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Functions in Spreadsheets

This document provides an overview of functions in spreadsheets, explaining their purpose and how they differ from formulas. It covers popular functions, auto-filling techniques, and the use of relative, absolute, and mixed references. Additionally, it highlights the importance of data ranges and introduces the COUNTIF function for conditional evaluations.

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2 views3 pages

Functions in Spreadsheets

This document provides an overview of functions in spreadsheets, explaining their purpose and how they differ from formulas. It covers popular functions, auto-filling techniques, and the use of relative, absolute, and mixed references. Additionally, it highlights the importance of data ranges and introduces the COUNTIF function for conditional evaluations.

Uploaded by

oana.huza
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Quick reference: Functions in spreadsheets

As a quick refresher, a function is a preset command that automatically performs a specific process
or task using the data in a spreadsheet. Functions give data analysts the ability to do calculations,
which can be anything from simple arithmetic to complex equations. Use this reading to help you
keep track of some of the most useful options.

Functions
The basics
● Just like formulas, start all of your functions with an equal sign; for example =SUM. The
equal sign tells the spreadsheet that what follows is part of a function, not just a word or
number in a cell.
● After you type the equal sign, most spreadsheet applications will display an autocomplete
menu that lists valid functions, names, and text strings. This is a great way to create and edit
functions while avoiding typing and syntax errors.
● A fun way to learn new functions is by simply typing an equal sign and a single letter of the
alphabet. Choose one of the options that pops up and learn what that function does.

Difference between formulas and functions


● A formula is a set of instructions used to perform a calculation using the data in a
spreadsheet.
● A function is a preset command that automatically performs a specific process or task using
the data in a spreadsheet.

Popular functions
A lot of people don’t realize that keyboard shortcuts like cut, save, and find are actually functions.
These functions are built into an application and are amazing time-savers. Using shortcuts lets you
do more with less effort. They can make you more efficient and productive because you are not
constantly reaching for the mouse and navigating menus. Use these links to discover the most
popular shortcuts, for Chromebook, PC, and Mac.

Auto-filling
The lower-right corner of each cell has a fill handle. It is a small green square in Microsoft Excel and
a small blue square in Google Sheets.

● Click the fill handle for a cell and drag it down a column to auto-fill other cells in the column
with the same formula or function used in that cell.
● Click the fill handle for a cell and drag it across a row to auto-fill other cells in the row with the
same formula or function used in that cell.

Relative, absolute, and mixed references


● Relative references (cells referenced without a dollar sign, like A2) will change when you
copy and paste the function into a different cell. With relative references, the location of the
cell that contains the function determines the cells used by the function.
● Absolute references (cells fully referenced with a dollar sign, like $A$2) will not change when
you copy and paste the function into a different cell. With absolute references, the cells
referenced always remain the same.
● Mixed references (cells partially referenced with a dollar sign, like $A2 or A$2) will change
when you copy and paste the function into a different cell. With mixed references, the
location of the cell that contains the function determines the cells used by the function, but
only the row or column is relative (not both).
● In spreadsheets, you can press the F4 key to toggle between relative, absolute, and mixed
references in a function. Click the cell containing the function, highlight the referenced cells
in the formula bar, and then press F4 to toggle between and select relative, absolute, or
mixed referencing.

Data ranges
● When you click a cell that contains a function, colored data ranges in the formula bar indicate
which cells are being used in the spreadsheet. There are different colors for each unique
range in a function.
● Colored data ranges help prevent you from getting lost in complex functions.
● In spreadsheets, you can press the F2 key to highlight the range of data used by a function.
Click the cell containing the function, highlight the range of data used by the function in the
formula bar, and then press F2. The spreadsheet will go to and highlight the cells specified
by the range.

Data ranges evaluated for a condition


COUNTIF is an example of a function that returns a value based on a condition that the data range
is evaluated for. The function counts the number of cells that meet the criteria. For example, in an
expense spreadsheet, use COUNTIF to count the number of cells that contain a reimbursement for
"airfare."

For more information, refer to:

● Microsoft Support's page for COUNTIF


● Google Help Center's documentation for COUNTIF where you can copy a sheet with
COUNTIF examples (click "Use Template" if you click the COUNTIF link provided on this
page)
Conclusion
There are a lot more functions that can help you make the most of your data. This is just the start.
You can keep learning how to use functions to help you solve complex problems efficiently and
accurately throughout your entire career.

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