Refer to cells in excel

A cell reference refers to a cell or a range of cells on a worksheet and can be used in a formula so that Microsoft Office Excel can find the values or data that you want that formula to calculate.

In one or several formulas, you can use a cell reference to refer to:

• Data from one or more contiguous cells on the worksheet.

• Data contained in different areas of a worksheet.

• Data on other worksheets in the same workbook.

For example:

This formula:	Refers to:	And Returns:
=C2	Cell C2	The value in cell C2.
=A1:F4	Cells A1 through F4	The values in all cells, but you must press Ctrl+Shift+Enter after you type in your formula. Note: This functionality doesn’t work in Excel for the web.
=Asset-Liability	The cells named Asset and Liability	The value in the cell named Liability subtracted from the value in the cell named Asset.
{=Week1+Week2}	The cell ranges named Week1 and Week2	The sum of the values of the cell ranges named Week1 and Week 2 as an array formula.
=Sheet2!B2	Cell B2 on Sheet2	The value in cell B2 on Sheet2.

1. Click the cell in which you want to enter the formula.

2. In the formula bar , type = (equal sign).

3. Do one of the following:

   • Reference one or more cells    To create a reference, select a cell or range of cells on the same worksheet.

     You can drag the border of the cell selection to move the selection, or drag the corner of the border to expand the selection.

   • Reference a defined name    To create a reference to a defined name, do one of the following:

     • Type the name.

     • Press F3, select the name in the Paste name box, and then click OK.

       Note: If there is no square corner on a color-coded border, the reference is to a named range.

4. Do one of the following:

   • If you are creating a reference in a single cell, press Enter.

   • If you are creating a reference in an array formula (such A1:G4), press Ctrl+Shift+Enter.

     The reference can be a single cell or a range of cells, and the array formula can be one that calculates single or multiple results.

     Note: If you have a current version of Microsoft 365, then you can simply enter the formula in the top-left-cell of the output range, then press ENTER to confirm the formula as a dynamic array formula. Otherwise, the formula must be entered as a legacy array formula by first selecting the output range, entering the formula in the top-left-cell of the output range, and then pressing CTRL+SHIFT+ENTER to confirm it. Excel inserts curly brackets at the beginning and end of the formula for you. For more information on array formulas, see Guidelines and examples of array formulas.

You can refer to cells that are on other worksheets in the same workbook by prepending the name of the worksheet followed by an exclamation point (!) to the start of the cell reference. In the following example, the worksheet function named AVERAGE calculates the average value for the range B1:B10 on the worksheet named Marketing in the same workbook.

1. Refers to the worksheet named Marketing

2. Refers to the range of cells between B1 and B10, inclusively

3. Separates the worksheet reference from the cell range reference

1. Click the cell in which you want to enter the formula.

2. In the formula bar , type = (equal sign) and the formula you want to use.

3. Click the tab for the worksheet to be referenced.

4. Select the cell or range of cells to be referenced.

Note: If the name of the other worksheet contains nonalphabetical characters, you must enclose the name (or the path) within single quotation marks (‘).

Alternatively, you can copy and paste a cell reference and then use the Link Cells command to create a cell reference. You can use this command to:

• Easily display important information in a more prominent position. Let’s say that you have a workbook that contains many worksheets, and on each worksheet is a cell that displays summary information about the other cells on that worksheet. To make these summary cells more prominent, you can create a cell reference to them on the first worksheet of the workbook, which enables you to see summary information about the whole workbook on the first worksheet.

• Make it easier to create cell references between worksheets and workbooks. The Link Cells command automatically pastes the correct syntax for you.

1. Click the cell that contains the data you want to link to.

2. Press Ctrl+C, or go to the Home tab, and in the Clipboard group, click Copy .

   

3. Press Ctrl+V, or go to the Home tab, in the Clipboard group, click Paste .

   By default, the Paste Options button appears when you paste copied data.

4. Click the Paste Options button, and then click Paste Link .

1. Double-click the cell that contains the formula that you want to change. Excel highlights each cell or range of cells referenced by the formula with a different color.

2. Do one of the following:

   • To move a cell or range reference to a different cell or range, drag the color-coded border of the cell or range to the new cell or range.

   • To include more or fewer cells in a reference, drag a corner of the border.

   • In the formula bar , select the reference in the formula, and then type a new reference.

   • Press F3, select the name in the Paste name box, and then click OK.

3. Press Enter, or, for an array formula, press Ctrl+Shift+Enter.

   Note: If you have a current version of Microsoft 365, then you can simply enter the formula in the top-left-cell of the output range, then press ENTER to confirm the formula as a dynamic array formula. Otherwise, the formula must be entered as a legacy array formula by first selecting the output range, entering the formula in the top-left-cell of the output range, and then pressing CTRL+SHIFT+ENTER to confirm it. Excel inserts curly brackets at the beginning and end of the formula for you. For more information on array formulas, see Guidelines and examples of array formulas.

Frequently, if you define a name to a cell reference after you enter a cell reference in a formula, you may want to update the existing cell references to the defined names.

1. Do one of the following:

   • Select the range of cells that contains formulas in which you want to replace cell references with defined names.

   • Select a single, empty cell to change the references to names in all formulas on the worksheet.

2. On the Formulas tab, in the Defined Names group, click the arrow next to Define Name, and then click Apply Names.

   

3. In the Apply names box, click one or more names, and then click OK.

1. Select the cell that contains the formula.

2. In the formula bar , select the reference that you want to change.

3. Press F4 to switch between the reference types.

For more information about the different type of cell references, see Overview of formulas.

1. Click the cell in which you want to enter the formula.

2. In the formula bar , type = (equal sign).

3. Select a cell or range of cells on the same worksheet. You can drag the border of the cell selection to move the selection, or drag the corner of the border to expand the selection.

4. Do one of the following:

   • If you are creating a reference in a single cell, press Enter.

   • If you are creating a reference in an array formula (such A1:G4), press Ctrl+Shift+Enter.

     The reference can be a single cell or a range of cells, and the array formula can be one that calculates single or multiple results.

     Note: If you have a current version of Microsoft 365, then you can simply enter the formula in the top-left-cell of the output range, then press ENTER to confirm the formula as a dynamic array formula. Otherwise, the formula must be entered as a legacy array formula by first selecting the output range, entering the formula in the top-left-cell of the output range, and then pressing CTRL+SHIFT+ENTER to confirm it. Excel inserts curly brackets at the beginning and end of the formula for you. For more information on array formulas, see Guidelines and examples of array formulas.

You can refer to cells that are on other worksheets in the same workbook by prepending the name of the worksheet followed by an exclamation point (!) to the start of the cell reference. In the following example, the worksheet function named AVERAGE calculates the average value for the range B1:B10 on the worksheet named Marketing in the same workbook.

1. Refers to the worksheet named Marketing

2. Refers to the range of cells between B1 and B10, inclusively

3. Separates the worksheet reference from the cell range reference

1. Click the cell in which you want to enter the formula.

2. In the formula bar , type = (equal sign) and the formula you want to use.

3. Click the tab for the worksheet to be referenced.

4. Select the cell or range of cells to be referenced.

Note: If the name of the other worksheet contains nonalphabetical characters, you must enclose the name (or the path) within single quotation marks (‘).

1. Double-click the cell that contains the formula that you want to change. Excel highlights each cell or range of cells referenced by the formula with a different color.

2. Do one of the following:

   • To move a cell or range reference to a different cell or range, drag the color-coded border of the cell or range to the new cell or range.

   • To include more or fewer cells in a reference, drag a corner of the border.

   • In the formula bar , select the reference in the formula, and then type a new reference.

3. Press Enter, or, for an array formula, press Ctrl+Shift+Enter.

   Note: If you have a current version of Microsoft 365, then you can simply enter the formula in the top-left-cell of the output range, then press ENTER to confirm the formula as a dynamic array formula. Otherwise, the formula must be entered as a legacy array formula by first selecting the output range, entering the formula in the top-left-cell of the output range, and then pressing CTRL+SHIFT+ENTER to confirm it. Excel inserts curly brackets at the beginning and end of the formula for you. For more information on array formulas, see Guidelines and examples of array formulas.

1. Select the cell that contains the formula.

2. In the formula bar , select the reference that you want to change.

3. Press F4 to switch between the reference types.

For more information about the different type of cell references, see Overview of formulas.

Need more help?

You can always ask an expert in the Excel Tech Community or get support in the Answers community.

Microsoft Excel, sometimes known as MS Excel, is a potent spreadsheet programme. In Excel, each worksheet consists of a number of cells that are made up of rows and columns. Each cell has a unique reference, which enables users to quickly access and address the required cell (or cells) within the functions. In Excel, cell references are crucial, particularly when working with huge data sets in functions and formulas.

This article covers a quick overview of Excel Cell References. The various sorts of cell references that Excel offers and the detailed instructions for using each one are also covered in the article.

What is a Cell Reference?

An Excel cell reference, also known as a cell address, is a mechanism that defines a cell on a worksheet by combining a column letter and a row number. We can refer to any cell (in Excel formulas) in the worksheet by using the cell references.

For example:

Here we refer to the cell in column A & row 2 by A2 & cell in column A & row 5 by A5. You can make use of such notations in any of the formulas or copy the value of one cell to another cell (by using = A2 or = A5).

Types of Cell Reference in Excel

Understanding various cell references primarily makes it easier for us to use Excel formulas and avoid unexpected formula errors. When copying and pasting Excel formulas, this is quite useful. Based on various use situations, Excel offers three main types of cell references, including:

• Relative Cell Reference
• Absolute Cell Reference
• Mixed Cell Reference

1. Relative Cell Reference 

In Excel, a relative cell reference is used by default. Excel uses a relative reference whenever we insert a cell reference or a range within a formula. The relative references, which commonly reflect the combination of column name and row number, are used normally with the associated cell references. There is no dollar ($) sign in the relative reference for the cell. 

How to Use Relative Cell References in Excel

Let’s see how to use the Relative Cell references through examples,

#Example 1: 

If you refer to cell B1 from cell E1, actually you would be referring to a cell that is 3 columns to the left (E-B = 3) within the same row number 1. 

When it is copied to other locations present in a worksheet, the relative reference for that location will be changed automatically. (because relative cell reference describes offset to another cell rather than a fixed address as In our example, offset is : 3 columns left in the same row).

#Example 2: 

If you copy the formula = C2 / A2 from the cell “E2” to “E3”, the formula in E3 will automatically become =C3/A3.

When to Use Relative Cell References in Excel

When you need to develop a formula for a set of cells and the formula needs to make a reference to a relative cell reference, relative cell references come in handy.

When this occurs, you can create the formula in one cell and copy it before pasting it into every other cell.

2. Absolute Cell Reference 

When copying or using AutoFill, there are times when the cell reference must stay the same. A column and/or row reference is kept constant using dollar signs. So, to get an absolute reference from a relative, we can use the dollar sign ($) characters.

To refer to an actual fixed location on a worksheet whenever copying is done, we use absolute reference. The reference here is locked such that rows and columns do not shift when copied. 

How to Use Absolute Cell References in Excel

Below is an example depicting how to use Absolute Cell References in Excel.

#Example: 

When we fix both row & column – Say if we want to lock row 2 & column A, we will use $A$2 as:

G2 = C2/$A$2, when copied to G3, G3 becomes = C3/$A$2

 Note: C3 is 4 columns left to G3 in the same row.

Here, original cell reference A2 is maintained whenever we copy G2 to any of the cells. So I3 = E3/$A$2 because E3 comes from the relative reference (4 columns left to the current one) & /$A$2 comes from the absolute reference.

Therefore, I3 = E3//$A$2 = 12/10 = 1.2

What Does the Dollar ($) Sign Do?

When the row and column numbers are preceded by the dollar symbol ($), it becomes absolute (i.e., stops the row and column number from changing when copied to other cells). Dollar ($) before the row fixes the row & before the column fixes the column.

When to Use Absolute Cell References in Excel

When you don’t want the cell reference to alter when you replicate formulas, absolute cell references come in handy. This can be the situation if you have to use a fixed value in the formula.

3. Mixed Cell Reference 

An absolute column and relative row, or an absolute row and relative column, is a mixed cell reference. You get an absolute column or absolute row when you individually put the $ before the column letter or before the row number. Example: $B8 is relative to row 8 but absolute for column B, and B$8 is absolute for row 1 but relative for column A.

Here, the Dollar ($) before the row number fixes/locks the row & before the column name fixes/locks the column.

#Example: 

When we fix the only row: If we have G2 = C2/A$2 then :

We used $ before the row number, so we are locking the only row here. When G2 is copied to G3, G3 = C3/A$2 (not C3/A3) because the row has been fixed already.

Here, whenever we copy G2 to any other cell, always the divisor will refer to a fixed row 2 (column vary according to the concept of relative reference)

So, when G2 is copied to I3, I3 = E3/C$2 because E3 comes from the relative reference (4 columns left to the current one) & C$2 comes from the absolute reference for row & relative reference for Column (6 Columns left to the current one)

Some Other Ways of Using Cell References With Examples

Now that we are familiar with the basics of using Cell References in Excel, let’s see some other ways of using cell references.

Relative and Absolute Cell References for Calculating Dates 

We can use relative and absolute cell references to calculate dates.

Example: To Calculate the Date of Delivery online from the given date of the order placed & no of days it will take to deliver :

Here, We calculate the Date of Delivery by = Order Date + No of days to deliver. We used Relative cell reference so that individual product delivery dates can be calculated.

Absolute cell references for calculating dates :

Example: To Calculate the Date of Birth When the age is known is a number of days using Current date can be done by making use of absolute reference. 

Here, We calculate DOB by = Current Date – Age in days. The Current date is contained in the cell E2 & in subtraction, we fixed that date to subtract from the days.

Whole Column Reference 

You will want to refer to all the cells inside a particular column when operating with an Excel worksheet with any number of rows. Simply type a column letter twice with a colon in between to refer to the entire column B, for example, B:B.

Example: You may want to find the sum of a column of data in certain cases. While you can do this with a regular cell range, such as =SUM(B1:B10), you will need to change the cell range if your spreadsheet grows in size.

Excel, on the other hand, has a cell range that does not require the row number and takes all the cells in the column in action. If you wanted to find the sum of all the values in column B, for example, you would type =SUM (B:B). You can add as much data as you want to your spreadsheet without having to change your cell ranges if you use this type of cell range.

Whole Row Reference 

You will want to refer to all the cells inside a particular row when operating with an Excel worksheet with any number of columns. Simply type a row number twice with a colon in between to refer to the entire row, for example, 2:2.

Example: You may want to find the sum of a row of data in certain cases. While you can do this with a regular cell range, such as =SUM(A2 : J2), you will need to change the cell range if your spreadsheet grows in size.

Excel, on the other hand, has a cell range that does not require the column letter and takes all the cells in the row in action. If you wanted to find the sum of all the values in row 2, for example, you would type =SUM (2:2). You can add as much data as you want to your spreadsheet without having to change your cell ranges if you use this type of cell range.

Refer to an Entire Column, Excluding the First Few Rows 

To refer to the entire column excluding the first few rows, you need to specify the range as we give in a normal fashion. We know that the Excel worksheets can have only 1,048,576 rows. (To check this, go to an empty cell & press: Ctrl + Down arrow Key)

So, we can do the sum of the entire column B except for the first 5 rows by = SUM(B6:B1048576).

Using a Mixed Entire Column Reference in Excel 

You can also create a mixed entire-column reference, say for example $B:B. But, practically, it is difficult to find a situation where it would be used.

Example :

How to switch between Absolute, Relative, and Mixed References

The $ sign can be manually typed in an Excel formula to adjust a relative cell relation to absolute or mixed. You can also speed things up by pressing the F4 key. You must be in formula edit mode to use the F4 shortcut. The steps are :
Firstly, choose the cell that contains the formula. Then, by pressing the F2 key or double-clicking the cell, you can enter Edit mode. Select the cell reference in which you want to make changes. Then, switch between four-cell reference forms by pressing F4.

Example: When you select a cell having only relative reference (i.e., no $ sign), say = B2:

• The first time when you press F4, it becomes =$B$2
• The second time when you press F4, it becomes =B$2
• The third time when you press F4, it becomes=$B2
• The fourth time when you press F4, it becomes back to the relative reference=B2

B2 –Press F4–> =$B$2  –Press F4–> =B$2 –Press F4–> = =$B2  –Press F4–> =B2

So, using F4, you do not require to manually type the $ symbol.

Important Points to Remember

• One of the crucial components for Excel functions or formulas is the cell reference.
• Excel formulas that employ relative cell references automatically change the references to match the correct row and column.
• When copying formulas into non-relative cells, absolute cell references are advised. Excel keeps the absolute cell references constant.
• According to the specifications, a mixed reference only locks one of the references, either the row or the column. Not both are locked.

FAQs on Excel Cell References 

1. What are the 3 types of cell references in Excel?

Ans: In Excel, we can use one of three types of cell references:

• Relative Cell References
• Absolute Cell References
• Mixed Cell References

A worksheet in Excel is made up of cells. These cells can be referenced by specifying the row value and the column value.

For example, A1 would refer to the first row (specified as 1) and the first column (specified as A). Similarly, B3 would be the third row and second column.

The power of Excel lies in the fact that you can use these cell references in other cells when creating formulas.

Now there are three kinds of cell references that you can use in Excel:

• Relative Cell References
• Absolute Cell References
• Mixed Cell References

Understanding these different types of cell references will help you work with formulas and save time (especially when copy-pasting formulas).

What are Relative Cell References in Excel?

Let me take a simple example to explain the concept of relative cell references in Excel.

Suppose I have a data set shown below:

To calculate the total for each item, we need to multiply the price of each item with the quantity of that item.

For the first item, the formula in cell D2 would be B2* C2 (as shown below):

Now, instead of entering the formula for all the cells one by one, you can simply copy cell D2 and paste it into all the other cells (D3:D8). When you do it, you will notice that the cell reference automatically adjusts to refer to the corresponding row. For example, the formula in cell D3 becomes B3*C3 and the formula in D4 becomes B4*C4.

These cell references that adjust itself when the cell is copied are called relative cell references in Excel.

When to Use Relative Cell References in Excel?

Relative cell references are useful when you have to create a formula for a range of cells and the formula needs to refer to a relative cell reference.

In such cases, you can create the formula for one cell and copy-paste it into all cells.

What are Absolute Cell References in Excel?

Unlike relative cell references, absolute cell references don’t change when you copy the formula to other cells.

For example, suppose you have the data set as shown below where you have to calculate the commission for each item’s total sales.

The commission is 20% and is listed in cell G1.

To get the commission amount for each item sale, use the following formula in cell E2 and copy for all cells:

=D2*$G$1

Note that there are two dollar signs ($) in the cell reference that has the commission – $G$2.

What does the Dollar ($) sign do?

A dollar symbol, when added in front of the row and column number, makes it absolute (i.e., stops the row and column number from changing when copied to other cells).

For example, in the above case, when I copy the formula from cell E2 to E3, it changes from =D2*$G$1 to =D3*$G$1.

Note that while D2 changes to D3, $G$1 doesn’t change.

Since we have added a dollar symbol in front of ‘G’ and ‘1’ in G1, it wouldn’t let the cell reference change when it’s copied.

Hence this makes the cell reference absolute.

When to Use Absolute Cell References in Excel?

Absolute cell references are useful when you don’t want the cell reference to change as you copy formulas. This could be the case when you have a fixed value that you need to use in the formula (such as tax rate, commission rate, number of months, etc.)

While you can also hard code this value in the formula (i.e., use 20% instead of $G$2), having it in a cell and then using the cell reference allows you to change it at a future date.

For example, if your commission structure changes and you’re now paying out 25% instead of 20%, you can simply change the value in cell G2, and all the formulas would automatically update.

What are Mixed Cell References in Excel?

Mixed cell references are a bit more tricky than the absolute and relative cell references.

There can be two types of mixed cell references:

• The row is locked while the column changes when the formula is copied.
• The column is locked while the row changes when the formula is copied.

Let’s see how it works using an example.

Below is a data set where you need to calculate the three tiers of commission based on the percentage value in cell E2, F2, and G2.

Now you can use the power of mixed reference to calculate all these commissions with just one formula.

Enter the below formula in cell E4 and copy for all cells.

=$B4*$C4*E$2

The above formula uses both kinds of mixed cell references (one where the row is locked and one where the column is locked).

Let’s analyze each cell reference and understand how it works:

• $B4 (and $C4) –  In this reference, the dollar sign is right before the Column notation but not before the Row number. This means that when you copy the formula to the cells on the right, the reference will remain the same as the column is fixed. For example, if you copy the formula from E4 to F4, this reference would not change. However, when you copy it down, the row number would change as it is not locked.
• E$2 – In this reference, the dollar sign is right before the row number, and the Column notation has no dollar sign. This means that when you copy the formula down the cells, the reference will not change as the row number is locked. However, if you copy the formula to the right, the column alphabet would change as it’s not locked.

How to Change the Reference from Relative to Absolute (or Mixed)?

To change the reference from relative to absolute, you need to add the dollar sign before the column notation and the row number.

For example, A1 is a relative cell reference, and it would become absolute when you make it $A$1.

If you only have a couple of references to change, you may find it easy to change these references manually. So you can go to the formula bar and edit the formula (or select the cell, press F2, and then change it).

However, a faster way to do this is by using the keyboard shortcut – F4.

When you select a cell reference (in the formula bar or in the cell in edit mode) and press F4, it changes the reference.

Suppose you have the reference =A1 in a cell.

Here is what happens when you select the reference and press the F4 key.

• Press F4 key once: The cell reference changes from A1 to $A$1 (becomes ‘absolute’ from ‘relative’).
• Press F4 key two times: The cell reference changes from A1 to A$1 (changes to mixed reference where the row is locked).
• Press F4 key three times: The cell reference changes from A1 to $A1 (changes to mixed reference where the column is locked).
• Press F4 key four times: The cell reference becomes A1 again.

You May Also Like the Following Excel Tutorials:

• How to Copy and Paste Formulas in Excel without Changing Cell References
• How to Lock Cells in Excel.
• Excel Freeze Panes: Use it to Lock Row/Column Headers.
• How to Lock Formulas in Excel.
• How to Reference Another Sheet or Workbook in Excel
• How to Find Circular Reference in Excel
• Using A1 or R1C1 Reference Notation in Excel (& How to Change These)