Relative and absolute references in excel

Cell reference is the address or name of a cell or a range of cells. It is the combination of column name and row number. It helps the software to identify the cell from where the data/value is to be used in the formula. We can reference the cell of other worksheets and also of other programs.

• Referencing the cell of other worksheets is known as External referencing.
• Referencing the cell of other programs is known as Remote referencing.

There are two types of cell references in Excel:  

• Relative reference
• Absolute reference

Relative Reference

Relative reference is the default cell reference in Excel. It is simply the combination of column name and row number without any dollar ($) sign. When you copy the formula from one cell to another the relative cell address changes depending on the relative position of column and row. C1, D2, E4, etc are examples of relative cell references. Relative references are used when we want to perform a similar operation on multiple cells and the formula must change according to the relative address of column and row.

For example, We want to add the marks of two subjects entered in column A and column B and display the result in column C. Here, we will use relative reference so that the same rows of column’s A and B are added.

Steps to Use Relative Reference:

Step 1: We write the formula in any cell and press enter so that it is calculated. In this example, we write the formula(= B2 + A2) in cell C2 and press enter to calculate the formula.

Step 2: Now click on the Fill handle at the corner of cell which contains the formula(C2).

Step 3: Drag the Fill handle up to the cells you want to fill. In our example, we will drag it till cell C10.

Step 4: Now we can see that the addition operation is performed between the cell A2 and B2, A3 and B3 and so on.

Step 5: You can double-click on any cell to check that the operation is performed in between which cells.

Thus, in the above example, we see that the relative address of cell A2 changes to A3, A4, and so on, similarly the relative address changes for column B, depending on the relative position of the row.

Absolute Reference

Absolute reference is the cell reference in which the row and column are made constant by adding the dollar ($) sign before the column name and row number. The absolute reference does not change as you copy the formula from one cell to other. If either the row or the column is made constant then it is known as a mixed reference. You can also press the F4 key to make any cell reference constant. $A$1, $B$3 are examples of absolute cell reference.

For example, We want to multiply the sum of marks of two subjects, entered in column A and column B, with the percentage entered in cell C2 and display the result in column D. Here, we will use absolute reference so that the address of cell C2 remains constant and does not change with the relative position of column and rows.

Steps to Use Absolute Reference:

Step 1: We write the formula in any cell and press enter so that it is calculated. In this example, we write the formula(=(A2+B2)*$C$2) in cell D2 and press enter to calculate the formula.

Step 2: Now click on the Fill handle at the corner of cell which contains the formula(D2).

Step 3: Drag the Fill handle up to the cells you want to fill. In our example, we will drag it till cell D10.

Step 4: Now we can see that the percentage is calculated in column D.

Step 5: You can double-click on any cell to check that the operation is performed in between which cells, and we see that the address of cell C2 does not change.

Thus, in the above example we see that the address of cell C2 is not changed whereas the address of column A and B changes with the relative position of the row and column, this happened because we used the absolute address of the cell C2.

Excel Relative References

Relative and Absolute References

Cells in Excel have unique references, which is its location.

References are used in formulas to do calculations, and the fill function can be used to continue formulas sidewards, downwards and upwards.

Excel has two types of references:

1. Relative references
2. Absolute references

Absolute reference is a choice we make. It is a command which tells Excel to lock a reference.

The dollar sign ($) is used to make references absolute.

Example of relative reference: A1

Example of absolute reference: $A$1

Relative reference

References are relative by default, and are without dollar sign ($).

The relative reference makes the cells reference free. It gives the fill function freedom to continue the order without restrictions.

Let’s have a look at a relative reference example, helping the Pokemon trainers to count their Pokeballs (B2:B7) and Great balls (C2:C7).

The result is: D2(5):

Next, fill the range D2:D7:

The references being relative allows the fill function to continue the formula for rows downwards.

Have a look at the formulas in D2:D7. Notice that it calculates the next row as you fill.

A Non-Working Example

Let’s try an example that will not work.

Fill D2:G2, filling to the right instead of downwards. Resulting in strange numbers:

Have a look at the formulas.

It assumes that we are calculating sidewards and not downwards.

The numbers that we want to calculate need to be in the same direction as we fill.

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)

При работе с формулами в программе Microsoft Excel пользователям приходится оперировать ссылками на другие ячейки, расположенные в документе. Но, не каждый пользователь знает, что эти ссылки бывают двух видов: абсолютные и относительные. Давайте выясним, чем они отличаются между собой, и как создать ссылку нужного вида.

Определение абсолютных и относительных ссылок

Что же представляют собой абсолютные и относительные ссылки в Экселе?

Абсолютные ссылки – это ссылки, при копировании которых координаты ячеек не изменяются, находятся в зафиксированном состоянии. В относительных ссылках координаты ячеек изменяются при копировании, относительно других ячеек листа.

Пример относительной ссылки

Покажем, как это работает на примере. Возьмем таблицу, которая содержит количество и цену различных наименований продуктов. Нам нужно посчитать стоимость.

Делается это простым умножением количества (столбец B) на цену (столбец C). Например, для первого наименования товара формула будет выглядеть так «=B2*C2». Вписываем её в соответствующую ячейку таблицы.

Теперь, чтобы вручную не вбивать формулы для ячеек, которые расположены ниже, просто копируем данную формулу на весь столбец. Становимся на нижний правый край ячейки с формулой, кликаем левой кнопкой мыши, и при зажатой кнопке тянем мышку вниз. Таким образом, формула скопируется и в другие ячейки таблицы.

Но, как видим, формула в нижней ячейке уже выглядит не «=B2*C2», а «=B3*C3». Соответственно, изменились и те формулы, которые расположены ниже. Вот таким свойством изменения при копировании и обладают относительные ссылки.

Ошибка в относительной ссылке

Но, далеко не во всех случаях нам нужны именно относительные ссылки. Например, нам нужно в той же таблице рассчитать удельный вес стоимости каждого наименования товара от общей суммы. Это делается путем деления стоимости на общую сумму. Например, чтобы рассчитать удельный вес картофеля, мы его стоимость (D2) делим на общую сумму (D7). Получаем следующую формулу: «=D2/D7».

В случае, если мы попытаемся скопировать формулу в другие строки тем же способом, что и предыдущий раз, то получим совершенно неудовлетворяющий нас результат. Как видим, уже во второй строке таблицы формула имеет вид «=D3/D8», то есть сдвинулась не только ссылка на ячейку с суммой по строке, но и ссылка на ячейку, отвечающую за общий итог.

D8 – это совершенно пустая ячейка, поэтому формула и выдаёт ошибку. Соответственно, формула в строке ниже будет ссылаться на ячейку D9, и т.д. Нам же нужно, чтобы при копировании постоянно сохранялась ссылка на ячейку D7, где расположен итог общей суммы, а такое свойство имеют как раз абсолютные ссылки.

Создание абсолютной ссылки

Таким образом, для нашего примера делитель должен быть относительной ссылкой, и изменяться в каждой строке таблицы, а делимое должно быть абсолютной ссылкой, которая постоянно ссылается на одну ячейку.

С созданием относительных ссылок у пользователей проблем не будет, так как все ссылки в Microsoft Excel по умолчанию являются относительными. А вот, если нужно сделать абсолютную ссылку, придется применить один приём.

После того, как формула введена, просто ставим в ячейке, или в строке формул, перед координатами столбца и строки ячейки, на которую нужно сделать абсолютную ссылку, знак доллара. Можно также, сразу после ввода адреса нажать функциональную клавишу F7, и знаки доллара перед координатами строки и столбца отобразятся автоматически. Формула в самой верхней ячейке примет такой вид: «=D2/$D$7».

Копируем формулу вниз по столбцу. Как видим, на этот раз все получилось. В ячейках находятся корректные значения. Например, во второй строке таблицы формула выглядит, как «=D3/$D$7», то есть делитель поменялся, а делимое осталось неизменным.

Смешанные ссылки

Кроме типичных абсолютных и относительных ссылок, существуют так называемые смешанные ссылки. В них одна из составляющих изменяется, а вторая фиксированная. Например, у смешанной ссылки $D7 строчка изменяется, а столбец фиксированный. У ссылки D$7, наоборот, изменяется столбец, но строчка имеет абсолютное значение.

Как видим, при работе с формулами в программе Microsoft Excel для выполнения различных задач приходится работать как с относительными, так и с абсолютными ссылками. В некоторых случаях используются также смешанные ссылки. Поэтому, пользователь даже среднего уровня должен четко понимать разницу между ними, и уметь пользоваться этими инструментами.

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Introduction

There are two types of cell references: relative and absolute. Relative and absolute references behave differently when copied and filled to other cells. Relative references change when a formula is copied to another cell. Absolute references, on the other hand, remain constant no matter where they are copied.

Optional: Download our example file for this lesson.

Watch the video below to learn more about cell references.

Relative references

By default, all cell references are relative references. When copied across multiple cells, they change based on the relative position of rows and columns. For example, if you copy the formula =A1+B1 from row 1 to row 2, the formula will become =A2+B2. Relative references are especially convenient whenever you need to repeat the same calculation across multiple rows or columns.

To create and copy a formula using relative references:

In the following example, we want to create a formula that will multiply each item’s price by the quantity. Rather than create a new formula for each row, we can create a single formula in cell D2 and then copy it to the other rows. We’ll use relative references so the formula correctly calculates the total for each item.

1. Select the cell that will contain the formula. In our example, we’ll select cell D2.

   

2. Enter the formula to calculate the desired value. In our example, we’ll type =B2*C2.

   

3. Press Enter on your keyboard. The formula will be calculated, and the result will be displayed in the cell.
4. Locate the fill handle in the lower-right corner of the desired cell. In our example, we’ll locate the fill handle for cell D2.

   

5. Click, hold, and drag the fill handle over the cells you wish to fill. In our example, we’ll select cells D3:D12.

   
6. Release the mouse. The formula will be copied to the selected cells with relative references and the values will be calculated in each cell.

   

You can double-click the filled cells to check their formulas for accuracy. The relative cell references should be different for each cell, depending on its row.

Absolute references

There may be times when you do not want a cell reference to change when filling cells. Unlike relative references, absolute references do not change when copied or filled. You can use an absolute reference to keep a row and/or column constant.

An absolute reference is designated in a formula by the addition of a dollar sign ($) before the column and row. If it precedes the column or row (but not both), it’s known as a mixed reference.

You will use the relative (A2) and absolute ($A$2) formats in most formulas. Mixed references are used less frequently.

When writing a formula in Microsoft Excel, you can press the F4 key on your keyboard to switch between relative, absolute, and mixed cell references, as shown in the video below. This is an easy way to quickly insert an absolute reference.

To create and copy a formula using absolute references:

In our example, we’ll use the 7.5% sales tax rate in cell E1 to calculate the sales tax for all items in column D. We’ll need to use the absolute cell reference $E$1 in our formula. Because each formula is using the same tax rate, we want that reference to remain constant when the formula is copied and filled to other cells in column D.

1. Select the cell that will contain the formula. In our example, we’ll select cell D3.

   
2. Enter the formula to calculate the desired value. In our example, we’ll type =(B3*C3)*$E$1.

   

3. Press Enter on your keyboard. The formula will calculate, and the result will display in the cell.
4. Locate the fill handle in the lower-right corner of the desired cell. In our example, we’ll locate the fill handle for cell D3.

   

5. Click, hold, and drag the fill handle over the cells you wish to fill, cells D4:D13 in our example.

   

6. Release the mouse. The formula will be copied to the selected cells with an absolute reference, and the values will be calculated in each cell.

   

You can double-click the filled cells to check their formulas for accuracy. The absolute reference should be the same for each cell, while the other references are relative to the cell’s row.

Be sure to include the dollar sign ($) whenever you’re making an absolute reference across multiple cells. The dollar signs were omitted in the example below. This caused the spreadsheet to interpret it as a relative reference, producing an incorrect result when copied to other cells.

Using cell references with multiple worksheets

Most spreadsheet programs allow you to refer to any cell on any worksheet, which can be especially helpful if you want to reference a specific value from one worksheet to another. To do this, you’ll simply need to begin the cell reference with the worksheet name followed by an exclamation point (!). For example, if you wanted to reference cell A1 on Sheet1, its cell reference would be Sheet1!A1.

Note that if a worksheet name contains a space, you will need to include single quotation marks (‘ ‘) around the name. For example, if you wanted to reference cell A1 on a worksheet named July Budget, its cell reference would be ‘July Budget’!A1.

To reference cells across worksheets:

In our example below, we’ll refer to a cell with a calculated value between two worksheets. This will allow us to use the exact same value on two different worksheets without rewriting the formula or copying data between worksheets.

1. Locate the cell you wish to reference, and note its worksheet. In our example, we want to reference cell E14 on the Menu Order worksheet.

   

2. Navigate to the desired worksheet. In our example, we’ll select the Catering Invoice worksheet.

   

3. The selected worksheet will appear.
4. Locate and select the cell where you want the value to appear. In our example, we’ll select cell B2.

   

5. Type the equals sign (=), the sheet name followed by an exclamation point (!), and the cell address. In our example, we’ll type =’Menu Order’!E14.

   

6. Press Enter on your keyboard. The value of the referenced cell will appear. If the value of cell E14 changes on the Menu Order worksheet, it will be updated automatically on the Catering Invoice worksheet.

   

If you rename your worksheet at a later point, the cell reference will be updated automatically to reflect the new worksheet name.

Challenge!

1. Open an existing Excel workbook. If you want, you can use the example file for this lesson.
2. Create a formula that uses a relative reference. If you are using the example, use the fill handle to fill in the formula in cells E4 through E14. Double-click a cell to see the copied formula and the relative cell references.
3. Create a formula that uses an absolute reference. If you are using the example, correct the formula in cell D4 to refer only to the tax rate in cell E2 as an absolute reference, then use the fill handle to fill the formula from cells D4 to D14.
4. Try referencing a cell across worksheets. If you are using the example, create a cell reference in cell B3 on the Catering Invoice worksheet for cell E15 on the Menu Order worksheet.

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While working or learning Excel, you’ve must hear of Relative and Absolute referencing of cells and ranges. Absolute referencing is also called locking of cells. Understanding of Relative and Absolute Reference in Excel is very important to work effectively on Excel. So let’s get started.

Absolute Referencing or Locking Cell in Formula

When you don’t want to change the referenced cell while you copy a formula cell somewhere else, you use Absolute Referencing using $ sign. Let’s see an example.

Create A Table Generator

In this example, you need to create a table generator. You will write a number in Cell B1. The Range B2: B11 should display the table of that number.

You just need to multiply B1 to A1 and then just copy the formula below. It won’t work my friend but let’s just try this…

In cell B2, write this formula and copy it in below cell.

=B1*A2

What happened? ???? This is not the table of 2 you learned in primary school. Ok lets see whats going on here.

When copy or drag down the formula cell, the reference to B1 also changes. See below image.

This is called Relative Referencing. So how do we lock cell B2 or say give an Absolute Reference of a cell?

• Just put a $ sign before column character and row number to lock the cell in excel. Eg. ($A$1).
• Or select the range in formula and hit F4 button.

The formula in cell B2 will look like this.

=$B$1*A2

Copy it to the below cells or anywhere else. The reference to B1 will not change.

Relative Referencing or Locking Cell in Formula

In the above example, the reference to cell A2 is relative. The relative cell changes relatively when the formula is copied to another cell. As happens to A2 in the above example. Where the cell B2 is copied to B3 the reference of A2 changes to A3.

You can make row absolute and column relative or vice versa by just putting $ sign before a column or row number.

For example eg; $A1 means the only column a is locked but the row is not. If you copy this cell to left the column A will not change but when to copy the formula down the row number will change.

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