defining and Using Range Names
Select Formulas tab and Define Name

24. Helpful Resources
www.udel.edu/learn
www.udel.edu/help or call 831-6000
www.datapigtechnologies.com
http://office.microsoft.com/en-us/training