Excel - Functions

Introduction

=Sum()
=average() =count()
=min() =counta()
=max() =countif()
=rand() =countblank()
=abs() =sumif()
=round() =even() 
=roundup() =odd()
=rounddown() =sqrt()
=int() =sign()
=fact() =trunc()
=mod()

Functions that applies to text

=right() =nbcar() 
=left() =roman()
=concatenate() =text()

Functions that applies to a date or time

=now()
=workweek()
=today()
=hour()
=year()
=minute()
=month()
=second()
=day()

Insert a function

=If
=Vlookup, Hlookup

Introduction

The biggest advantage of functions is that they are ready to be used. You don't have to
recreate them or to look for them in books to find the one that you need. Excel's help file
can help you find what you need. You just need to press the F1 key to have access to it.

Be careful! This applies to all functions. 

Don't leave a space between the name of the function and the first bracket like: =sum
(.... The function won't work. The correct way would be =sum(... This is a common
mistake among beginners.

To complete the next functions, fill in the cells with numbers and text in the appropriate
cells.
The Sum function and the AutoSum button

The =sum function is very probably the one most often used function in Excel. The
program offers you two ways to use this function: by writing the formula or by using the
Autosum button . You can simply write the formula =sum( as often as you wish. The
character ":" must be placed between the starting cell and the ending cell of the range
of cells you want to add. For example, to find the sum for the area between
cells B1 and B3, the formula will be =sum(B1:B3). A range of cells can include several
lines and several columns.

In the B5 cell, enter the following formula: =sum( B1:b3 ).

The result should be 600.

Change one of the numbers in the B1 to B3 cells.

The new sum will be displayed in B5 cell.

There are several ways of writing a formula. You can write a formula by writing it
manually or by using the cursors or the mouse to select the proper cell that you will
need in the formula. The next three exercises will demonstrate how to use these three
techniques to find the sum between the B1 to B3 cells. Once you've have mastered
these techniques, you can use them for any functions and formulas.

Place the cursor in the B5 cell. 

Press the = key.

You can always start a formula with the +, - or = mathematical operators.

Press the up cursor, move it to the B1 cell.

Please notice that there is a box around the cell that flashes. It's to reassure you that
you selected the right cell. You can't confuse it with the other cell on your worksheet.

Press the + key.
Noice that the cursor returned to the B5 cell, where it will continue to write the formula.
As soon as you press one of the mathematical operator keys (+,-, *,/, ^) or a bracket,
the cursor always returns to the cell where it's writing the formula.

Use the up cursor to move to the B2 cell. 

Press the + key. 
By using the up cursor, move to the B3 cell. 
Press the Enter key.

The formula is finished. The B5 cell will show the result of the formula. That's one way to
write the formula. It's an easy way to write a formula if you don't have many cells to add
up. But it may be the only way if you're using many different mathematical operators.
For example, the sum() function won't be of any use to write this formula:
=b1*(1+b2)/b3. The next exercise consists adding the same cell using the sum()
function and by selecting an area of cells using the cursors.

Place the cursor in the B5 cell. 

Write the following formula: =sum(. 
By using the up cursor, move the active cell in the B1 cell. 
While pressing on the Shift key, use the down cursor to move to the B3 cell.

The block is selected. The Shift key allows you to select a range of cells on witch you
can do some operations. That can be from using them in a formula, changing their
presentation or even deleting their content. You can do an operation on many cells
instead of just one.

End the formula by pressing on the ")" key. 

Press the Enter key.

As just demonstrated it's also possible to select an area of cells by using cursors and
the Shift key. You can have the same result by using the mouse. That's the next
exercise.

Place the cursor in the cell B5. 

Write the following formula: =sum(. 
By using the mouse, click on the B1 cell. 
Press the left mouse button and select B1 to B3 cells. 
End the formula by pressing on the ")" key.
Press the Enter key.

This last exercise demonstrates that you may select an area of cells as much with the
mouse as with the cursor keys.

The AutoSum button is much simpler. But, it has its limitations you should be aware of.
 Place the cursor in the B5 cell. 

Press the  button.

Excel will offer you the formula: the sum of the B1 to B4 cells or =sum(B1:b4).

To confirm the formula, press the Enter key.

But how did the function determined the right area? The AutoSum function first looks
upward to determine if there are any numbers to add up. If there are no numbers in the
two cells directly above the active cell, the AutoSum will try to find numbers to the left of
the cell.

In the example above, it does not find numbers in the B4 cell just above. But it does find
a number in the B3cell. The function moves up the column until it finds an empty cell. At
that moment, it stops and suggests you an area (=sum(B1:B4)).

This option is very practical. The problem is that it can stop at the wrong place. If you
have a cell that's empty from the block, the function will stop there, even if you wanted
to have the other numbers above that empty cell. Be sure that the function selects the
right area of cells before confirming by pressing on the Enter key.

=Average(range of cells ex.: A1:D5)

Finds the average for an area or range of cells.

In the B6 cell, write the following formula: =average( B1:b3 ).

=Min(range of cells)

Finds the smallest value among an area of cells.

In the B7 cell, write the following formula: =min( B1:B3 ).

=Max(range of cells)

Finds the highest value among an area cells.

In the B8 cell, write the following formula: =max( B1:B3 ).

=Rand()

This function generates a random number between 0 and 1. It's often used during
simulations. You can change te random number by pressing the F9 key. You can also
combine this function with other to make it more useful. The next example generates a
number between 700 and 1000. The lowest possible value is 700 and the maximum is
1000. The difference between them is 300. You can use one of these formulas to
generate a number between 700 and 1000: =ROUND((RAND()*300)+700,0) or
=INT(RAND()*300)+700 . The function used in combinason with =rand() will be
explained later on this page.
=Abs(cell or value)

Shows the absolute value, or positive value, of any number.

number Abs(number)

25 25

-43 43

=Round(cell,number of decimals)

Allows to round a number to the decimal place of your choice. You must enter the
number, or the cell address where the number is located, and the number of decimals
you need.

Number Round(number,0) Round(number,1)

45.15 45 45.2

45.49 45 45.5

45.54 46 45.5

You can also round to the unit, to tens or the hundreds and so onby putting a negative
value on the number of decimals.

Ex.: =round(45,-1) = 50

These options also applies to the next two functions.

=Roundup(cell,number of decimals)

This function rounds up a number at the decimal place of your choice. A value will be
rounded up even if there is just a faction after the decimal of your choice.

numbe roundup(number, roundup(number,

r 0) 1)

45.15 46 45.2

45.49 46 45.5

45.54 46 45.6
=Rounddown(cell,number of decimals)

This function function "removes" any fraction after the decimal place of your choice.

numb rounddown(numb rounddown(numb

er er,0) er,1)

45.15 45 45.1

45.49 45 45.4

45.54 45 45.5

=Int(cell)

Shows the Integer of a value. It removes all the fractions after the decimal point.

number Int(number)

25.99 25

43.55 43

=fact(number)

Shows the factorial of a number. It's very useful calculating propabilities. Ex.: =fact(3) =
6 (1 * 2 * 3)

=mod(number,divider)

Shows what remains of a division. Ex.: =mod(13.4) = 1 .Thirdteen (13) divided by 4 is

equal to 3. It remains 1.

=count(range of cells)

Counts the number of cells with a number, not text or empty, within a selected range of
cells.

=counta(range of cells)

Counts the number of cells that have some content, that are not empty. The can either
have numbers, text or formulas.
=countif(range of cells,criteria)

Counts the number of cells that have the same content as the criteria. The next exercise
shows the number of cells that contain the number 100. The formula entered in
the B1 cell is =countif(A1:A3,100) .

Enter les numbers and formula in the appropriate cells.

Enter the number 100 in the A2 cell.

The result of the =countif() now shows that two cells contain the number 100. It's also
possible to use this function to find if there are any other cells within a range that have
the same value. You mus t combine the =countif() with the =if() function. The formula is
=if(countif(range of cells,criteria)>1,"Double","Unique") .

Place the cursor in the B2 cell.

Enter la formule suivante: =if(countif(A1:A3,A1)>1,"Double","Unique") .

For this example, the formula checks if the number that's in the A1 cell appears more
than once within the range of A1 to A3. If that's the case, the result will show "Double".

=sumif(range of cells,criteria)

This function adds numbers that have the same value.

Place the cursor in the B3 cell.

Enter this formula: =sumif(A1:A3,100) .

With this example, the function will add all the cells in the range that have the
number100. Since there are two cells with that number, the result will be 200.
=countblank(range of cells)

Counts the number of empty cells in the selected range of cells.

=even(number)

Shows the next even number if the number isn't already even.

number even(number)

2 2

3 4

=odd(number)

Shows the next odd number if the number isn't already odd.

number odd(number)

3 3

4 5

=sqrt(number)

Shows the square root of a number or from the content of a cell. Ex.: =sqrt(9) = 3

=sign(number)

At times, it's useful to know not the value of a cell but it's sign. This function shows 1 if
the number is positive, 0 for 0 and -1 for a negative value. The equivalent could be done
with this formula =if(number>0,1,if(number=0,0,-1)) .

number =sign(number)

45 1

0 0

-45 -1
=trunc(number,number of decimals)

Shows the number with the number of decimals desired. It's the equivalent of the
=rounddown() function.

Functions that applies to text

Excel also has some functions that can help you get more out of the content of text cells.
Here are some examples.

=right(text,number of caracters)

Shows the n caracter from the right of a cell with text.

ex.: =right("This is an example",2) = le

=left(text,number of caracters)

Shows the number of caracters from the left of a cell with text.

Ex.: =left("This is an example",2) = Th

=concatenate(first cell,second cell)

This function allows you to group the content of many cells together even if it's as
different as text numbers dates or the result of a formula.

Ex.: =concatenate("Ce",45) = Ce45

=len(cell or text)

Shows the number of characters in a cell. Ex: =len("abcde") = 5

=roman(number)

Converts a number to its roman equivalent. Ex.: =roman(45) = XLV

=text(number,text format)

Converts a number into text format. It will take the presentation format as any other cell
containing text. It's still possible to use the content for mathematical operations or in
formulas. Ex.: =text(45,0) = 45 but the text is placed on the left border of the cell.

Insert a function that applies to dates or time

Excel also offers functions that allows to get information on cells containing dates and
time. These cells contain a lot of information. Here is a list of the functions of this
category that most often used.
=now()

Shows the exact time at the moment you confirmed the content of the cell. It will also
update itself every time you enter or change a value in a cell.

=today()

Shows the computer's date, whether is right or not.

=year(cell with a date)

Shows only the number for the year that's inside a date.

=month(cell with a date)

Shows the month that's inside a date. The result will always be between 1 and 12.

=day(cell with a date)

Shows the number of a day that's inside a date. The result will always be between 1 and
31.

=workweek(cell with a date)

Shows a number that represents a number for the day of the week: 1 = sunday, 2 =
monday ... 7 = saturday. You can combine this function with =if() or vlookup() to show
the day of the week instead of just a number.

=hour(cell with time)

Shows the hour that's inside a date or a time. The result will always be between 0 and
23.

=minute(cell with time)

Shows the minutes that's inside a date or a time. The result will always be between 0
and 59.

=second(cell with time)

Shows the seconds that's inside a date or a time. The result will always be between 0
and 59.

Insert a function

Let's take the following example. You want to know how much will be your monthly
payments if you take a 25 years mortgage at an annual rate of 6,5 %. There is already a
function in Excel to help you to find the amount.

Enter the text, the number and the following formulas in the appropriate cells. 
These formulas deserve a few explanations. The rate should be that for each payment
periods and not the annual rate. To find the number of payments, it's necessary to
multiply the number of years with the number of payments made during a year.

Place the cursor in the B6 cell.

From the Insert menu, select the Functions option. 

OR 

Press the  button.

The left column groups together the

functions into categories. The right
column shows the name of the
functions for that category. Below
these two columns, there is a brief
description of the function. If that's
not enough for you, there is help at
the bottom of the window by

pressing the button.

From the left column select the Financial category.

From the list of functions in the right column, select the PMT function. 
Press the OK button.
The PMT function window of the will appear. It shows the boxes that need information
for the formula to work. The titles that are in bold (rate, number of periods and present
value) are required. The titles that are of standard size (Fv and Type) are compulsory.

You must enter the amounts in the boxes or to indicate the function in the cell that will
find wanted amounts. For the exercise, it will be boxes B2, B3 and B1 respectively. 

You can write the cells addresses in the boxes or you can use the  button at the end
of the box to select the desired cell. 

For this exercise, press the  button at the end of the rates box.

The function window disappears. A smaller window with only the information on rate is
shown. You must now choose the cell where the rate for the loan is contained.

Click on the B2 cell.

Press on the '' / '' key . 

Click on the B3 cell. 

To end the operation and return to the function window, press the  button at the
end of the box.
 Use the same technique to select the cell for the number of payments and for the
amount of the mortgage. 
Press the OK button.

The result of the function should be -337.60 $. To avoid the negative amount, you can
put the - (minus) sign in front of the function (-PMT (...)) or in front of the amount of the
mortgage (B1). You can now change the amounts and the rate to better suit your needs.
You'll be able to better plan the amount you need to buy your first house. Don't forget to
add to that, as a home owner, you'll have property and school taxes to pay, maybe a
water tax and home maintenance cost that you didn't have before.

Excel offers you several other functions in different categories. Experiment with these
before needing them in your work.

These functions help you to create models that are closer to reality. The IF function
allows you to adapt the model according to different situations. For example, is there a
premium to be paid? Are there overtime hours to be paid?

=If

The =If function is very practical in a model because it gives you can adapt your model
to different situations. For example:

After a certain number of hours, the employees have a right to overtime pay. 
After a certain amount of payment, the tax rate increases. 
When the shop is full, there are expenses to ship and store excess inventory
elsewhere. 
When a customer buys certain number of a product, he may have a right to a discount.

The number of possibilities is infinite! The other functions, with the exception
of =Vlookup and =Hlookup, don't offer what this function can offer: a choice, some
flexibility for your model. It will give a certain result if the condition is realized.
Otherwise, another result will appear.

The =If function requires three parameters to work. The first is the condition: what does
it have to compare? The second part is what the function should show when the
condition is true. The third part is what the function should show when the condition is
false. You can summarize this: =If(condition, if true, if false). The semicolon (,) is used
to separate the various parameters of the function. That's also true for every other
function in Excel.

Ex: =If(B1>=10,b3*0,1,0) If the contents of the B1 cell is superior or equal to 10, show

B3's result multiplied by 0,1. Otherwise show zero.

To help you understand how the =If function works, and its potential, the next part will
have some exercises for it. This is the case of a businessman who wants to offer a
discount to its customers if they buy a certain quantity.

Before we begin, open a new worksheet or a file. 

Fill the following cells with the text and formulas.

For the first example, the businessman wants to offer a still undetermined discount if the
customer buys 10 identical items or more. This exercise is just to show whether or not
the customer has a right to a discount or not. The result of this =If function will only be
text, not a number or a formula. Those will come later.

In the B5 cell, write the following formula: =If(B1>=10,"Discount ","Sorry, no

discount ").

According to the quantity that's entered in the B1 cell, the B6 cell will show either
"Discount" or "Sorry, no discount " (without quotation marks). As mentioned before, this
function has the three parts. In the first part,B1>=10 is the condition. It verifies that
the contents of the B1 cell is superior or equal to 10. If true, the function shows the
second part of the function (Discount). Otherwise, it shows the third part (Sorry, no
discount). The result of this function is posted as text. The next function will have for
result a formula or a number.

Enter different amounts in the B1 cell to see how the B5 cell reacts.

The businessman has decided to offer a 10 % discount to those who buy 10 identical
items or more. The next formula will calculate this discount.

In the B6 cell, enter the following formula: =If(B1>=10,b3*0.1,0).

For this formula, the condition is the same that the previous formula. Nevertheless, the
result is different. The discount will change according to the quantity in the B1 cell. If
the quantity equals or higher than 10, there will be a 10 % discount on the total in
the B3 cell. Otherwise, there is no discount. So, the number will be zero ( 0 ).

Enter different amounts in the B1 cell to see how the B6 cell reacts.

The third exercise consists of seeing the =If functions been linked. It's possible to have
if() functions inside a =If () function. In fact, you may have functions in functions. For
example, =abs(sum(B1:B200)) gives you the absolute number of the sum
of B1 to B200 cells. It's possible to imbricate up to six if() inside each other. The next
exercise gives you the example of this.

The businessman notices that his discount does not make any sense to most clients.
They don't buy that many. He then offers a 5 % discount to those who buy 5 identical
items or more. He also wants to give a 10 % discount if a customer buys 10 identical
items or more.

In the B7 cell, enter the following

formula: =IF(B1>=10,B3*0.1,IF(B1>=5,B3*0.05,0)).

The function verifies first if the quantity registered in the cell is superior or equal to 10.
If true, the function will show a 10 % discount on the number in the B3 cell. Otherwise,
there is the second if() that verifies if the quantity is superior or equal to 5. If true, it will
show a 5 % discount on the number of the B3 cell. Otherwise, there is no discount. So,
the shown number will be of zero ( 0 ).

There is another possible formulation that would have given the same result. =If
(B1>=5,if(B1>=10, b3*0,1,b3*0,05),0). Instead of beginning with the biggest
possibility (>=10) and decent from there, this formula begins with the smallest
possibility (>=5) and rises! There are certainly one or two other formulations that are
possible.

It's possible to " imbricate" up to 6 levels of Ifs. But at that level, it becomes very
difficult to manage. The =Vlookup and =Hlookup functions will be easier to use when
you have several possibilities.

The function =If () can be improved when it's used with other functions such as =And()
and =Or() . The next part demonstrates the functioning of these two functions followed
of how they can be used with =If().

=AND(condition1, A minimum of two conditions is required. But you can add as many as
condition2, condition3...) needed. All the conditions must be realized for the function to be true.
Otherwise, it will false.

=OR(condition1, A minimum of two conditions is required. You can add as many as

condition2, condition3...) required. One of the conditions must be realized for the function to be
true. If none of the conditions is realized, it will be false.

It's time see them in practice.

 Enter numbers and formulas in the appropriate cells.

With these numbers, you should see the "FALSE" in cells B1 and B2. The numbers
don't answer the conditions in either formula. For the = And() function to work, the
cells A1 and A2 must be equal to 1, the necessary conditions for that function to be true
are not yet met. It's the same situation for the =Or() function.

Enter the number 1 in the A1 cell.

This should bring a change to the =Or() function because one of both conditions is
realized. The B1 cell still shows false because all of the conditions are not yet met.

Enter the number 1 in the A2 cell.

Because both conditions are now true, the =And() function will now show TRUE.

Enter the number 2 in the A1 cell.

The result was predictable. The B1 cell shows false whereas the B2 cell will still shows
true. If you want, you can add other conditions to these functions. Here is a small
example: =Or(A1=1, A2=1, A3=1). This can go far, very far.

It's possible to add these functions, and many others, in the =If() function. For these
last two functions, it's better place them in the part of the conditions.

=If(and(a1=1,a2=1),1000, 0)
=If(or(a1=1,a2=1),1000, 0)

=Vlookup, =Hlookup

The =Vlookup and =Hlookup functions are forms of the =If function that are a little more
developed. It's possible " to imbricate " up to 6 if functions to answer several
possibilities. But what can you do if you want to answer a question that needs more than
6 levels? At that level, it becomes difficult to manage every imbricated =Ifs.

It's easier at that point to use a Vlookup or Hlookup function especially when you have a
grid or a comparison table ready to use. For example, using a grid to determine a
student's grade or the grid to determine the tax rate of the employees. The Vlookup
function uses a vertical comparison table were a Hlookup function uses ahorizontal grid.

Let's resume the last exercise of the =If function. A businessman gives a 5 % discount
to customers who buy 5 of the same item or more. The discount is raised to 10 % if the
customer buys 10 or more.

Using the =If function, the formula may look like this: =If(B1>=10, b3*0.1, if
(B1>=5, b3*0.05, 0)). This formula is simple because it has only three possibilities
(10 and above, between 5 and 10 and between 0 and 5). The formula becomes more
difficult to create when you add more and more possibilities. The function =Vlookup or
=Hlookup can help in this situation.
These functions need three parameters to work. The first one is the cell address that will
be compared to a grid or a comparison table. It will be compared with the contents of
the second parameter that will contain the address of the range of cells of a comparison
table. The third parameter is to indicate the column (for =Vlookup) or the line (for
=Hlookup) that will be shown from the comparison table.

=Vlookup(cell to compare, comparison table, index of the column)

=Hlookup(cell to compare, comparison table, index of the line) 

Before using the function, you must prepare a comparison table.

Enter the following numbers in the appropriate cells, or in the A13 to B15 cells.

The first column of the comparison table is used to compare with a cell that contains a
number. The numbers of that first column must always be in ascending order. You
always put in the lowest possible number, or the floor, to reach this level. The "ceiling" is
the "floor" of the next line of the comparison table. So, for the first line of the table, the
minimal number is zero whereas the maximum is 5 exclusive or [0 , 5[ for those that
remember their mathematical operations. It's as for that reason that the numbers should
always be in increasing order.

So, for the table in the A11 to B13 cells, the number 0 of the A13 cell is the floor. The
ceiling is the contents of the A12 cell, or 5. So for all numbers between 0 and up but not
including 5 ([0 , 5[) will be on the first line of the table. It's infinitely close to 5 but it's
not 5. All that's between 5 and infinitely close to 10 ([5 , 10[) will be on the second line.
For the numbers equal or superior to 10, it will be the third line of the table. Because
there are no other lines over the 10 of the A13 cell, the "ceiling" is infinite.

The second, the third and the other columns usually contain the results that you want to
show. For this table, the second column contains the discount rates according to the
quantity that was bought.

In the B8 cell, enter the following formula: =Vlookup(B1,A11:B13,2)*B3.

According to the quantity that entered the B1 cell, the =Vlookup function will compare
this amount to its comparison table. When it will know the line to stop, it can then show
the appropriate content from the chosen column. For example, if the number is 6,5, the
=Vlookup function will stop at the second line of the table (between 5 and 10). It will
then show the contents of the second column of this line witch is 5 %.

To help you to understand, here is another exercise with a grid for school grades. This
exercise consists at showing the appropriate letter for a given note in the B2 cell
according to the grade located in the B1 cell.

Enter the text and the following numbers in the appropriate cells.
The B1 cell will contain the number of the grade. The B2 cell will contain the =Vlookup
function that will compare the number in the B1 cell and will show a letter that's the
equivalent to the grade. The B3 cell will contain a =Vlookup function that will compare
the grade with the comparison table and show the appropriate comment.
The A5 to B9 cells contain the comparison table. The table indicates that the letter will
be an " e " if you have a grade below 50. Between 50 and 60, the grade will be a " d ".
Between 60 and 75, the grade will be a" c ". Between 75 and 85, the grade will be a" b
". And, for a grade of 85 or more, the grade will an " a ". For the =Vlookup function to
work correctly, it needs three parameters: the cell address to compare (B1), the place of
the comparison table ( A4:B8) and the column to be shown with the result (the second
column or 2)

In the B2 cell, write the following formula: =Vlookup(B1,A4:B8,2).

You can also copy the formula into the G3 to G6 cells to find the grades noted in
the F3 to F6 cells. Don't forget to "fix" the position of the comparison table by placing a
"$" in front of the lines in the formula. Or else the formula will not work. You'll learn
more about copying formulas and relative and absolute reference  on the next Web
page.

We will continue with something more difficult for the =Vlookup function. It consists in
using the =Vlookup function with two variables. The first variable is identical to what you
saw before. The second variable consists of changing the comparison table column that
in witch the function fetches the information to be shown.

Can you write the appropriate formula for the H2 cell? Write the formula that will show
the comment in the H2cell.
Up until now, you always wrote the number 2 for the third parameter of the =Vlookup
function. The function always fetched the information to be shown in the second column
of the comparison table. The next exercise consists in changing in the number in that
column so that the =Vlookup function fetches the information to be shown according to
the type of customer. That will be the second variable for this function. For this exercise,
there are three categories of customers: type 1 , 2 and 3. The function should look for
the information to be shown in the second, third or fourth column of the table,
depending on the type of customer + 1 because the first column of the table is used to
compare the quantities bought in the comparison table to determine the quantity of the
discount.

Write the following numbers in the appropriate cells.

 And 

You now have a new comparison table that takes into consideration the quantities
bought and the type of client. The percentage of the discount will vary depending on the
quantity and the type of client. The D1 cell is also important because it now defines the
type of client being served.

In the B9 cell, write the following formula: =Vlookup(B1,A16:D18,E1+1).

Try the following combinations of numbers in B1 and D1 cells.

B1 E1 Result
4 1 0%
7 1 2.5 %
7 2 5%
7 3 7.5 %
10 3 12.5 %
-5 1 N/A
10 4 *REF!

All the numbers work except for the last two cases. In the first case, the amount bought
is a negative quantity, this amount is smaller than the minimal threshold of the first line
of the comparison table ( 0 ). So, this number does not apply to the comparison table.

For the last case, the function tries to look for information that's outside of the
comparison table. The table consists of four columns. But, the =Vlookup function looks
for information in the Fifth Column, there is no data there.

To make the =Vlookup or =Hlookup function even more powerful, it's also possible to
use it to compare text. The first column of the comparison table can contain words
instead of numbers. As for numbers, the list must be in ascending order. Contrary to
numbers, the text should be exact. For example, the text can not be between Anjou and
Avignon. Otherwise, you should expect the bizarre results as you'll see below.
 Enter the text, the numbers and the following formulas in the appropriate cells.
In the B1 cell, enter Avignon.

The result will be 83 % in the B2 cell. You should expect in bizarre results when you use
text. Let's look at other possibilities.

Enter Tokyo in the B1 cell.

The result will be 99 %! Why? That's because it's listed after Paris. So, the function goes
to the last line of the comparison table.

In the B1 cell, enter Boston.

The result of the B2 cell will be 74 % because it's between Bern and Brussels. So,
although the function is very practical to compare numbers, it may not be as appropriate
for text unless you use the fourth pamateter. The fourth parameter of this function is
used to determine if the function sould look for an exact value to compare or be between
two values. By default or when the fourth paramater equals 1, the function is comparing
between numbers. When its value is 0, the function will look for an exact match.

In the B2 cell, entrer the following formula: =VLOOKUP(B1,A4:B7,2,0)

The function will give you a "Not applicable" (#N/A) result because it's now looking for
an exact value and not finding it. Boston is not in the comparason table.