Excel Basic Formulas and Functions

Formulas and Functions have some things in common.  They both start with the EQUAL sign and have cell references, they both give results for the equation.  It depends on how you want to get there.  Sometimes Formulas are the only way when there is no function that can match your needs.

Basic Formulas

Formulas are considered the long hand version of Functions.  A formula for adding a column or a row would be:

Addition: =A1+A2+A3+A4+A5+A6…  As you can see the possibility of mistakes are very real, you may forget a cell reference or a plus sign, thereby breaking your equation. 

Subtraction: =A1-A2-A3…  Again, the possibilities of mistakes are great.

Mixed Addition and Subtraction: =A1-A2+A3…  There are two possible problems with this scenario, one if the person that you give this worksheet to does not know where to place the amount being subtracted then the results will not be what is expected.  Two the possibilities of mistakes are great.

Multiplication: =A1*A2*A3… Most of the time multiplication is done for only one or two cells this method works rather well.

Division: =A1/A2… most of the time division is done with only two cells this method works rather well.

Implied IF: =A1>A2…  Will give either a True or False value in word form.

Basic Functions

Functions are like the shorthand method of getting the desired results.  There are times when I need to use functions because there are no formulas that will work, mostly for the intermediate functions.

Addition: =SUM(A1:A6)… This gives the same results as the Addition Formula

Subtraction: =SUM(A1:A6)… Looks like the addition method, yes it is.  Here we are able to put a minus sign in front of the value in the cell and I now know exactly where the negative value is.

Multiplication: =PRODUCT(A1:16)… This will multiply everything in that range.

Division: =QUOTENIT(A1,A2)… This will only allow two cells to be used.  It is easier to us the formula in this case.

Today(): Pulls the date form the computer in a dynamic format.  If you save the document today it will have today’s date, however if you open the document tomorrow it will have tomorrows date instead.  This is a good function to use if you have conditional formatting and want to know the record that is within 30, 60, or 90 days.