Formula Friday - Sum

Using the sum function in Excel is a convenient and quick way to add small or large data sets.  The function can be used to sum consecutive numbers or non-consecutive numbers.  There are at least 4 ways to insert the formula into your spreadsheet:

1. Type the formula into the cell that you want to show the summed result in:

• For consecutive numbers
• =sum(Number1:Number2)
• Example 1:
• In this example I want to sum the total units of Sunday through Saturday in cell B9

• In order to do this, in cell B9 type '=SUM(B2:B8)' and press Enter
• Once I hit Enter I get the result of 38
• 
  To see the formula, click back into cell B9 and you will see the formula in the Formula Bar
• 
• For non-consecutive numbers
• =sum(Number1,Number2)
• Example 2
• In this example I want to sum only the units for Sunday and Saturday in cell B9
• 
  In order to do this, in cell B9 type '=SUM(B2,B8)' and press Enter
• Once I hit Enter I get the result of 10
• 
  To see the formula, click back into cell B9 and you will see the formula in the Formula Bar
• 
•  For a combination of consecutive and non-consecutive numbers
• Example 3
• In this example I want to sum only the units for Friday, Saturday and Sunday in cell B9
• 
In order to do this, in cell B9 type '=SUM(B2,B7:B8)' and press Enter
NOTE: The difference between the consecutive and non-consecutive numbers is the difference of using either ' : ' or ' , '.  For consecutive numbers, use the ' : ' between the first and last number. For non-consecutive numbers, use a ' , ' between the numbers.
Once I hit Enter I get the result of 13

To see the formula, click back into cell B9 and you will see the formula in the Formula Bar
 

2. The second option is to click on the "Insert Function" icon next to the Formula Bar

• 
  Once the icon is clicked, the Insert Function window will pop-up
• 
1. Type in the word "sum" in the "Search for a function:" box
2. Click the "Go" button
3. Select "Sum" in the "Select a function:" section
4. Click the "OK" button
• 
•  Next, the Function Arguments window will pop up
• There are 2 options of how to enter the cell data into this window
1. Type in the cell data
• Below is an screenshot of what Example 3 from above would look like
2. 
   

   

   Use the cell selector icon to choose the cells you want to sum
• 
  Click the icon
• The window will minimize
• Click on the cell or consecutive cells you want to sum
• Click on the icon on the right once you have finished
• 
  Repeat these steps for any additional non-consecutive cell(s) in Number2, Number3, etc.
• Click OK

The 3rd and 4th options work best for summing consecutive cells. That being said, you can make adjustments to the formula to sum non-consecutive cells or a combination of both.

 

3. The 3rd option is to use the AutoSum function on the Home tab

• Click on the cell that you want to display the summed result (which is usually best if it is adjacent to the data you want summed)
• Click on the Home tab
• Click on the AutoSum function in the Editing section
• Excel will automatically add in the Sum formula and sum the adjacent cells
• In this example, I want the summed total in cell C9
• While in C9, I clicked on the AutoSum function on the Home Menu
• 
  Excel automatically entered the sum formula in C9 and assumed I wanted to sum the adjacent cells
• If I am ok with the formula, I click Enter
• If I want to make changes to the formula, I click into the cell to make changes, then press Enter

4. Finally, the 4th option I have is to use the AutoSum function on the Formulas tab in the Function Library

•  Follow the same steps as you would in Option 3

 

Excel ya later!