Resource 2016

• Review Excel formula basics

• Demonstrate how to enter manual formulas

• Examine some of the available functions and their usage

• Discuss the purpose of Excel conditional formatting options

• Explain how to apply, modify and remove conditional formatting

based on cell contents
Manual Formulas
• If you know exactly what you
want to calculate, you can enter Formula Bar
the formula directly into the cell
or into the Formula Bar.
• All formulas must start with the
= sign.
• You can type the cell names or
click on the cells to include in
your formula.
• After the formula is calculated, Cells will show
the cell will only display the highlighted with
result of the formula. The different colors as
formula itself will display in the they are added to
Formula Bar. the formula.
Order of Operations
If a formula contains more than one
mathematical operator, Excel will perform
the operations in the following order:

1 – Operations enclosed in Parentheses

2 – Exponents (^)
3 – Multiplication (*) and Division (/) Result
4 – Addition (+) and Subtraction (-)

In the first example, the division is

calculated before the addition and
subtraction.

In the second example, the parentheses Result

allow us to add the cells together before
dividing.
Editing Formulas
If you need to edit a formula that was
previously entered, you have 3
options.
1. You can click the cell containing
the formula and press the F2 key to
enter editing mode.
2. You can also just double click the
cell to begin editing the formula.
3. It may be easier to edit long
formulas in the Formula Bar at the
top of the worksheet.
Relative and Absolute Cell
References

A relative cell reference adjusts to its new

location when copied or moved to another
cell.
Relative cell references are the default in
Excel. Example: the formula ‘=B2+C2+D2’
in E1 was copied to the cells below. The cell
reference changes to match each row
number.
Relative and Absolute Cell
References

An Absolute cell reference contains a

dollar sign ($) before the column letter,
row number or both. Coordinates
preceded by the dollar sign ($) do not
change when copied or moved to a new
cell.
In this example, $B$12 is an absolute
cell reference. When the formula was
copied from E2 to the cells below, that
reference did not change.
Mixed Cell References
Cell references where one part of the reference is
absolute and the other part is relative are called
mixed cell references.
In this example, the column is a relative reference
and changes when the formula is copied. The rows
are absolute references and will not change
regardless of where the formula is moved.
Functions in Excel
Functions are formulas that have been predefined in
Excel. They offer a quick way to do certain common
calculations.

Parts of a Function:
• The equal sign indicates that the contents of the
cell will perform a calculation.
• The function name identifies the preset operation
to be performed.
• Arguments are value(s), parameters, or cell
ranges used to complete the calculation. The
argument(s) are enclosed in parentheses.
Functions in Excel
Functions can be entered into a cell in
one of three ways:
1 – You can manually type in the
function, parentheses, and arguments.
If you make a mistake, Excel may give
you a warning and suggestions to
correct it.
2 - You can type the function into the
cell. As you start typing, a list of
functions that begin with the same
letters will pop up. Clicking on any of
the functions in the list will show you a
description of that function.
Double click on the function you want to
use.
Then type in the cell references or click
on the cell or range of cells you want to
use in the formula.
Functions in Excel
3 -The third way to enter a function is
through the Insert Function dialog
box. You can find this option on the
Formula tab of the ribbon bar, but the
quickest way to open it is to click on
the button next to the formula bar.
It inserts an = sign in the formula bar
and opens the dialog box where you
can search for an appropriate
function.
When you find the function you want
to use, double click it to open the
Function Arguments dialog box.
Functions in Excel
The Function Arguments box will vary
based on the function selected.
You will see boxes for each part of the
argument for that function.

When cell references are entered into

one of the boxes, Excel will show the
cell contents to the right.
The box will also show the results as
you enter the arguments.
Functions in Excel
Excel offers a shortcut to some common
functions on the HOME tab ribbon bar.
Clicking on the triangle next to the
symbol will bring up the choices shown here.
You can click on More Functions to bring
up the Insert Function dialog box shown on
the previous slides.
Lastly, there is a FORMULAS tab on the
ribbon bar that holds many options for
inserting and calculating formulas.
SUM
The SUM function adds all the
numbers in a list or range of cells.
You can add a row, column or
individual cells.
(1)
To select the cells for SUM, you can:
1. Click and drag the mouse to select
a range.
2. Hold the Ctrl button and click on
each cell.
3. Type in the cell reference numbers.
Ranges are entered with a
beginning and ending cell reference
separated by a colon (1).
Individual cells are entered with a (2)
comma between each (2).
AutoSUM
To quickly add all the numbers in a
column or row, Excel has a shortcut
called AutoSUM on the ribbon bar.

Select the cell where you want the

results to show. Then click on the
symbol on the ribbon bar. Excel will
attempt to predict the range of cells to
be calculated.

If the range is correct, just hit enter.

To change the range, you can click and

drag a new range to be calculated or
update the cell references in the
parentheses.
SUMIF Function
The SUMIF function will calculate the sum of a range based on the contents of
that range or another range.
Example from a Budget worksheet: To calculate the total of amounts in the
Budget Prep column that are assigned to object code 142, regardless of Fund and
Function.
=SUMIF(C2:C4732,”142”,G2:G4732)

Column C contains the object codes, so this is our range. The argument in the
middle is our criteria. In this case, we are looking for the value 142 in column C.
Where that value is found, the formula will add the values in column G. Column
G is our sum range.
If the range you are searching is the same as the range you want to sum, the
sum range can be omitted.
COUNT and COUNTA
The COUNT function simply counts
the number of cells in the selected
range that contain numbers. The
COUNT function will not count text or
symbols.

The COUNTA function counts the

number of cells in the selected range
that are not empty. This function
WILL count text, numbers and
symbols.
MIN and MAX
The MIN function returns the smallest
number in a set of values.

The MAX function returns the largest

value in a set of values.

Logical values and text within the

range will be ignored with both MIN=
functions. MAX=
IF function
The IF function checks whether a
condition is met, and returns one value if
TRUE and another value if FALSE.
Syntax:
IF(logical_test,value_if_true,value_if_false)
Example:
IF(D2>C2,”INCREASE”,”OK”)
This formula checks to see if the value in
column D is greater than the value in
column C.
If it is, it will show INCREASE in column E.
If not, it puts OK in column E.
AVERAGE and ROUND
The AVERAGE function returns the
average (arithmetic mean) of its
arguments.
=AVERAGE(A2:A9)
AVERAGE

The ROUND function rounds a

number to a specified number of
digits.
=ROUND(A2,-3)
This example rounds the numbers to
the next thousand.
• Conditional formatting in Excel
is a tool that allows you to
change the appearance of a cell
or range of cells based on the
contents of the cells.

• There are several types of

conditional formatting rules built
in to Excel and many more
options available through
customization.

• These options are helpful for

highlighting trends, mistakes in
data, and variances that fall
outside an expected range.
Highlight Cells Rules

• Choose one of the built in rules or

choose ‘More Rules’ for
customizable options

• Great for finding zero values, values

outside normal ranges, negative
values, duplicates, and other
specific amounts

• Also can be used for finding dates

and text values
Highlight Cells Rules

• Enter any value in the first

field, or you can choose a
cell in your workbook to
find amounts.
• Defaults to Light Red Fill
with Dark Red Text, but can
be changed to any
formatting.
• Choose Custom Format if
you want to define the
format. You can choose
Number styles, Fill colors,
Cell borders, and certain
Font options
Top/Bottom Rules

• Use these options to find values

within the selection that represent
the highest and lowest amounts or
amounts that are above or below
average within the selection.

• Could be used for any selected

group of cells, columns or rows.

• You can use more than one on the

same selection, using different
formats to differentiate between
them.
Top/Bottom Rules

• In this example, we find the Top 10

Items in the column and format
them with Light Red Fill.

• The Top/Bottom Items and % can

be changed to include any number
or percentage. (Top 20, Bottom 5,
etc.) Just change the number in the
dialog box.
Top/Bottom Rules

Another example using Top 5% of values in

the column. Formatted to Green Fill with
Dark Green Text.
Data Bars
Data Bars can be used to visually
interpret the amounts within the
selected range of cells.
Preset options are Gradient Filled
Bars and Solid Filled Bars in 6
different colors. The size of the bar
indicates the amount in comparison
with the other amounts in the
selection.

Gradient blue Solid orange

Color Scales

• Color Scales are another way

to visually interpret values in
a selected range of cells.
• You can choose 2-color scales
or 3-color scales.
• 12 preset options available

• Scales are customizable

 2-scale
Red/White
example

Color Scales
• 2-color scales have one color for
the highest value in the
selection and one for the lowest
value. Values in between are
represented with shaded
gradations of the two colors.

• Minimum and Maximum colors

can be customized with the
these types and any value or
colors.
 3-scale
Blue/White/Red
example

Color Scales
• 3-color scales have a
highest value color, a lowest
value color and a midpoint
color. The midpoint can
also be customized with the
following types and any
value or color. The defaults
are shown in this window.
Icon Sets

• Using an Icon set adds picture

icons to cells based on the cell
values. There are several preset
options and they are also fully
customizable.
• The default settings use percent,
but you can also set them to
formula, number or percentile.
• To customize a selected Icon Set,
go to Manage Rules.
Icon Sets

• The default settings for the 3 icon

sets are:
1. Greater than or equal to 67%
2. Less than 67% but Greater
than or equal to 33%
3. Less than 33%
Icon Sets

• The default settings for the 4 icon

sets are:
1. Greater than or equal to 75%
2. Less than 75% but Greater
than or equal to 50%
3. Less than 50% but Greater
than or equal to 25%
4. Less than 25%
Icon Sets
• The default settings for the 5 icon
sets are:

1. Greater than or equal to 80%

2. Less than 80% but Greater than
or equal to 60%
3. Less than 60% but Greater than
or equal to 40%
4. Less than 40% but Greater than
or equal to 20%
5. Less than 20%
Icon Sets

Icons can be displayed in the cell next

to the cell contents, or they can be the
only thing that displays in the cell.

Check the Show Icon Only box to

hide the cell contents.
Clear Rules
To clear the conditional formatting
rules, select the Clear Rules option at
the bottom of the Conditional
Formatting drop down box.

You can clear the rules from certain

cells or the entire worksheet at once.

To update the details of any of the set

conditional formats, go to Manage
Rules.