Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member
If you completed your expense report worksheet from the movie on entering data, then you should have a worksheet that looks something like this. I want to show you how to add numbers. Now, adding numbers is probably the most common calculation that you could do in Excel. And it's so common that there are whole bunch of different ways to do it, probably about a half dozen different ways. So let's start off simple. I'm going to show you the basic manual way. I kind of think of it as the Cherry Pick method. So we want to start off by adding across Row 6.
We want to add the numbers here for San Francisco. So click on cell E6, and in E6 we want to say add this number and that number and that number. Well, we know that every formula, every function starts off with an equal sign. So type in an equal sign. As soon as you do, you're in Editing Mode, and you can see the toolbar is mostly grayed out because we're editing. So we want to click that first number here. Here click that 6100. As soon you do, you see the marching ants are around the 6100, you see =B6 is in the cell, and up here in the Formula bar, you can see =B6.
And this is ready to roll. So type a plus, click the next number, type the plus. You can see it's color coded. The first cell is blue. The second cell is green. Click the next one, you get the marching ants, and that's purple. So now our formula reads =B6+C6+D6. Those three cells and that's it. Just press Enter, and it enters the number and goes down to the next cell. Now, what you don't want to do is you don't want to type a plus at the end. And I see a lot of people new to Excel will do that.
And if that happens you get an error. There's good chance Excel is going to fix it for you. Let's just try that one more time. So over here, we want to add across the row for Los Angeles. So we'll say equals, click the first number, type the plus, click the second number, type the plus, click the third number. No more plus, we're done. Also, if you're using full-size keyboard and you have the keypad on the right side, you are probably best off using the plus on the right side than trying to use the plus that's next to the Backspace key. Because if you're using a plus next to the Backspace key, you have to remember to hold the Shift key down and it's just not as efficient.
Now, we're done with adding these numbers for LA. So instead of pressing the Enter key, just press Ctrl+Enter. All right? Hold the Ctrl key down and press Enter. So we're right there. And we can Auto Fill this. Put the mouse pointer on that Auto Fill handle down in the lower-right corner. When you get that crosshair, you can click and drag down to the bottom and that fills in all the numbers. But wait! There is more. You could do this even easier than that. I'm just going to press Ctrl+Z to undo. When you put your mouse pointer on that Auto Fill handle, instead of generally clicking-and-dragging, when you get that crosshair just double-click.
And when you double-click, it automatically fills down to the bottom of the row. Let's take a look ay what's going on. Click on that first number, that 23,000 and change, you could see this is B7, C7, D7. Click the next one, B8, and the next one. You see what Excel is doing is it's not literally copying the formula. It's adjusting it. It's adjusting based on the row. Excel could do it, because the way we're writing these cell references, these are what are called relative cell references. Relative meaning that Excel can adjust them if necessary.
And you might wonder well, if this is a relative cell reference, might there be something called an absolute cell reference, and there absolutely is. We'll look at that in a little bit. Here's something else that will make it easier for you to see what's going on. Rather than looking at each individual result and then having to look up here in the Formula bar to see the formulas that created it, wouldn't be really nice if we could see all the formulas all at the same time? Well, if you look at the upper-left corner of your keyboard, probably to the left of the number 1 and above the Tab key, there is a Tilde.
If you press Ctrl+Tilde you see that now Excel shows you all of the formulas all at the same time. So it's now very easy to eyeball how those formulas were adjusted. And to get back to normal, if you press Ctrl +Tilde again, Excel shows you all those numbers. Well, let's cherry pick going down the column for January. So click here in cell B14, type equals, first number for January, plus, second number, plus and so on, and all I have got to do is click each cell and type a plus.
And when you get to the last one, remember there is no more plus, because if you do Excel says hey, plus what? And then just Ctrl+Enter and there you go. You have your number. Now, here is our Auto Fill handle, and you could just click-and-drag to the right. Double-clicking the Auto Fill handle won't work going across the row, only down a column. And now you have those numbers filled in. Now, that's kind of a slow manual way, so I'm going to show you some faster and easier ways of doing this.
Get unlimited access to all courses for just $25/month.Become a member
82 Video lessons · 69996 Viewers
80 Video lessons · 127407 Viewers
52 Video lessons · 62355 Viewers
59 Video lessons · 48061 Viewers
Access exercise files from a button right under the course name.
Search within course videos and transcripts, and jump right to the results.
Remove icons showing you already watched videos if you want to start over.
Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.
Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.
Your file was successfully uploaded.