Mastering excel formulas and functions

Mastering Excel Formulas and Functions Presented by: Dennis Taylor Major Topics   Power Tips      Display all formulas in a worksheet   The IF function: simple, nested, in combination with AND and OR  Highlight all formula cells in a worksheet Enter formulas in multiple cells with the Ctrl key Extended uses of the AutoSum button Relative/Absolute adjustments Power Functions    VLOOKUP – Exact and approximate lookups  Rounding functions   ROUND, ROUNDUP, and ROUNDDOWN Statistical Functions   MAX, MIN, AVERAGE, MEDIAN     Date/Time calculations MODE, RANK, LARGE, SMALL COUNTIF and Related Functions Recently Added Functions Date/Time Formulas and Functions WEEKDAY – determine day of the week NETWORKDAYS – working days between dates DATEDIF – days, months, years between dates MROUND, CEILING, FLOOR, INT, TRUNC Presented by: Dennis Taylor dennistaylor@msn.com Power Tips  AutoSum Button  Select cells along right side or below data (or both) and use AutoSum button or its drop arrow functions  Displaying Formulas and selecting formula cells   Press Ctrl+~ to toggle between displaying formulas and displaying results On Home tab, click the Find&Select button, then Formulas  Multiple cell formulas with the Ctrl key   Select cells where similar formulas are needed Type one formula and press Ctrl+Enter  Relative References - Use the F4 key   Quickly adjust cell formulas to freeze row references, as in A$4 or column references, as in $A4 Use entire Row or Column references in formulas  =SUM(B:B) instead of SUM(B2:B655) Power Functions: the IF Function ∗ ∗ ∗ =IF(condition,true,false) Conditional operators - < > = >= =IF(B2>=400,1000,"Sell") ∗ ∗ Nested, multiple IFs ∗ ∗ =IF(B3>5,100,IF(B3>3,50,25)) =IF(B3>5,100,IF(B3>3,50,IF(B3>2,25,10))) Using AND and OR with IF =IF(AND(condition1,condition2,…),true,false) =IF(AND(B6="A",B7="B"),100,50) =IF(OR(condition1,condition2,…),true,false) =IF(OR(A3=7,D3=5),100,50) ∗ ∗ ∗ ∗ Power Functions: the VLOOKUP Function ∗ VLOOKUP (item to look up, table location, column number in table where answer is found, exact indicator) ∗ =VLOOKUP(A7,P:S,2) approximate lookup ∗ =VLOOKUP(H3,K1:N9,3,0) exact lookups Compare the value of cell A7 with values in the left column of the range in columns P through S; locate the value nearest to (but not above) the value in A7 and return a value found in column Q (second column of P thru S Compare the value of cell H3 with values in the left column of the range K1:N9; when an exact match is found, return a corresponding value found in the third column of K1:N9 If not found, return #N/A Rounding Functions ∗ ∗ ∗ ∗ ROUND – alter the results of formulas to round results to the nearest power of ten – often to two or zero decimals =ROUND(B3*N1+B3,2) – rounds a calculation to the nearest two decimal places =ROUND(B3*N1+B3,0) – rounds the calculation to the nearest whole number ROUNDUP – rounds up to the next level, =ROUNDUP(C3*D4,1) – if C3*B4 equals 7.32, changes result to 7.4 ROUNDOWN - rounds down to the next level =ROUNDDOWN(F3*G4,1) – if F3*G4 equals 6.18, changes result to 6.1 MROUND, CEILING, FLOOR – allow rounding to any value, not just powers of ten ∗ ∗ ∗ ∗ Statistical Function Overview ∗ ∗ ∗ ∗ ∗ ∗ MAX, MIN - find highest/lowest values in a range AVERAGE - calculate arithmetic mean of values MEDIAN - calculate the middle value in a values range MODE - calculate the most frequent occurrence in a values range RANK - calculate the rank of a value in a range LARGE, SMALL - find the nth largest or smallest value in a range COUNTIF and Related Functions   =COUNTIF(E2:E90,"=Colorado") Count how many cells in the range E2:E90 equal "Colorado" =SUMIF(K2:K66,"=Ohio",J2:J66) Total all values in J2:J66 when the corresponding entry in Column K equals "Ohio"  =AVERAGEIF(K2:K66,"=Ohio",J2:J66) Calculate average of values in range J2:J66 when corresponding entry in Column K equals "Ohio"   =COUNTIFS(E:E,5,F:F,"=Iowa") Count how many cells in Column E = and in Column F = Iowa" =SUMIFS(H:H,E:E,5,F:F,"Utah",G:G,">500") Total all values in Column H when the corresponding entries in Columns E, F, and G are: equal to 5, equal to Utah, and greater than 500, respectively  =AVERAGEIFS(H:H,E:E,5,F:F,"Ohio",G:G,">500") Calculate the average of all values in Column H when the corresponding entries in Columns E, F, and respectively G are: equal to 5, equal to Ohio, and greater than 500, Recently Added Functions New in Excel 2010  AGGREGATE – tabulate data based on commonly used statistical measures (SUM, AVERAGE, MEDIAN…) with options to ignore errors and hidden rows) New in Excel 2013  ARABIC– convert Roman numerals into Arabic numbers; a companion the ROMAN function which converts numbers from Arabic to Roman  ISFORMULA – check whether a reference is to a cell containing a formula, and return TRUE or FALSE can be used with Conditional Formatting to dynamically indicate which cells contain formulas  FORMULATEXT – displays the text of a formula from another cell  ISNA – check whether a value is #NA, and returns TRUE or FALSE Date/Time Formulas and Functions ∗ ∗ ∗ WEEKDAY ∗ =WEEKDAY(A3) ∗ calculate day of the week for the date in cell A3 Returns a value of 1(Sunday) through 7(Saturday) NETWORKDAYS ∗ =NETWORKDAYS("5/2/13", "9/4/13",G2:G10) ∗ calculate working days from 5/2/13 through 9/4/13, omitting any dates found in a list of holidays in cells G2:G10 returns the value 87 DATEDIF ∗ =DATEDIF("11/17/2006","7/5/2013","y") ∗ =DATEDIF("11/17/2006","7/5/2013", "m") ∗ ∗ calculate number of full years between 11/17/06 and 7/5/13 returns the value calculate number of full months between 11/17/06 and 7/5/13 returns the value 79 10 ...   Date/Time calculations MODE, RANK, LARGE, SMALL COUNTIF and Related Functions Recently Added Functions Date/Time Formulas and Functions WEEKDAY – determine day of the week NETWORKDAYS – working... below data (or both) and use AutoSum button or its drop arrow functions  Displaying Formulas and selecting formula cells   Press Ctrl+~ to toggle between displaying formulas and displaying results... Relative/Absolute adjustments Power Functions    VLOOKUP – Exact and approximate lookups  Rounding functions   ROUND, ROUNDUP, and ROUNDDOWN Statistical Functions   MAX, MIN, AVERAGE, MEDIAN