"SUMMING" IT UP

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"SUMMING" IT UP
Calculations with EXCEL
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CALCULATING WITH EXCEL

• To calculate values, Excel must be told which
  cells contain the numbers to be involved in the
  calculations. There are two ways in which to
  tell Excel which numbers to use
• SUM FUNCTION which adds all the numbers in a
  range of cells

• Click on the cell where the total is to be located

• Click on the AutoSum toolbutton

? the symbol representing AutoSum on the
toolbar
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• EXCEL automatically selects numbers in the
  column directly related to the total location.

Make sure the selection rectangle encloses all
the cells you want to include in your formula.
If youve accidentally included any unwanted
cells or omitted any desired cells, move the
mouse pointer over a corner of the selection
until a two-headed arrow appears and then drag
the selection rectangle to resize it so that it
includes al the correct cells. You can also move
the entire selection rectangle by pointing to a
side of the rectangle and dragging it to a new
location.

• Press ENTER

• EXCEL enters the total in the specified cell

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• Selecting a function

• LEFT click on the cell where you want the
  solution of your calculation to be entered
• LEFT click on the down arrow next to the AutoSum
  button and select Sum (NOTICE that there are
  many choices for formulas)

• EXCEL automatically selects the numbers in the
  column above the cell where the solution is to be
  placed and the formula appears in the solution
  cell and in the formula bar in the toolbar.
• Notice that a Function button has appeared just
  above and left of the table

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• The use of the Function button is this If the
  numbers selected arent the ones needed or wanted
  in the formula, you can LEFT click on the
  Function button
• A Function Arguments window opens and allows you
  to choose which cells you want to include in your
  formula

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Example Using Function Arguments
Weve already selected WHERE we want the solution
to be placed but suppose we want to know the sum
for just the Quad and Custom Skates

• In the Function Arguments window, beside the
  Number 1 window, LEFT click on the box.
• LEFT click and hold down the mouse button on the
  cell for Quad Skates drag down to the Custom
  Skates cell. Release the mouse button and the
  two cells you selected will be shown in a dashed
  flashing box
• LEFT click on the box in the Function Arguments
  window

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Example continued

• The formula is shown in the Number 1 box
• The result, 56,336.49, is shown in the lower
  portion of the Function Arguments window
• To finish the process, LEFT click OK and the
  solution appears in the specified box.

FYI This same process can be used in relation
to other formulas and in the selection of
individual cells not adjacent to each other.
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Copying Formulas AutoFill
One of the neat things about EXCEL is that once
youve got a formula set up like the one in the
example, you dont have to keep doing the
calculations for each set of cell totals.

• LEFT click on the cell that contains the result
  of the calculation
• Move the cursor to the lower right corner of the
  cell until it changes from the double line cross
  to a single line cross

• LEFT click and hold down the mouse button while
  dragging across the columns that need to be
  summed.

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• When you release the mouse button, EXCEL will
  Autofill the selected cells with the totals
  relative to each.

(Excel adjusts the original formula you created
to fit the rows and columns of table).
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Checking Formulas Formula Auditing
There are instances within the assignments you
will do in this class when you will be required
to provide a formula sheet so that your formulas
can be checked. You may also find a time when you
need to check the formulas yourself.

• LEFT click on Tools

• Select Formula Auditing
• LEFT click on Formula Auditing Mode

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The table will now appear showing the formulas
you have set up in it.

• To return to the normal Table view
• LEFT click on Format
• Select Formula Auditing
• LEFT click on Formula Auditing Mode

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Thanks for viewing this Tutorial. Any questions,
comments or complaints can be registered at the
next class meeting, via email or drop by my
office.
Email rstrube_at_mail.accd.edu
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REFERENCES
Joyce, Jerry and Marianne Moon. 2004. Microsoft
Office System 2003 Edition plain simple.
Microsoft Press. Redmond, Washington. Shelly,
Cashman Vermaat. 2006. Microsoft Office 2003,
Introductory Concepts Techniques. Thomson
Course Technology. Boston, MA.