MS-EXCEL
Lecture note 3
Mr. Hasala Sithum
3. Creating Excel Functions, Filling Cells, and Printing
By using functions, you can quickly and easily make many useful calculations, such
as finding an average, the highest number, the lowest number, and a count of the
number of items in a list. Microsoft Excel has many functions that you can use.
3.1 Using Reference Operators
To use functions, you need to understand reference operators. Reference
operators refer to a cell or a group of cells. There are two types of reference
operators: range and union.
A range reference refers to all the cells between and including the reference. A
range reference consists of two cell addresses separated by a colon. The reference
A1:A3 includes cells A1, A2, and A3. The reference A1:C3 includes cells A1, A2, A3,
B1, B2, B3, C1, C2, and C3.
A union reference includes two or more references. A union reference consists of
two or more numbers, range references, or cell addresses separated by a comma.
The reference A7, B8:B10, C9, 10 refers to cells A7, B8 to B10, C9 and the number
10.
3.2 Understanding Functions
Functions are prewritten formulas. Functions differ from regular formulas in that
you supply the value but not the operators, such as +, -, *, or /. For example, you
can use the SUM function to add. When using a function, remember the following:
1. Use an equal sign to begin a formula.
2. Specify the function name.
3. Enclose arguments within parentheses. Arguments are values on which you
want to perform the calculation. For example, arguments specify the
numbers or cells you want to add.
4. Use a comma to separate arguments.
Here is an example of a function:
=SUM(2,13, A1,B2:C7)
In this function, known as the SUM function:
1. The equal sign begins the function.
2. SUM is the name of the function.
3. 2, 13, A1, and B2:C7 are the arguments. Parentheses enclose the arguments.
4. Commas separate the arguments.
After you type the first letter of a function name, the AutoComplete list appears.
You can double-click on an item in the AutoComplete list to complete your entry
quickly. Excel will complete the function name and enter the first parenthesis.
MS-EXCEL LECTURE NOTE 01
LPEC
Mr. Hasala Sithum Page 2
3.3 EXERCISE 1 Functions
The SUM function adds argument values.
1. Open Microsoft Excel.
2. Type 12 in cell B1.
3. Press Enter.
4. Type 27 in cell B2.
5. Press Enter.
6. Type 24 in cell B3.
7. Press Enter.
8. Type =SUM(B1:B3) in cell A4.
9. Press Enter. The sum of cells B1 to B3, which is 63, appears.
Alternate Method: Enter a Function with the Ribbon
1. Type 150 in cell C1.
2. Press Enter.
3. Type 85 in cell C2.
4. Press Enter.
5. Type 65 in cell C3, and Press Enter
6. Choose the Formulas tab.
7. Click the Insert Function button. The Insert Function dialog box appears.
8. Choose Math & Trig in the Or Select A Category box.
9. Click Sum in the Select A Function box.
MS-EXCEL LECTURE NOTE 01
LPEC
Mr. Hasala Sithum Page 3
10. Click OK.
[Link] Function Arguments dialog box appears with C1:C3 displayed in the
Number1 field.
[Link] C1:C3 in the Number1 field, if it does not automatically appear.
[Link] OK. The sum of cells C1 to C3, which is 300, appears.
3.4 Calculate an Average
You can use the AVERAGE function to calculate the average of a series of numbers.
1. Move to cell A6.
2. Type Average. Press the right arrow key to move to cell B6.
3. Type =AVERAGE(B1:B3).
4. Press Enter. The average of cells B1 to B3, which is 21, appears.
MS-EXCEL LECTURE NOTE 01
LPEC
Mr. Hasala Sithum Page 4
3.5 Find the Lowest Number
You can use the MIN function to find the lowest number in a series of numbers.
1. Move to cell A7.
2. Type Min. Press the right arrow key to move to cell B7.
3. Type =MIN(B1:B3).
4. Press Enter. The lowest number in the series, which is 12, appears.
3.6 Find the Highest Number
You can use the MAX function to find the highest number in a series of numbers.
1. Move to cell A8.
2. Type Max. Press the right arrow key to move to cell B8.
3. Type =MAX(B1:B3).
4. Press Enter. The highest number in the series, which is 27, appears.
MS-EXCEL LECTURE NOTE 01
LPEC
Mr. Hasala Sithum Page 5
3.7 Count the Numbers in a Series of Numbers
You can use the count function to count the number of numbers in a series.
1. Move to cell A9.
2. Type Count. Press the right arrow key to move to cell B9.
3. Type =COUNT(B1:B3).
4. Press Enter. The number of items in the series, which is 3, appears.
3.8 Fill Cells Automatically
You can use Microsoft Excel to fill cells automatically with a series. For example,
you can have Excel automatically fill your worksheet with days of the week, months
of the year, years, or other types of series.
3.9 EXERCISE 2 (a) Fill Cells Automatically
The following demonstrates filling the days of the week:
1. Click the Sheet2 tab. Excel moves to Sheet2.
2. Move to cell A1.
MS-EXCEL LECTURE NOTE 01
LPEC
Mr. Hasala Sithum Page 6
3. Type Sun.
4. Move to cell B1.
5. Type Sunday.
6. Select cells A1 to B1.
7. Choose the Home tab.
8. Click the Bold button . Excel bolds cells A1 to B1.
9. Find the small black square in the lower-right corner of the selected area. The
small black square is called the fill handle.
[Link] the fill handle and drag with your mouse to fill cells A1 to B14. Note how
the days of the week fill the cells in a series. Also, note that the Auto Fill
Options button appears.
(b) Fill Times
The following demonstrates filling time:
1. Type 1:00 into cell C1.
2. Grab the fill handle and drag with your mouse to highlight cells C1 to C14.
Note that each cell fills, using military time.
3. Press Esc and then click anywhere on the worksheet to remove the
highlighting.
To change the format of the time:
1. Select cells C1 to C14.
2. Choose the Home tab.
3. Click the down arrow next to the number format box . A menu
appears.
4. Click Time. Excel changes the format of the time.
MS-EXCEL LECTURE NOTE 01
LPEC
Mr. Hasala Sithum Page 7
(c) Fill Numbers
You can also fill numbers.
1. Type a 1 in cell D1.
2. Type a 2 in cell D2.
3. Select cells D1:D2
4. Grab the fill handle and drag with your mouse to highlight cells D1 to D14.
5. The cells fill as a series, starting with 1, 2, 3.
Here is another interesting fill feature.
1. Go to cell E1.
2. Type Section 1.
3. Grab the fill handle and drag with your mouse to highlight cells E1 to E14. The
cells fill in as a series: Section 1, Section 2, Section 3, and so on.
3.10 Set Print Options
There are many print options. You set print options on the Page Layout tab. Among
other things, you can set your margins, set your page orientation, and select your
paper size.
Margins define the amount of white space that appears on the top, bottom, left,
and right edges of your document. The Margin option on the Page Layout tab
provides several standard margin sizes from which you can choose.
Paper comes in a variety of sizes. Most business correspondence uses 8 ½ by 11
paper, which is the default page size in Excel. If you are not using 8 ½ by 11 paper,
you can use the Size option on the Page Layout tab to change the Size setting.
3.11 EXERCISE 3 Set the
Page Layout (Margins)
1. Choose the Page Layout tab.
2. Click Margins in the Page Setup group. A menu appears.
3. Click Wide. Excel sets your margins to the Wide settings.
MS-EXCEL LECTURE NOTE 01
LPEC
Mr. Hasala Sithum Page 8
Set the Page Orientation
1. Choose the Page Layout tab.
2. Click Orientation in the Page Setup group. A menu appears.
3. Click Landscape. Excel sets your page orientation to landscape.
Set the Paper Size
1. Choose the Page Layout tab.
2. Click Size in the Page Setup group. A menu appears.
3. Click the paper size you are using. Excel sets your page size.
MS-EXCEL LECTURE NOTE 01
LPEC
Mr. Hasala Sithum Page 9
3.12 Print
The simplest way to print is to click the Office button, highlight Print on the menu
that appears, and then click Quick Print in the Preview and Print the Document
pane. Dotted lines appear on your screen, and your document prints. The dotted
lines indicate the right, left, top, and bottom edges of your printed pages. To print
from Microsoft Excel, you can proceed as follows:
1. Click on File Button
2. Highlight or point the mouse on
Print.
3. Click on Print.
4. In the Name box, under Printer option, choose an appropriate printer.
5. Under the Print Range option, choose appropriate range of pages to be
printed.
6. Under Copies option, choose appropriate number of copies of each page to
be printed.
7. Click on OK when ready.
3.13 EXERCISE 4 Print Preview
1. Click the File button. A menu appears.
2. Highlight Print. The Preview and Print The Document pane appears.
3. Click Print Preview. The Print Preview window appears, with your document
in the center.
MS-EXCEL LECTURE NOTE 01
LPEC
Mr. Hasala Sithum Page 10
3.14 EXERCISE 5
Print
1 Click on File Button
2 Highlight or point the mouse on Print.
3Click on Print. The Print dialog box appears
MS-EXCEL LECTURE NOTE 01
LPEC
Mr. Hasala Sithum Page 11
4. In the Name box, under Printer option, choose an appropriate printer.
5. Under the Print Range option, choose appropriate range of pages to be
printed.
6. Under Copies option, choose appropriate number of copies of each page to
be printed.
7. Click on OK when ready.
MS-EXCEL LECTURE NOTE 01
LPEC
Mr. Hasala Sithum Page 12