What types of addressing you know how do they differ from each other excel

If you want to use Excel like a power user, you will need to understand the cell addressing in an Excel workbook.

In Excel, a cell reference points to a cell on a worksheet and can be used in a formula so that Microsoft Office Excel can find the values that you want the formula to calculate.

Cell reference is the format used for addressing a particular cell. Each cell is created at the crossing of a row and a column. Therefore, every cell can be uniquely addressed using the column and row number. Excel addresses each cell with (Column Letter)(Row Number) format. For example, cell C7 cell is located at the crossing of column C and row number 7.

A cell address is also called cell reference because Excel uses this cell address to refer to a cell.

There are three types of cell references in Excel:

1. Relative
2. Absolute
3. Mixed

In this article we will examine the difference between absolute, relative and mixed cell references in Excel.

Relative Cell Reference

Relative cell reference indicates that the reference will change if it is copied and pasted elsewhere in the worksheet. Let’s understand it by example. Open a new worksheet and enter the values in cells as follows:

• A1 = 7
• A2 = 5
• B1 = 4
• B2 = 2

Now in cell C4 type the following formula:

=SUM(A1,B1)

Press enter and you will see that C4 will show (7+4 = 11) as sum.

Now select cell C4 and press Ctrl+C to copy the formula

Select Cell C5 and press Ctrl+V to paste the copied formula. You will see that C5 will show sum result as 7 because moving the formula also automatically changed the cell reference from A1,B1 to A2,B2.

Cell references like A1 and B1 are relative references and they see the target cell with respect to the location of formula.

While working on the formula in cell C4, Excel will need to find the value in cells A1 and B1. How does it find these values? Well, it searches for B1 like a crossword puzzle… three cells up and one cell to left from the location of formula.

When you copy the formula and paste it in cell C5, even then Excel will follow the same steps for locating the second cell mentioned in the formula. That is to say that Excel will still go three cells up and one cell to the left. As a result the target cell will change from B1 to B2.

So, this is the Relative Reference. Excel calculate a cell’s location with respect to the location of the formula containing cell. The benefit of relative referencing is that your formula will automatically change if you need to make several copies of the same formula (for example, through auto fill). The drawback of relative referencing is that it may throw unexpected results if you don’t know what you’re doing.

Absolute Cell Reference

Absolute cell reference means that the reference will not change if it is copied and pasted somewhere else. For example, if you copy a formula containing absolute cell references and paste it elsewhere, the references will still point to exactly the same cells as they were pointing in formula’s original location.

To make a cell reference absolute, just add $ sign before the column number or row number or both of them:

1. A2 = both column and row references are relative
2. $A2 = column reference is absolute, row reference is relative
3. A$2 = column reference is relative, row reference is absolute
4. $A$2 = both column and row references are absolute

Let’s understand it with the help of an example. Let’s use the same worksheet that we created for the previous example. Type the following formula in cell C7

=($A$1*B1)

This formula multiplies the value of cell A1 with the value of cell B1. Note that the first cell reference is fully absolute ($A$1) and the second cell reference (B1) is fully relative.

The result of this formula will be 28.

Now let’s copy this formula and paste it in cell C11. You will see that the absolutely referenced cell $A$1 will remain as it is while the relative reference B1 will change to B5.

Question for you: Can you now suggest why B1 changed to B5 and not B4 or B6? We have already explained the answer

Mixed Cell Reference

Mixed cell reference occurs when we use both relative and absolute references to refer to a cell. For example, A$1 is a mixed reference because the column name (A) is relatively referred to and row number is absolutely referred to ($1). Similarly $C5 is also an example of mixed reference.

Switch Between Absolute, Relative and Mixed References

By pressing F4 key, you can switch among various types of references in Excel. Let’s see it by an example:

1. Type the following formula in any cell
   =(A1+B1)
2. Press F4 key and Excel will change B1 to $B$1 (fully absolute)
3. Press F4 key again and $B$1 will change to B$1 (mixed)
4. Press F4 key again and B$1 will change to $B1 (mixed)
5. Press F4 key again and $B1 will change to B1 (fully relative)
6. If you want to change reference type of A1, just place your typing cursor at A1 in the formula and then press F4

Difference between Absolute and Relative Cell Reference

Which Excel Version Does it Apply to?

Cell referencing is a core concept of Microsoft Excel. It remains same across all the versions of Excel. So, it does not matter whether you are using Excel version XP, 2007, 2010, 2013 or 2016 —the above mentioned concept and examples will hold true.

So, this was all about cell references in Microsoft Excel. We hope that you found this article helpful. Should you have any questions on this subject, please feel free to ask in the comments section. We will try our best to assist you. Thank you for using TechWelkin!

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)

A cell reference in spreadsheet programs such as Excel and Google Sheets identifies the location of a cell in the worksheet. These references use Autofill to adjust and change information as needed in your spreadsheet.

The Different Types of Cell References

The three types of references that can be used in Excel and Google Sheets are easily identified by the presence or absence of dollar signs ($) within the cell reference. A dollar sign tells the program to use that value every time it runs a formula.

• Relative cell references contain no dollar signs (i.e., A1).
• Mixed cell references have dollar signs attached to either the letter or the number in a reference but not both (i.e., $A1 or A$1).
• Absolute cell references have dollar signs attached to each letter or number in a reference (i.e., $A$1).

You’ll typically use an absolute or mixed cell reference if you set up a formula. For example, if you have a number in Cell A1, more numbers in Column B, and Column C contains the sums of A1 and each of the values in B, you’ll use «$A$1» in the SUM formula so that when you autofill, the program knows to always use the number in A1 instead of the empty cells below it.

How Cell References Use Automatic Updating

One advantage of using cell references in spreadsheet formulas is that, normally, if the data located in the referenced cells changes, the formula or chart automatically updates to reflect the change.

If a workbook has been set not to update automatically when you make changes to a worksheet, you can carry out a manual update by pressing the F9 key on the keyboard.

You Can Reference Cells From Different Worksheets

Cell references are not restricted to the same worksheet where the data is located. Other worksheets in the same file can reference each other by including a notation that tells the program which sheet to pull the cell from.

Similarly, when you reference data in a different workbook, the name of the workbook and the worksheet are included in the reference along with the cell location.

To reference a cell on a different sheet, preface the cell reference with «Sheet[number]» with an exclamation point after it, and then the name of the cell. So if you want to pull info from Cell A1 in Sheet 3, you’ll type, «Sheet3!A1.»

A notation referring to another workbook in Excel also includes the name of the book in brackets. To use the information contained in Cell B2 in Sheet 2 of Workbook 2, you’ll type, «[Book2]Sheet2!B2.»

Cell Range: A Quick Primer

While references often refer to individual cells, such as A1, they can also refer to a group or range of cells. You identify ranges of cells by the starting and ending cells. In the case of ranges that occupy multiple rows and columns, you’ll use the cell references of the cells in the upper left and lower right corners of the range.

Separate the limits of a cell range with a colon ( : ), which tells Excel or Google Sheets to include all the cells between these start and end points. So to grab everything between Cell A1 and D10, you’d type, «A1:D10.»

To capture an entire row or column, you still use the cell range notation, but you only use the column numbers or row letters. To include everything in Column A, the range will be «A:A.» To use Row 8, you’ll type, «8:8.» For everything in Columns B through D, you’ll type, «B:D.»

Copying Formulas and Different Cell References

Another advantage of using cell references in formulas is that they make it easier to copy formulas from one location to another in a worksheet or workbook.

Relative cell references change when copied to reflect the new location of the formula. The name relative comes from the fact that they change relative to their location when copied. This is usually a good thing, and it is why relative cell references are the default type of reference used in formulas.

At times, cell references need to stay static when formulas are copied. Copying formulas is the other major use of an absolute reference such as =$A$2+$A$4. The values in those references don’t change when you copy them.

At other times, you may want part of a cell reference to change, such as the column letter, while having the row number stay static or vice versa when you copy the formula. In this case, you’ll use a mixed cell reference such as =$A2+A$4. Whichever part of the reference has a dollar sign attached to it stays static, while the other part changes when copied.

So for $A2, when it is copied, the column letter is always A, but the row numbers change to $A3, $A4, $A5, and so on.

The decision to use the different cell references when creating the formula is based on the location of the data that the copied formulas will use.

Toggling Between Types of Cell References

The easiest way to change cell references from relative to absolute or mixed is to press the F4 key on the keyboard. To change existing cell references, Excel must be in edit mode, which you enter by double-clicking on a cell with the mouse pointer or by pressing the F2 key on the keyboard.

To convert relative cell references to absolute or mixed cell references:

• Press F4 once to create a cell reference fully absolute, such as $A$6.
• Press F4 a second time to create a mixed reference where the row number is absolute, such as A$6.
• Press F4 a third time to create a mixed reference where the column letter is absolute, such as $A6.
• Press F4 a fourth time to make the cell reference relative again, such as A6.

Thanks for letting us know!

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.