Microsoft Office Tutorials and References
In Depth Information
Calculating a Sum
Calculating a Sum
The next step in creating the worksheet is to perform any necessary calculations, such
as calculating the column and row totals. When you use functions, Excel performs the
calculations for you, which helps to prevent errors and allows you to work more efciently.
1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 SAVE WORKBOOK | 4 FORMAT TEXT
5 INSERT CHART | 6 NAME TAB | 7 PREVIEW & PRINT WORKSHEET
To Sum a Column of Numbers
As stated in the requirements document in Figure 1– 2 on page EX 3, totals are required for each month
and each budget item. The rst calculation is to determine the total income for the Wages and Dividends in the
month of January in column B. To calculate this value in cell B6, Excel must add, or sum, the numbers in cells
B4 and B5. The SUM function adds all the numbers in a range of cells. Why? Excel’s SUM function provides a
convenient means to accomplish this task.
A range is a series of two or more adjacent cells in a column or row or a rectangular group of cells.
For example, the group of adjacent cells B4 and B5 is called a range. Many Excel operations, such as summing
numbers, are performed on a range of cells.
After the total income for a month in column B is determined, the totals for the remaining months for
income, the totals for the expenses, and the totals for budget item will be determined. The following steps sum
the numbers in column B.
• Tap or click cell B6 to make it the active cell and complete the entry in the previously selected cell.
• Tap or click the Sum button (HOME tab | Editing group) to display a formula in the formula bar and in the
active cell (Figure 1– 17).
What if my screen displays a Sum menu?
If you are using a touch screen, you may not have a separate Sum button and Sum arrow. In this case,
select the desired option on the Sum menu.
How does Excel know which cells to sum?
When you enter the SUM function using the Sum button on the ribbon, Excel automatically selects what it
considers to be your choice of the range to sum. When proposing the range to sum, Excel rst looks for a
range of cells with numbers above the active cell and then to the left. If Excel proposes the wrong range,
you can correct it by dragging through the correct range before pressing the ENTER key. You also can enter
the correct range by typing the beginning cell reference, a colon (:), and the ending cell reference.
Sum button (touch screens
may not have a separate
Sum button and Sum arrow)
in formula bar
B4:B5 in parentheses indicates
range to be summed
SUM function displayed in active cell
range to sum
Figure 1– 17