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Functions in a Spreadsheet

The document provides an overview of using functions and formulas in Excel, explaining the difference between user-defined formulas and built-in functions. It details how to enter formulas, use cell ranges, and apply different types of cell references, as well as how to rename sheets and change their tab colors. Additionally, it outlines common functions like SUM, AVERAGE, and MAX, emphasizing the importance of correct syntax and the use of arguments.

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Shreyan Saha
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1 views

Functions in a Spreadsheet

The document provides an overview of using functions and formulas in Excel, explaining the difference between user-defined formulas and built-in functions. It details how to enter formulas, use cell ranges, and apply different types of cell references, as well as how to rename sheets and change their tab colors. Additionally, it outlines common functions like SUM, AVERAGE, and MAX, emphasizing the importance of correct syntax and the use of arguments.

Uploaded by

Shreyan Saha
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Functions in a Spreadsheet

16 May 2025 20:12

➢ Excel is a spreadsheet application that can perform calculations using formulas and functions.
➢ Formulas are user-defined instructions for calculations, created by the user.
➢ Functions are pre-defined, built-in formulas provided by Excel.
➢ Formulas can perform basic operations like addition, subtraction, multiplication, and division.
➢ A formula must start with an equal sign (=), followed by cell references and operators.
➢ Formulas can include:
i) References: Cell addresses or ranges used in calculations.
ii) Operators: Symbols that define the type of calculation (e.g., +, -, *, /).
iii) Constants: Fixed numbers or text values.
iv) Functions: Built-in formulas for common calculations.

Entering a formula

A formula can be entered either in the formula bar or the cell where we want the result. The formula bar
shows the formula while the result of it is shown in the cell.

➢ A basic formula uses only one type of operator (e.g., addition).


➢ Example to calculate the values in the cell from B4 to B9 and the result in B11
i) Click on cell B11 and type the equal sign (=).
ii) Click on cell B4; its address appears in B11 and the Formula bar.
iii) Type the plus (+) symbol.
iv) Continue clicking each cell (B5 to B9) and adding the plus sign, or directly type =B4+B5+B6+B7+B8+B9 in
B11.
v) Notice the colored borders around the selected cells.
vi) Press Enter; B11 will show the total of values from B4 to B9.

➢ A compound formula uses more than one operator (e.g., multiplication and division).
➢ Example to calculate simple interest (P × R × T ÷ 100):
i) Click on cell B6 and type the equal sign (=).
ii) Click on cell B2 (principal), then type an asterisk (*) for multiplication.
iii) Click on cell B3 (rate), type another asterisk (*), and click on cell B4 (time).
iv) Type a forward slash (/) and enter 100.
v) Press Enter; B6 will display the calculated simple interest.

You can use formulas to combine (add) text in Excel, but only addition is allowed for text data, not subtraction,
multiplication, or division. The ampersand (&) symbol is used to join, or concatenate, two or more text values
together. This process is called concatenation.

Cell Range
A cell range is a group of continuous cells.

COMPUTER SCIENCE Page 1


➢ A cell range is a group of continuous cells.
➢ We can write a cell range by writing the starting cell address, followed by a colon, and then the ending cell
address. Example : B1:B5 (All the cells starting from B1 to B5)

Selecting a cell range:


➢ Click the first cell, hold the left mouse button, and drag to the last cell.
➢ Or, click the first cell, hold the Shift key, and use the arrow keys to extend the selection.
➢ Or, click the first cell, press F8, and use the arrow keys to extend the selection; press F8 again to stop.

Using a cell range in a formula:


➢ Click on the cell where you want to show the result.
➢ Type the formula : =SUM("address of starting cell" : "address of ending cell")
➢ Press the enter key and the result will be shown.

Naming a cell range


➢ Select the desired range of cells (e.g., B2:B7).
➢ Go to the Formulas tab.
➢ In the Defined Names group, click Define Name.
➢ In the New Name dialog box, enter a suitable name in the Name field.
➢ Choose the Scope (Workbook for all sheets, or a specific worksheet).
➢ Ensure the correct range appears in the Refers to field.
➢ Click OK; the named range can now be used in formulas.

Types of Cell Reference

1. Relative Reference

➢ By default, Excel uses relative references in formulas.


➢ A relative reference points to a cell based on its position relative to another cell.
➢ When you copy a formula to another cell, the cell references adjust automatically to match
the new position.
➢ For example, if A3 contains =A1+A2 and you copy it to B3, the formula becomes =B1+B2.

2. Absolute Reference

➢ An absolute reference keeps the cell address fixed when copying a formula to other cells.
To create an absolute reference, add a dollar sign before the column / row numbers.
For example : $A$1+$A$2

3. Mixed Reference
➢ It is a combination of both relative and absolute references. In this type of reference,
either the row or column has to remain fixed
➢ $A1 + A$2 is an example of mixed reference.

Renaming a sheet

COMPUTER SCIENCE Page 2


➢ Worksheets are named Sheet1, Sheet2, etc., by default, but you can rename them for
better clarity and organization.
➢ Naming sheets according to their content helps users quickly identify the data.
➢ To rename a worksheet:
1. Right-click on the sheet tab you want to rename (such as 'Sheet2').
2. A shortcut menu will appear; select the Rename.
3. The sheet tab will be highlighted, allowing you to type a new name.
4. Enter the desired name and press Enter.
➢ The worksheet will now display the new name, making your workbook easier to navigate
and understand.

Changing the colour of a sheet tab

➢ Right click on the sheet tab and select the 'tab colour' option from the menu.
➢ Select any colour and it will be applied on the sheet tab.

COMPUTER SCIENCE Page 3


FUNCTIONS
19 May 2025 20:29

➢ Functions in Excel are predefined formulas used to perform simple and complex calculations efficiently.
➢ They help save time and reduce the risk of errors compared to writing formulas manually.
➢ Functions require input values called Arguments, which are provided within parentheses.
➢ Arguments can include numbers, text, or other data types, and are always enclosed in parentheses.
➢ Functions process the arguments and return a result or value.
➢ Functions begin with an (=) sign followed by the function name and then a list of arguments with
brackets.

Rules to enter a function


➢ All functions should start with an sign.
➢ Function name must be valid (For example: Sum, Average, Max, etc)
➢ Function name should be followed by a opening and closing bracket.
➢ Arguments should be enclosed within the bracket.

Common Functions

1. Sum : It calculates the total for a given range of cells. In excel, there is an Autosum feature which
calculates the sum of the adjacent cells.

2. Average : It returns the average of the range values. The arguments can be a range of cells, simply
numbers, or numbers along with cell reference(s).

3. Max : It is used to find the maximum value among numbers in a given range of cells

Similarly functions like MIN() returns the smallest value among the given range of cells and COUNT()
enters the number of cells in the given range

COMPUTER SCIENCE Page 4


If a formula is entered incorrectly, Excel displays an error message instead of displaying the
value.

COMPUTER SCIENCE Page 5

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