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Working with numbers in columns

From: Excel 2010 Essential Training

Video: Working with numbers in columns

Now if you've completed the exercise on adding a whole worksheet at once or one of the AutoSum movies, you should have a worksheet that looks something like this. So we have our Totals column. We added across all the rows. We have the totals down here. We added down all the columns. But there are a few other things that we might want to know about these numbers. So let's click down here in Cell A15 and type the word Average. We want to know what the average is of these numbers. I'll just press Tab. So we'll use the Average function. I'll type =Average. Now by the time I type the first four letters of the word average, you see Excel is suggesting that I probably want the Average function.

Working with numbers in columns

Now if you've completed the exercise on adding a whole worksheet at once or one of the AutoSum movies, you should have a worksheet that looks something like this. So we have our Totals column. We added across all the rows. We have the totals down here. We added down all the columns. But there are a few other things that we might want to know about these numbers. So let's click down here in Cell A15 and type the word Average. We want to know what the average is of these numbers. I'll just press Tab. So we'll use the Average function. I'll type =Average. Now by the time I type the first four letters of the word average, you see Excel is suggesting that I probably want the Average function.

So I'll just press the Tab key and Excel will fill in the rest. So we want the average of what? Well, we want the average of these numbers in January. So just drag over those numbers. Be sure you don't drag anywhere below Row 12. You just want San Francisco through Boston, and that's it. Just press Ctrl+Enter and it gives us that average. Let's just try one more time. Click over here in Cell C15. Type =Average. Just type the first four letters. You can press Tab and it fills in the rest of Average. And just select those numbers in February.

Make sure not to select any more or any less and just press this time Ctrl+Enter so we stay in that cell. And now when you put your mouse pointer on that heavy dot in the little right corner and you get the crosshair, you can just drag across to Auto Fill. And now we see what the average is of each of those columns. Now there are decimals in there, which you might want, you might not want. That's a formatting issue and we'll look at that in a little bit. But let's go down here under Average. Click in Cell A16. Maybe we want to find what's the highest number in the series. So type the word Highest and again press Tab.

The function that tells us what's the highest number in the series is =Max, and open up the parenthesis. And again, select those same numbers down the January column. So this is telling us, well, find the maximum value in B6 through B12. And just press Ctrl+Enter to stay in one spot. Put your mouse pointer on that dot in the lower right corner of the cell, so you get the crosshair, and drag the Auto Fill handle across to the right. And now you can see what's the highest number in each of those columns.

Well, if we find out what's the highest number, we might want to know what's the lowest number. So let's go over here into A17 and type the word Lowest and again press Tab. Well, if the =Max function finds the highest number in the series, what do you suppose is the name of the function that finds us the lowest number in the series? Yes, you're right. It's the MIN function. So we type =Min, open up the parenthesis. And again drag down those same numbers. Recognize a pattern here? And press Ctrl+Enter so we stay in the same spot.

Put your mouse pointer on that heavy dot, so you get the crosshair, and drag the Auto Fill handle across. And now we can see what's the lowest number in the series. One other thing we might want to know is not so much the value but how many numbers do we have? How many cells are filled in? So click over here. And let's simply type in the word Quantity and press Tab. The function that tells us how many cells are filled in is Count. So we say =Count, and you see it's already suggesting that to us, and open up the parenthesis and guess what? We drag those same numbers from San Fran down to Boston.

Press Ctrl+Enter so we stay in the same spot. And this of course is going to be 7 all the way across because we have seven in each one. And you might wonder, oh gee, that's really big news. But if you just click one, let's say we didn't go to Chicago in February, press Delete and over here we have only six numbers. And I'm going to undo it. I kind of like Chicago. So we now have all those seven. Now here's what's really pretty neat. And let's just maybe delete those numbers there in the Average row and go here to January.

Remember the AutoSum tool? If you click that down arrow, look what you have. In addition to AutoSum we have sort of like an auto Average sort of Count, not quite as automatic as Sum, but if you choose Average, you see it puts in the function but of course, you still have to manually drag across those numbers. And Ctrl+Enter and drag the Auto Fill. Or the same thing for the Lowest. Let's just delete those. Go back over here to Cell B17. And now if you click this down arrow here and you choose Min, all it does is it puts that in.

But it's selecting the wrong cells. So you still have to select that. Remember Excel can't quite read your mind. Maybe in the next version. And Ctrl+Enter and get your Auto Fill handle and drag across. So those are some of the most common functions in Excel and there are over 300 functions, but just because those are so common, I think you'll find these pretty handy.

Show transcript

This video is part of

Image for Excel 2010 Essential Training
Excel 2010 Essential Training

80 video lessons · 124392 viewers

Bob Flisser
Author

 
Expand all | Collapse all
  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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