This post is all about using SUM.
When you are working with a lot of data, creating formulas manually is time consuming.
SUM makes your life much easier and makes formulas quicker and more accurate by reducing errors.
1. Using Excel Functions
Excel has over 450 pre-programmed functions. The simplest one that everybody learns first is SUM. SUM adds things up.
At the other end of the spectrum, the top-end functions are used by statisticians, mathematicians, engineers and scientists and tend to be quite specialised. However, there are still many that can be used by ‘ordinary’ folk!
A function is used within a formula to simplify it.
can be replaced with
This is easier to read and easier to maintain.
To see the full benefit, scale it up. Imagine if you had to add up 25 cells. Or 1,000 cells!
Excel even does the hard work of setting it up for you. You are given a tool called AutoSum.
2. Using AutoSum
The AutoSum button is ideal for novices who wish to learn and use some simple Excel functions. The AutoSum button provides a list of the five basic functions – SUM, AVERAGE, COUNT, MIN and MAX. The icon is the Greek Sigma symbol and looks like a sideways ‘M’ or a crooked ‘E’ (see below).
Using Autosum is quick and easy.
1. Select the numbers to be added and the blank cell either to the right or underneath the selection.
2. Click the Formulas tab.
3. Click the AutoSum icon.
A SUM function is created in the blank cell (the last cell of your selected cell range). The selected cells are added together and the total is calculated.
3. How the SUM function works
By default the AutoSum tool creates a SUM function, which adds together the values in the selected cells. To see what the SUM function looks like, click on the cell that contains the total and study the formula bar.
The SUM function may be typed directly into a cell, rather than using AutoSum. This is quicker for experienced users.
Here’s the process to use once you’re a bit more confident:
1. Select the blank cell where the total will be calculated (this is often - but not always - directly underneath the main data, or directly to the right of the main data).
2. Type ‘=SUM(’
3. With the mouse, select the range of cells you want to add up. Never type in the cell or cell range by hand.
4. Type the closing bracket.
5. Press Enter.
The structure of a SUM function is =SUM(number1, number 2 …) where each number may be a constant (e.g. 5), cell reference (e.g. A1) or cell range (e.g. A1:A3).
- Every item within the brackets is added up.
- Number1, number2 etc. are called arguments. A SUM function may have up to 32 arguments, each separated by a comma.
- The notation for a range – two cell references with a colon (‘:’) in-between.
The following formulas are valid examples of the SUM function.
4. Five different ways to start using AutoSum
#1 Select a single blank cell
1. Select the blank cell underneath the data.
2 . Click the AutoSum icon.
3. Excel looks around the blank cell and if it finds data it will display the data range in the formula.
4. If the data range is correct, press Enter to confirm the formula.
#2 Select the data (and the blank cell - optional)
1. Select the data you want to add up.
2. Optional - you can also select the blank cell underneath - or not. Your choice.
3. Click the AutoSum icon. The total is added automatically.
#3 Use methods #1 or #2 across the worksheet
#4 Select 2 or more blank cells
When you select more than one blank cell going across the sheet, Excel knows that you want to add up columns of data, so it doesn’t ask you and puts the total straight into the cells.
1. Select 2 or more blank cells underneath the data
2. Click the AutoSum icon. The column totals are inserted automatically.
3. Select 2 or more cells to the right of the data.
5. Click the AutoSum icon. The row totals are inserted automatically.
#5 Select all the data plus a blank column and/or row
And when you click AutoSum, all the totals are generated in one hit. Imagine how much time you could save if you have 50 columns and 1,000 rows
5. Watch the video (over the shoulder demo)
6. What next?
I hope you have seen how useful, how easy and how versatile the SUM function is.
Knock up a simple spreadsheet, enter some data - whatever you like - and use the AutoSum to generate some totals quickly.
Once you’re confident doing that, try selecting a blank cell and creating a SUM function manually, by typing it directly into the cell.
In part 3, I discuss 4 other basic formula functions that are also useful and easy to use - AVERAGE, MAX, MIN and COUNT.
What do you think?
I hope you found plenty of value in this post. I'd love to hear your biggest takeaway in the comments below together with any questions you may have.
Have a fantastic day.