What cell reference in a formula that does not change when copied to a new location?
Categories: Formulas Have you ever copied a formula to another tab in your workbook, and the result was not at all what you expected? Moved a formula to a new location and were surprised that it didn’t change? “Relative reference” means that the formula changes when you copy it to another cell. In other words, the reference is relative to the location of the formula. Try it. In cell A1, enter “20”; and in cell A2, enter “30”. In cell B1, enter the formula “=A1+1”. Now copy the formula in cell B1:
Now examine the formula in B2, and you’ll find that, instead of “=A1+1”, it shows “=A2+1”. The reference to A1 has changed to refer to A2. This is how a relative reference behaves. Wherever you copy this formula, you’ll find that it operates similarly, always referring to the cell directly to the left of the formula. Absolute ReferencesExcel defaults to relative references because that’s what you’ll need more often than not, yet sometimes you want a formula always to point to the original source. You can do this with an “absolute reference,” which means that the formula does not change when you copy it to another cell. In the example above, edit the formula in cell B1 by inserting dollar signs in front of the “A” and the “1” in the cell reference. Now copy the formula in cell B1 down to B2 and examine the result. Instead of changing to “=A2+1”, it shows “=$A$1+1”, just as you typed it in B1. Wherever you copy a formula with an absolute reference, it will always to point to the original source. Mixed ReferencesSometimes you need a formula always to refer to the original source column, but to change with each row. You can do this with a mixed reference—that is, one that is made up partially of relative references and partially of absolute references. In the example above, change the formula in B1 to “=$A1+1”. Now copy it to a cell in a different column and a different row. Wherever you paste the formula, it always refers to column A, but the row changes to the current row. Single-Column ReferencesExcel provides an alternative method of referring to the cell in a specific column of the current row: by referring only to the column, leaving the row out of the reference. In the example above, change the formula in B1 to “=$A:$A+1” and copy this formula anywhere in the spreadsheet. Because of the dollar signs, this formula refers to the value in column A, regardless of where you paste it; and because the row is not specified, it always refers to the current row. Next StepsExcel’s relative and absolute references provide you the ability to create powerful formulas that can be copied across multiple rows and columns, always returning the answers that you need. For a next step, try using range names, which act like absolute references but, by using your own custom names, make your formulas easier to read and maintain. PRYOR+ 7-DAYS OF FREE TRAININGCourses in Customer Service, Excel, HR, Leadership, OSHA and more. No credit card. No commitment. Individuals and teams. In this tutorial, you will learn a few different ways of copying formulas in Excel - how to copy formula down a column, to all of the selected cells, copy a formula exactly without changing cell references or formatting, and more. Copying formulas in Excel is one of the easiest tasks that is usually done in a mouse click. I say "usually" because there can be very specific cases that require special tricks, like copying a range of formulas without changing cell references or entering the same formula in multiple non-adjacent cells. Luckily, Microsoft Excel offers many ways to do the same task, and it is true for copying formulas. In this tutorial, we are going to discuss different ways to copy formulas in Excel so that you could choose the one best suited for your task. How to copy formula down a columnMicrosoft Excel provide a really quick way to copy a formula down a column. You just do the following:
In a similar manner, you can drag formula into adjacent cells to the right, to the left or upwards. If the formula includes relative cell references (without the $ sign), they will automatically change based on a relative position of rows and columns. So, after copying the formula, verify that the cell references have got adjusted properly and produce the result that you want. If necessary, switch between absolute, relative and mixed references by using the F4 key. In the above example, to make sure the formula was copied correctly, let's select some cell in column C, say C4, and view the cell reference in the formula bar. As you can see in the screenshot below, the formula is all right - relative to row 4,
exactly as it should be: How to copy a formula down without copying formattingCopying a formula down by dragging the fill handle
not only copies the formula, but also the source cell formatting such as font or background color, currency symbols, the number of displayed decimal places, etc. In most cases, this works just fine, but sometimes it can mess up the existing formats in cells where the formula is being copied to. A common example is overwriting alternate row shading like in the following screenshot. For prevent overwriting the existing cell formatting, drag the fill handle as demonstrated above, release it, click the Auto Fill Options drop-down menu, and select Fill Without
Formatting. Copy formula to the entire columnAs you've just seen, the fill handle makes copying formulas in Excel really easy. But what if you need to copy a formula down a ten-hundred-line sheet? Dragging the formula over hundreds of rows does not look like a good idea. Luckily, Microsoft Excel provides a couple of quick solutions for this case as well. Double-click the plus sign to fill the whole columnTo apply the formula to the entire column, double-click the plus sign instead of dragging it. For those who have skipped the first section of this tutorial, the detailed steps follow below. To copy an Excel formula to the whole column, do the following:
Note. Double-clicking the plus sign copies the formula down as far as there is some data in the adjacent column(s). As soon as an empty row occurs, the auto fill stops. So, if your worksheet contains any gaps, you will have to repeat the above process to copy the formula below an empty row or drag the fill handle as explained in the previous examples: Create an Excel table to copy a formula to all cells in a column automaticallyAmong other great features of Excel tables such as predefined styles, sorting, filtering and banded rows, automatically calculated columns is what makes an Excel table a truly wonderful tool for analyzing groups of related data. By entering a formula into one cell in a table column (just any cell, not necessarily the top one), you create a calculated column and have your formula instantly copied to all other cells in that column. Unlike the fill handle, Excel tables have no problem with copying the formula across the entire column even if the table has one or
more empty rows: To convert a range of cells to an Excel table, simply select all the cells and press Ctrl + T. If you prefer a visual way, select the range, go to the Insert tab > Tables group on the Excel ribbon, and click the Table button. Tip. If you don't really want an Excel table in your worksheet, to can create it temporary, to make the work with formulas easier, and then you can convert the table back to a usual range in a second. Just right-click the table and choose Table > Convert to Range in the context menu. Copy a formula to non-adjacent cells / rangesIt goes without saying that the fill handle is the fastest way to copy formula in Excel. But what if you want to copy your Excel formula in non-contiguous cells or beyond the end of the source data? Just use the old good copy & paste way:
Note. The copy/paste shortcuts copy the formula and formatting. To copy the formula without formatting, choose an appropriate Paste option on the ribbon or in the right-click menu, as demonstrated in Copying an Excel formula without formatting. Enter a formula into multiple cells with a single key stroke (Ctrl + Enter)In situations when you need to input the same formula in more than one cell on a worksheet, adjacent or non-adjacent ones, this method can be a time-saver.
Tip. You can use this method to enter any data, not just formulas, in multiple cells at a time. A few other techniques are described in the following tutorial: How to enter the same data into all selected cells at a time. How to copy an Excel formula but not formattingAs you already know, when copying a formula down a column in Excel, you can use the Fill Without Formatting option that lets you copy the formula but keep the existing formatting of the destination cells. Excel's Copy & Paste feature offers even more flexibility with regard to paste options.
For more paste options, click the arrow below the Paste button on the ribbon. For example, you can select Formulas & Number Formatting to paste only the formula and the number formatting such as percent format, currency format, and the like: Tip. If you are not sure which paste option works best for you, hover the mouse over different icons to see a preview of this or that paste option. Copy formula in Excel without changing referencesExcel
formulas rarely occur in a spreadsheet in solitude. In most cases, you enter a formula in one cell, and then copy it to other cells in the same column or row, to perform the same calculation on a group of data. And if your formula contains relative cell references (without $), Excel automatically adjusts them so that each formula operates on data on its own row or
column. Most of the time, this is exactly what you want. For example, if you have the formula But what if you want Excel to copy the formula exactly, without changing the cell references along the way? Depending on your particular task, choose one of the following solutions. Copy or move a single formula without changing cell referencesIf you need to copy or move just one formula, making an exact copy is easy.
Alternatively, you can enter the editing mode and copy the formula in the cell as text:
Tip. To quickly copy a formula from the above cell with no reference changed, select the cell where you want to paste the formula and press Ctrl + '. Copy a range of formulas without changing cell referencesTo move or copy a range of Excel formulas so that no cell references are changed, use one of the following methods. Method 1. Use absolute or mixed cell referencesIf you need to make an exact copy of formulas with relative cell references (like A1), the best way would be changing them to absolute references ($A$1) to fix the reference to a given cell, so that it remains static no matter where the formula moves. In other cases, you may need to use mixed cell references ($A1 or A$1) to lock either a column or row. Doesn't make much sense so far? Okay, let's consider the following example. Supposing, you have a table that
calculates the fruit prices in EUR based on the USD price in column B and the exchange rate in cell C2: As you can see in the screenshot above, the formula includes an absolute cell reference ($C$2) to fix the exchange rate to cell C2, and a relative cell reference to cell B5 because you want this reference to adjust for each row. And this approach works well as long as the formulas remain in column C. But let's see what happens if you need, say, to move the EUR prices from column C to column F. If you copy the formulas in a usual way by copying/pasting the cells, the formula from cell C5 (=B5*$C$2) will change to =D5*$C$2 when pasted in cell F5, making your calculations all wrong! To fix this, just change a relative reference (B5) to a mixed reference $B5 (absolute column and relative row). By putting the dollar sign ($) in front of the column letter you anchor the reference to column B, no matter where the formula moves. And now, if you copy or move the formulas from column D to column F, or any other column, the column reference won't change because you locked it by the dollar sign ($B5). The concept of Excel cell references may be difficult to grasp from the outset, but trust me it's worth your time and effort because it will save you much more time in the long run. For example, see how you can calculate the entire table with a single formula by using mixed cell references. However, if you already have a ton of formulas with relative cell references in your Excel sheet, and you need to quickly make an exact copy of those formulas but you don't feel like you can get the references right, one of the following methods could be a solution. Method 2. Copy Excel formulas without changing references via Notepad
Notes:
Method 3. Copy formulas exactly by using Excel's Find and ReplaceTo copy a range of Excel formulas without changing their cell references, you can use the Excel Find and Replace feature in the following way.
Shortcuts to copy Excel formula to other cells1. Copy a formula down Ctrl + D - Copy a formula from the cell above and adjusts the cell references. For example, if you have a
formula in cell A1 and you want to copy it to cell A2, select A2 and press Ctrl + D. 2. Copy a formula to the right Ctrl + R - Copy a formula from the cell to the left and adjusts the cell references. For
example, if you have a formula in cell A2 and you want to copy it to cell B2, select B2 and press Ctrl + R. Tip. Both of the above shortcuts can be used to copy formulas to multiple cells too. The trick is to select both the source cell and target cells before pressing the shortcut. For example, if you want to copy the formula from A1 to the next 9 rows, select cells A1:A10 and press Ctrl + D. 3. Copy a formula down exactly Ctrl + ' - Copies a formula from the cell above to the currently selected cell exactly and leaves the cell in edit mode. This is a quick way to make an exact copy of a formula without changing cell references. For example, to copy a formula from cell A1 to A2 so that no references are changed, select A2 and press Ctrl + '. Note. Don't confuse the shortcut Ctrl + ' (Ctrl + single quote) that exactly copies a formula from the cell above with Ctrl + ` (Ctrl + grave accent key) that activates show formulas mode in Excel. Well, this is all I have to say about copying formulas in Excel. If you know some other methods to quickly move or copy formula in Excel sheets, please do share. I thank you for reading and hope to see you on our blog next week! You may also be interested inWhen copying formulas What references will not change?Use absolute or mixed cell references. If you need to make an exact copy of formulas with relative cell references (like A1), the best way would be changing them to absolute references ($A$1) to fix the reference to a given cell, so that it remains static no matter where the formula moves.
Which cell address does not change when the formula is copied or moved?A reference is a cell's address. It identifies a cell or range of cells by referring to the column letter and row number of the cell(s). For example, A1 refers to the cell at the intersection of column A and row 1. The reference tells Formula One for Java to use the contents of the referenced cell(s) in the formula.
When a formula is copied from one location to another?The correct answer is Relative Reference. With relative cell referencing, when we copy a formula from one area of the worksheet to another, it records the position of the cell relative to the cell that originally contained the formula.
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