How To Use Labels In Microsoft Excel To Sum Cells

How To Use Labels In Microsoft Excel To Sum Cells



How To Use Labels In Microsoft Excel 2003 To Sum Cells
Microsoft Excel is​ a​ fantastic tool but one of​ its downfalls is​ the​ use of​ cell addresses especially when you are trying to​ sum a​ series of​ numbers; however Microsoft has a​ really cool tool that allows you to​ add up a​ series of​ cells simply using the​ labels around your data .​
In this article we will investigate the​ steps you need to​ follow to​ be able to​ use Labels to​ Sum cells in​ Microsoft Excel.

Let us get started …
To show you how using labels works, the​ first step we need to​ undertake is​ to​ simply create a​ new set of​ data, so open a​ new Microsoft Excel workbook and​ click on Sheet 1 .​
First off we are going to​ build the​ worksheet so in​ cell A1 I​ want you to​ type - Years, in​ cell B1 type the​ word Values and​ in​ cell C1 type the​ word Values1 and​ in​ cell D1 type the​ word Total .​
These four values we have typed into cell A1, B1, C1, D1 are labels .​
We are now going to​ put into the​ worksheet three more labels .​
In cell A2 type the​ value 1999, in​ cell A3 type the​ value 2000 and​ in​ cell A4 type the​ value 2001 .​
the​ last three values entered will in​ fact become labels but we will convert them to​ labels a​ little latter on .​
In the​ remaining cells simply put the​ following values:
B2 - 29 C2 - 32
B3 - 54 C3 - 99
B4 - 62 C4 - 72
Now that we have built a​ very simple spreadsheet and​ we have a​ few values to​ work with we have to​ tell Microsoft Excel to​ actually accept labels in​ our formulas in​ our spreadsheet .​
We do this by first going to​ the​ Tools menu and​ then choosing the​ Options command from the​ drop down menu .​
the​ Options dialog box will now be open in​ front of​ you .​
Simply choose the​ Calculation tab and​ in​ the​ bottom right hand corner you will see a​ check box that says Accept Labels in​ Formulas and​ you need to​ click on the​ check box so that it​ has a​ tick in​ it .​
Then to​ complete the​ process simply press the​ OK button .​

Now we can use the​ labels we put in​ B1 and​ C1 to​ add up the​ values .​

Lets try it​ out…
In cell B5, which is​ the​ Values column I​ want you to​ type the​ formula -
= Sum(Values)
The cell should return the​ total of​ 145 .​
What you will notice though is​ that the​ formula looked up the​ column to​ where the​ label was and​ said everything in​ this column will be added together .​
We could have simply typed the​ following formula instead of​ using labels -
= Sum(B2:B3)
However, as​ I​ am sure you will agree, using labels makes your formulas a​ lot easier to​ read and​ much clearer to​ understand .​
Now it​ is​ your turn .​
In the​ cell C5 write the​ equivalent label formula for​ that cell .​
I​ will give you a​ hint if​ you are not sure -
= Sum(Values1)
How did that go?
Alright, the​ next issue we are going to​ visit is​ using numbers as​ formula labels .​
Now if​ we simply typed in​ cell D2 the​ formula -
= Sum(1999)
All that would be returned is​ the​ value 1999 so this will not work at​ all .​
In fact what we need to​ do is​ to​ tell Microsoft Excel that we want the​ cells in​ A2, A3 and​ A4 to​ be treated as​ labels .​
the​ first step we must do is​ to​ select cells A2,A3 and​ A4, then go to​ the​ Insert menu, choose Name from the​ drop down menu and​ then choose the​ Label command from the​ expanded menu .​
the​ Label Ranges dialog box will now be visible in​ front of​ you .​
All you simply have to​ do, to​ have the​ cells we chose before defined as​ Labels is​ to​ press the​ Add button and​ then press the​ OK button .​
Click once on the​ cell D2 .​
What we are going to​ do now is​ to​ type in​ the​ same formula I​ mentioned before and​ that is​ -
= Sum(1999)
By the​ way, press the​ Enter key if​ you have not done so already .​
as​ soon as​ you do that you should see that it​ adds up the​ values in​ cells B2 and​ C2 and​ you will see the​ value of​ 61 in​ your cell .​
Try creating the​ formulas for​ the​ other two cells -
D3 = Sum(2000)
D4 = Sum(2001)
Finally, just to​ finish our spreadsheet off , we can total all of​ our total values in​ cells D2, D3 and​ D4 by typing the​ following formula in​ D4 -
= Sum(Total)
Using labels in​ Microsoft Excel is​ a​ very clean way of​ summing your values as​ it​ ensures that you do not miss a​ cell address and​ it​ makes the​ formulas a​ lot simpler .​
One issue that I​ do teach my students is​ not to​ put blank rows in​ your spreadsheets as​ I​ have seen cases where the​ blank rows actually affected the​ ability of​ the​ application to​ work out what was a​ label and​ what is​ not .​
By following the​ design process I​ outlined above you will find that you have absolutely no troubles in​ using Labels to​ sum cells in​ your spreadsheets.




You Might Also Like:




No comments:

Blog Archive

Powered by Blogger.