Excel Formulas and Functions for Beginners

A formula is a calculation you write yourself, such as =(B2+B3)/2. A function is a ready-made formula with a name, such as AVERAGE. You can use functions inside your formulas, which is where Excel gets really powerful.

Here are both approaches side by side. In the first, cell B4 has a formula that adds B2 and B3 and divides the sum by 2:

In the second, B4 uses the AVERAGE function on the same two cells. Both give the same result.

Enter a formula

1. Select the cell for the formula. Here, B4.

2. Type an equal sign (=), then your formula, and press Enter.

   

Note: Always start a formula with =. Without it, Excel treats what you type as plain text or a number, not a calculation.

3. From now on, if you change B2 or B3, Excel recalculates B4 automatically.

   

Edit a formula

1. Select the cell with the formula. The formula appears in the formula bar.

   

2. Click in the formula bar and make your change. (Or press F2 to edit inside the cell.)

   

3. Press Enter.

   

Copy and paste a formula

1. Select the cell with the formula you want to copy. Here, B4.

   

2. Right-click and click Copy, or press Ctrl + C.

   

3. Select D4 (or any target cell), right-click and click Paste, or press Ctrl + V.

   

   Or, select B4 and drag the fill handle (the small square at the bottom-right corner) to the right as far as D4.

   

Result: the formula is copied, and it adjusts to its new column, so D4 adds D2 and D3. Dragging also filled C4; it shows 0 because C2 and C3 are empty.

Insert a function

If you know the function’s name, just type = and start typing it. Excel suggests matching functions as you go.

To browse for a function instead:

1. Select cell B4.

2. Click the Insert Function button (fx) next to the formula bar.

   

3. Search for the function you need, here AVERAGE.

   

4. Click OK.

   

5. Click in the Number1 box and select the cells with your mouse, or type the range, here B2:B3.

6. Click OK.

   

Next, see the most used functions in Excel.