Intro to Formulas and Functions

Google Sheets offers powerful tools to help you analyze, calculate, and visualize data through functions and formulas. In this post, I’ll cover the essentials of using formulas in Google Sheets and how using functions makes working with data a breeze.

Values v Formulas: What’s the Difference?

Cells in Google Sheets can hold values (like numbers or text) or formulas (calculations that operate on other cell values). Understanding this distinction is key, as it unlocks the ability to dynamically calculate and update data across your spreadsheet.

Example:

In the image above, the individual scores in cells B2 to B5 are values, while the cell calculating the total score in B6 holds a formula.

Basic Formulas: Manual Calculations

Let’s say we want to calculate the total score for a game based on individual player scores:

To calculate this manually, you could enter =1+3+2+4 in cell B6. Google Sheets would then display 10 as the result.

However, this method is static. If any player’s score changes, you’d need to manually adjust the formula, plus if you wanted to add up anyone else’s scores you’d have to enter those in manually too. This is where cell references come in.

Using Cell References for Dynamic Calculations

Rather than hardcoding values, it’s better to use cell references, which automatically update your formula if any referenced cell changes.

To enter a formula, simply type an equal sign (=) in the cell where you want the result, then add the formula. Google Sheets will recognize it as a calculation. In our example, we can use:

=B2+B3+B4+B5

Now, if Tom’s score changes from 3 to 5, the formula in cell B6 will automatically update the total without requiring any manual adjustments. This is the first step toward dynamic data in Google Sheets.

The SUM Function: Simplifying Additions

Google Sheets has built-in functions that make calculations easier and reduce the chance of error. For example, instead of =B2+B3+B4+B5, you can use the SUM function:

=SUM(B2:B5)

This formula does the same thing but is much simpler and easier to modify if you need to expand the range. Imagine having 100 scores to add up, entering them individually would take you ages, whereas you would just change the last cell reference in the SUM function. The SUM function is part of a large set of functions in Google Sheets designed to streamline calculations.

Other Examples of SUM:

• Adding up a whole column: =SUM(A1:A)

• Adding up multiple non-adjacent ranges: =SUM(A2:A10, C2:C10)

Using Functions to Save Time

The SUM function is just one of many. Google Sheets offers a wide range of functions to make data analysis easier. Here are a few more to get you started:

• AVERAGE: Calculates the mean of a range. =AVERAGE(B2:B5) would give the average score.

• MAX: Finds the highest value in a range. =MAX(B2:B5) returns the highest score.

• MIN: Finds the lowest value in a range. =MIN(B2:B5) returns the lowest score.

• COUNT: Counts numeric entries in a range. =COUNT(B2:B5) would count the number of scores entered.

Each function starts with = followed by the function name and the cell range or values in parentheses.

Why Use Formulas and Functions?

Using formulas and functions can save time, reduce manual work, and minimize errors. When your data changes, cell-referenced formulas and functions instantly update, giving you the latest insights without additional effort. Whether you’re tracking budgets, analyzing survey results, or calculating scores, formulas and functions make Google Sheets a powerful tool for managing data.

The key is to start with simple formulas and gradually explore more functions to improve your productivity in Google Sheets.

Learn more about formulas and functions in this video tutorial taken from my free Google Sheets – Novice to Ninja course on YouTube.

Learn more about Google Sheets here.