Iipm chapter 1

Advanced Excel – Version 1.2 Updated Jan 10, 2010 - IIPM

All rights reserved. Material Designed by Rahul Kumar Kandoi.

Page 1 of 20

F

Chapter

1

Formulas and Functions

What is a formula?

ormula is an equation that performs operations on worksheet data. Formulas can

perform mathematical operations, such as addition and multiplication, or they can

compare worksheet values or join text. Fo rmulas can refer to other cells on the

same worksheet, cells on other sheets in the same workbook, or cells on sheets in

other workbooks.

Constructing a Formula (Syntax)

Formulas calculate values in a specific order. A formula in Microsoft Excel always

be gins with an equal sign (=). The equal sign tells Excel that the succeeding characters

constitute a formula. Following the equal sign are the elements to be calculated (the

operands), which are separated by calculation operators. Excel calculates the formu la

from left to right, according to a specific order for each operator in the formula. You can

change the order of operations by using parentheses.

Cell and Range References

A formula can refer to constant values and to other cells. The cell that contains the

formula is known as a dependent cell when its value depends on the values in other cells.

For example, cell B2 is a dependent cell if it contains the formula =C2.

Whenever a cell that the formula refers to changes, the dependent cell also changes,

by default. For example, if a value in any of the following cells changes, the result of

the formula =B2+C2+D2 also changes.



Page 2 of 20

F

A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel

where to look for the values or data you want to use in a formula. With references, you can

use data contained in different parts of a worksheet in one formula or use the value from

one cell in several formulas. You can also refer to cells on other sheets in the same

workbook, to other workbooks, and to data in other programs. References to cells in other

workbooks are called external references.

Cell/Range to refer to Use

The cell in column A and row 10 A10

The range of cells in column A and rows 10 through 20

The range of cells in row 15 and columns B through E

A10:A20

B15:E15

All cells in row 5 5:5

All cells in rows 5 through 10 5:10

All cells in column H H:H

All cells in columns H through J H:J

The range of cells in columns A through E and rows 10 through 20

A10:E20

What is a function?

unctions are predefined formulas that perform calculations by using specific values, called arguments, in a particular order, or structure.

Arguments Arguments can be numbers, text, logical values such as TRUE or

FALSE, arrays, error values such as #N/A, or cell references. The argument you

designate must produce a valid value for that argument. Arguments can also be constants,

formulas, or other functions.



Page 3 of 20

n:

Logical Functions

These comprise of AND, OR, IF, NOT functions.

AND Function:

Returns TRUE if all its arguments are TRUE; returns FALSE if one or more arguments is

FALSE.

Syntax

AND(logical1,logical2, ...)

Logical1, logical2, ... are 1 to 30 conditions you want to test that can be either TRUE or

FALSE.

• The arguments m ust evaluate to logical values such as TRUE or FALSE, or the

arguments must be arrays or references that contain logical values.

• If an array or reference argument contains text or empty cells, those values are

ignored.

• If the specified range contains no lo gical values, AND returns the #VALUE! error

value.

AND(TRUE, TRUE) equals TRUE

AND(TRUE, FALSE) equals FALSE

♠Worksheet Example

To analyze if a person is working in D shift and is handling less than 5 contacts.

Comment [J1]: Instructor

Actio Explain Several other

combinations of AND ALSO.

No. of Contacts

Agent Name Handled

Shift (N/D)

Result

Formula Used

Ramesh 2 D TRUE AND(C2="d",B2<5) Rakesh 16 D FALSE Gaurav 12 N FALSE Arjun 6 D FALSE



Page 4 of 20

OR Function:

Returns TRUE if any argument is TRUE; returns FALSE if all arguments are FALSE.

Syntax

OR(logical1,logical2,...)

Logical1,logical2,... are 1 to 30 conditions you want to test that can be either TRUE or

FALSE.

• The arguments must evaluate to logical values such as TRUE or FALSE, or in

arrays or references that contain logical values.

• If an array or reference argument contains text or empty cells, those values are

ignored.

• If the specified range contains no logical values, OR returns the #VALUE! error

value.

Examples

OR(TRUE) equals TRUE

If A1:A3 contains the values TRUE, FALSE, and TRUE, then:

OR(A1:A3) equals TRUE


To analyse if person is working in N shift or is handling more than 5 contacts.

Comment [J2]: Explain difference between AND, OR

No. of Contacts

Agent Name Handled

Shift (N/D)

Result

Formula Used

Ramesh 2 D FALSE OR(C2="N",B2>5) Rakesh 16

Gaurav 12 D

N TRUE

TRUE

Arjun 6 D TRUE



Page 5 of 20

IF Function:

Returns one value if a condition you specify evaluates to TRUE and another value if it

evaluates to FALSE.

Use IF to conduct conditional tests on values and formulas.

Syntax

IF(logical_test,value_if_true ,value_if_false)

Logical_test is any value or expression that can be evaluated to TRUE or FALSE. For

example, A10=100 is a logical expression; if the value in cell A10 is equal to 100, the

expression evaluates to TRUE. Otherwise, the expression evaluates to FALSE. This

argument can use any compar ison calculation operator.

IF cell E5 contains the value 10, then the formula =IF(E5=10,”YES”,”NO”) would give

the output as YES if the value in cell E5 is changed to be not equal to 10 then the formula

output would be NO.

Value_if_true is the value that is returned if logical_test is TRUE. For example, if this

argument is the text string "Within budget" and the logical_test argument evaluates to

TRUE, then the IF function displays the text "Within budget". If logical_test is TRUE

and value_if_true is blank, this argument returns 0 (zero). To display the word TRUE,

use the logical value TRUE for this argument. Value_if_true can be another formula.

Value_if_false is the value that is returned if logical_test is FALSE. For example, if this

argument is the text string "Over budget" and the logical_test argument evaluates to

FALSE, then the IF function displays the text "Over budget". If logical_test is FALSE

and value_if_false is omitted, (that is, after value_if_true, there is no comma), then the

logical value FALSE is returned. If logical_test is FALSE and value_if_false is blank

(that is, after value_if_true, there is a comma followed by the closing parenthesis), then

the value 0 (zero) is returned. Value_if_false can be another formula.



Page 6 of 20


To calculate the Wages @Rs. 100 per hour for employees who work in N shift and have

worked greater than 5 hours.

Shift

Agent Name (N/D)

No. of Hours Worked

Result

Formula Used

Ramesh N 6 600 IF(AND(C2="N",D2>5),D2*100,0) Rakesh D 4 0 Gaurav N 7 700 Arjun D 7 0 Chetna N 5 0

• Up to seven IF functions can be nested as value_if_true and value_if_false

arguments to construct more elaborate tests.


To calculate the Wages @Rs.100 per hour for employees who work in D shift and

@Rs.150 for those employees who work in the night shift but have worked for greater

than 5 hours.

Comment [J3]: Explain the concept of NESTED IF

Shift Agent Name (N/D)

No. of Hours Worked

Result

Formula Used

Ramesh N 6 900 IF(B2="D",C2*100,IF(C2>5,C2*150,"NO OT")) Rakesh D 4 400 Gaurav N 7 1050 Arjun D 7 700 Chetna N 5 NO OT

• Microsoft Excel provides additional functions that can be used to analyze your

data based on a condition. For example, to count the number of occurrences of a

string of text or a number within a range of cells, use the COUNTIF worksheet

function. To calculate a sum based on a string of text or a number within a range,

use the SUMIF worksheet function.



Page 7 of 20

Conditional Counting and Summing Using a Single Condition

In many cases, you don't want to count or sum all of the records. Rather, you want to

focus on records that meet a certain condition, for example, only the sales made by a

sales representative. Use the COUNTIF and SUMIF functions to return these types of

results. CounCounCounCountttt ththththeeee NumbeNumbeNumbeNumberrrr ooooffff SaleSaleSaleSalessss MadMadMadMadeeee bbbbyyyy aaaa SaleSaleSaleSalessss RepreseRepreseRepreseRepresentativentativentativentative The following formula is a straightforward use of the COUNTIF function. It counts the sales made by Jones:

� =COUNTIF(A2:A13,"Jones")

CounCounCounCountttt ththththeeee NumbeNumbeNumbeNumberrrr ooooffff SaleSaleSaleSalessss MadMadMadMadeeee bbbbyyyy OtheOtheOtheOtherrrr SaleSaleSaleSalessss RepresentativesRepresentativesRepresentativesRepresentatives This formula counts all the sales not made by Jones:

� =COUNTIF(A2:A13,"<>Jones")

CounCounCounCountttt ththththeeee NumbeNumbeNumbeNumberrrr ooooffff SaleSaleSaleSalessss GreateGreateGreateGreaterrrr thathathathannnn aaaa TargeTargeTargeTargetttt ValueValueValueValue This formula counts the number of sales in C2:C13 that are greater than a target value. In

this example, the target value would have to be entered into D1. This COUNTIF function

accepts a cell reference in the second argument. Also, notice that this formula uses the

concatenation operator (&) to join the greater than symbol (>) with the cell reference.

� =COUNTIF(C2:C13,">"&D1)

CounCounCounCountttt ththththeeee NumbeNumbeNumbeNumberrrr ooooffff SaleSaleSaleSalessss GreateGreateGreateGreaterrrr thathathathannnn ththththeeee SaleSaleSaleSalessss AAAAverageverageverageverage This formula returns the number of sales that exceed the average sales amount. This

formula also shows that you can use a function as the second argument for COUNTIF:

� =COUNTIF(C2:C13,">"&AVERAGE(C2:C13))



Page 8 of 20

Conditional Summing

The SUMIF function is similar to COUNTIF, but it uses an additional argument. The first

argument refers to the range that is being evaluated, the second argument represents the

criteria, and the third argument is the range to be summed.

AddAddAddAdd UpUpUpUp SalesSalesSalesSales inininin aaaa GivenGivenGivenGiven MonthMonthMonthMonth This formula adds up all the sales in January:

� =SUMIF(B2:B13,"=Jan",C2:C13)

As with the COUNTIF function, an "equal to" condition is assumed if the comparison

operator is omitted. The preceding formula could have been written as:

=SUMIF(B2:B13,"=Jan",C2:C13). AdAdAdAddddd UUUUpppp SaleSaleSaleSalessss MadMadMadMadeeee bbbbyyyy OtheOtheOtheOtherrrr SaleSaleSaleSalessss RepRepRepRepresentativesresentativesresentativesresentatives

This formula adds up the sales made by sales representatives other than Rogers. It uses a

"not equal to" comparison: � =SUMIF(A2:A13,"<>Rogers",C2:C13)

AddAddAddAdd UpUpUpUp thethethethe SalesSalesSalesSales GreaterGreaterGreaterGreater thanthanthanthan aaaa CertainCertainCertainCertain ValueValueValueValue This formula adds up all the values that are greater than 500. In this formula, the

condition being evaluated is based on the same range that is being summed:

� =SUMIF(C2:C13,">500",C2:C13)

Note: The COUNTIF and SUMIF functions can also use wildcard comparison characters.



Page 9 of 20

Conditional Counting and Summing Using Multiple Conditions

The formulas in the section return counts or sums based on two or more conditions. CounCounCounCountttt ththththeeee NumbeNumbeNumbeNumberrrr ooooffff MonthMonthMonthMonthssss aaaa SaleSaleSaleSalessss RepresentativRepresentativRepresentativRepresentativeeee MadMadMadMadeeee aaaa SaleSaleSaleSale This formula counts the number of times Jones made sales in February. It is a conditional

counting formula that uses two conditions.

� =SUMPRODUCT((A2:A13="Jones")*(B2:B13="Feb"))

CounCounCounCountttt MonthMonthMonthMonthssss WheWheWheWhennnn SaleSaleSaleSalessss ArArArAreeee GreateGreateGreateGreaterrrr thathathathannnn aaaa SpecifiSpecifiSpecifiSpecificccc AmountAmountAmountAmount You can use a formula similar to the one above to work with numeric data. This formula

returns the number of rows in which the month is January and the amount is greater than

200.

� =SUMPRODUCT((B2:B13="Jan")*(C2:C13>200))

CounCounCounCountttt ththththeeee NumbeNumbeNumbeNumberrrr ooooffff SaleSaleSaleSalessss thathathathatttt ArArArAreeee BetweeBetweeBetweeBetweennnn SpecifiSpecifiSpecifiSpecificccc ValuesValuesValuesValues This formula counts the number of times the sales amount falls between two 200 and 500. The formula uses two conditions: the amount greater than or equal to 200, and the

amount less than or equal to 500.

� =SUMPRODUCT((C2:C13>=200)*(C2:C13<=500))

CountCountCountCount thethethethe NumberNumberNumberNumber ofofofof SalesSalesSalesSales BasedBasedBasedBased onononon ThrThrThrThreeeeeeee ConditionsConditionsConditionsConditions This formula returns the amount when the sales representative is Jones, the month is

February, and the amount is greater than 500. This function uses a single argument,

which consists of three logical expressions multiplied together. The resul t is the sum of

these products.

� =SUMPRODUCT((A2:A13="Jones")*(B2:B13="Feb")*(C2:C13>500))



Page 10 of 20

AddAddAddAdd UpUpUpUp aaaa RepresentativeRepresentativeRepresentativeRepresentative’’’’ ssss SalesSalesSalesSales inininin OneOneOneOne MonthMonthMonthMonth The formula below adds up sales amount based on two conditions: when the sales

representative is Jones and the month is February.

� =SUMPRODUCT((A2:A13="Jones")*(B2:B13="Feb")*(C2:C13))

AdAdAdAddddd ththththeeee CombineCombineCombineCombinedddd SaleSaleSaleSalessss fofofoforrrr TwTwTwTwoooo SaleSaleSaleSalessss RepresentativesRepresentativesRepresentativesRepresentatives

The formula below returns the sum of the sales amount for both Jones and Rogers. This

formula uses a single argument and consists of three expressions. Notice, however, that

the first two arguments are not multiplied as in the previous examples. Because we are

doing a logical OR comparison, they are summed. Summing two logical values results in a value of 1 when either of the expressions is TRUE.

� =SUMPRODUCT(((A2:A13="Jones")+(A2:A13="Rogers"))*(C2:C13))

NOT Function:

Reverses the value of its argument. Use NOT when you want to make sure a value is not

equal to one particular value.

Syntax

NOT(logical )

Logical is a value or expression that can be evaluated to TRUE or FALSE. If logical is

FALSE, NOT returns TRUE; if logical is TRUE, NOT returns FALSE.

Examples

NOT(FALSE) equals TRUE

NOT(1+1=2) equals FALSE



Page 11 of 20

Lookup Functions

Returns a value either from a one-row or one -column range or

from an array. The LOOKUP function has two syntax forms:

vector and array. The vector form of LOOKUP looks in a one-

row or one-column range (known as a vector) for a value and

returns a value from the same position in a second one-row or

one -column range. The array form of LOOKUP looks in the

first row or column of an array for the specified value and

returns a value from the same position in the last row or column

of the array.

First Confirm if you have Look Up Wizard installed on your

machine,

Tools� Addins� Check � Lookup Wizard � OK.

Now we will see how a Lookup Function works. Go to the Tools Menu� Wizard�

Lookup.



Page 12 of 20

Step 1 � Choose the source data range here.



Page 13 of 20

Step 2� Enter the column you want to find the value from and the row label for the

row that you want to find the value for.



Page 14 of 20

Step 3:

Choose

The

Options

for

pasting

the

formula

results.

Choose Destination cells for other

data also.

Final Step: Click Finish



Page 15 of 20

Final Output (Results of Lookup):

No. of Contacts Handled Shelly Chatterjee

27

HLOOKUP

Searches for a value in the top row of a table or an array of values, and then returns a

value in the same column from a row you specify in the table or array. Use HLOOKUP

when your comparison values are located in a row across the top of a table of data, and

you want to look down a specified number of rows. Use VLOOKUP when your

comparison values are located in a column to the left of the data you want to find.

Syntax

HLOOKUP (lookup_value ,table_array,row_index_num,range_lookup)

Lookup_value is the value to be found in the first row of the table. Lookup_value can be

a value, a reference, or a text string.

Table_array is a table of information in which data is looked up. Use a reference to a

range or a range name.

• The values in the first row of table_array can be text, numbers, or logical values.

• If range_lookup is TRUE, the values in the first row of table_array must be placed

in ascending order: ...-2, -1, 0, 1, 2,... , A-Z, FALSE, TRUE; otherwise,

HLOOKUP may not give the correct value. If range_lookup is FALSE,

table_array does not need to be sorted.

• Uppercase and lowercase text are equivalent.

• You can put values in ascending order, left to right, by selecting the values and

then clicking Sort on the Data menu. Click Options , click Sort left to right , and

then click OK. Under Sort by, click the row in the list, and then click Ascending .

Row_index_num is the row number in table_array from which the matching value will

be returned. A row_index_num of 1 returns the first row value in table_array, a

row_index_num of 2 returns the second row value in table_array, and so on. If

row_index_num is less than 1, HLOOKUP returns the #VALUE! error value; if

row_index_num is greater than the number of rows on table_array, HLOOKUP returns

the #REF! error value.



Page 16 of 20

Range_lookup is a logical value that specifies whether you want HLOOKUP to find an

exact match or an approximate match. If TRUE or omitted, an approximate match is

returned. In other words, if an exact match is not found, the next largest value that is less

than lookup_value is returned. If FALSE, HLOOKUP will find an exact match. If one is

not found, the error value #N/A is returned.

Remarks

• If HLOOKUP can't find lookup_value, and range_lookup is TRUE, it uses the

largest value that is less than lookup_value.

• If lookup_value is smaller than the smallest value in the first row of table_array,

HLOOKUP returns the #N/A error value.



Page 17 of 20

VLOOKUP

Searches for a value in the leftmost column of a table, and then returns a value in the

same row from a column you specify in the table. Use VLOOKUP instead of HLOOKUP

when your comparison values are located in a column to the left of the data you want to

find.

Syntax

VLOOKUP (lookup_value ,table_array,col_index_num,range_lookup)

Lookup_value is the value to be found in the first column of the array. Lookup_value

can be a value, a reference, or a text string.

Table_array is the table of information in which data is looked up. Use a reference to a

range or a range name, such as Database or List.



Page 18 of 20

• If range_lookup is TRUE, the values in the first column of table_array must be

placed in ascending order: ..., -2, -1, 0, 1, 2, ..., A-Z, FALSE, TRUE; otherwise

VLOOKUP may not give the correct value. If range_lookup is FALSE,

table_array does not need to be sorted.

• You can put the values in ascending order by choosing the Sort command from

the Data menu and selecting Ascending.

• The values in the first column of table_array can be text, numbers, or logical

values.

• Uppercase and lowercase text are equivalent.

Col_index_num is the column number in table_array from which the matching value

must be returned. A col_index_num of 1 returns the value in the first column in

table_array; a col_index_num of 2 returns the value in the second column in table_array, and

so on. If col_index_num is less than 1, VLOOKUP returns the #VALUE! error value;

if col_index_num is greater than the number of columns in table_array, VLOOKUP

returns the #REF! error value.

Range_lookup is a logical value that specifies whether you want VLOOKUP to find an

exact match or an approximate match. If TRUE or omitted, an approximate match is

returned. In other words, if an exact match is not found, the next largest value that is less

than lookup_value is returned. If FALSE, VLOOKUP will find an exact match. If one is

not found, the error value #N/A is returned.

Remarks

• If VLOOKUP can't find lookup_value, and range_lookup is TRUE, it uses the

largest value that is less than or equal to lookup_ value.

• If lookup_value is smaller than the smallest value in the first column of

table_array, VLOOKUP returns the #N/A error value.

• If VLOOKUP can't find lookup_value, and range_lookup is FALSE, VLOOKUP

returns the #N/A value.



Page 19 of 20

Access the VLOOKUP function from the Functions Menu.

This is the VLOOKUP function run on the Agent Daily data function.

Paste Special



Page 20 of 20

Paste

Formulas Pastes Only Formulas as entered in the formula bar.

Values Pastes Only the Values as displayed in the cell.

Formats Pastes Only cell formatting.

Comments Pastes only comments attached to the cells

Validation Pastes Data Validation rules for the copied cells to the Paste Area.

All Except Borders Pastes all cell contents and formatting applied to the cells except

for cell borders.

Column Widths Pastes the width of one column to another column.

Operation

Add

Subtract

Multiply

Divide

Specifies, which

mathematical operation if

any you want to apply to

the copied data.

Skip Blanks Avoids replacing values in your Paste area when blank cells occur

in the copy area.

Transpose Changes columns of copied data to rows, and vice versa.

Paste Link Links the pasted data to the active worksheet.

Copy only visible cells

If there are hidden cells, rows, or columns on your worksheet, you can copy only the

visible cells — for example, you can copy only the displayed summary data on an

outlined worksheet.

1. Select the cells you want to copy.

2. On the Edit menu, click Go To .

3. Click Special.Click Visible cells only, and then click OK.Click Copy.

4. Select the upper-left cell of the pas te area.

5. Click Paste.

Iipm chapter 1

Documents

range of cells

true returns false

logical values

value fromone cell

word true

cell references

worksheet values

dependent cell