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Rapid formula creation

From: Excel 2010 Power Shortcuts

Video: Rapid formula creation

You can simplify the creation of some formulas by using entire column or row references when appropriate. In this list of over 700 names, we might want to know the Total Salary. So, right here in column O, next to the phrase Total Salary, let's do a total here for the Salaries out of column J. Now, the AutoSum button, which is found in two locations, on the Formulas tab in the Function Library left-hand side or on the Home tab, extreme right side here in the Editing group. AutoSum, let's click this.

Rapid formula creation

You can simplify the creation of some formulas by using entire column or row references when appropriate. In this list of over 700 names, we might want to know the Total Salary. So, right here in column O, next to the phrase Total Salary, let's do a total here for the Salaries out of column J. Now, the AutoSum button, which is found in two locations, on the Formulas tab in the Function Library left-hand side or on the Home tab, extreme right side here in the Editing group. AutoSum, let's click this.

AutoSum always makes a guess here. It makes a bad guess. We'll simply ignore it and click column J and at the indicator J:J. We're done here; there is the answer. Fast, easy, easy to read. We didn't have to drag across or type in any complex cell references. And similarly with Average Salary, take advantage of the fact that AutoSum has a drop arrow to the right of it, let's choose Average. Same idea here. It makes a bad guess. We'll click column J. We're all set. And one more here. Average Job Rating, go to the AutoSum button, click the drop arrow, choose Average, this time column K. A bit too many decimals there in the display probably.

Let's hide some of those. Easy way here probably. On the Home tab, click Comma Style, and we probably wouldn't even want two decimals, so let's, there we go, show only one. It makes good sense. Now, occasionally you might use a row reference. Here's an example here not nearly as common. This one's already in place. This is just doing what it's simply adding up the data from row 12. It looks weird at first because somehow you're trying to figure out how it's adding 12, so it's not adding 12s at all. It's simply a reference to row number 12.

But using this for a column makes good sense. Now, certain functions might need to use a column reference as well and if we'd like to tabulate how many people work in this organization who are of a certain status, for example full time people, the function question here is Countif. Countif first in a sense asks us where we are looking. We're looking at that data in column F and rather than highlighting F2 down to F750 or whatever or typing in F2 colon whatever, let's just click column F.

Comma, and the criterion that we're looking for here is full time. We could type it in within double quotes if we wish, but since it's already set up here we'll just click right here, and we're all done, and we could double-click to copy this down, and we're all set. 54 hourly people, 198 contract people and so on. A companion to Countif is Sumif, and there's also a function called Averageif. We might want Salary Totals here, we might want Salary Averages, and we can do all these at once too.

Equal Sumif. We could have done this with Countif in the same way, but the Sumif this time Sumif left parentheses, we're looking in column F, again comma, and we want to get the status, it's Full Time, but the Sumif function has three arguments to it and once we find the full time people, then we want to go into the corresponding column J to pickup the salaries. Now, since I've got four cells highlighted here, I don't want to simply press Enter but press Ctrl+Enter, and we've got answers for all four of them and here too a quick fix on the display might be click the Comma button in the Number group on the Home tab. Probably don't need to see the decimals, and we're all set.

So, different uses of writing formulas here using entire column references. It makes the formulas easier to create and easier to read.

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This video is part of

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Excel 2010 Power Shortcuts

64 video lessons · 17582 viewers

Dennis Taylor
Author

 
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  1. 1m 37s
    1. Welcome
      1m 17s
    2. Using the exercise files
      20s
  2. 22m 45s
    1. Entering data or formulas in non-adjacent cells simultaneously
      2m 28s
    2. Converting formulas to values with a simple drag
      2m 34s
    3. Copying data or formulas down a column instantly
      2m 56s
    4. Adjusting all or selected column widths or row heights in a flash
      2m 21s
    5. Instantly displaying all worksheet formulas
      3m 16s
    6. Two quick shortcuts for creating charts
      1m 18s
    7. Print Preview
      1m 7s
    8. Instant date or time entry
      1m 16s
    9. Undo/Redo/Repeat
      3m 19s
    10. Zooming in and out quickly
      2m 10s
  3. 7m 37s
    1. Expanding and collapsing the Ribbon and Full Screen view
      1m 23s
    2. Keyboard command access
      2m 22s
    3. Quick Access toolbar display tips
      3m 52s
  4. 14m 30s
    1. Split screens and frozen titles in a flash
      5m 56s
    2. Repeating title creation and suppression
      6m 17s
    3. Customizing your display of Status Bar totals
      2m 17s
  5. 11m 31s
    1. Navigation shortcuts
      2m 30s
    2. Tips for navigating between workbooks
      3m 48s
    3. Navigating within worksheets
      5m 13s
  6. 11m 12s
    1. Selecting an entire row, column, or worksheet
      3m 20s
    2. Selecting noncontiguous ranges and visible cells only
      4m 39s
    3. Selecting the current region and moving around region corners
      3m 13s
  7. 22m 16s
    1. Accelerating data entry
      6m 27s
    2. Auto-Fill techniques for entering dates
      4m 59s
    3. Auto-Fill techniques for entering times
      2m 37s
    4. Custom lists for rapid entry
      5m 54s
    5. Cell editing tips
      2m 19s
  8. 12m 38s
    1. Copy/Move acceleration tips
      3m 27s
    2. Worksheet Copy/Move shortcuts
      2m 29s
    3. Dragging and inserting variations
      3m 47s
    4. Instantly displaying Paste Special options
      2m 55s
  9. 29m 31s
    1. Rapid formula creation
      3m 48s
    2. Selecting all cells that depend on the active cell
      5m 24s
    3. Selecting all cells that can affect the active cell
      2m 38s
    4. AutoSum shortcuts
      2m 57s
    5. Rounding shortcuts
      5m 14s
    6. Generating random numbers
      3m 16s
    7. Counting unique entries
      3m 11s
    8. Performing calculations without formulas
      3m 3s
  10. 17m 4s
    1. Controlling rows and columns
      5m 50s
    2. Realigning imported text
      2m 27s
    3. Handling blank cells
      4m 20s
    4. Collapsing and expanding detail
      4m 27s
  11. 28m 8s
    1. Formatting numbers
      6m 49s
    2. Aligning data
      3m 49s
    3. Adding background color for readability
      3m 43s
    4. Formatting data conditionally
      1m 54s
    5. Creating custom formats
      6m 23s
    6. Formatting periods over 24 hours
      3m 2s
    7. Applying strikethroughs and borders
      2m 28s
  12. 25m 46s
    1. Sorting shortcuts
      2m 40s
    2. Cleaning up spaces
      4m 47s
    3. Identifying duplicates
      6m 10s
    4. Splitting columns
      3m 57s
    5. Ensuring unique entries
      2m 46s
    6. Forcing dates to be weekdays only
      3m 56s
    7. Displaying unique items from large lists
      1m 30s
  13. 18m 38s
    1. Placing and adjusting charts
      2m 37s
    2. Creating chart titles from cell content
      2m 22s
    3. Creating and manipulating shapes
      5m 31s
    4. Linking and unlinking pictures
      8m 8s
  14. 9s
    1. Goodbye
      9s

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