how to write your first excel formula in 5 easy steps
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Are you having trouble…
Understanding Excel formulas? Getting that formula onto your spreadsheet? Getting used to Excel’s formula syntax?
You are not alone!
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Stick around until the end to get a printable cheatsheet of this presentation.
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#1 Map out the formula on a piece of paper.
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Draw a flow diagram of your formula using these symbols.
Inputs
Outputs
Operations
Connections
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InputsThe data you enter.
OutputsThe answer you plan on getting.
OperationsHow you get from input to output.
ConnectionsArrows that link all of the above together.
Inputs
Outputs
Operations
Connections
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Example 2:Add three angles (30, 25, and 75) together and find the cosine of the sum.
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#2 Look for places where you can use a function to do the job.
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Excel functions are built-in shortcuts that perform a set of pre-determined calculations.
There could be a function that already does what your formula needs to do.
f(x) CalculationsANSWE
R
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You can find a function in one of the following ways:
• Selecting a function from the dropdown lists on the Formula tab
• Clicking on the fx button next to the formula bar
• Searching Google for your formula’s keywords
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Look for parts of your flow diagram that can be replaced by a function, and mark it with a dashed block.
Remember to study the inputs and outputs of any function you choose.
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#3 Type out your formula using the correct syntax.
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Excel has a syntax (a standard for writing code) in which all formulas have to be written.
Every formula starts with an = (equal sign).
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Function syntax is composed of a name, a set of parentheses, and arguments (inputs) with which the function can perform calculations. Arguments are separated by commas.
=SUM(A1:A5, B1:B5)Equals sign
Function name Parenthesis
Arguments
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Mathematical operations are performed using the syntax on the right:
Operation Syntax What it means
Addition =A1+A2 A2 added to A1
Subtraction =A1-A2 A2 subtracted from A1
Multiplication =A1*A2 A2 multiplied with A1
Division =A1/A2 A2 divided into A1
Power =A1^A2 A1 raised to the power A2
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#4 Start from the answer and work your way backwards.
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To avoid unnecessary complexity, start from the last step in your flow diagram and work your way backwards.
End
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In other words: First start typing the last step of your formula. Then move to the second-last step, and insert the code for the last step in the appropriate position. Continue until you reach the first step…
Last2nd
Last…
…
First
Start here!
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The final step will be the outermost function, and the first step the innermost function.
=COS()
=COS(RADIANS())
=COS(RADIANS(SUM()))
=COS(RADIANS(SUM(A1:C1)))
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Construct your formula carefully, using all of the following tools:
• Flow chart• Functions• Syntax• Remember to start from the back.
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#5 Replicate your formula.
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When you have written your first formula, you would obviously want to use it elsewhere as well…
So you need to copy it.
CopyCopyCopyCopy
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You can copy your formula to another cell using any one of these methods:
• Select the cell, then use the copy and paste functions on the menu bar.
• Select the cell, then use the two keyboard shortcuts - Ctrl + C and Ctrl + V - to copy and paste, respectively.
• Copy the formula down by dragging.
Ctrl C
Ctrl V
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Copy by dragging is by far the most efficient way of copying cells.
Simply look for a square shape in the lower right hand corner of the cell. Drag it down to the desired position.
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Before copying cells, you should always consider:• Relative referencing• Absolute referencing
Read more about it here.
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Download the cheatsheet!Download a free cheatsheet that summarizes all the info in this article into a neat, printable format.
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Download Cheatsheet
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