Microsoft® Excel 2013

Lesson 5Exploring Function and Argument Basics

Objectives

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• Use Insert Function.1• Key and point to enter

functions.2• Navigate with and create

named ranges.3• Use range names in functions.4• Explore function categories.5• Use a constant.6• Format data using icon sets.7

Using Insert Function A function is a built-in formula Functions do things automatically

that would be difficult or time-consuming

All Excel functions have syntax Syntax defines the parts of a function

and the order of those parts

Function Arguments An argument is the data required for

the function to complete its calculation A few functions that do NOT have any

arguments; =now() or =today() If a function has more than one

argument, the arguments are separated by COMMAS

Arguments can be: Cell references (individual cells or a range) Constants (a keyed value) Another function (a nested function) Range names

Use Insert Function The Insert Function button (fx)

opens a dialog box that lists Excel functions alphabetically or by category

The Insert Function button (fx) is at the left of the formula bar; the same button (fx) is also on the Formulas tab in the Function Library

When you click the Insert Function button (fx) the Insert Function dialog box opens You can search for a function, choose a

category, or selection a function from the most recently used

Keying and Pointing to Enter a Function

After you key a letter or two, you’ll see a list of functions that begin with those letters in Formula AutoComplete

Keying & Pointing to Enter a Function

As you key or select arguments, an Argument ScreenTip shows the syntax with the argument to be entered next in bold

Objective 3

Navigating With and Creating Named Ranges

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A defined name is a name assigned to a single cell or to a group of cells

A defined name is also referred to as a range name or a named range

Navigating with and Creating Named Ranges

Why Use Named Ranges? You can use range names for

navigation You can use range names instead of

cell addresses in formulas Range names are easier to remember

than cell addresses You are less likely to make an error

when selecting cells Range names make formulas easier to

understand

Navigating with and Creating Named Ranges

Rules for Naming Ranges

Begin cell range names with a letter Do NOT use single-letter range names,

such as “n” Do NOT use range names that

resemble cell addresses, such as “A5” Keep range names relatively short Use uppercase letters, an underscore

to separate words Do NOT use special characters such as

hyphens (-) or symbols ($, %, &, #)

Naming a RangeDefine a range name with any of these methods:1. Click the Name Box, key the range

name, and press Enter.2. Click the Define Name button on

the Formulas tab. Key the range name and click OK.

3. Click the Name Manager button on the Formulas tab. Click New, key the range name, and click OK.

New Name Dialog Box

Name Manager Dialog Box

Creating Range Names Automatically

You can name several ranges at once

Deleting Range Names

Range names can be deleted. If you delete a name that is referenced in a formula, the formula cell shows #NAME?

Setting the Scope for a Range Name

When you define a new range name, you can specify if it pertains to a particular sheet or to the workbook. The SCOPE is a range name’s location applicability

Objective 4

Using Range Names in Functions

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Using Range Names in Functions

When you key a display trigger, range names and functions appear in Formula AutoComplete

A display trigger is the first character in the range (or function) name

Press F3 to display the Paste Names dialog box

Using Range Names in Functions

You can redefine cells in a defined name. You can also change the name. Use the Name Manager dialog box for these tasks.

Objective 5

Exploring Function Categories

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Exploring Function Categories

Excel function categories indicate the use and purpose of the functions

Exploring Function Categories

SUMIF is in the Math & Trig category. It sums a range of cells based on a particular criteriaThe SUMIF function has two arguments:

range – is the group of cellscriteria – is the condition that must

be met

Exploring Function Categories

AVERAGEIF is in the Statistical category. It calculates the arithmetic mean for a range of cells based on a criteria

Exploring Function Categories

PMT is from the Financial category. It calculates a payment for money owed.

Objective 6

Using a Constant

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Using a ConstantA constant is a named value. It is created from the New Name dialog box. It can be used like any defined name.

Creating a Range Name List

You can paste a list of range names and constants as documentation

Use the Use in Formula button or from the Paste Name dialog box—F3

Choose Paste Names at the bottom of the list

Constant

Using Fill Across Worksheets

You can copy selected data from one worksheet to another when sheets are grouped

Group the sheets with the data to be copied on top and visible

Click the Fill button in the Editing group on the Home tab and choose Across Worksheets

Objective 7

Formatting Data Using Icon Sets

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Formatting Data with Icon Sets

An icon set is data visualization with a group of three to five images that appear with or without a value in a range of cells

Editing the Icon Set Rule

Icon sets are based on rules that CAN be edited

Summary Formulas and functions are

calculations, and the names can be used interchangeably.

Formulas are user-created; functions are built-in and follow specific syntax or rules.

Arguments for a function or formula can be cell addresses, named ranges, constants, or another function.

Summary You can use the Insert Function

command to place built-in functions in the worksheet.

The Function Arguments dialog box provides help in choosing the arguments.

When you key a function name, Formula AutoComplete and ScreenTips appear to provide guidance in building the formula.

Summary Multiple arguments in a function are

separated by commas. Many functions ignore text, blank

cells, error values (#NAME?), and logical values (TRUE or FALSE).

A range of cells can be defined with a name.

Summary Use range names rather than cell

addresses for navigation and in formulas.

In a formula, key the first character of a range name to see existing names listed in Formula AutoComplete.

Range names must begin with a letter, cannot use spaces or special characters, and should be short and descriptive.

Summary Range names can be deleted,

changed, or redefined. Range names can be scoped to the

workbook or to a particular sheet. You can paste a table of range names

and cell references on the worksheet for documentation.

Summary

Categories classify Excel functions based on use and purpose. Some categories include sophisticated scientific, engineering, and business formulas.

The SUMIF and the AVERAGEIF functions add and average values only if they meet criteria specified in the argument.

The Financial function category includes PMT, which is used to calculate regular payments for money owed.

Summary A constant is a named value. It is a

value that does not change. A constant name appears like a

defined name in the Name Manager dialog box and in Formula AutoComplete.

Summary An icon set is data visualization that

displays an image at the left edge of the cell based on the value.

Icon sets can use three, four, or five images to represent the values.