Using the Function Inputting Tool

The Excel function inputting tool automatically starts up when you insert a function, using the function menu. This can be done by either:

• Selecting the Insert Function button (denoted by the ƒxsymbol) from the left side of the formula bar (see right);

or

• In Excel 2007 and later versions of Excel: selecting theFormulas menu tab and then selecting the ƒx button, or selecting a function from the grouped buttons.
• In Excel 2003 and earlier versions of Excel: selecting the menu option Insert→Function...

When you select a function using one of the methods above, Excel automatically pops up a window to assist you in inputting your selected function. This window tells you what the function does, and what arguments the function takes.

The image on the right shows the inputting tool for the Excel If function. In this example, the cursor is currently positioned in the entry field for the first function argument, Logical_test, and so the text in the middle of the window tells you what is required for the this argument.

As you move the cursor to the other entry fields, the text in the middle of the window will tell you what should be input for the corresponding arguments.

If, as a part of your argument, you wish to specify a range in the current Excel spreadsheet, or in another open spreadsheet, this can be done by simply using the mouse to select the required range. As you do this, a Function Arguments window will pop up, and the addresses of any cells or ranges that you then select with the mouse are automatically inserted into this window. Once you have selected your required range these addresses are automatically inserted into the current argument field.

Typing Functions Directly Into a Cell

As you become more used to inputting Excel functions and formulas, you might find it quicker to insert functions by typing them directly into a cell or into the formula bar. In this case, Excel still provides you with useful prompts. This is shown in the example below, in which the user has started to type the Excel If function directly into the formula bar. It can be seen that, once the user has typed in the function name and the opening bracket, Excel pops up a mini prompt, which shows you the format of the function, and indicates which arguments should be inserted.

You can also use the mouse to select ranges that you want to form a part of any Excel function or formula. Whilst inputting into a cell or formula bar, ensure your cursor is in the position where you want to insert a reference to a cell or range of cells, then simply use the mouse to select the required range. Excel will then automatically insert a reference to the cell's address, into your function, as shown in the image below.

The above range selection method can be used to select cells in any Worksheet of any Workbook that is open in your current Excel browser. This is particularly useful if you are selecting a range in a separate workbook, as the address needs to contain the workbook name, the worksheet name, and the reference to the cell range, which can be cumbersome to type, and prone to typing errors.