This browser does not support basic Web standards, preventing the display of our site's intended design. May we suggest that you upgrade your browser?

Microsoft Excel XP/X

Calculating with Functions

To create a basic worksheet, some of the core tasks involve entering formulas and functions. Both formulas and functions are instructions for Excel to do calculations for you by referring to values in the worksheet or within the formula. These key topics will be covered in the following areas:

return to topWorking with Functions

You can insert functions manually, by typing them, or you can use the Insert Function dialog box.

Using Functions in Formulas

A function is used to automate your work. As mentioned earlier, a function is a preprogrammed formula. When entering functions, you will have to include cell references in a specified order. When functions are referred to in documentation, they generally include the order of cell references.

The following examples assume that the values of: 100, 200, and 325 are in the cells C5 through C7 respectively.

Formula Result
=SUM(c5:c7) 625
=AVERAGE(c5:c7) 208.33

sample worksheet

  1. Select the cell where you want the formula to appear

  2. To begin the function, type the following:
    =function_name(cell references)

  3. To accept the formula, press [Enter]
    The result of the function should now be displayed in the cell.

Writing Functions with the Insert Function Dialog Box

Determining what functions are available, what function you should be using, and what you need to include in the function is easier with the Insert Function dialog box. The Insert Function dialog box will display a listing of all functions or a category of functions available with Excel. As you select a function (as in the following graphic), a sample of the function appears at the bottom of the dialog box. As you make your selection, the Insert Function dialog box will request certain types of information. You simply select the cells where that information is located.

  1. Place the cell pointer on the cell where the formula should be added

  2. From the Insert menu, select Function…
    Windows: The Insert Function dialog box appears.
    Insert Function dialog box
    Macintosh: The Paste Function dialog box appears.
    Paste Function dialog box

  3. Windows: From the Or select a category pull-down list, select the appropriate function category or All
    Macintosh: From the Function Category scroll box list, select the appropriate function category or All

  4. Windows: From the Select a function pull-down list, select the desired function
    Macintosh: From the Function Name pull-down list, select the desired function
    HINT: A description of the selected function appears beneath the Select a Function scroll box.

  5. Click OK

  6. In the dialog box that appears, type the data to be in the function
    HINTS:
    To move the dialog box out of the way so you can select cell ranges rather than type them, click COLLAPSE DIALOG Collapse Dialog buttonorCollapse Dialog button.
    To restore the dialog box, click RESTORE DIALOG Restore Dialog buttonorRestore Dialog button.

    Formula Palette dialog box

  7. Click OK

The Function Arguments Dialog Box

The Function Arguments dialog box helps you to enter worksheet functions. As you type the function, the Function Arguments dialog box displays the name of the function, the function arguments, a description of the function and its arguments, and the result of the function. Once you have entered a function, you can further edit it using the Function Arguments dialog box. To access the Functions Arguments dialog box, do the following:

  1. Select a cell which contains a function

  2. Windows: From the Formula bar, click INSERT FUNCTION
    Macintosh: From the Standard bar, click INSERT FUNCTION
    The Function Arguments dialog box appears.
    Insert Function button

return to topWriting Formulas & Functions with the Point Method

Formulas based on cell references can be "written" by pointing to the cells rather than typing the cell entries. This "point" method can help reduce the chance of error in the formulas and sometimes may make more sense. The point method may not work as well when the cells in question are located in different areas of the worksheet, but the method can be used then as well.

The key to the point method is to point and click the cells to be included and to type the operators where appropriate.

The following examples provide step-by-step instructions for a simple addition of two cells and for adding a range of cells.

Adding Two Cells Together

  1. Place the cell pointer in the cell where the results should be displayed

  2. To start the formula, press the equal sign [ = ]

  3. Point and click on the first cell to be added

  4. Press the plus sign [ + ]

  5. Point and click on the second cell to be added

  6. Press [Enter]

Adding a Range of Cells with the SUM Function: Option 1

  1. Place the cell pointer in the cell where the results should be displayed

  2. To start the function, press the equal sign [ = ]

  3. Type SUM(

  4. Point and click on the first cell in the range to be added

  5. Press the colon [ : ]

  6. Point and click on the last cell to be added

  7. Type )

  8. Press [Enter]

Adding a Range of Cells with the SUM Function: Option 2

  1. Place the cell pointer in the cell where the results should be displayed

  2. To start the function, press the equal sign [ = ]

  3. Type SUM(

  4. Click and drag the mouse to select the range of cells to be added

  5. Type )

  6. Press [Enter]

Excellence. Our Measure. Our Motto. Our Goal.