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Calculating year-to-date profits

From: Excel 2013 Essential Training

Video: Calculating year-to-date profits

In this worksheet YTD and Pct Increase, we want to calculate the Year-To-Date Profit. Now, we could do this with Sales or Overhead. We've just chosen to do this with Profits here. We'd like to have a running total month by month of how much profit we've made so far this year. In cell B5, we want to put in the January entry. Let's also be thinking ahead what we want to do in February and March. One thought, as we look ahead here might be, when it comes to February, we will want to add those two cells. When it comes to March, we will want to add these three, in April these four and so on.

Calculating year-to-date profits

In this worksheet YTD and Pct Increase, we want to calculate the Year-To-Date Profit. Now, we could do this with Sales or Overhead. We've just chosen to do this with Profits here. We'd like to have a running total month by month of how much profit we've made so far this year. In cell B5, we want to put in the January entry. Let's also be thinking ahead what we want to do in February and March. One thought, as we look ahead here might be, when it comes to February, we will want to add those two cells. When it comes to March, we will want to add these three, in April these four and so on.

That sounds like it might be somewhat complex, but let's approach it this way. What if we figure out how to put in our January Year-To-Date profit, then we can go to February and add these two cells. So a Year-To-Date calculation is relatively straightforward, but maybe a little tricky at first. First of all, let's keep in mind the following idea. Our January profit so far is 20. Maybe these are dollars or thousands of dollars, depends on the size of the operation, but our Year-To-Date profit should always be the same as our January profit.

We're not going to type in a 20 here because what if these numbers change? This number will change. Do we need to write a formula here that subtracts these two? Well, we could do that, but why don't we just say automatically, this cell here is always equal to the profit. In other words, equal B4, no matter what. If we change the Overhead to 95, Enter, these two numbers both change. This is always equal to the one above it. Let me undo that with Ctrl+Z. How about February? Earlier we had suggested we could add these two cells to get our cumulative profit--20 + 30 is 50.

We could also add these two-- 20 + 30 is 50--so what's best? Well, look ahead to March. In March, will we be adding just these two cells to get our Year-To-Date profit? It'll make more sense to take the March entry and add it on to the previous year-to-date, provided this Year-To-Date is the total of these two cells. So let's write a formula here, equal. Now, we can add these two cells in any order we want. It's either going to be C4 plus B5 or the reverse, B5 plus C4.

Remember you can click on cells if you wish-- do it this way--that's an answer. One way to express this formula is: it's the cell above, plus the cell to its left. Will that makes sense over here in March? It surely will. The cell above added to the cell to its left. The formula for February here is the one that we want to copy all the way across. We'll simply drag the corner here into June. A quick check is that our June Year-To -Date profit is the same as the total Profit that we have here.

Writing a simple formula like this ultimately is simple and straightforward, although initially, it might be a little tricky. I'm not saying in any particular way that this formula is needed by everybody, but it certainly is commonly used and it does bring out and emphasize the idea that cell references are really important when you build formulas in Excel.

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Excel 2013 Essential Training

82 video lessons · 82338 viewers

Dennis Taylor
Author

 
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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