What are some tips and tricks to use formulas and functions in a spreadsheet?

1 Basic syntax and errors

The first tip is to understand the basic syntax and common errors of formulas and functions. A formula is an expression that performs a calculation or operation on one or more values, such as =A1+B1. A function is a predefined formula that performs a specific task, such as =SUM(A1:A10). To enter a formula or function, you need to start with an equal sign (=), followed by the arguments or parameters inside parentheses. You also need to use the correct separators, such as commas, semicolons, or colons, depending on your software and settings. If you make a mistake in your formula or function, you will see an error message, such as #NAME?, #VALUE?, or #DIV/0!. You can use the help feature or the formula auditing tools to identify and fix the error.

2 Relative and absolute references

The second tip is to use relative and absolute references appropriately. A relative reference is a cell address that changes when you copy or move a formula or function, such as A1. An absolute reference is a cell address that stays the same when you copy or move a formula or function, such as $A$1. You can use the F4 key or the dollar sign ($) to toggle between relative and absolute references. Relative references are useful when you want to apply the same formula or function to a range of cells, such as a column or a row. Absolute references are useful when you want to lock a specific cell or value, such as a constant or a criterion.

3 Named ranges and tables

The third tip is to use named ranges and tables to make your formulas and functions more readable and manageable. A named range is a group of cells that you assign a name to, such as Prospects or Gifts. A table is a structured range of data that you can format, filter, sort, and analyze. You can use the Name Manager or the Define Name feature to create and edit named ranges. You can use the Format as Table or the Create Table feature to create and format tables. You can then use the names of the ranges or the tables in your formulas and functions, instead of the cell addresses. This makes your formulas and functions easier to understand and maintain, especially if you have a large or complex spreadsheet.

4 Logical and lookup functions

The fourth tip is to use logical and lookup functions to perform conditional and comparative calculations. Logical functions, such as IF, AND, OR, and NOT, allow you to test whether a condition is true or false, and return a value or perform an action accordingly. Lookup functions, such as VLOOKUP, HLOOKUP, and INDEX-MATCH, allow you to search for a value in a table or range, and return a corresponding value or position. You can use logical and lookup functions to filter, categorize, match, or merge data from different sources or criteria. For example, you can use an IF function to assign a rating to a prospect based on their giving history, or a VLOOKUP function to find the contact information of a prospect from another spreadsheet.

5 Text and date functions

The fifth tip is to use text and date functions to manipulate and format text and date values. Text functions, such as LEFT, RIGHT, MID, CONCATENATE, and TEXT, allow you to extract, combine, or convert text values. Date functions, such as TODAY, DATE, DATEVALUE, and DATEDIF, allow you to create, calculate, or convert date values. You can use text and date functions to clean, standardize, or enrich your data. For example, you can use a LEFT function to extract the first name of a prospect from their full name, or a DATEVALUE function to convert a text value into a date value.

6 Pivot tables and charts

The sixth tip is to use pivot tables and charts to summarize and visualize your data. A pivot table is a dynamic table that lets you rearrange, group, filter, sort, and aggregate your data. A chart is a graphical representation of your data that lets you compare, highlight, or trend your data. You can use the Pivot Table or the Recommended Pivot Tables feature to create and customize pivot tables. You can use the Insert Chart or the Recommended Charts feature to create and format charts. You can then use pivot tables and charts to explore, analyze, or present your data. For example, you can use a pivot table to calculate the total gifts by donor type and year, or a chart to show the distribution of prospects by rating and region.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?