OmniDocWhat is an Excel formula: basic concepts of functions and formulas
It explains clearly what formulas and functions in Excel are, how they work together, and where common confusions occur. It also provides methods for judging the two. It is suitable for readers who are new to spreadsheets as a reference for introductory concepts.
Key points of this article
- A formula is a calculation expression starting with an equal sign, and a function is a predefined calculation tool called in a formula.
- If you just enter 1+2 without the equal sign, Excel will treat it as ordinary text and will not calculate it.
- A function consists of a function name, parentheses and parameters. Parameters are separated by commas, and symbols must be English half-width.
- Cell references point to other cells, and when the source data changes, the formula results will be automatically updated.
- When copying a formula, the relative reference will change with the position, and the address that needs to be fixed should be added with a dollar sign.
If you just open Excel and see a string of content starting with an equal sign in a cell, you will probably ask: Is this a formula or a function? What's the relationship between the two? Excel is a software that supports a variety of functions and formulas. Many people use these two words interchangeably, and as a result, they write tables that even they cannot understand for a few days. Understanding their differences is the prerequisite for learning summation, search, and statistics later.
This article is written for people who are new to spreadsheets, and also for office workers who need to organize Excel files but always get stuck on formulas. After reading, you should be able to distinguish what formulas and functions are, how they work together, and know how to judge when encountering common confusions. The concept will be explained clearly here first, and the specific operation skills will be left to subsequent tutorials.
What is the difference between formula and function? One sentence conclusion
A formula is a calculation instruction you give to Excel, and a function is a pre-written calculation tool that can be called directly in the formula. Simply put, a function is a component of a formula, not another thing alongside the formula.
| your situation | Recommended practices | reason |
|---|---|---|
| I just want to add the numbers in two grids | Write the formula directly, such as =A1+B1 | The operation is simple and there is no need to call functions |
| To sum a list of numbers | Use the SUM function, such as =SUM(A1:A10) | When the region is long, the function is clearer than adding them one by one |
| Need to count the number according to conditions | Use functions such as COUNTIF | Conditional judgment is usually completed by functions |
| The cell displays the result. I want to know how to calculate it. | Select the cell to view the contents in the edit bar | The displayed value is the result, and the formula is the basis for calculation. |
| The result does not match after copying the formula | Check if cell reference needs to be fixed | Relative references change position when copied |
What is the formula and how does it work
The first characteristic of a formula is that it begins with an equal sign. Enter the equal sign, and Excel will know that the following content needs to be calculated instead of saving it as a piece of ordinary text. For example, entering =A1*B1 in C1 means taking the product of A1 and B1, and the result is displayed in C1.
Formulas can contain the following categories:
- Numbers, such as =100*0.2
- Cell references, such as A1, B2: B5
- Operators, such as plus, minus, multiplication, division, and the power symbol ^
- Functions, such as SUM, AVERAGE, IF
Cell references are the useful part of the formula. A1 points to a position, not a fixed number. Change A1 to another value, and C1's result will be updated automatically. This is why spreadsheets can be repeatedly modified and recalculated at any time.
What is a function, and how is it related to formulas?
A function is a pre-written calculation process in Excel; each function has a name and receives parameters through parentheses. Taking =SUM(A1:A10) as an example, SUM is the function name, A1:A10 is the argument, representing the sum of the range from A1 to A10. Parameters are separated by commas, and colons indicate a continuous area.
Functions must be included in formulas to be computed. If you write SUM(A1:A10) separately without a equals sign in front, Excel will not get the sum result. In other words, all functions appear in formulas, but not all formulas contain functions.
Easily confused areas
- Treat the function as the formula itself. Formulas that only have function names without equals, or only function without parameters, are not complete formulas. When judging, check whether it starts with an equals sign and whether the calculation content is included.
- Mistakes in symbolic usage. Parentheses, commas, and colons should use English half-width symbols. Symbols entered in Chinese input mode often cause formulas to be unrecognizable.
- Thought the results hadn't been updated. If Excel is set to manual calculation, the results will not be updated immediately after data modification. When the result is "unchanged," first check the calculation settings, then check the formula itself.
📊 Core Comparison
| Comparison items | Formula | Function |
|---|---|---|
| Meaning | A complete calculation expression | Predefined calculation tools |
| Writing style | Start with an equal sign | Function names with parentheses and parameters |
| Example | =A1+B1 | =SUM(A1:B1) |
| Can it be used independently? | You can calculate directly | It must be included in the formula to be counted |
| Common uses | 4. Operations and references to other cells | Summing, averaging, statistical, conditional judgment |
How to actually use it
If your Excel file needs to be translated for others to read, OmniDoc can handle such files. Upload .xlsx file in the omnidoc.top, choose bilingual or translation-only, and download the result. Tables and formulas are preserved in the output, but translated numbers and technical terms still need to be checked by yourself.
When learning and organizing formulas, you can follow these steps:
- First, distinguish which cells are the original data and which are the calculation results, avoiding overwriting the results directly as numbers.
- When writing formulas, first enter the equals sign, then enter the calculation expression or function name, and connect parameters with English symbols.
- After copying the formula, check if the reference address is correct. Add a dollar sign before the column or row number where you need to fix it.
- If you need to provide the table for others to read, you can first complete the calculation in Excel, then upload the translation, download it, and verify each item item separately.
❓ Frequently Asked Questions (FAQ)
1. Why does the formula I input only display as text?
Common reasons include no equals sign at the beginning, or cells formatted as text. After adding the equals sign, re-enter the input usually works normally.
2. Should function names be capitalized?
No need. Excel does not case sensitivity to function names; sum and SUM have the same effect. Uppercase letters are only for easier reading.
3. What is the difference between relative references and locked references?
For references like A1, when copied to other locations, it will move accordingly; Lock references are marked with a dollar sign before column or row numbers, and after copying, the pointing remains unchanged. When you need to fix a reference value, use lock references.
4. Do you need to remember all the functions?
No need. Excel has many functions. At the beginner stage, first master commonly used functions like SUM, AVERAGE, IF, and then gradually expand according to actual needs.
📝 Summary
Formulas starting with an equal sign are Excel calculation instructions; A function is a predefined tool called in a formula; the two have a relationship of inclusion and inclusion. Distinguish this first, then learn the specific functions; getting started will be much smoother. When you encounter a table that needs to be translated, remember to check the numbers and terminology after uploading.
