How do you edit the formula in a cell so the references to another cell will update when the formula is copied?

Copy and move formulas

After you create a formula, you can copy it and paste it into another cell. When you do, Excel changes the formula to work in the new cells. For instance, suppose you have a worksheet in which cell C7 contains the formula =SUM(C2:C6). If you copy cell C7 and paste the copied formula into cell D7, Excel enters =SUM(D2:D6). Excel knows to change the cells used in the formula because the formula uses a relative reference—a reference that can change if the formula is copied to another cell. Relative references are written with just the cell row and column—for example, C14.

Relative references are useful when you summarize rows of data and want to use the same formula for each row. As an example, suppose you have a worksheet with two columns of data, labeled Sale Price and Rate, and you want to calculate a sales representative’s commission by multiplying the two values in a row. To calculate the commission for the first sale, you would enter the formula =A2*B2 in cell C2.

Use formulas to calculate values such as commissions

Selecting cell C2 and dragging the fill handle down through cell C7 copies the formula from cell C2 into each of the other cells. Because you created the formula by using relative references, Excel updates each cell’s formula to reflect its position relative to the starting cell (in this case, cell C2). The formula in cell C7, for example, is =A7*B7.

Copying formulas to other cells to summarize additional data

When you enter a formula in a cell of an Excel table column, Excel automatically copies the formula to the rest of the column and updates any relative references in the formula.

If you want a cell reference to remain constant when you copy a formula to another cell, use an absolute reference by inserting a dollar sign ($) before the column letter and row number or a mixed reference by inserting a dollar sign before either the column letter or row number.

One quick way to change a cell reference from relative to absolute is to select the cell reference in the formula bar and then press F4. Pressing F4 cycles a cell reference through the four possible types of references:

• Relative columns and rows (for example, C4)

• Absolute columns and rows (for example, $C$4)

• Relative columns and absolute rows (for example, C$4)

• Absolute columns and relative rows (for example, $C4)

To copy a formula without changing its cell references

1. Select the cell that contains the formula you want to copy.

2. In the formula bar, select the formula text.

3. Press Ctrl+C.

4. Select the cell in which you want to paste the formula.

5. Press Ctrl+V.

6. Press Enter.

To move a formula without changing its cell references

1. Select the cell that contains the formula you want to copy.

2. Point to the edge of the selected cell until the pointer changes to a black four-headed arrow.

3. Drag the outline to the cell where you want to move the formula.

To copy a formula and change its cell references

1. Select the cell that contains the formula you want to copy.

2. Press Ctrl+C.

3. Select the cell in which you want to paste the formula.

4. Press Ctrl+V.

To create relative and absolute cell references

1. Enter a cell reference into a formula.

2. Do either of the following:

   • Enter a $ in front of a row or column reference you want to make absolute.

   • Select within the cell reference, and then press F4 to advance through the four possible combinations of relative and absolute row and column references.

by Karyn Stille

Excel uses two types of cell references to create formulas.  Each has its own purpose.  Read on to determine which type of cell reference to use for your formula. 

Relative Cell References

This is the most widely used type of cell reference in formulas.  Relative cell references are basic cell references that adjust and change when copied or when using AutoFill.

Example:

=SUM(B5:B8), as shown below, changes to =SUM(C5:C8) when copied across to the next cell.

Absolute Cell References

Situations arise in which the cell reference must remain the same when copied or when using AutoFill.  Dollar signs are used to hold a column and/or row reference constant.

Example:

In the example below, when calculating commissions for sales staff, you would not want cell B10 to change when copying the formula down.  You want both the column and the row to remain the same to refer to that exact cell.  By using $B$10 in the formula, neither changes when copied.

A more complicated example:

Let's pretend that you need to calculate the prices of items in stock with two different price discounts. Take a look at the worksheet below.

Examine the formula in cell E4. By making the first cell reference $C4, you keep the column from changing when copied across, but allow the row to change when copying down to accommodate the prices of the different items going down.  By making the last cell reference A$12, you keep the row number from changing when copied down, but allow the column to change and reflect discount B when copied across.  Confused?  Check out the graphics below and the cell results.

Copied Across

Copied Down

Now, you might be thinking, why not just use 10% and 15% in the actual formulas?  Wouldn't that be easier? Yes, if you are sure the discount percentages will never change - which is highly unlikely.  It's more likely that eventually those percentages will need to be adjusted.  By referencing the cells containing 10% and 15% and not the actual numbers, when the percentage changes all you need to do is change the percentage one time in cell A12 and/or B12 instead of rebuilding all of your formulas. Excel would automatically update the discount prices to reflect your discount percentage change.

Summary of absolute cell reference uses:

How do you copy a formula in Excel and change cell references?

How do you automatically update cell references in Excel?

How do you copy a formula and keep a cell reference?

How do you reference a formula that references another cell?