2 Entering Data & Using Formulas

Entering a Label (Text) or a Value (Number)

1. Click the cell where you want to enter a label or a value.
2. Type a label (text) or a value (number). A label can include uppercase and lowercase letters, spaces, punctuation, and numbers. When typing values, do so without commas and dollar signs. You can format them later using the Format menu (see Figure 5 in the Appendix).
3. Tap ENTER.
 
Creating a Formula

When using a formula in your spreadsheet, (a cell containing a formula that references other cells), the sum will automatically change as other cell values referenced in the formula change. This feature is very valuable when editing or adding information to your worksheet. You do not have to remember to update other cells that rely on that cells information.
A formula always begins with an equal sign (=) followed by some combination of numbers, text, cell references, and operators. If a formula is entered incorrectly, an ERROR IN FORMULA message will appear.
 
Formula Operators

An operator is a symbol that represents a mathematical or a logical operation. The most commonly used operators are addition, subtraction, multiplication or division.   However, there are many more operators that can be used.  Tables 1 and 2 (below) list the operators that can be used in Excel formulas and functions. 

Worksheet Functions

Some formulas may be simplified by using worksheet functions. A worksheet function is a pre-written formula, a keyword that tells Excel what to do. For example, instead of typing =A1+A2+A3+A4+A5, you may type =SUM(A1:A5). (The colon indicates the range from A1 to A5.) In this example, SUM is a function that Excel knows about. It is important to use the correct syntax and format of a function for correct results.  

To enter a function do the following:

1. Click the cell where you want to enter the function.
2. Type = (an equal sign), then type the name of the function, followed by an opening parenthesis.
3. Type or click the cell or range you want to insert in the function.
4. Press ENTER. Excel will automatically add the closing parenthesis to complete the function and will display the results in the cell.

Parentheses are used to separate different parts of a formula. For example, in the formula =SUM(A1:A5), the parentheses separate the worksheet function from the cell references that the function is referring to. This is particularly important in longer or more complicated functions, e.g., =((A2/4)+(A5-B3))*5. If a mistake is made and the parentheses in a formula do not match, an error message will appear.
The parts of a formula contained inside parenthesis are calculated first. Otherwise the order of operation is as shown in Table 3 (below).   If there are operators of equal precedence, the order of operation is from left to right.

TABLE 3. Order of Operation in a Formula

Operator	Description
: (colon) , (comma)  (single space)	Reference Operators
-	Negation (as in -1)
%	Percent
^	Exponentiation
* and /	Multiplication & Division
+ and -	Addition & Subtraction
&	Concatenation (connects two strings of text)
=   <   >   <=   >=   <>	Comparison

Adding a Range Using the AutoSum Function    

The AutoSum function is a great tool to use when you want to quickly add contents of a range of cells.

1. Click the cell where you want the total to appear (usually the last cell in the column or row of cells that you want to add. The cell must be blank).
2. Click the AutoSum icon button on the Standard Toolbar. AutoSum inserts a formula that uses the SUM function. It displays a moving border that looks like scrolling lines around the selected range of cells. This is called a marquee. Excel puts this around the range of cells it “thinks” you want to add up, and inserts the range reference in the formula.
3. If this is the correct range, press ENTER.  If not, type or highlight the correct range and press ENTER.

Guide created by California State University, Northridge