# Excel 2016 Cell referencing and AutoFill

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3 use the point method. Click into the first cell doesn't (it doesn t matter what cell we click into first, C6 or D6) and click into the first cell that we want to include in the formula. Then we use the multiplication and then click into cell D6 which is the hourly rate. You'll notice when you are building a Formula each cell is in a different colour. If your formula is quite long and using a lot of cells you can see what cells you have included. If we press enter, the formula is completed and then and then we copy down we've got out answers in there now. What has happened is that Excel has picked up the relative cell referencing. We ll go in and have a look at the formulas. Now I can see by clicking into individual cells and in the formula bar. I don t want to do that. I want to have a look at the formulas as a whole. So what I'm going to is press the control key down on my keyboard and then press the Tilda key to the left of number one on your keyboard. So the little horizontal squiggly line (~). If we go Control plus Tilda it will display formulas for us. We don't have to go into those individual cells and look at the formula. If you are looking for an error somewhere we can see them all in one go. When we talk about Relative Cell referencing, remember I said that it knows to goes down or across the cell. What Relative Cell referencing does is that it calculates the direction of the cells. So for this example, it has calculated 2 to the left by 1 to the left and when that formula is copied down it does the same calculation, 2 to the left by one to the left. To turn the formulas back off again it s Control plus Tilda (~). Control plus Tilda to turn off and Control Tilda to turn back on The next type of Cell referencing that we are going to talk about is Absolute cell referencing. There will be times in your formula that you want a particular cell to be included in the formula everytime. So here in class I m going to move onto the next worksheet. Same thing, I have my timesheet for my staff and I want to work out their bonus. So the formula that I m going to use is my weekly gross pay by the bonus of 15%. We type in equals then E7 multiplied by and then F5 which is our 15%. We want that 15% to be included everytime we do this calculation. Now if I press Enter and I knew nothing about cell referencing and you went to copy the formula down. We ve copied the formula down and notice that we get these errors. If we show our formulas, Control plus Tilda. Where the original formula has been entered, it s always going to be correct. It s anything after that. If we look at the relative referencing, it s going 1 to the left by 2 up. When we have copied it down, it is still doing the same thing, 1 to the left by 2 up. But when we go 2 up it s the cell with the word Bonus, so it won t multiply numbers by words. I m

4 going to turn my formulas off. What we have to do is we have to make cell F5 absolute, in other words we have to freeze it everytime. I will just delete those formulas that we did before and let s put them in again. Equals our Weekly gross pay multiplied by our 15%. Remember we need to make this particular cell (F5) absolute or frozen. Remember that it had the dollar signs. I could manually come into the formula bar and put in my dollar signs. Because I m still clicked into that cell F5, if I press F4 on my keyboard can you notice in the formula bar or even in the cell itself, as I keep pressing F4 it toggles through all the different types of cell referencing. I have none and there s my absolute where I have the two dollar signs, so the row and the column is frozen. I ll press Enter and copy the formula down. Turn your formulas on to check and you can see here the weekly gross pay has multiplied by the 15% everytime. That s what Absolute cell referencing means. I ll turn my formulas back off again. Because we've used absolute cell referencing anything that we put into this cell (F5) it will update so I've decided that their bonus should be 20%. If I change it to 20% and press Enter, can you see that my formula has actually updated. So there is some benefits to use this absolute cell referencing questions about absolute. Alright so the thing we are going to talk about his Mixed referencing. I ll just make this a little smaller so you can see it. So, I have this table of data here and essentially what I want to do is work out a bonus scheme. For every column C, D, E and F (every item that they sold they are going to get \$5 per item as a bonus. Now there is one formula that I can use to calculate this entire table. If we run through everything that we have done so far. I m going to click into cell C19. Let s start typing in our formula equals and we are multiplying C6 by C18 and press Enter. If you want to copy a formula down in a table like this, you have to go across first and then down. I can see here straight away that obviously, something is wrong. If I look at this formula here, so control + Tilda to turn my formulas on remember the default is Relative. Here we have C16 by C18 which means it s gone 1 up by 13. Looking at the next formula, being relative it s gone 1 up by 13 up. It won t work because it s going to keep multiplying the answer above it. Relative or copying the formula isn t going to work. So, Control + Tilda to turn the formulas off. I'm going to delete everything again and then let's try, ok well we want to freeze the row, so equals C6 multiplied by C18, that s the one I want to freeze, F4, Enter. Copy across and we copy down.

5 If I just click through here that my E18 cell has been frozen and it s multiplying by each one of the Prada items down the bottom. If I go across to the next column it s still going to be multiplying by 5. I could create a formula for each one of those columns and have D18, E18 and F18 as the Absolute. But remember I said that there is one formula that we can create to work this table out. Absolute will not work for us. So we have to look at the Mixed referencing. We ve talked about freezing a particular cell but do we need to freeze a row or do we need to freeze a column? I m going to go equals, C6 multiplied by C18. Does anyone know we need to do? Do we need to freeze the row or the column? We want this column to be multiplied each time by our sales of the top. We want to freeze the row. Remember to freeze the row you have to have the dollar sign in front of the row. So, for this example we want the dollar sign between the C and the 18. Because the 18 indicates the row. So, I can use my F4 to toggle. There s my C18, press Enter and we go across and down and then we go down. So, if I turn my formulas on I can check that this. So, my row 18 has actually frozen. So it will multiply by anything in that row. The next thing I want to talk to you about before we talk about 3D referencing is working with multiple worksheets. If I have look at these 4 worksheets here and a pay summary. Based on those 4 weeks I have a pay summary. I basically want to know how much I have paid in those 4 weeks. A good thing about with working with multiple worksheets is that I can use Grouping. When I group worksheets, it allows me to do the same thing once. For example, if I have worksheets and I want to change the formatting or create formulas. What I can do I group my worksheets, apply the formula or apply the change, it will then apply throughout all the other worksheets. However, everyone of the worksheets that you use has to be exactly the same. In other words, they have to be placed in exactly the same spot in the worksheet. If I have a look at my 4 worksheets here, my data starts in column B. If for instance this worksheet started in column C and I m trying to apply formulas it wouldn t work because I might looking at column B but in this particular worksheet it s column C. You need to make sure that your data is placed in the same spot in each of the worksheets. So how do we group our worksheets? We have to select the worksheets. For this example I m in Worksheet 1, hold the Shift key down and click on the last worksheet and for this example it s week 4. They are all now the same colour. I can now click between those worksheets and they are all grouped. So, if I was to

7 that I want to add up. So, I m adding up D11, then we have to group. So I m going to hold my Shift key down and click on W4. If I have a look at the formula, the function is adding up worksheets W1 through to W4 and up all cells D11. Once I ve checked that I m going to press Enter and I m going to check my formula again. Let s now do the Total Gross Wages paid. I m in cell C4, click AutoSum. By default, if you click on AutoSum, Excel will pick up the nearest number which we can see here is the Total Hours Worked. I will ignore that. I m going to go back to my W1. I m going to select my cell F11, then we are going to group. So, it s AutoSum, click into the cell of the first worksheet and then group. You have to do it in that order. We will then press Enter So again, I m going to check my formula, W1 through to W4, cell F11 and press Enter. Let s do it again. D4, AutoSum, it s selected the nearest numbers again, ignore that, back to W, cell H11, then we group and press Enter. So, that s working with multiple worksheets. And that s working with those 4 cell referencing options. Let s go and have a look at AutoFill. Remember when we were looking at the slides, I said the AutoFill was a great timesaver. It saves us from having to add the same type of text over and over again. I ve got a timesheet here and I want to start putting in some data. I want to add Monday through Friday. I will type in Monday and press Enter. All I m going to do is click back into the cell where I typed in Monday. On the drag handle, hold the left mouse button down and drag. You ll notice that as I drag I get a preview of what is being filled into the empty cells. I ll finish dragging down and let go of the mouse button. That is a pattern that Excel already has inbuilt. This is the same for the dates. Again, all I have to do is start with a date. If I enter 01/01/2017. On the fill handle, I drag down and you can see the preview of what dates will be filled in. So that s AutoFill. Users have used AutoFill before but not realised what it is. It s Excel picking up a pattern. If I put in numbers 2, 4, 6 and I want the list to fill in increments of 2, I select the group of numbers and on the fill handle drag it down. Again it s picked up the pattern. If I do start a list with increments of 2 and I only type in 2 and copy

8 down, it will only copy the same number because I haven t given Excel a pattern to copy. The last thing I want to show you is FlashFill. This is something new. I have a table here with First names, Last names and Middle names. What I want to do is combine the First and Last name columns to be their full name in one column. I m going to type in the first person s name and then press Enter. Then I m going to start writing the next name. Can you see as I type I have a greyed-out list of the data that I want to display in the column. Again, we have prompted a pattern for Excel. We can then press Enter, we then have the details displaying. So that s using FlashFill. Remember when writing formulas use the point method by clicking into the cell, so there are no errors for typing mistakes. Grouping. Remember if you are going to group worksheets and make a global change make sure that they are in identical spots in the worksheet. That s all for today s session. Thank you everyone for coming along.

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